fortress.wa.gov · Web viewIf you have questions about Medicare or need help with your Medicare...

Solicitation AmendmentIFB 01714 – Translation Services – DSHS & HCA Systems Generated Client Letters

Amendment number: OneDate issued: May 29, 2014

Effect of the amendments:

All revisions or additional requirements detailed below are to be considered official and binding on the bidder for this solicitation and become official contract language upon execution of the contract, unless specifically amended later in time.

Purpose of the amendment(s):

1. Change the prebid conference date from June 17, 2014 to July 1, 2014 – 8:00 am to 11:00 am

2. Provide the call in information for the prebid conference as follows:

-Call-in toll-free number (US/Canada): 1-877-668-4493

-Attendee Access Code: 795-759-17

3. Extend the bid closing date from July 2 to July 22, 2014 – 2 pm

3. Note that a revised sample document for Appendix J will be provided at time of the prebid conference/subsequent Amendment if required

Note to bidder: This amendment need not be included in its entirety with your bid response.

Procurement Coordinator: Connie Stacy (360) 407-9403 email: [email protected]

mailto:[email protected]

IFB 00713Amendment 1 of 2


Amendment number: Two*Date issued: June 6, 2014



Purpose of amendment one:

1. Change the prebid conference date from June 17, 2014 to July 1, 2014 – 8:00 am to 11:00 am

2. Provide the call in information for the prebid conference as follows:

-Call-in toll-free number (US/Canada): 1-877-668-4493

-Attendee Access Code: 795-759-17

3. Extend the bid closing date from July 2 to July 22, 2014 – 2 pm

4. Note that a revised sample document for Appendix J will be provided at time of the prebid conference/subsequent Amendment if required

Note to bidder: This amendment need not be included in its entirety with your bid response

*Purpose of amendment two:

1. Provide list of Bidder questions and the state’s responses (see attached)

2. Provide sample documents for Appendix J (see attached embedded files) and clarify which category sample documents pertain to (some of these are the same as originally provided but are reiterated here for clarification purposes)

3. The remainder of the RFP is unchanged




IFB 00713Amendment 1Page 2 of 2

1. BIDDER QUESTIONS AND RESPONSES:

Question Response1 Who is the incumbent for this service? What is their

price?Dynamic Language Center:Keying-in and formatting of “Client Letters”= $10.33 per client letter. Translation of “English text into requested language”= $.22 per English word.

2 What is the services start date? January 1, 2015

3 Will there be a single award for Category 1 and a single award for Category 2?

Yes

4 What is the average number of words translated per language per month?

This information is not available for either Category. Each document consists of a combination of full translation, text block and keying.

5 Proficiency: what is the “required certification examination or screening evaluation”?

Please reference Appendix F, Section 1.5.

6 Translation turnaround times are measured by number of words. It is industry standard to provide turnaround times by number of words. Can the agency amend the solicitation to include turnaround times by number of words?

While this was considered by the RFP team, it was determined as not applicable because each document requires a full set of services (see item 4) rather just words.

7 Do you want 1 translator per document or translation, editing, and Quality Assurance? The latter would require more than 1 translator per document.

Please reference Appendix F, Section 1.5. We would expect you to rely on your own internal Quality Assurance Program to assure accuracy and consistency.

8 In the attachment “Responses to Management Questions” section 6a, why do you require three translator’s names? It is against the contractor’s security policy to reveal the names of our independent contractors. Will providing a Quality Management Plan suffice?

No, providing a Quality Management Plan will not suffice.As noted within the Service requirements, names of the translators who translated a specific document are required, which under state statute,


becomes public information.9 Appendix B Bidder Profile: the contractor works with

independently contracted, freelance individual linguists. Does this apply as a subcontractor?

Yes

10 Appendix B Pricing Worksheet: there is no per word price per language. As the cost of languages differ, would the agency consider amending the pricing worksheet to include a cost per language?

No, the costs requested are to be “all inclusive” and have intentionally not been split by language.

11 Appendix B Pricing Worksheet: the agency is asking for a formatting charge per document. This is usually done as an hourly fee.

We took the hourly fee into consideration when we determined that the cost should be by document.

12 Appendix J: which of these samples are for Category 1 and which are for Category 2?

Please see response below

13 Appendix F, 1.2: “have the ability to store and manipulate translated text blocks, combining them into multiple documents”: what do you mean store text blocks?

Save blocks of translated text into your data base for future use.

