Court Reporting Services

State: Arkansas
Type of Government: Federal
FSC Category:
  • 99 - Miscellaneous
NAICS Category:
  • 561492 - Court Reporting and Stenotype Services
Posted Date: Jun 30, 2020
Due Date: Jul 14, 2020
Solicitation No: 36C25620Q0744
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Court Reporting Services
Contract Opportunity
Notice ID
Related Notice
Department/Ind. Agency
General Information
  • Contract Opportunity Type: Solicitation (Original)
  • All Dates/Times are: (UTC-05:00) CENTRAL STANDARD TIME, CHICAGO, USA
  • Original Published Date: Jun 30, 2020 03:33 pm CDT
  • Original Date Offers Due: Jul 14, 2020 03:00 pm CDT
  • Inactive Policy: 15 days after date offers due
  • Original Inactive Date: Jul 29, 2020
  • Initiative:
    • None
  • Original Set Aside: Service-Disabled Veteran-Owned Small Business (SDVOSB) Set-Aside (FAR 19.14)
  • Product Service Code: R699 - SUPPORT- ADMINISTRATIVE: OTHER
  • NAICS Code: 561492 - Court Reporting and Stenotype Services
  • Place of Performance:
    North Little Rock , AR 72114

Transcription/Reporting Services

  1. Scope: The Contractor shall provide Court Reporting Services for the Equal Employment Opportunity program and Human Resources Management Service at the Central Arkansas Veterans Healthcare System (CAVHS) in strict accordance with this contract. Court Reporting Services shall be provided for dictated material. Contractor will transcribe reports utilizing headers and footers and appropriate formats as provided by CAVHS.
    1. Acronyms: Equal Employment Opportunity Commission (EEOC) and Equal Employment Opportunity program (EEO); Contracting Officer (CO); Contracting Officer's Representative (COR); Administrative Investigation Boards (AIB); Human Resource Management Service (HRMS); Merit System Protection Board (MSPB);
      1. CAVHS and VA may be used interchangeably to refer both to the Central Arkansas Veterans Healthcare System and the Department of Veteran Affairs.
    2. Dictation Subjects: Administrative Boards of Investigation; Merit System Protection Board Hearings; EEOC Hearings, and Depositions for Arbitrations
    3. Definitions:
      1. Character: Printable ASCII characters, including a single space, . A space between words is counted as one ASCII character. Carriage returns to create blank lines are excluded.
      2. Line: Transcribed lines are formatted in 65-character lines.
      3. Turnaround Time: Turnaround time is 10 business days.
      4. STAT: Report needs to be transcribed within 48 hours.

  1. Variations: Material is dictated by many personnel, which will require the contractor and his/her equipment to adapt to variations on dialect, speech, tone, voice volume, speed, delivery, pronunciation, and enunciation.

  1. Transmission Requirements: N/A

    1. Destination of transcribed documents: The transcribed documents will be delivered to the CAVHS HRMS or EEO offices.

    1. Contractor must provide his/her own communications software.
    2. STAT reports are not typically required under this contract; however, if an emergency arises, CAVHS will request a STAT report from the contractor telephonic electronically, along with any special instructions to the contractor regarding a special delivery location.

  1. Format of Documents: Contractor shall be able to format types of documents in accordance to the needs of the CAVHS.
    1. General Format: The length of each report will vary according to the type of court report required. The reports will be created and saved as ASCII text -only printable characters, single spaces, and . The text is double spaced with double space between paragraphs. No report shall include any text other than what was dictated. Documents that appear to be incomplete or the dictation was cut off should be notated as INCOMPLETE DICTATION. An effort to locate a new dictation and/or continuation of the incomplete dictation must be made by the contractor so that the report can be completed as one document. Typed comments or questions other than a statement of INCOMPLETE DICTATION should not be in the transcribed report. If there are questions, a phone call to the CAVHS contact person must be made to have the question answered.
    2. Header and Footer Format: Specific formats for report types and headers for uploaded reports will be furnished at time of contract award prior to commencement of work. CAVHS will provide formats for new report types as needed. It is the contractor's responsibility to assure all header and footer information complies with sample header and footer information as furnished by CAVHS technical staff.
    3. Lines: Lines are to be defined as 65-characters per line. Special formatting (underline, bold, etc.) should not be used. Vertical spaces (between lines, between paragraphs, or between text) and footers and headers are not billable. Headers and footers are not to be included in the line length.

