Transcription Services

SYNOPSIS/SOLICITATION

W91ZLK-22-R-0014

This combined synopsis/solicitation is for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice.  This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued.  Incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2022-05 (07 March 2022).  The solicitation number for this request for proposal (RFP) is W91ZLK-22-R-0014.

This requirement is under the associated North American Industry Classification System (NAICS) Code 541690 Other Scientific and Technical Consulting Services.  The Government contemplates award of a Purchase Order on a firm-fixed price (FFP) basis in accordance with FAR 13, Simplified Acquisition Procedures. The period of performance is 12 month Base Year.  This procurement will be evaluated as a Lowest Price Technically Acceptable (LPTA) 100% Small Business Set-Aside, for the procurement of the following services.

Transcription Services

Award will be made to the Offeror whose response to the Combined Synopsis/Solicitation represents the best value to the Government.  Proposals will be evaluated in accordance with the Lowest Price Technically Acceptable (LPTA) Source Selection process described in FAR 15.101-2.

All questions must be submitted via email to terrijuana.p.veals.civ@army.mil and shantice.m.wright.civ@army.mil by Wednesday, March 9, 2022 at 10:00 AM Eastern Time.  SUBJECT LINE:  W91ZLK-22-R-0014 PROPOSAL FROM (INSERT COMPANY NAME).  All questions will be answered via an amendment to the solicitation on SAM.gov.

Firm Fixed Price (FFP) proposals must be signed, dated, and received by Wednesday, April 13, 2022 at 10:00 AM Eastern Time.  All proposals must be submitted via email to terrijuana.p.veals.civ@army.mil and shantice.m.wright.civ@army.mil.  SUBJECT LINE:  W91ZLK-22-R-0014 PROPOSAL FROM (INSERT COMPANY NAME).

The contractor, as an independent party and not an agent of the government, shall provide Transcription Services for the U.S. Army Public Health Center (APHC).

SUBMISSION PROCEDURES:

52.212-1 Instruction to Offerors Commercial Items

This clause applies in its entirety and there are currently no addenda to the provision.

NO PHONE CALLS WILL BE ACCEPTED.

All proposals from responsible sources will be considered. Offerors who are not registered in the System for Award Management (SAM) database prior to award will not be considered.  Offerors may register with SAM by calling 1-866-606-8220 or online at www.sam.gov.

Offerors are cautioned to ensure that their proposals contain all necessary information and are complete in all respects as the Government does not intend to conduct discussions.  Therefore, proposals shall represent the best and final offer of the Contractor.

1. Proposals shall be submitted in two (2) separate volumes (i.e. attachments via emails) labeled:
2. 1. Volume I:  Transcription Services W91ZLK-22-R-0014 TECHNICAL Proposal
   2. Volume II:  Transcription Services W91ZLK-22-R-0014 PRICE Proposal

Note:  Offerors shall complete:  FAR 52.212-3, Offeror Representations and Certifications- Commercial Items (Nov 2021); 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021); and 52.204-26, Covered Telecommunications Equipment or Services-Representation. (OCT 2020) on www.sam.gov).

2. Formatting.

a. Single space Text

b. Double Space Paragraphs

c. 12-point minimum font size.

d. Arial or New Times Roman fonts only.  Table/illustrations 8-point min and landscape is acceptable.

e. Margins:  All Margins 1 inch.

f. Gutter:  0 inches

g. Header and Footer 1.5 inches

h. Page Size:  Width 8.5 inches and Height 11 inches (11 X 17 folded pages are acceptable for tables/graphic representations; however, each 11 X 17 page counts as two pages)

i. Page Limitations:  Volume I Technical – 5 pages limit and Volume II Price – 5 pages.

NOTE:  Pages that exceed the required page limitations will not be evaluated. Additional pages over the maximum allowed will be removed or not read and will not be evaluated by the Government.  The Contractor shall not submit the requirement package, provided by the Government (i.e. attachments), as a part of the proposal.

j. Restrictions:  All information shall be confined to the appropriate volume.  The Offeror shall confine submissions to essential matters and sufficient to define the proposal in a concise manner, to permit a complete and accurate evaluation of each proposal.  Proprietary information shall be clearly marked. The following shall be included in the volumes:

1. Volume I:  Detail Technical Proposal shall be evaluated based on the following factors:

a.     Factor 1 - Technical Approach:  The offeror’s proposal shall adequately describe and present a clear understanding of the requirements specified in the Performance Work Statement (PWS).  To be rated as acceptable, offerors must provide documentation that demonstrates the offeror’s approach for meeting all of the requirements specified in the PWS.

b.     Factor 2 - Experience:  Contractor shall demonstrate the ability to provide Transcription Services as specified in the PWS.  To be rated as acceptable, the offeror must provide documentation to demonstrate recent experience providing Transcription Services according to the PWS.  Recent experience includes Transcription Services performed within three (3) years (i.e. previous government contracts).

BASIS FOR AWARD:

The award will be made to one responsible offeror whose proposal is determined to be technically acceptable, and lowest priced.  To receive consideration for an award, an “Acceptable” rating must be achieved for all the non-cost evaluation factors: Technical Approach and Experience.  Price will be evaluated in accordance with FAR 15.404-1 Proposal analysis techniques.  Price will be the determining factor for proposals rated as acceptable for the non-cost factors. Price analysis using one or more methods listed under FAR 15.404-1(b) will be used to ensure that the proposal will result in a fair and reasonable price.

1. Volume II: Detailed Price Proposal to include the following elements:

a. Header Page Company Name, DUNS, CAGE, Business Type/Size, ETN# and point of contact information to include:  Name, title, email address, and telephone number including extension.

b. INCLUDE ALL Information Below:

CLIN 0001:  Transcription Services –                         QTY:  1                Unit Cost:  Minute             FFP

                                Audio File Batch: up to 1,500 minutes of audio

CLIN 0002:  Transcription Services –                         QTY:  1                Unit Cost:  Minute             FFP

                Audio File Batch: up to 1,501 to 3,000 minutes of audio

CLIN 0003:  Transcription Services –                         QTY:  1                Unit Cost:  Minute             FFP

                Audio File Batch: up to 3,001 to 4,500 minutes of audio

CLIN 0004:  Time Reporting Fee                                 QTY:  1                Unit Cost:  Job                   FFP

PROVISIONS/CLAUSES:  See Attachment 1 – Provisions/Clauses

PERFORMANCE WORK STATEMENT:  See Attachment 2 - Performance Work Statement

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP):  See Attachment 3 - Quality Assurance Surveillance Plan

LIST OF ATTACHMENTS:

Attachment 1 - Provisions/Clauses

Attachment 2 – Performance Work Statement

Attachment 3 - Quality Assurance Surveillance Plan