Transcription Services

View Changes Please Note Amendment To Section 6 2 Of The Sow Statement Of Work For Transcription Services For The Offices Of Navair Command Communications And Navair Inspector General Background 1 1 This Statement Of Work Provides For Materials And Services Required For Transcription Services For Navair Command Communications And Inspector General Offices On An As Needed Basis The Contractor As An Independent Contractor And Not As An Agent Of The Government Shall On The Terms And Conditions More Particularly Described Herein Furnish The Management And Labor Necessary For The Performance Of The Work Set Forth Below 2 0 Scope 2 1 Navair Is Seeking A Web Based Transcription Service On An As Needed Basis The Awarded Contractor Shall Provide Services Via A Web Based Approach To Facilitate Transcription Requests The Transfer Of Recorded Media And The Return Transfer Of Completed Transcriptions 3 0 Office Of Navair Command Communications Requirements 3 1 Method Of Approach 3 1 1 Contractor Shall Monitor Or Listen To And Transcribe Audio And Video Submissions 3 1 2 Contractor Shall Accurately Transcribe All Source Documents According To Standard Practices Or As Outlined In The Training Program Materials 3 1 3 Contractor Shall Provide A Secure Website Encryption For Electronic Transcription Order Placement And 3 1 3 1 Uploading Audio Files Processing And Downloading Of Completed Transcripts 3 1 3 2 Uploading Video Files Processing And Downloading Of Completed Transcripts 3 1 3 3 Closed Captioning Services As Required In Compliance With Section 508 Of The National Rehabilitation Act 3 1 4 Contractor S System Shall Provide The Navair Command Communications The Ability To Search Pending And Previous Order Requests Primary Points Of Contact 3 2 1 Contractor Shall Designate Key Personnel For Coordination And Transfer Transcript Delivery And General Contract Liaison 3 2 2 Navair Command Communications Shall Designate Key Personnel Responsible For Submitting Transcription Orders Coordinating File Transfer And Receipt Notification Of Transcript Completion Media Transfer 3 3 1 Contractor Shall Have The Ability To Support All Audio And Video Submissions Electronically Via Contractor S Secure Website 3 3 2 Navair Command Communications Shall Have The Ability To Upload Audio And Video Recordings Directly Through The Contractor S Secure Website Supported Media Formats 3 4 1 Contractor Shall Support The Following Formats Digital Audio Xxx Xxx Xxx And Xxx Digital Video Xxx Xxx Xxx And Xxx Other 3 5 Production Requirements Production Requirements Will Vary With Each Order The Specific Workload Will Be Agreed Upon Between The Contractor And Navair Command Communications Prior To Commencement Of Work Turnaround Time Contractor Shall Provide All Transcripts Within Three Business Days Including Large Volume Orders With A 24 Hour Turnaround Option 3 7 Deliver Method Once The Transcript Is And Available For Download The Contractor Shall Send A Notification E Mail To The Navair Command Communications Poc Contractor Shall Make All Completed Transcripts Available For Download Via Its Secure Website For 90 Days Following Transcript Completion Transcription Service 3 8 1 Audio And Video Transcription Requires The Application Of Experience And Skill In Interpreting Transcribing And Documenting Conversation 3 8 2 Contractor Shall Review And Analyze Source Conversations To Accurately Document Conversations And Activities 3 9 Transcript Service 3 9 1 Contractor Shall Return Completed Audio Video Transcripts In The Following Formats Microsoft Word Document Header And Title Block With Name Of Interviewer And Interviewee S Formatted On 8 X 11 Paper With A Time Stamp Option Times New Roman Font 12 Pt Double Spaced Single Sided Consecutive Line And Page Numbers Contractor Shall Have The Ability To Accommodate Format Variations Performance Standards Contractor Error Rate Shall Not Exceed More Than 1 Of The Total Transcribed Conversations Contractor May Be Required To Provide Corrections For Excessive Error Rates At No Additional Cost To The Government Contractor Shall Meet Or Exceed The Quality Requirements Specified In The Contractor Quality Control Plan Contractor Agrees To Train Transcription And Quality Control Specialists To Provide Verbatim Transcription Services Quality Control Contractor Shall Verify Transcription Products In Accordance With Procedures And Ensure The Accuracy Of Completed Jobs Meets The Standards For Performance Contractor Shall Verify And Validate 100 Of Transcription Work Products Navair Command Communications Will Return Transcription Work Containing Errors For Immediate Correction Corrections To All Transcripts Shall Be Made Free Of Charge Inaudible Portions Should Be Marked Unintelligible Any Names Words Acronyms Locations Or Phrases In Which Spelling Or Accuracy May Be