SOLICITATION NOTICE
R -- Definite Delivery/Definite Quantity Contract to Provide Court Reporting Services to the US Fish and Wildlife Service Office of Subsistence Management Throughout the State of Alaska
- Notice Date
- 2/28/2009
- Notice Type
- Presolicitation
- Contracting Office
- Department of the Interior, Fish and Wildlife Service, CGS-WO, US Fish & Wildlife Service - R7 Contracting & General Services1011 E. Tudor Rd, Mail Stop 171 Anchorage AK 99503
- ZIP Code
- 99503
- Solicitation Number
- 701819R141
- Response Due
- 3/26/2009
- Archive Date
- 2/28/2010
- Point of Contact
- Paul Griffin Contracting Officer 9077863408 paul_griffin@fws.gov;<br />
- Small Business Set-Aside
- Total Small Business
- Description
- The U.S. Fish and Wildlife Service's Office of Subsistence Management (OSM) requires court reporting/transcription services for several meetings that will occur according to a set schedule in various locations throughout the state of Alaska. The Contractor shall provide all management, supervision, labor, travel and supplies necessary to provide court reporter services as specified for the Office of Subsistence Management (OSM). This solicitation is a total small business set-aside under NAISC Code: 561492 with a size standard of 500 employees. Background:In 1980, Congress passed the Alaska National Interest Lands Conservation Act (ANILCA). Title VIII of ANILCA provides for the continuation of subsistence uses of fish and wildlife resources on Federal public lands by rural residents in Alaska. Specifically, Title VIII of the law mandates that rural residents be given a priority for subsistence uses and required the creation of the Regional Advisory Councils to enable rural residents to have a meaningful role in Federal subsistence management. In 1972, Congress passed the Federal Advisory Committee Act (FACA) to ensure that standard procedures govern the establishment, administration and duration of committees set up to advise the Federal government. Federal advisory committees must be chartered and meetings must be open to the public. FACA also requires that Congress and the public be kept informed about committee activities. The Regional Advisory Councils are Federal advisory committees and, therefore, must comply with the Act's requirements. Therefore, Regional Advisory Council meetings are public meetings. Transcripts of these meetings comprise a critical component of the administrative record for the Office of Subsistence Management (OSM). The Contractor shall be responsible for providing accurate transcripts of all Regional Council meetings for the fisheries and wildlife regulatory cycles and one annual Federal Subsistence Board meeting (January) that fall within the periods of performance. PersonnelThe Contractor shall utilize skilled and productive labor in order to satisfactorily furnish the required level of services. Failure on the part of the Contractor to utilize skilled and productive labor may result in the Government terminating the contract for default.A.Qualifications of Employees: All personnel engaged in the work to be accomplished under this contract shall be fully trained in the operation of the sound system and transcribing equipment necessary to produce accurate and timely transcripts of the meetings. All personnel engaged in the work to be accomplished under this contract shall be fully trained in the appropriate protocol and activities supporting the meetings.B.Alien Labor: It is illegal to bring into the United States, to transport or harbor aliens who do not have proper visa for entry and working in this Country (U.S.C. 1323-1325). If the Government suspects violations during performance of work on this contract, it will be reported to the U.S. Immigration and Naturalization Service for investigation and appropriate action.C.Written Notification of Personnel: The Contractor shall provide in writing to the Contracting Office within five (5) days prior to the contract starting date the names, work classification, telephone number and addresses of contractor personnel who will be performing work under this contract. This list of personnel will be updated by the Contractor prior to a change in personnel at the work site. D.Availability of Personnel: The Contractor is responsible to ensure staff is available to provide recording and transcribing services at all meeting locations and during inclement weather. Contractor Requirements and Products Recording and Sound Equipment 1.Recording equipment used with audio tapes will be required to build transcripts. Audio tapes must be kept and archived by Court Reporting agency.2.OSM will provide the public address system but the Contractor may be required to supplement that system with his/her own equipment which could include microphones and speakers.3.The Contractor will be responsible for transportation and set-up of the sound equipment. Transcript Requirements/Products 1.The Contractor will provide original hard-copy transcripts and an electronic copy containing the formatted files of those transcripts for each meeting. Those transcripts and the electronic files must be single-spaced and formatted with line and page numbers. All transcripts must be in Microsoft Word version 2000 or later.2.The transcripts and the electronic files shall be received by the Office of Subsistence Management within six (6) working days of the end of the meeting. 