  1. Scope of Work -Human Resource Management Service
    1. HRMS reports are transcribed using dictation equipment.

  1. Scope of Work -Equal Employment Opportunity Program
    1. EEO reports are transcribed using dictation equipment.

  1. Turnaround Time (TAT): Reports shall be typed in the priority indicated below and in accordance with the indicated timetable.
    1. Contractor is to return hard copy, original plus one copy within normal turn-around time of 10 business days.
    2. When the customer identifies a STAR report, turn-around time is 48 hours.

  1. Completed Documents: Documents shall be in final form and in accordance with the quality standards called for under the contract.
    1. Completed documents shall be transmitted with appropriate document header to facilitate receipt of document by CAVHS computer system.
    2. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data.
    3. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. Chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion.
    4. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation.

  1. Quality Control: The contractor shall meet the following timeliness and accuracy rates:
    1. The Contractor shall implement and maintain a quality control (QC) system that results in correction of potential and actual problems throughout the entire scope of contract performance. The QC system shall contain a mechanism for corrective actions without dependence upon government direction. Records of all Contractor QC activities shall be maintained during the life of the contract.
    2. The Contractor shall maintain a quality standard of 95% accuracy. Percentage is based on ratio of errors to lines. (Example: 1000 lines produced, 20 errors: 20/1000=0.02 or 2% errors. Accuracy is 98%.) Errors are considered to be:
      1. Omitted material that is legible or intelligible
      2. Misspelled words
      3. Transposed letters
      4. Transcription that is not reflective of dictation, including material that is not dictated or entering material that is not part of the report such as dictator's directions to the transcriptionist.
      5. Punctuation or spelling which changes the meaning of the sentence.
      6. Unauthorized abbreviations (Central Arkansas Veterans Healthcare System will provide a list of approved abbreviations), blank lines or ..@@@" for dictation that is clearly intelligible.
    3. Each single page report which contains one or more errors that change the meaning of the report shall be at no cost to the CAVHS. Multiple page reports containing two (2) or more errors shall be at no cost to the CAVHS.
    4. No more than four (4) errors per 20 reports which do not change the meaning of the report, including, but not limited to, grammar, punctuation, spelling, or transposed letters.
    5. The Contractor shall be responsible for correct spelling, including unfamiliar words, checking medical dictionaries and references when needed to distinguish between similar-sounding terms. All material shall be transcribed in the tense dictated. Only terms approved by the CAVHS shall be used.
    6. The Contractor shall be required to exercise professional judgment to recognize errors of omission, which are technical in nature (e.g., inability to transcribe due to poor dictation quality). Such errors shall be referred to the COTR for clarification or correction.
    7. Reports lost or damaged by the Contractor shall be redone at no additional charge to the Government. The Contractor shall send a letter to the COTR and EEO/HRMS representatives stating that the dictation was lost and give the reason.
    8. D.11.8. Reports that do not meet the timeliness deadline due to errors or omissions on the part of the VA and which are not correctable by the contractor are not counted against the contractor's performance.
  2. Proof reading: Contractor shall proofread all reports for compliance with established format for each work type and corrections made at that time. For any words or phrases that cannot be transcribed due to difficulties in hearing the dictators voice, the transcriptionist shall type "'@@@* for unintelligible words.
  3. Spell Check: Contractor shall use a spell checker on each document and perform corrections for spelling and grammar.
  4. Corrections: Any report(s) returned to the contractor for correction for reasons stated herein, shall be corrected within four hours of receipt at no additional expense to VA.
  5. Retention of Voice and Documents: The contractor shall have the capacity to maintain backup media of voice dictation and transcribed material for a period of 12 months. Voice dictation may be kept for a period less than 12 months ONLY if certified by COTR that documents can be disposed.
  6. Records Storage and Ownership: The Contractor shall not create or maintain any records containing any non-public CAVHS information that are not specifically tied to or authorized by the contract. At the conclusion of the first year of the contract and at least once per year thereafter, Contractor shall erase all media containing VA reports that are aged more than 12 months. At each erasure, certify to the VA that the information has been destroyed. The CAVHS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which CAVHS shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20.

