Summary: Transcription Services for a Base Year plus Four 12 Month Option Years. A quote is needed for those time frames. There will be 24 meeting per year, Each 2 hours in length and for 30 + Attendees The NIH Clinical Center requires support in the following service area. The contractor will provide meeting summaries for approximately 24 meetings per year of the Medical Executive Committee (MEC) at the NIH Clinical Center. The Contractor shall: 1. Set-up equipment, audiotape, transcribe, write minutes/summaries and deliver the finished product to NIH Clinical Center personnel. 2. Be able to provide service via videoconferencing and teleconferencing if needed. 3. Meet with NIH Clinical Center staff to define product (transcript versus meeting summaries or meeting minutes), format, delivery mechanism, process for inputting edits and revisions to summaries. 4. Meet specific deadlines as determined in advance by NIH Clinical Center staff for the completion of projects. Deadlines will depend on the nature and complexity of the content, as well as the time sensitivity of the material. 5. Demonstrate extensive experience and skill in providing meeting transcripts and an understanding of complex medical terminology in order to provide intelligible and accurate minutes and summaries of meetings. 6. Correctly identify (a) meeting participants, and (b) individuals and organizations named during meeting discussions. 7. Summaries are delivered within 3 business days from the completion of the meeting. The transcribed product will be delivered as an e-mailed electronic file. The Contractor will be provided with copies of previous minutes, which must be used as templates. Meeting location and times will be provided as they become available. Time requirements per month will vary according to meeting schedules. Following are estimates of the number of each meeting per year, average meeting length, and the usual number of attendees needing to be recorded: Meeting #/year length attendees Medical Executive Committee (MEC) 24 2 hours 30+ Contractor Expectations Contractor should have the following experience under this task: 1. Demonstrated experience writing minutes for formal meetings, including meetings that fall under the Federal Advisory Committee Act. 2. Extensive experience writing and editing about complex medical and health topics. 3. At a minimum, credentials in English studies, writing, journalism, related fields contributing to ability to perform this task. 4. Demonstrated ability to follow plain language guidelines as outlined under “Clear Communications: An NIH Health Literacy Initiative.” http://www.nih.gov/clearcommunication/plainlanguage.htm 5. Demonstrated experience with and ability to handle sensitive information and Personal Identifiable Information (PII) with discretion. a. Demonstrated experience writing minutes for formal meetings, including meetings that fall under the Federal Advisory Committee Act. b. Extensive experience writing and editing about complex medical and health topics. c. At a minimum, credentials in English studies, writing, journalism, related fields contributing to ability to perform this task. d. Demonstrated ability to follow plain language guidelines as outlined under “Clear Communications: An NIH Health Literacy Initiative” http://www.nih.gov/clearcommunication/plainlanguage.htm Contract Administration Independently, and not as an agent of the Government, the contractor shall furnish all necessary services, qualified personnel, materials, equipment, and facilities (except as otherwise specified herein) to perform the work set forth in this statement of work. All work produced under this contract shall remain the property of the Government. The contractor shall provide mail and courier service for pickup and delivery of materials when requested to support the work to be performed under the contract. The contractor shall incorporate new media technologies where requested and applicable to support the Presidential directive to “Build a 21st Century Digital Government (see http://www.whitehouse.gov/digitalgov/about). Examples may include use of new technologies such as Smart TV, e-books and others. Confidential Treatment of Sensitive Information The contractor shall guarantee strict confidentiality of the information/data that is provided by the Government during the performance of this contract. The Government has determined that the information/data that the contractor will be provided during the performance of the contract is of a sensitive nature. Disclosure of the information/data, in whole or in part, by the contractor can only be made after the contractor receives prior written approval from the Contract Officer. Whenever the contractor is uncertain with regard to the proper handling of information/data under the contract, the contractor shall obtain a written determination from the Contract Officer. Inspection and Acceptance Requirements Work will be accepted only if it meets requirements and timelines established in this contract. Subject matter expert will review documents before final distribution. If errors are found on more than three documents a month, this contract may be terminated. General quality measures, as set forth below, will be applied to each work product received from the contractor under this statement of work. Accuracy: Work Products shall be accurate in presentation, technical content, and adherence to accepted elements of style. Clarity: Work Products shall be clear, concise, and relevant. Consistency to Requirements: All work products must satisfy the requirements of this SOW. File Editing: All text and diagrammatic files shall be editable by the Government. Format: Work Products shall be submitted in hard copy (where applicable) and in media mutually agreed upon prior to submission. Hard copy formats shall follow any specified instructions. Timeliness: Work Products shall be submitted on or before the due date specified in this SOW or submitted in accordance with a later scheduled date determined by the Government. The government will review, for completeness, preliminary or draft documentation that Contractor submits, and may return it to Contractor for correction. Absence of any comments by the Contract Officer Representative (COR) will not relieve Contractor of the responsibility for complying with the requirements of this work statement. Contractor shall not construe any letter of acknowledgment of receipt material as a waiver of review, or as an acknowledgment that the material is in conformance with this work statement. Any approval given during preparation of the documentation, or approval for shipment shall not guarantee the final acceptance of the completed documentation. The contractor will: – Provide a list of all products produced, time spent on each product itemized by charges for completion. Receipt is required on the last business day of each month under this contact. – Receive and return work products in the manner specified in this contract. – Produce materials according to timelines established in this contract. Staffing Requirements This is a non-personal service contract; personnel performing work under this contract, onsite at the CC or offsite at the discretion of the contractor, remain your employees and are not employees of the Government. Contract staff are expected to work off-site at the contractor’s facility, however, the contractor during the meeting needs to be on-site at the meeting. The contractor shall make every effort to ensure that personnel will remain assigned to a task until its completion. In addition, contractor should strive to recruit and maintain staff with particular skill sets applicable to performing in a scientific, technical, and research environment. Project Management The contractor shall designate an experienced working project manager and an alternate. Both shall be considered key personnel. Either shall always be accessible during normal work hours ( 8:30 to 5:00 P.M. ) to supervise contractor personnel, to plan and implement work schedules, to train personnel, and to be available to the Government Project Officer. Both should have at least 7 years’ experience in managing projects similar in size and scope of the work described in the SOW. The project manager should maintain regular communication with the PO by email or telephone. The project manager shall meet with the PO at least monthly to discuss ongoing and upcoming tasks. The contractor shall provide meeting notes to the PO within 5 business days of the meeting. The Government reserves the right to judge the technical skill and competence of the individual contract staff and to require the individual’s replacement if the individual’s qualifications or performance are judged deficient at any time, with written notification. Digital Government Section 508 Compliance Requirements All products and deliverables associated with the tasks described within this Statement of Work that are intended for distribution via the Internet or has the potential for access through the Internet must be compliant with requirements specified in Section 508 of the Federal Rehabilitation Act, as amended in 1998. This Act addresses any/all electronic and information technology (EIT). As such, those procured through this effort must meet the applicable accessibility standards at 36 CFR 1194. 36 CFR 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended, and is viewable at http://www.section508.gov. The contractor is responsible for reviewing this regulation, which can also be reviewed on http://www.access-board.gov/sec508/guide/act.htm. Evidence of full understanding of and capacity to produce deliverables and products compliant with Section 508 of the Federal Rehabilitation Act, must be demonstrated in all responses to this solicitation. Contractors shall also refer to http://www.hhs.gov/web for comprehensive guidance on Government requirements. Place of Perfor
Vehicle: PSS
RFP release date: 8/18/2021
Proposal due date: 8/23/2021
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