Loren Data's SAM Daily™

FBO DAILY - FEDBIZOPPS ISSUE OF FEBRUARY 03, 2016 FBO #5185
DOCUMENT

R -- Transcription services for Administrative Investigative Board (AIB) - Attachment

Notice Date

2/1/2016
 

Notice Type

Attachment
 

NAICS

561492 — Court Reporting and Stenotype Services
 

Contracting Office

Department of Veterans Affairs;Gulf Coast Veterans Health Care System;Network Contracting Office 16;400 Veterans Avenue;Biloxi MS 39531
 

ZIP Code

39531
 

Solicitation Number

VA25616Q0252
 

Response Due

2/4/2016
 

Archive Date

3/5/2016
 

Point of Contact

Rene' Impey
 

Small Business Set-Aside

N/A
 

Description

The Gulf Coast Veterans Health Care System (GCVHCS), Biloxi, MS, is issuing a combined synopsis/ solicitation for commercial services prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice in conjunction with procedures in FAR Part 13. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation is being issued. The solicitation number VA256-16-Q-0252 is issued as a Request for Quotation (RFQ). This document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-84 effective September 3, 2015. The NAICS code is 561492 and the size standard is $15.0 million. This requirement is unrestricted, open market and will be firm-fixed-price. The closing date for this notice is 3:00 PM EST February 4, 2016. The requirement is for the following: The GCVHCS is seeking businesses capable of providing transcription services for an Administrative Investigative Board (AIB). See SOW below for additional information. Contractor to provide services in accordance with terms and conditions of the contract for the period of Feb. 8 through 12, 2016. To be eligible for award of a contract, vendor must be actively registered in the SAM database (http://www.sam.gov). Vendor is also required to complete representations and certifications found in the provision at 52.212-3, Offeror Representations and Certifications - - Commercial Items. Questions regarding this solicitation must be made in writing to the Contract Specialist, Rene' Impey at rene.impey@va.gov, or by fax at 228-523-4324, and must include the solicitation number VA256-16-Q-0252 on the subject line or the cover sheet. NO TELEPHONE REQUESTS OR INQUIRIES WILL BE ACCEPTED. Submissions must be received by 3:00 PM EST on February 4, 2016. STATEMENT OF WORK - TRANSCRIPTION SERVICES 1.PERFORMANCE REQUIREMENTS a.The Contractor shall furnish the necessary personnel, materials, and services, and otherwise do all things necessary for and incidental to the verbatim reporting and transcription of proceedings conducted by or pursuant to orders of Gulf Coast Veterans Health Care System, Biloxi, MS. The Gulf Coast Veterans Health Care System, Biloxi, MS is defined by the following locations: 1. Gulf Coast Veterans Health Care System 400 Veterans Avenue Biloxi, MS 39531-2410 2.Mobile Outpatient Clinic USA Springhill 1504 Springhill, Suite 1504 Mobile, AL 36604 3. JACC (Joint Ambulatory Care Center) 790 Veterans Way Pensacola, FL 32507 4.Panama City CBOC Naval Support Activity 101 Vernon Avenue #387 Panama City, FL 32407-7018 5.Eglin CBOC 100 Veterans Way Eglin AFB, FL 32542 b.Contractor shall be able to provide a Reporter within 48 hours notice to transcribe accurate deposition/sworn statements without the use of tapes. No back-up tapes are to be used or created. c.If testimony must be retaken as a result of mechanical breakdown of the transcribing equipment, or as a result of negligence by the Contractor or any subcontractor, the Contractor shall provide the services necessary to retake the testimony at no additional charge to the Department of Veterans Affairs or to any party to the litigation. In addition, the Contractor shall bear all transportation and subsistence costs, to be computed in accordance with travel regulations governing employees of the Department of Veterans Affairs, incurred by Gulf Coast Veterans Health Care System, Biloxi, MS, the parties and their witnesses and attorneys in attending or testifying at such retaking of testimony. d.The Contractor agrees that the assigned reporter shall perform all work in a business-like manner and according to the best standards of the reporting profession; and the Contractor, at all times, shall provide promptly at the time, date, and place designated, as many competent reporters and stenographers and maintain such staff and equipment at such times as may be necessary for the prompt recording of proceedings and the furnishing of satisfactory transcripts which shall conform to the requirements of this contract. e.To the maximum extent practical, when requested by Gulf Coast Veterans Health Care System, Biloxi, MS, the Contractor shall assign the same reporter to a proceeding lasting