9 RFB Mandatory Requirements by Lot.xlsx
XLSX spreadsheet 109 KB Posted
- Contract number
- 505ENT-M25-INTERPTRANS-00
- Issued by
- Wisconsin
About this file
This document is a comprehensive Request for Bid (RFB 28425-KH) performance requirements specification issued by the Wisconsin Department of Administration for statewide interpretation and translation services. The document outlines mandatory requirements across six distinct service categories: In-Person American Sign Language (ASL) Interpretation, In-Person Foreign Language Interpretation, Video Remote ASL Interpretation, Video Remote Foreign Language Interpretation, Telephone Foreign Language Interpretation, and Written Foreign Language Translation. Each service category contains detailed compliance requirements that bidders must meet, covering general mandatory requirements, technical specifications, performance standards, reporting obligations, and invoicing procedures.
The contract encompasses interpretation and translation services for clients with limited English proficiency and those requiring ASL services to ensure compliance with federal civil rights statutes including the Civil Rights Act, ADA, and Rehabilitation Act. Key service requirements include 24/7/365 availability for remote services, minimum assignment durations ranging from one hour (VRI/telephone) to two hours (in-person), and coverage across Wisconsin regions. For ASL services, all interpreters must hold Wisconsin Sign Language Interpreter licenses, while foreign language services must cover core languages including Spanish, Arabic, Hmong, Somali, Russian, and others. Pricing remains firm for the first twelve months with potential annual increases subject to State Board of Public Works approval. The contract includes provisions for travel reimbursement at state rates, cancellation policies with specific notice requirements, quarterly reporting obligations, and performance standards with corrective action protocols for non-compliance. Additional services such as court-certified interpreters and specialized layout services are available through optional pricing structures.
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Other files
| File | Type | Posted |
|---|---|---|
| 11 Sample Contract.docx | DOCX document | |
| 12 Vendor Spend Report Template.xlsx | XLSX spreadsheet | |
| 2 In-Person FL USER GUIDE PRICE LIST.xlsx | XLSX spreadsheet | |
| 4 FL VRI USER GUIDE PRICE LIST.xlsx | XLSX spreadsheet | |
| 6 Written USER GUIDE PRICE LIST.xlsx | XLSX spreadsheet | |
| 7 Attachment G - Wisconsin Regions.pdf | ||
| 1 In-Person ASL USER GUIDE PRICE LIST.xlsx | XLSX spreadsheet | |
| 10 Vendor Cloud Storage Requirements.pdf | ||
| 3 ASL VRI USER GUIDE PRICE LIST.xlsx | XLSX spreadsheet | |
| 5 Telephone USER GUIDE PRICE LIST 5-7-25.xlsx | XLSX spreadsheet | |
| 8 28425-KH RFB.docx | DOCX document |
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In-Person ASL
| State of Wisconsin |
| Department of Administration – RFB 28425-KH |
| Attachment B – A2 – Performance and Support Requirements |
| Statewide Interpretation and Translation Services |
| In-Person American Sign Language Interpretation |
| Bidder Name: |
| 3.0 PERFORMANCE AND SUPPORT REQUIREMENTS |
Bidder shall respond to compliance requirements as listed below. This form must be completed and submitted with Bid.
| PERFORMANCE REQUIREMENTS | ||
| Performance and Support Requirements are considered mandatory. Failure to meet a requirement may result in disqualification of the Bid. Verify compliance by clicking the arrow next to each yellow cell and choosing Yes or No from the drop-down menu. | ||
| # | GENERAL MANDATORY REQUIREMENTS | Compliance - Choose YES or NO from drop-down |
| The State of Wisconsin routinely conducts business with clients who are deaf, hard of hearing, or deaf-blind who use American Sign Language (ASL) as their primary language. In order to meet the needs of our clients and comply with Title VI of the Civil Rights Act of 1964, 45 CFR Section 80.3, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act (ADA) of 1990 as amended, the State must provide in-person ASL interpretation services. |
In-Person American Sign Language Interpretation Services are provided at various on-site locations throughout the State of Wisconsin. The Contractor's Interpreter mediates between the buying Agency's staff and the buying Agency's deaf or hard of hearing client to interpret the conversation.