14 Appendix F, 1.3: “It is the Contractor’s responsibility to pick up client letters needing translation and drop off client letters that have been translated, each business day, from a pre-arranged DSHS office. Repeated or multiple failures to collect and/or drop off translation work daily may result in contract termination.” Do you mean physically, pick-up/drop-off? Can this not be arranged electronically? Are documents to be received physical hard-copy documents?

Yes, we mean physically pick up/drop off. At this point it cannot be done electronically. Yes, documents are hard copy.

15 Appendix F, 1.3: “the contractor will be required to track all translated text blocks using the unique DSHS numerical identifier and DSHS Primary Language Codes (see appendix H)”. Does this mean that the contractor will keep a bank of previously translated text per language? What counts as a “translated block”? Please clarify.

Yes, the contractor will be required to keep a bank of previously translated text per language since they will be utilized in future documents/projects. A “translated block” means a block of previously translated text that has been assigned a unique number by the requester.

16 Appendix F, 1.4: What is the requested deliverable by DSHS? Are you asking for hardcopy deliverable or electronic deliverable?

Category One – Hard copies.Category Two – electronically via secure email set-up by DSHS

17 Appendix F: in what format will the contractor receive Category One – hard copy


the documents? Excel? Microsoft Word? Please clarify. Category Two – templates in Microsoft Office Word with Client Specific documents sent from the field in PDF format

18 Appendix F: What does an “approved Contractor translator testing program” mean? Does this mean Quality Assurance process?

Yes

19 Appendix F: what does it require to “key-in English names, addresses and phone numbers? How will the contractor get that information?

This information will be provided by the customer.

20 Appendix F: “identifying which coded text has been translated”: what does this mean?

The contractor will be receiving hard copy letters for translation. At the time of receipt, the contractor will need to review the text in the letter to determine whether or not the text has been previously translated (and stored for future use). Text that has not been translated will need to be translated (and stored for future use).

21 Appendix J, “Planned Action Notice”: Is the yellow highlight text the text for translation? Would this be provided in a word document?

No, the yellow highlighted is not text for translation, and yes, this would be provided in a word document.

22 Appendix J: DSHS Sample 1 is 104 pages and there is highlighted text as well as corrected text. What is the text that is to be translated? Is this the average length for Category 2 documents?

For the most part, the highlighted text does not need to be translated and banked because the contractor has already done so. The average length for a DSHS document is six to sixty pages.

23 Appendix J: P1 Letter Sample has blue coding. Is this entire document to be translated? What is to be done with the blue coding?

No, the blue font is not representative of what is to be translated. The blue font would remain as is. The contractor(s) will receive specific instructions with each document.

24 Appendix J: will any of the source documents be hand-written?

No

25 Appendix J: will we need to translate anything for a sample translation? Or are these documents purely for reference?

No sample translation is required. These documents are for reference only.

26 “Within 15 days of request, submit a comprehensive list Please see the response to


of all translators Contractor’s agency will utilize to meet the terms of the contract. The translator list must be electronically updated and sent to DES whenever a change in translator staff is made. These updates will be sent to DSHS and HCA within five days of any change”: it is the contractor’s policy to keep the names and identifiable information about a translator confidential. The contractor suggests amending this policy to asking for a Quality Assurance Plan or translator ID number.

Question #8.

27 “Any subcontractors not listed must be pre-approved, in writing, by the Purchasing Authority”: does this also apply to freelance, individual independently contracted interpreters?

No. The referenced quotation is from Appendix A, Master Terms and Conditions, and Section One of the RFP takes precedence.

28 The cost for formatting/typesetting (DTP) is charged on an hourly basis; versus on a per page or document basis. Is this something that can be modified?

Do you have the current list of questions/answers for our review?

No, please see response to Question #11.

This document contains them.

29 Will there be any formatting rules such as font size and pagination?

For both categories, are requests based on submissions or on a per language scale?

Can you have the same linguists for Category 1 and 2?

Yes, contractor(s) will receive instructions with each document.

Upon submissions.

Yes

30 Can you please tell me who had won the bid on the previous contract expiring in December of this year for this project? What set them apart from other bidders?

Dynamic Language was awarded the current contract, and award was based upon the sum of cost and non- cost factors, similar to those contained in this RFP.

31 Will preference be given to in-state contractors? If so, what is the specific evaluation allotment of points that will go towards that preference?

What is your definition of an “error”? Under which circumstance would we need to make a “correction”?

No, the state is a “free trade” state.

An error is a mistake on the contractor’s part. You would make a change upon customer request.

