24-158 HECC Agency Wide Document Translation.pdf

State of Oregon

Agency-Wide Agreement for Document Translation

Intermediate Request for Proposal:

HECC #24-148

OregonBuys # S-52500-00013417

Date of Issue: 4/2/2025 Closing Date: 4/23/2025 at 3:00 PM Pacific Time

Single Point of Contact (SPC): Angie Duncan Angela.Duncan@hecc.oregon.gov

1. INTRODUCTION

The State of Oregon, acting by and through the Higher Education Coordinating Commission (HECC), is issuing this intermediate Request for Proposals (RFP) for an agency-wide agreement for document translation, as allowed by Department of Administrative Services (“DAS”) Price Agreements. This contract opportunity is only available to COBID-certified firms under DAS Price Agreement for document translation services.

HECC anticipates the award of one Contract per language (see Scope of Work below) from this RFP for HECC’s exclusive use for document translation for the term of the resulting contract(s). The initial term of the resulting contract is anticipated to last one year.

HECC is conducting this intermediate procurement under the authority of OAR 125-246- 0170(2)(c)(C).

HECC does not have a set budget in mind for this work, however, HECC has expended approximately $44,000 over the past three years on document translation services.

2. BACKGROUND

In an effort to make HECC’s documents and information more accessible to all Oregonians, HECC frequently utilizes DAS price agreement vendors to translate publicly-facing documents in multiple languages. While not all documents are translated, HECC is making strides to increase the use of translated documents to reach a broader representation of the State’s population and potential contractors and grantees.

3. SCOPE OF WORK

The successful proposer will translate documents provided by HECC into various languages, including, but not limited to: Latin American Spanish, Vietnamese, and Russian. Proposers can provide proposals for one or more of the specified languages. HECC may provide documents in Microsoft Word, Adobe PDF, and/or Microsoft PowerPoint, etc. Documents may range in length from approximately 500 words to 12,000 words or more. The successful proposer will provide a quote for HECC’s request, to which HECC will authorize to proceed in writing. HECC’s deadlines for the return of the translated documents will vary from 24-hours to one week or longer. HECC makes requests for document translation services approximately every other month.

4. PROPOSAL SUBMISSION

Proposals must be submitted through the state’s procurement system, OregonBuys—HECC cannot accept proposals by any other means. Proposals are due no later than 3:00 PM on April 23, 2025.

OregonBuys registration is free by clicking the blue “Register” button on the top right corner of the following webpage: https://oregonbuys.gov/bso/. All attachments to proposals uploaded and submitted through OregonBuys must be Microsoft Word compatible or searchable Adobe format.

5. PROPOSAL CONTENT REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both.

A Proposal that merely offers to provide the Goods or Services as stated in this RFP will be considered non-Responsive to this RFP and will not be considered further.

https://oregonbuys.gov/bso/

A. Proposal Certification Sheet

The Proposer shall complete and submit the Proposal Certification Sheet (Attachment A).

B. Cost Proposal

Each proposal must contain a completed Attachment B Rate Form. HECC acknowledges that DAS price agreement vendors all have rate ceilings as exhibits to their respective price agreements, however, HECC strongly encourages proposers to offer more competitively priced rates for HECC’s consideration of a single contractor per language. HECC strongly encourages contractors to accept SPOTS card payments, so please indicate in the proposal if SPOTS card payment is acceptable and if early payment discounts apply to SPOTS card payments.

6. EVALUATION

Proposals shall be evaluated on the following criteria:

Experience (10 points possible)

• What are Proposer’s certifications and experience translating written documents from English to their specified languages?

• How well has the Proposer demonstrated experience in document translation, formatting, editing, desktop publishing?

Cost Proposal (60 points possible)

• What is the overall cost of translation services based on Proposer’s Attachment B?

Resources (15 points possible)

• How well does the Proposer demonstrate they have the resources to successfully provide the Services described in this solicitation document in the timeframe required by

HECC?

Public Information/Past Performance (15 points possible)

• Publicly available information may be used to evaluate Proposers.

• Past performance may be used to evaluate Proposers.

7. SUCCESSFUL PROPOSER REQUIREMENTS

A. Insurance

Prior to execution of the Contract, the apparent successful Proposer shall secure and demonstrate to HECC proof of commercial general liability insurance coverage in the amounts of $1,000,000 per occurrence and $2,000,000 aggregate, unless otherwise negotiated. Policies can usually be obtained for short-term durations for relatively low cost—please consult an insurance broker if you do not already carry the above-described insurance.

B. Taxpayer Identification Number

The apparent successful Proposer shall provide its Taxpayer Identification Number on a completed W-9 form (which can be found here: https://www.irs.gov/pub/irs-pdf/fw9.pdf). The apparent successful Proposer must provide its backup withholding status on the W-9 form if either of the following applies:

• When requested by HECC (normally in an intent to award notice), or

• When the backup withholding status or any other information of Proposer has changed since the last submitted W-9 form, if any.

HECC will not make any payment until HECC has a properly completed W-9.

C. Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. The selected Proposer shall submit a current Oregon Secretary of State Business Registry number, or an explanation if not applicable.