3.1.1 Normal business hours are 8:00 AM to 5:00 PM CT, Monday through Friday, excluding State of Wisconsin recognized holidays.
Outside Normal Business Hours are 5:00 PM to 8:00 AM CT Monday through Friday, all day Saturdays and Sundays, and State of Wisconsin recognized holidays.
Bidder must be capable of providing services outside of Normal Business Hours. The State has 24/7/365 Interpretation needs, but understands that a Bidder may not always have interpreters available for every request.
Bidders must have a 24/7 dispatch or a phone number that is answered outside of Normal Business Hours.
| 3.1.2 | Contractor shall not require a minimum number of hours per Assignment longer than two (2) hours, including travel time. |
| 3.1.3 | Services over the 2-hour Assignment minimum shall be billed to the next half hour. |
| 3.1.4 | Bidder must be able to provide services at the locations as self-identified on Attachment C – Bid Cost Sheet. Regions are specified in Attachment G – Wisconsin Regions. Bidders may Bid on as many Regions as they would like. Bidders are not required to Bid on all Regions. Bidders must provide services to the entire Region if they bid on that Region. |
| 3.1.5 | Contractor and Contractor's employees and personnel shall comply with all federal, State, and local laws regarding working conditions, hours of employment, overtime regulations, and methods of payment. Contractor and Contractor's employees and personnel shall perform work in compliance with all applicable federal, State, and local laws, codes, and regulations including the Civil Rights Act, the Americans with Disabilities Act, the Occupational Safety and Health Act, and the Family and Medical Leave Act. |
| 3.1.6 | Contractor and Contractor's employees and personnel shall keep all documents and information provided by the State strictly confidential. At the Authorized User's option and with prior notice by the State, the Contractor and Contracted Personnel shall return to the State all original documents and data files provided by the State. |
| 3.1.7 | Contractor and Contractor's employees and personnel shall not reproduce or remove any document from the State premises without prior authorization by the State. Any open records request received by a Contractor or Contracted Personnel shall be redirected to the Contract Manager and the Authorized Users representing the accounts subject to the open records request. |
| 3.1.8 | Bidder must have a disaster recovery plan in place. If requested by any buying Agency, Bidder must submit a copy of the plan at any time during the Contract. |
| 3.1.9 | At the discretion of the buying Agency, a Business Associate Agreement may be required. The Contractor agrees to sign this agreement if requested by the Procuring Agency. It is the intention of the Contract to comply with the federal regulations implementing the Health Portability and Accountability Act of 1996 (HIPAA) concerning privacy, security, and transaction standards related to Protected Health Information (PHI). |
| 3.1.10 | Some Agencies may require a background check for Interpreter personnel. These background checks will be performed by the Agency at no charge to the Contractor. To facilitate the process, Contractor personnel shall complete a background/conviction record form provided by the Agency. Contractor personnel may not begin working until the background check has been completed and the Contractor personnel has been cleared to work at the facility. |
| 3.1.11 | Security concerns vary Statewide but are especially important at correctional facilities and certain Department of Health Services facilities. Contracted Personnel shall comply with the security Requirements at each facility. Authorized Users are responsible for alerting the Contractor to these Requirements before or while placing their first order. The Contractor shall comply with all security and identification procedures at each location, at no cost to Authorized Users. |
Common security restrictions include:
• Identification All Interpreter personnel, while working on State property, shall carry or display acceptable identification. Requirements vary by Authorized User. For instance, some facilities require a visible photo ID badge, while correctional facilities may require a valid driver license instead.
• Vehicle Security In many locations, drivers must turn off vehicle motors and lock cab doors whenever their vehicle is unattended.