3.The Contractor will provide transcripts as an e-mail attachment to the OSM Administrative Record Specialist as soon as they are complete (one meeting day at a time if the meeting is longer than a single day) for distribution to OSM Regional Teams. Travel Requirements 1.The Contractor and/or staff will be required to travel to meeting locations across the State of Alaska (see attached calendar for 2009 meetings). Travel must be included in the bid. Work Schedule Base Year:The contractor shall be responsible for providing accurate transcripts of all Regional Council meetings for the fisheries (fall of each year) and wildlife (winter of each year) regulatory cycles and one annual Federal Subsistence Board meeting scheduled for January of each year. This period of performance will include 20 Regional Council meetings, one to three days in length, and one Federal Subsistence Board meeting 3 days in length. Option Years:The contractor shall be responsible for providing accurate transcripts of all Regional Council meetings for the fisheries (fall of each year) and wildlife (winter of each year) regulatory cycles and one annual Federal subsistence Board meeting scheduled for January of each year. This period of performance and that of all other Option Years includes 20 Regional Council meetings, one to three days in length, and one Federal Subsistence Board meeting 3 days in length. Standards of Conduct 1.The Contractor shall be responsible for maintaining satisfactory standards of employee conduct in keeping with established protocol of public meetings as well as professional standards of competence, conduct, appearance, and integrity. Smoking Restrictions 1.There is no smoking allowed during meetings or in public buildings. Base Year BidOriginal hard-copy transcripts and a diskette containing the formatted files of those transcripts for each meeting identified below. FEDERAL SUBSISTENCE BOARD MEETINGS1.January, 2010Federal Subsistence BoardAnchorage, Alaska REGIONAL COUNCIL MEETINGS1.August 25, 2009North Slope CouncilBarrow, Alaska2.September 2, 2009Northwest Arctic CouncilKotzebue, Alaska3.September 10-11, 2009Kodiak Aleutians CouncilKodiak, Alaska4.October 1-2, 2009Seward Peninsula CouncilNome, Alaska5.October 1-2, 2009Yukon Delta CouncilBethel, Alaska6.October 6-7, 2009Western Interior CouncilAniak, Alaska7.October 6-8, 2009Southeast CouncilYakutat, Alaska8.October 13-14, 2009Eastern Interior CouncilTo be announced, Alaska9.October 13-15, 2009South Central CouncilCooper Landing, Alaska10.October 27-28, 2009Bristol Bay CouncilDillingham, Alaska11.February 2010/1 daysSeward Peninsula CouncilNome, Alaska12.February 2010/1daysNorth Slope CouncilBarrow, Alaska13.February 2010/2daysWestern Interior CouncilGalena, Alaska14.February 2010/2 daysYukon Delta CouncilSt. Marys, Alaska15.February 2101/3 daysSoutheast CouncilPetersburg, Alaska16.March 2010/1 daysNorthwest Arctic CouncilKotzebue, Alaska17.March 2010/2 daysEastern Interior CouncilFairbanks, Alaska18.March 2010/2 daysSouth Central CouncilAnchorage, Alaska19.March 2010/2 daysBristol Bay CouncilNaknek, Alaska20.March 2010/1 daysKodiak Aleutians CouncilKodiak, Alaska Dates, length and/or location of meetings are subject to change. Option Year Bids:For all option years, the total number of meetings requiring transcription will decrease to: 20 Regional Council meetings in two separate cycles, and one Federal Subsistence Board meeting. Meeting dates and locations will be established a year in advance. It will be the responsibility of the Office of Subsistence Management to provide this information to the Contractor. Methods:The contractor must use a dual-tape audio recording system to capture meetings for transcription. Audio tapes must be kept and archived by the Contractor for the term of the contract and released to OSM upon termination of the contract. OSM will provide the public address system, but the Contractor may be required to supplement that system with his/her own equipment which could include microphones and speakers. The Contractor must have a working knowledge of sound systems and set up procedures, and will be responsible for transporting and setting up the sound system to adequately capture the meeting for transcription. Transcripts and the electronic files must be single-spaced and formatted with line and page numbers. All transcripts must be in Microsoft Word, version 2000 or later. Deliverables:For each meeting listed, deliverables will be:1. Bound hard-copy transcript of the meeting in its entirety; 2. An electronic version containing the formatted files of those transcripts. Both the hard-copy and the electronic files must be single spaced and with line and page numbers. All transcripts must be in Microsoft Word, version 2000 or later. Transcripts are due to OSM's Administrative Record Specialist by the sixth working day from the end of the meeting. All contractors must be registered on the Central Contractor Registration in accordance with Federal Acquisition Regulations subpart 4.11. For registration information, visit the web site: http://www.ccr.gov. The solicitation issue date will be approximately March 5, 2009, and the issued solicitation will outline technical requirements and evaluation criterea that shall be utilize to evaluate proposals received. Please send your requests for this solicitation in writing including your company name, address, phone number and fax number. These written requests can be faxed to (907)786-3923. Please ensure your request includes the solicitation number: 70181-9-R141 in the subject line. See Numbered Notes 1 and 13.
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