All Corporations and other business entities (domestic and foreign) must have a Registered Agent in Oregon. See requirements and exceptions regarding Registered Agents. For more information, see Oregon Business Guide, How to Start a Business in Oregon and Laws and Rules. The titles in this subsection are available at the following Internet site:

http://www.filinginoregon.com/index.htm.

8. ADDITIONAL INFORMATION

A. Governing Laws

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the Eleventh Amendment to the Constitution of the United States or otherwise, to or from any Claim or from the jurisdiction of any court.

B. Ownership

All Proposals submitted in response to this RFP become the Property of HECC. By submitting a Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free, fully paid-up, worldwide license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating an Agreement, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.311 through 192.478). Proposals, including supporting materials, will not be returned to Proposer unless the Proposal is submitted late.

C. Cost of Submitting Material

Proposer shall pay all the costs in submitting its Proposal, including, but not limited to, the costs https://www.irs.gov/pub/irs-pdf/fw9.pdf http://www.filinginoregon.com/index.htm to prepare and submit the Proposal, costs of samples and other supporting materials, or costs to participate in demonstrations.

D. Statewide E-waste

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Procedure 107-011-050_PR. Download the procedure by visiting www.oregon.gov/DAS, then enter the procedure number into the search bar, and find the procedure in the search results window.

E. Recyclable Products

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract.

(ORS 279B.025)

F. Printing, Binding Work

Except as provided in ORS 282.210(2), all printing, binding and stationery work, including the manufacture of motor vehicle registration plates and plates required to be affixed to motor carriers, for the State or any county, city, town, port district, school district, or other political subdivision, must be performed within the State of Oregon.

http://www.oregon.gov/DAS

ATTACHMENT A — PROPOSAL CERTIFICATION SHEET

Legal Name of Proposer: OregonBuys Vendor ID#:

Address: City, State, Zip:

State of Incorporation: Entity Type:

Contact Name: Telephone:

Email:

Any individual signing below hereby certifies they are an authorized representative of Proposer and that:

1. If awarded a Contract, Proposer agrees to perform the scope of work and meet the performance standards set forth in the final negotiated scope of work of the resulting Contract.

2. I have knowledge regarding Proposer’s payment of taxes and by signing below I hereby certify that, to the best of my knowledge, Proposer is not in violation of any tax laws of the state or a political subdivision of the state, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

3. Proposer does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, gender, disability, sexual orientation, national origin. When awarding subcontracts, Proposer does not discriminate against any business certified under ORS 200.055 as a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business. If applicable, Proposer has, or will have prior to contract execution, a written policy and practice, that meets the requirements described in ORS 279A.112, of preventing sexual harassment, sexual assault and discrimination against employees who are members of a protected class. HECC may not enter into a contract with an anticipated contract price of $150,000 or more with a Proposer that does not certify it has such a policy and practice. See https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx for additional information and sample policy template.

4. Proposer and Proposer’s employees, agents, and subcontractors are not included on:

A. the “Specially Designated Nationals and Blocked Persons” list maintained by the Office of

Foreign Assets Control of the United States Department of the Treasury found at:

https://www.treasury.gov/ofac/downloads/sdnlist.pdf., or

B. the government-wide exclusions lists in the System for Award Management found at:

https://www.sam.gov/SAM

5. Proposer certifies that, to the best of its knowledge, there exists no actual or potential conflict between the business or economic interests of Proposer, its employees, or its agents, on the one hand, and the business or economic interests of the State, on the other hand, arising out of, or relating in any way to, the subject matter of the RFP. If any changes occur with respect to Proposer’s status regarding conflict of interest, Proposer shall promptly notify the State in writing.

6. Proposer certifies that all contents of the Proposal (including any other forms or documentation, if required under this RFP) and this Proposal Certification Sheet are truthful and accurate and have been prepared independently from all other Proposers, and without collusion, fraud, or other dishonesty.

7. Proposer understands that any statement or representation it makes, in response to this RFP, if determined to be false or fraudulent, a misrepresentation, or inaccurate because of the omission of material information could result in a "claim" (as defined by the Oregon False Claims Act, ORS https://www.oregon.gov/DAS/Procurement/Pages/hb3060.aspx https://www.treasury.gov/ofac/downloads/sdnlist.pdf https://www.sam.gov/SAM

180.750(1)), made under Contract being a "false claim" (ORS 180.750(2)) subject to the Oregon False Claims Act, ORS 180.750 to 180.785, and to any liabilities or penalties associated with the making of a false claim under that Act.

8. Proposer certifies it will comply with the Pay Equity law, ORS 652.220, if applicable.

9. Proposer is registered in the State’s electronic procurement system, OregonBuys, found here:

https://oregonbuys.gov/bso/. (Registration is free by clicking the blue “Register” button on the top right corner of the webpage.)

10. Pursuant to ORS 60.701, Proposer is authorized by the Oregon Secretary of State to transact business in this State, as evidenced by being registered and active in the Oregon Secretary of State Business Registry.

Authorized Signature Date

(Printed Name and Title) https://www.oregonlegislature.gov/bills_laws/ors/ors652.html