Within secured facilities, contraband items are prohibited in the vehicle as well as on the person. Contraband items include, but are not limited to, drugs, tobacco products, cell phones, adult or pornographic materials, explosives, and weapons (including pocketknives and razor knives, unless a part of an inventoried toolbox). Toolboxes should be inventoried prior to arrival to facilitate security staff accounting. Items may be left with security; however, illegal items may not be returned.
3.1.12 At the time that the Notice of Intent to Award is issued, the winning Bidder will be required to provide copies of applicable insurance certificates. The Agency will evaluate all insurance certificates for compliance. Should the Bidder not provide the appropriate Certificates of Insurance within 15 (fifteen) days of the State's issuance of the Notice of Intent to Award, the Bid may be determined non-responsive and disqualified.
The Certificate of Insurance listed in Attachment D - Sample Contract Section 12 shall be provided to the State of Wisconsin, Department of Administration and emailed to DOACertificatesofInsurance@wisconsin.gov. In the subject line, include the following: the Contract number and attention to Enterprise Sourcing Division, Kristina Harris, Contract Manager.
3.1.13 All pricing will remain firm for the first twelve (12) months of the Contract, after which the Contractor may request a price increase, which will be subject to approval by the SBOP. The Contractor will be required to submit proper justification, along with appropriate documentation, with each request for a price increase at least thirty (30) days before the desired effective date of the change. All increases are subject to approval by the SBOP. The SBOP reserves the right to reject any price increases deemed to be excessive or unjustified. If allowable, rate increases will be valid for the next Contract year period. Price increases will be limited to once in a twelve (12) month period.
Similarly, the State has the right to request price decreases based on existing market conditions. The State will notify the Contractor(s) of its intentions to decrease prices and provide appropriate documentation. The Contractor(s) and the State shall work together to determine the appropriate amount of the decrease. Price decreases will be limited to once in a twelve (12) month period.
The State reserves the right to accept or reject any price increase request. If the State and Contractor are unable to reach an agreement regarding price increases, either party may terminate the Contract according to the terms stated in RFB Section 4.3.
| 3.1.14 | Contractor shall provide all designated Authorized Users a single point of contact, and a backup contact, to handle questions and resolve problems that arise. At least one Customer Service Representative shall be available during Contractor’s operating hours. All service representatives shall have access to information to provide immediate response to inquiries concerning the status of appointments and projects, Statewide Contract pricing, Contract offerings and exclusions, Contract compliance requirements, and general Contract information. Representatives should be available by email or phone (local or toll-free number preferred). |
| 3.1.15 | In the event that the designated point of contact changes, the State Contract Manager must be informed within five (5) business days. |
Information about the State Contract, as well as contact information for the Contract Manager, may be found on the State of Wisconsin VendorNet website.
| 3.1.16 | Each Authorized User shall be responsible for placing its own orders, which may be accomplished by written purchase order, telephone, or computer online systems. The Bidder must be capable of accepting order via any of these methods. |
| 3.1.17 | Contractor shall respond to all general communications no later than one (1) business day. |
| 3.1.18 | Contractor shall confirm or decline an Authorized User’s request for interpretation services within one (1) business day or as designated by the Authorized User. |
| 3.1.19 | On Assignments where a single shift is longer than two (2) consecutive hours, two (2) Interpreters may be requested by the Contractor, and if approved, Contractors may charge their hourly rate including travel time and milage, as outlined in Sections 3.1.23, 3.1.24, and 3.1.25 below, for each Interpreter. |
The use of multiple Interpreters must be approved in advance by the buying Agency. If the buying Agency declines a Contractor's recommendation to schedule two (2) Interpreters, the Contractor may decline the job at the time of scheduling without consequence.