Requirements follows for VA sensitive information:

Prohibition of authorized disclosure

Data breach notification

Requirement to pay liquidated damages in event of data breach

Requirement for annual security/privacy awareness training

Required signature of VA’s Rules of Behavior

  1. Equipment: The Contractor shall have the capability to store digitally dictated voice recordings for a period of not less than twelve (12) months, allowing CAVHS to review dictated reports during that period on an as-needed basis. Recordings shall be easily accessible.
  2. Privacy Act: The contractor shall comply with the provisions of the Privacy Act of 1974, Health Insurance Portability and Accountability Act and all applicable VA laws and regulations. Additional information to identify the employee and type of document will be provided by the Central Arkansas Veterans Healthcare System as needed. The Contractor shall not maintain, in any form, any sensitive or patient identified information. The Contractor shall comply with the Privacy Act and HIPAA as it pertains to general patient information, HIV, Drug and Alcohol Abuse, and Sickle Cell Anemia. The Contractor shall have plant security and ADP security necessary to safeguard court reports. The Contractor shall be required to complete a VA Business Associate Agreement.
  3. Security. Contract employees performing on this contract shall be required to undergo the appropriate background screen. Contract employees shall complete a Special Agreement Check (SAC), which includes completing and submitting the Optional Form (OF) 306 and undergoing a fingerprint screen. Fingerprinting can be accomplished at the medical center badging offices in Little Rock or North Little Rock. Employees determined to have an unsatisfactory SAC adjudication are prohibited from performing on this contract. The contractor will/will not have access to protected Patient Health Information (PHI) and they will/nor will they have the capability of accessing patient information during the services provided to the VA and if removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody. All research data available for Contractor analyses is de-identified. CAVHS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of CAVHS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to CAVHS. The agency must report promptly to NARA in accordance with 36 CFR 1230.

The contractor will/will not have access to VA Desktop computers and they will/nor will they have access to online resources belonging to the government while conducting services. If removal of equipment from the VA is required, any memory storage devices, such as hard drives, solid state drives and non-volatile memory units will remain in VA control and will not be removed from VA custody

The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government's behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to CAVHS control or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand-carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4).

  1. Billing/Invoice: Billing shall be made monthly in arrears. Invoices shall provide sufficient detail to enable comparisons of billed units to the typed reports.
  2. Contractor’s Training and Quality Assurance Plans: All Contractor employees assigned to this contract who create, process, manage records are required to take CAVHS-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. The Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected from public disclosure by an exemption to the Freedom of Information Act.

  1. Workload Fluctuation: The contractor shall have a plan to address periodic fluctuations in VA workload.
  2. Information Technology: The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with CAVHS policy.
  3. Contingency Services: Contractor shall maintain adequate resources necessary to ensure that transcription services for the VA are uninterrupted regardless of contingency or circumstance.
  4. Payments: The contractor shall submit monthly invoices showing the number of lines transcribed for the previous month and will submit electronically by the 10th calendar day each month to the Tungsten Network. Any STAT and quality deductions will be suspended from the payment by VA.

  1. Contractor may set any schedule of work hours for its employees performing work at its own facility under this contract providing the VA's STAT requirements will be met; however, the contract price stated in schedule B is considered payment in full for all services rendered under this contract.
  2. The contracting officer reserves the right to reject any of the contractor's personnel and refuse them permission to perform work under the contract.

Z. The Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, contracts. The Contractor (and any sub-contractor) is required to abide by Government and CAVHS guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information.

Contact Information
Contracting Office Address
  • RIDGELAND , MS 39157
  • USA
Primary Point of Contact
Secondary Point of Contact

  • Jun 30, 2020 03:33 pm CDTSolicitation (Original)

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