more than one (1) day or, in the case of a lengthy proceeding, the same group of reporters. The Contractor agrees that the assigned reporter shall: (1) present himself or herself to the presiding official at least thirty (30) minutes prior to the time and at the place of designated hearings, or in no case later than the time required to set up all required equipment and be able to begin verbatim reporting at the designated time; or, if the case of a telephonic investigation shall make telephone contact to the presiding official at least thirty (30) minutes prior to the start time; (2) at all times be governed by the instructions of the presiding official in matters affecting the composition of the record, adjournment to other times or places, the hours of hearing, and matters of like character; (3) report everything spoken while a hearing is in session unless the presiding official directs an off-the-record discussion; (4) not omit from the record any part of a proceeding for which notes have been taken as required, unless the presiding official so directs; (5) mark and number letter exhibits and arrange them in numerical or alphabetical order if directed to do so by the presiding official. f.The Contractor is required to assure either directly or through his/her subcontractors; (1) that each reporter is fully aware of the assigned work situation, including the occasional need for extending a hearing session beyond the normal work day; (2) that each reporter is aware of the additional compensation available to him or her when such services are required and used; and (3) that, in fact, the additional compensation is received by reporters. g.The Contractor shall furnish complete transcripts, which accurately reflect the full and complete verbatim record of the proceedings. When the presiding official determines that there are errors in the transcript, he/she may require the Contractor to correct the errors and furnish the corrected transcript within five (5) calendar days after receipt of notification and without additional cost to the Government for the same, regardless of the delivery time the original order specified. h.The Contractor shall furnish transcripts which are legible. In the event the presiding official finds one or more copies of transcripts to be illegible, the Contractor shall correct and replace the same with acceptable copies within one (1) business day after receipt of notification from the presiding official and without additional cost for such replacement. 2.FORMAT REQUIREMENTS a.Transcripts shall be typed in black ink and be producible by regular office-type duplicating machines or laser printers, on white 20-pound rag paper or equal. Paper shall be 8 1/2" X 11" in size, with a margin of 2" at the left-hand side. b.In the original and each copy of the transcript, the title page showing name, docket number, place and date of proceeding, appearances, location, etc., shall be preceded by a page or pages of distinctive color, indexing the witnesses and exhibits to the testimony. Each transcript shall include one complete cumulative index of witnesses and exhibits. The index shall indicate the page devoted to the testimony of each witness and shall identify the exhibits by number or letter (as marked) and show which party introduced each exhibit; give a brief description of the nature of the exhibit; and state the page on which the exhibit was marked for identification and the page on which the exhibit was admitted into evidence, or rejected or withdrawn. c.Typing shall be nine (9) characters to the inch, double-spaced, and with twenty-four (24) lines per page. Whenever testimony is continuous requiring more than one line, the typing shall begin as close as possible to the left ruled margin line, with words to be hyphenated properly when necessary. Numbers indicating each line of transcript on each page, i.e., Ito 24, inclusive, shall be printed at the left margin line of the original transcript. Pagination of the transcript shall be in a single series of consecutive numbers regardless of the number of days of the proceeding. Pagination of the transcript of a continuation of the proceeding shall follow consecutively the paging of the previous session in the same proceeding unless otherwise directed by the presiding official. d.Page Numbers are to be placed at the bottom center of each page. e.Transcripts shall be punched with three (3) holes at the left side; the upper and lower holes to be two (2) inches from top and bottom of the page, and the third hole to be in the center of the resulting interval. Transcripts shall be secured with a suitable fastener of permanent nature. Each copy of the transcript furnished shall be bound with covers of good quality, white or colored 140-pound index paper, #1 sulfite paper, heavy weight transparent plastic, or similar material. f.If hard copies of the transcripts are required then it will be prepared as stated above. 