NOTE: Buying Agencies are strongly encouraged to approve the use of two Interpreters for longer Assignments due to the effects of Interpreter fatigue on the quality of Interpretation service.
| 3.1.20 | For Assignments requested by the State with less than 24 hours' notice, the Contractor may charge a one-time flat rate, convenience fee for that Assignment, which must be specified on Attachment C - Bid Cost Sheet. The hourly rate for Assignments with short notification shall be the appropriate Contracted rate. |
| 3.1.21 | When a cancellation is necessary on the part of the buying Agency, the Agency shall provide the Contractor with notice two (2) business days prior to the scheduled service. The cancellation deadline is based on the scheduled assignment time; for example, for an assignment scheduled for 1:00 PM CT on a Thursday, the cancellation deadline is on Tuesday of that same week at 1:00 PM CT. |
If notice of cancellation is made less than two (2) business days prior to the scheduled service, the Contractor shall be paid 100% of the scheduled service hours at the same hourly rate as the Assignment.
Travel time for cancellations is not billable unless actually incurred. If travel is incurred, the actual travel time and mileage shall be billed as outlined in Sections 3.1.23, 3.1.24, and 3.1.25 below.
Special conditions for cancellations may be negotiated, if necessary, at the time of the request. Such conditions must be captured in writing and agreed upon by the buying Agency and the Contractor.
No additional cancellation fees shall be added or billed.
3.1.22 When a cancellation is necessary on the part of the Contractor, the Contractor shall provide the buying Agency with notice two (2) business days before the scheduled service.
If notice of cancellation is made less than two (2) business days prior to the scheduled service, this is considered a missed Assignment and corrective action may be taken as outlined in Section 3.3.4 below.
3.1.23 Travel time may be billed at the hourly bill rate for the Assignment, less any add-on pricing. Travel time in excess of two (2) hours round-trip must be approved by the buying Agency prior to the Assignment. Travel in excess of two (2) hours that is not approved prior to the Assignment may not be billed to the Buying Agency. Only actual time spent traveling may be billed.
All efforts shall be made by the Contractor to find qualified Interpreters without incurring excess travel costs to the State.
| 3.1.24 | Billable mileage shall be paid at the State mileage rate (https://dpm.wi.gov/Pages/HR_Admin/Class-and-Comp-HR-Admin.aspx - see current Pocket Travel Guide for rates). Mileage in excess of 100 miles round-trip must by approved by the buying Agency prior to the Assignment. Travel in excess 100 miles that is not approved prior to the Assignment may not be billed to the Buying Agency. Only actual miles to the job site may be billed. If a billing dispute should arise concerning miles traveled, the shortest route suggested by Google Maps (directions feature) may be used to validate distance traveled. | |
| 3.1.25 | Any other travel expense, including but not limited to transportation by airline, railroad, rental car, tax, parking and tolls are not reimbursable under this Contract. | |
| 3.1.26 | Contractor or its employees may have direct or indirect contact with Clients, staff, or other parties. All services provided to Clients are confidential in nature. Contractor shall make all reasonable efforts to ensure that it or its employees and subcontractors do not disseminate such confidential information including but not limited to identity of Clients or services being received. The State reserves the right to request, at any time, a copy of the Contractor's policy regarding ethics and confidentiality used with their staff. | |
| 3.1.27 | Contractor agrees to observe complete confidentiality with respect to all aspects of any confidential information, proprietary data and/or trade secrets and any parts thereof, whether such contents are the State's or the manufacturer's, Bidder's or distributor's whereby Contractor or Contractor's personnel may gain access while engaged by the State or while on State premises. | |
| 3.1.28 | Contractor or its employees and subcontractors will not re-use, sell, or make use in any format the data researched or complied for this Contract for any venture, profitable or not, outside this Contract. | |
| # | TECHNICAL REQUIREMENTS | Compliance - Choose YES or NO from drop-down |
| 3.2.1 | All Interpreters provided under this Contract must be Wisconsin Licensed Interpreters. A qualified Interpreter is someone who holds a State of Wisconsin Sign Language Interpreter license and is able to interpret effectively, accurately, and impartially both receptively and expressively, using any necessary specialized vocabulary. |
All Interpreters providing ASL interpretation services under this Contract must have a Wisconsin Sign Language Interpreter License.