32 Considering that there are three (3) timeframe tiers identified, for the type of correspondence requiring

The customers prefer an all- inclusive rate(s).


services, would DES consider separate rates for those requests that far exceed 10 or more pages?

33 Are contract translators considered subcontractors as defined in Appendix A, Section 2 – Standard Definitions?

Per Appendix F, Service Requirements, Item 1.3 it says: It is the Contractor’s responsibility to pick up client letters needing translation and drop off client letters that have been translated, each business day, from a pre-arranged DSHS office. Which DSHS offices may the Contractor potentially pick up and drop off the client letters?

Will electronic copies of the client letters be made available to the Contractor? If so, what format will the files be in?

Are the turnaround time frames, as detailed in Appendix F, Service Requirements, Section 1.6.1, per letter or packet? Are word counts taken into consideration?

If translators are not employees of the contractor, they are considered to be subcontractors.

Any DSHS office that accesses mail through the campus mail service. Potential bidders can ask about specific locations and we can let them know if the service is available at that location.

Category One – No, at this point, letters will not be made available electronically.Category Two – originally submitted electronically. Format will be Microsoft Office for the most part.

Per packet, and no, word counts will not be taken into consideration.

2. Please reference Appendix J – Sample Documents:

a) the embedded files below are samples for Category One:

b) the embedded files below are samples for Category Two:

-End-



Amendment number: ThreeDate issued: July 2, 2014



Purpose of amendment three:

1. Publish list of prebid conference attendees (see attached)

2. Provide list of additional questions and responses, and/or clarifications (see attached)

3. The remainder of the RFP is unchanged, including the closing date of July 22, 2014 at 2:00 pm





1. The following is a list of attendees of the July 1, 2014 optional attendance prebid conference:

Name Represented

Linda Sylte Department of Social & Health Services

Tom Johnson Department of Social & Health Services

Sothy Uon Department of Social & Health Services

Jason Selden Dynamic Language

Katia Hadjiyska MasterWord Services

Chris Erskine CTS Language Link

Maureen Tan CTS Language Link

Shamus Sayed Interpreters Unlimited

Helena Green Quick Translation S!

Patty McDonald Department of Social & Health Services

Elena Safariants Health Care Authority

Alisha Ghanie Department of Enterprise Services

Connie Stacy Department of Enterprise Services

2. The following is a list of the additional bidder questions, and issues that required clarification:

Question/Issue Response/Clarification

How many locations require physical pick-up/delivery, and where are they located?

There is only one location and it is located in Seattle. The specific address will be provided to the successful contractor.

Does the state have any requirements regarding the person facilitating pick-up?

We consider the person to be your responsibility and if required, are bonded and licensed


How we can find the current contract?

Here is the link: https://fortress.wa.gov/ga/apps/ContractSearch/ContractSummary.aspx?c=10106

How many accounts does Category Two have?

There are approximately 122 reporting units in the CARE program, with at least thirty requiring that separate accounts and billing be established. All of the accounts will be submitting documents to the contractor in a PDF format.

Appendixes C and F – Subcontractors

A - If you prefer that your list of subcontractors be considered “confidential”, please indicate by placing in a separate sealed envelope and marking “confidential”

F 1.1Bc – Please see above. Also, clarify that if an interpreter is an actual employee, this information need not be submitted. If an interpreter is a subcontractor, they must be made fully aware of contractual obligations.

Payment by credit card

The potential of payment by credit card by state customers has been deleted (thus eliminating the concerns of passing along merchant transaction fees into bid pricing)

Prompt Payment Discount

Clarify that if bidder offers a prompt pay discount for payment for thirty days or more, that bid pricing will be discounted by that amount for evaluation purposes

Contractor Requirements

All bidders/successful contractors are required to be knowledgeable and adhere to all federal and/or state rules and regulations to conduct business within the state of Washington for interpreter services

-END-


Amendment number: FourDate issued: July 17, 2014


All revisions or additional requirements detailed below are to be considered official and binding on the bidder for this solicitation and become official contract language upon execution of the contract, unless

https://fortress.wa.gov/ga/apps/ContractSearch/ContractSummary.aspx?c=10106

https://fortress.wa.gov/ga/apps/ContractSearch/ContractSummary.aspx?c=10106


specifically amended later in time.

Purpose of amendment four:

3. Provide list of additional questions and responses, and/or clarifications (see attached). No additional questions will be accepted at this time.