3.CERTIFICATE OF REPORTER All transcripts shall be proofread by someone other than the transcriber. In addition, the reporter shall read the final proofed transcript, whether transcribed by himself/herself or by another individual, and shall certify its accuracy. At the end of each volume of transcript, the Contractor shall append a certificate, which shall read as follows: Certificate of Reporter: Name of Hearing: Docket Number: Place of Hearing: Date of Hearing: I hereby certify that the foregoing pages, numbers ____________ through ____________ inclusive, are the true, accurate, and complete transcript of the above proceeding, and have verified the accuracy of the transcript by comparing the final proofed transcript against the reporting or recording accomplished at the proceeding. ________________________________________ Name and Signature of Reporter Date ________________________________________ Name of Company 4.TYPE OF PROCEEDING Proceedings shall be designated as confidential. When a proceeding or any portion thereof is designated confidential, the Contractor shall hold inviolate and in the strictest confidence any and all information which he/she may gain in the performance of his/her duties under this contract. The Contractor shall not divulge, sell, or distribute, any information gained at a confidential proceeding. The Contractor will submit a signed certification of confidentiality stating the following: Date: From: Subj: Confidentiality Statement To:Gulf Coast Veterans Health Care System, Biloxi, MS 1.You have been designated to lend competent court recorder transcription in the preparation of Administrative Investigative Board. It is essential to the integrity of the complaint process that the personal and sensitive material obtained in the course of this investigation is kept confidential. 2.While you will not be sworn to secrecy or requested to give a pledge of confidence, you are advised that discretion must be exercised relative to the confidentiality of the material contained in this file. The Privacy Act and the Code of Federal Regulations prohibit disclosure of information of this nature. 3.Your cooperation in this matter is appreciated. Contracting Officer Acknowledge receipt of this memorandum and intend to comply with its provisions. Print Name: ____________________________ Signed: _______________________________ Date: _________________________________ Witnessed: ____________________________ Date: _________________________________ 5.OATHS AND NOTARY SERVICES The Reporter shall be competent to administer oaths. Depositions shall be transcribed by a duly authorized notary. No separate fee is to be charged for notary services, administering oath, or affixing seal. 6.CONFLICT OF INTEREST A conflict of interest is defined as the existence of financial or other relationship between the Contractor, including any of his/her employees, agents, subcontractors, or representatives, and a party to or an attorney involved or representatives, and a party to or an attorney involved in a proceeding to be transcribed under this contract. The Contractor shall promptly notify the presiding official whenever there is a potential or actual conflict of interest between the Contractor and such party or attorney. If a potential or actual conflict of interest is reported by the Contractor, the Contracting Officer reserves the right to have the transcript of that proceeding produced by another court reporter at no cost to the Contractor, notwithstanding any other provision of this contract. Should a new proceeding be required because a conflict of interest exists which the Contractor failed to bring to the attention of the presiding official, the Contractor shall bear the full cost of the new proceeding. 7.DELIVERY SCHEDULE/THIRD PARTY COPY a.An original, two copies and one mini-condensed version of all transcripts ordered, shall be delivered double sealed, via Fedex, UPS, or U.S. certified mail, during regular business hours (8:00 a.m. through 4:30 p.m., Monday through Friday, excluding Federal holidays) with postage or other transportation charges fully prepaid by the Contractor as follows to the following address: VA Gulf Coast Veterans Health Care System ATTN: Quality Management (00Q) 400 Veterans Avenue Biloxi, MS 39531-2410 1.Regular copy - Regular copy of transcripts (original and two copies) and one mini-condensed copy shall be delivered within fourteen (14) calendar days after conclusion of the proceedings. Computation of this period shall commence on the calendar day following conclusion of the proceeding. 