Questionable Should Appear In Parentheses Confidentiality Navair Command Communications Owns The Copyright Contractor S Employees And Transcriptionists Shall Not Share Files Outside Of The Contractors Environment All Employees And Transcriptionists Should Not Have A Conflict Of Interest And Shall Be Bound By A Confidentiality Agreement Production Control And Scheduling The Contractor Shall Perform Production Control And Scheduling Functions Review Work Product And Other Source Documents For Completeness Enter Data As Required By The Local Wireroom Supervisor Or Other Authority Directing Applicable Procedures And Secure The Work Product In Accordance With United States Law And U S Immigration And Customs Enforcement Procedures 4 0 Contractor Evaluation And Assessment 4 1 During The Initial Period Of Performance Navair Command Communications May Review The Proposal The Contract Any Goods Or Services Provided And Or Meet With The Contractor To Identify Any Issues Or Potential Problems 4 2 Navair Command Communications Reserves The Right To Determine At Its Sole Discretion Whether 1 Contractor Is Compliant With All Terms And 2 Any Problems Or Potential Problems Evidenced Make It Unlikely That Services Will Meet The Navair Command Communications Requirements 4 3 If Navair Command Communications Is Not Satisfied With Contractor Contractor S Performance And Or Contractor S Services As Contracted For Therein The Key Point Of Contact Will Notify The Contractor Of Contract Termination Navair Command Communications Will Have The Right To Invite The Next Highest Ranked Bidder To Enter Into A Contract The Navair Command Communications Also Reserves The Right To Re Bid This Project If It Is Determined To Be In Its Best Interest To Do So 5 0 Navair Inspector General Requirements 5 1 Duties 5 1 1 Make Verbatim Transcripts Of Witness And Subject Testimony From Audio Recordings Contained On Digital Cd Recordings Of Subject Witness And Complainant Interviews In Order To Assist The Transcriptionist Each Participant Of The Interview Will Identify Themselves On Tape At The Beginning Of The Interview Knowledge Of Spelling Punctuation Style Required Formats And Syntax Sufficient To Identify And Correct Grammatical Procedural And Format Errors Is Required Also Must Be Knowledgeable Of Legal Terminology Navy Correspondence Manual And Technical Formats A Knowledge Of Technical Terminology Such As Medical Chemical Legal And Military Is Necessary To Ensure Transcripts Containing This Terminology Are Correct And Terms Are Utilized In The Correct Context The Number Of Tapes Or Cds Per Interview Will Vary 5 1 2 Additionally For Each Interview Transcribed The Requestor Will Forward Via Secure Website The Associated Index Sheets That Will Need To Be Completed By The Contractor These Index Sheets Should Be Returned To The Requestor At The Same Time The Transcript Is Complete 5 2 Audio Recordings All Audio Recordings Furnished Under This Agreement For Transcription Will Be Safeguarded And Returned To Navair Inspector General Office With Completed Transcript 5 2 1 Delivery Of Audio Recordings And Notes To The Contractor Shall Be Coordinated With Navair Inspector General Office Personnel Under The Following Conditions 5 2 1 1 Audio Recordings And Notes Will Be Transferred Via Secure Website Provided By The Contractor 5 2 1 2 Contractor Shall Notify The Designated Navair Inspector General Office Representative To Verify Receipt Contact Via Website Shall Meet This Requirement 6 0 Work Specifications Unless Directed Otherwise At The Time The Service Is Requested The Transcribed Record Will Conform To The Following Format 6 1 Reference Court Reporting Format 6 2 Qualifications Contractors Must Be Knowledgeable With Specifications Regarding Transcription In Court Format Indexing And Document Summary Contractors Must Have Satisfactorily Completed A Minimum Of 10 Verbatim Or Summarized Records Of Interviews Over A Six 6 Month Period For An Inspector General Office Or Depositions Or Other Legal Court Proceedings 6 3 Processing Time And Quality Navair Inspector General Office Will Consider Expeditious Processing As Well As Product Quality In Conducting Future Business With The Contractor Interviews Will Be Transcribed And Returned To The Navair Ig Office Within 10 Days For Routine Cases And 5 Days For Expedited Cases 6 4 Word Processing Software Shall Be Completed In Microsoft Word 6 5 Computer Margins A Margin Of 1 Inches Will Be Set At The Top To Permit Binding A One Inch Margin Will Be Set On The Bottom Of The Page And On The Left Side Of Each Page And A Half Inch Margin Will Be Set At The Right Side Of Each Page 6 6 Computer Font Use 12 Point Type Only Courier New Font May Be Used Do Not Use Cursive Script Or Italic Fonts Except When Appropriate In Specific Situations E G Citations 6 7 Names Used Including Identification