1. There are two prices for each Category 1 and 2: charge per client letter, and charge per English word. How will the evaluation total for each Category 1 and 2 be calculated? Is it the addition of the per client letter plus per English word cost?

The price per letter and price per word will be added together.

yes

2. RFP states we are to in-person pick up the forms For Care documents



for translation and drop off the translated forms. Do we get both printouts and electronic files? Do we deliver both printouts and electronic files?

(Category One), transmission of files will happen electronically. For ACES (Category One) and P1 (Category Two), correspondence/ hard copies of English materials will have to be picked up by vendor and completed translations will have to be delivered on hard copy attached to English original. At this point, correspondence will be ready for mailing. DSHS and HCA send translated correspondence to their clients along with English original.

At this time, only hard copies of documents (printouts) for Category Two will be dropped off by the state and delivered by the contractor

3. Do you have a list of number of requests per language for any given period of time (1 month 6 months….)

4. Item 2.9 mentions a quarterly sales report provided by the vendor. Could you kindly send us a copy of the last 4 sales reports from Dynamic Language for the current contract?

5. Could you please send us a copy of any other reports (item 2.10) that Dynamic Language has sent over the past year?

Please see response to question three


6. If we are awarded the contract, will we get a copy of all the translated text blocks from the current contract holder?

yes

7. Are there any pick-ups and deliveries on weekends?

No

8. Braille and Large Print English are also part of the new contract ? Same price as other languages?

Braille – no, LPE – yes (please reference Appendix H – Language Codes), and yes, same price as other languages

9. Do you have a breakdown of the types of requests, according to turnaround times (Appendix F, turnaround timeframes):

Within 4 business days for correspondence which requires keying-in or formatting or previously translated text in all languages

Within 8 business days for correspondence which requires keying-in, formatting, and new translation.

Within 10 business days for 10 or more pages long CARE correspondence which requires keying-in, formatting and new translation

No

10. Do you also have a total for the number of words translated per period?

No

-END-


Amendment number: Four and FiveDate issued: July 17, 2014


All revisions or additional requirements detailed below are to be considered official and binding on the bidder for this solicitation and become official contract language upon execution of the contract, unless


specifically amended later in time.

Purpose of amendment four:

4. Provide list of additional questions and responses, and/or clarifications (see attached). No additional questions will be accepted at this time.


3. Please note category clarification in Question Two (attached)





11. There are two prices for each Category 1 and 2: charge per client letter, and charge per English word. How will the evaluation total for each Category 1 and 2 be calculated? Is it the addition of the per client letter plus per English word cost?

The price per letter and price per word will be added together.

yes

12. RFP states we are to in-person pick up the forms For Care documents



for translation and drop off the translated forms. Do we get both printouts and electronic files? Do we deliver both printouts and electronic files?

(CategoryTwo), transmission of files will happen electronically. For ACES (Category\One) and P1 (CategoryOne), correspondence/ hard copies of English materials will have to be picked up by vendor and completed translations will have to be delivered on hard copy attached to English original. At this point, correspondence will be ready for mailing. DSHS and HCA send translated correspondence to their clients along with English original.

At this time, only hard copies of documents (printouts) for Category Two will be dropped off by the state and delivered by the contractor

13. Do you have a list of number of requests per language for any given period of time (1 month 6 months….)

14. Item 2.9 mentions a quarterly sales report provided by the vendor. Could you kindly send us a copy of the last 4 sales reports from Dynamic Language for the current contract?

15. Could you please send us a copy of any other reports (item 2.10) that Dynamic Language has sent over the past year?

Please see response to question three


16. If we are awarded the contract, will we get a copy of all the translated text blocks from the current contract holder?

yes

17. Are there any pick-ups and deliveries on weekends?

No

18. Braille and Large Print English are also part of the new contract ? Same price as other languages?

Braille – no, LPE – yes (please reference Appendix H – Language Codes), and yes, same price as other languages

19. Do you have a breakdown of the types of requests, according to turnaround times (Appendix F, turnaround timeframes):

Within 4 business days for correspondence which requires keying-in or formatting or previously translated text in all languages

Within 8 business days for correspondence which requires keying-in, formatting, and new translation.

Within 10 business days for 10 or more pages long CARE correspondence which requires keying-in, formatting and new translation

No

20. Do you also have a total for the number of words translated per period?

No

-END-

fortress.wa.gov · Web viewIf you have questions about Medicare or need help with your Medicare...

Documents

Transcript of fortress.wa.gov · Web viewIf you have questions about Medicare or need help with your Medicare...