2.Accelerated copy - Daily copy of transcripts (original and 2 copies) shall be delivered within three (3) days after the conclusion of each day of the proceedings. Computation of this period shall commence immediately upon conclusion of each day of the proceedings. b.Whenever a board, hearing or deposition is continued, recessed, or adjourned for a period of five or more calendar days, that portion of the transcript of the board/hearing/ deposition held prior to such continuance, recess, or adjournment shall be considered completed for the purpose of computing time for delivery of the transcript. c.Requests for Services will be made either in writing or by telephone by the Chief, Quality and Performance Management or the Risk Manager, GCVHCS. d.The contractor will determine within a reasonable time, normally within 48 hours of the time the request for services was made, whether or not a reporter will be available. If this determination is not received, the Department of Veterans Affairs reserves the right to obtain the service from another source and to charge the Contractor with any excess cost which may result there from. The Department of Veterans Affairs will be the sole judge in determining when to order service from another source. e.Regardless of whether the delivery ordered is regular or accelerated copies, if the contractor fails to deliver the transcript to the Government within the applicable period prescribed, a reduction in price will be made as liquidated damages. The amount to be paid for the transcript will be reduced by two percent (2%) of the price for the transcript, computed at the rates set forth in this contract, for each Government business day or fraction thereof that delivery is delayed beyond the time limit prescribed depending on which has been ordered by the presiding official, up to a total of fifty percent (50%) of the transcript price. Computation of price reductions shall commence on the day following the date on which transcripts were to be delivered to the Gulf Coast Veterans Health Care System, Biloxi, MS. Failure to furnish a reporting service or delinquency in the delivery of a transcript is a default, and subjects the Contractor to the default provision of this agreement. 8.PRIVACY INFORMATION The contractor's on-site supervisor will secure (in a sealed envelope) and relinquish any documentation found anywhere on the VA grounds that contains sensitive patient and/or employee information (i.e. privacy information) within 60 minutes of finding such documentation to Ms. Melanie Lane, Gulf Coast Veterans Health Care System Privacy Officer, Bldg T-102, Room No. A132, Phone: (228) 523-5526. If Ms. Lane is not available, please relinquish any documentation found to the Police Services (Bldg 17). In the event that the contractor should lose any records, transcripts or confidential information associated with their assigned work, the Gulf Coast Veterans Health Care System Privacy Officer, Ms. Melanie Lane, and the COTR (Contracting Officer Technical Representative) should be promptly notified. The notification should take place within 60 minutes of the contractor confirming that the identified information cannot be located. The initial notification may be verbal, by phone call or in person, with the official communication in writing to follow within the identified timeframe (i.e., 60 minutes). 9.PRIVACY TRAINING Mandatory VA provided Privacy Training will be completed by all contract employees before any on-site work begins under the contract. Approximately one (1) hour of Privacy Training will be provided for all employees who, along with their on-site supervisor, will be required to be to read over and sign the training documents. These training documents must then be forwarded to the Contracting Officer prior to the on-site work beginning. Any new contractor employee(s) hired after the contract becomes effective must complete the mandatory VA provided Privacy Training prior to starting work.
 

Web Link

FBO.gov Permalink
(https://www.fbo.gov/spg/VA/BiVAMC/VAMCCO80220/VA25616Q0252/listing.html)
 

Document(s)

Attachment
 

File Name: VA256-16-Q-0252 VA256-16-Q-0252_1.docx (https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2535313&FileName=VA256-16-Q-0252-001.docx)

Link: https://www.vendorportal.ecms.va.gov/FBODocumentServer/DocumentServer.aspx?DocumentId=2535313&FileName=VA256-16-Q-0252-001.docx

 

Note: If links are broken, refer to Point of Contact above or contact the FBO Help Desk at 877-472-3779.
 

Record

SN04006334-W 20160203/160201234437-51d211d21fbc972300c6f139f7cc364d (fbodaily.com)
 

Source

FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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