Of A Witness Or Interview Subject Will Be In Bold Print To Facilitate Responding To Freedom Of Information Act Requests 6 8 Computer Line Spacing Double Space Text Returning To The Left Margin On Second And Subsequent Lines 6 9 Page Numbering All Pages In The Transcribed Interview Shall Be Numbered Consecutively Beginning With 1 The Page Number Shall Be Centered On The Page 1 2 Inch From The Bottom In The Same Type And Size Font Required For The Text 6 10 Computer Line Justification Use Left Justification 6 11 Completed Transcription 6 11 1 Format Of Verbatim Records All Verbatim Records Shall Be Completed In Conformance With Format Established By Navair Inspector General Office The Contractor Is Responsible For Obtaining Details And Complying With The Minimum Requirements Expected In A Verbatim Record By Navair Inspector General Office 6 11 2 Must Be Spell Checked Proofread And Paginated 6 11 3 Must Contain No More Than 50 Typographical Or Textural Errors Per Transcript Regardless Of Transcript Size Any And All Errors That Exceed The Total Of 50 Errors Shall Be Considered Excessive Errors Should A Transcript Prepared By The Contractor Contain Excessive Errors The Contractor Shall Correct All Errors Contained Within The Transcript And Return Corrected Transcript To The Requesting Detachment Within Two Working Days Of Receipt Of The Returned Transcript Any Transcript That Contains Improper Margin Settings Or Font Size Shall Be Automatically Returned For Correction Correction Of These Errors Shall Be Performed By The Contractor At No Additional Expense To Navair Inspector General Office 6 11 4 Will Be Completed And Returned To Navair Inspector General Office At The Earliest Opportunity 6 11 5 Will Be Saved By The Transcriber Until Verification Of Receipt Has Been Established By The Requesting Activity 6 11 6 Contractor Will Provide Navair Inspector General Office With A Written List Describing Tape Number S Approximate Location On Tape S And Transcript Page Number Where Testimony Is Not Translated Due To Poor Sound Quality On An Errata Sheet 6 12 Return Delivery To Navair Inspector General Office Completed Transcripts Shall Be Returned Under The Following Conditions All Completed Transcripts Index Sheets Will Be Returned Via Secure Website 7 0 Equipment The Contractor Will Provide And Maintain Its Own Word Processing And Recording And Or Playback Equipment Playback Equipment Must Be Compatible With The Analog Lanier Sony Or Digital Recording Equipment Used By The Navair Ig Office 8 0 Work Product Completed Transcription Provided By This Agreement Is The Property Of The United States Navy 9 0 Period Of Performance Period Of Performance Is One 1 Year Base Contract Consisting Of Two 1 Year Options For A Total Of Three Years 10 0 Privacy Act Considerations Audio Recordings Including Associated Court Reporter Notes Exhibits Etc Of Courts Martial Or Other Proceedings Furnished Under This Agreement For Transcription Are The Property Of The United States Navy And Subject To Protection Under The Privacy Act 5 U S C 552A Access To Audio Voice Recordings Including Associated Court Reporter Notes Exhibits Etc Or The Transcripts Prepared There From Will Not Be Released Or Granted Released To Third Parties Without The Express Consent Of The Commanding Officer Navair Inspector General Office O Rhis Her Designated Representative Knowledge Or Information About The Courts Martial Or Other Proceedings Obtained As A Result Of Performance Under This Work Statement Shall Likewise Be Afforded Protection From Release To Third Parties Any Request For Release Of Information Learned By The Contractor While Processing Transcription Services Shall Be Referred To The Commanding Officer Navair Inspector General Office Or His Her Designated Representative 11 0 Termination Either Party To The Agreement May Terminate This Agreement Without Cause By Providing 14 Days Written Notice If Agreement Is Terminated By The Contractor Any Work Product In The Possession Of The Contractor Will Be Turned Over To Navair Inspector General Office Without Delay Upon Termination Of This Agreement Navair Inspector General Office Shall Pay For Any Pro Rated Work Performed By Contractor Prior To Termination Subject To Costs Incurred By Navair Inspector General Office If Contractor Terminates Contract 12 0 Payment Of Fees Contractor Will Not Process A Charge Transaction Until The Completed Transcript Index Sheets Exhibits List Court Reporter Notes And Audio Recordings Have Been Received And Accepted By Navair Inspector General Office Payment Of Fees Is Subject To The Following 12 1 The Contractor Must Have A Valid State Tax Identification Number 12 2 The Contractor Must Have A Current Business License 12 3 Payment For All Completed Work Will Be Made Via Wide Area Work Flow Wawf

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