Information regarding State of Wisconsin Sign Language Interpreter license information can be found at: https://dsps.wi.gov/Pages/Professions/SignLanguageInterpreter/AdvancedHearing.aspx
Bidder must have at least one (1) Wisconsin-licensed Interpreter prior to submitting their Bid. Licenses must be provided upon Intent to Award prior to signing of a Contract. If the Bidder fails to provide a current license, the award shall be revoked and the next lowest-cost Bid will be awarded.
A copy of each Interpreter's Wisconsin Interpreter license must be sent to the Contract Manager along with each quarterly report. These copies can have personal information redacted but must show the expiration date, name, and license number.
3.2.2 Occasionally, special certifications may be required:
| • | CDI (Certified Deaf Interpreter issued by RID.org) |
| • | QMHI (Qualified Mental Health Interpreter issued by MHIT.org) |
These special certifications are not a requirement to provide ASL services. Bidders may specify on Attachment C - Bid Cost Sheet in the Optional pricing section whether they offer these certifications and optional add-on hourly rates. If the Bidder does not include an optional cost for these add-on rates, the Bidder may not charge for these services over the course of the Contract.
If a CDI is used, the rate should be the full CDI rate on top of the contracted hearing interpreter rate. Travel time and mileage for both the CDI and hearing interpreter are billable per the policies outlined in Sections 3.1.23, 3.1.24, and 3.1.25 above.
| 3.2.3 | Bidders may provide any additional fees for services they provide on Attachment C - Bid Cost Sheet Optional Pricing section. These fees may only be billed if approved by the buying Agency prior to the Assignment. Contractor shall not bill any additional fees without prior approval by the buying Agency. |
| 3.2.4 | If a Bidder provides optional pricing for a certification or license, those certificates or licenses must be provided upon Intent to Award prior to signing of a Contract. If the Bidder fails to provide a current certificate, the optional pricing may be rejected by the State. |
Contracts or licenses must be provided up on request by the Contract Manager or any buying Agency during the course of the Contract. If the license or certificate is not maintained, that fee will be removed from the Bidder's pricing. Bidder pricing may be reinstated if the certificate or license is reinstated upon approval by the Contract Manager.
3.2.5 Upon issuance of the Intent to Award, Bidders are asked to provide a list of Proficiencies they provide in the areas of Scientific, Educational, Legal, or Medical interpretation. Bidder will specify if they are able to accurately interpret medical/HIPAA compliant, scientific, educational and legal terminology. To be considered as having any of these specialized skills, the Interpreter must have completed formal training in them, either from an educational institution or from the Contracting Agency.
The Bidder's list of Proficiencies is informational in nature and does not imply any particular type of expertise within each category. Buying Agencies that require a specific area of Proficiency are to work with the Contractors to determine whether they can provide the appropriate expertise.
Proficiencies are not billable. If a Bidder wishes to charge additional fees for any certifications or licenses not included in the mandatory pricing on Attachment C - Bid Cost Sheet, those prices must be included in the Optional portion of Attachment C - Bid Cost Sheet. Any pricing that is not provided on the Cost Sheet at the time of the Bid shall not be billable to the State for the duration of the Contract.
| 3.2.6 | The buying Agency may supply the Contractor with a glossary of terms specific to the Agency and subject matter most often involved in interpretations. The Contractor shall make any glossary readily accessible for reference by all Interpreter staff who may be assigned to interpret at that Agency. If such a glossary exists, it will be specified by the buying Agency at the time of the request or will be provided upon arrival at the Assignment. It is the Interpreter's responsibility to utilize the glossary. | |
| 3.2.7 | Agencies may have longer-term Assignments that include Agency-specific training. These requests may be negotiated between the Agency and the Contractor at the time of the request. | |
| 3.2.8 | Any Bidder storing any State documents, audio, video, or other media shall meet the requirements for cloud storage outlined in Attachment I - Cloud Storage Requirements. | |
| # | PERFORMANCE REQUIREMENTS | Compliance - Choose YES or NO from drop-down |
| 3.3.1 | The following are expectations of any Interpreter sent by the Contractor: |
| • | Arrive on time |
| • | Be properly attired for the Assignment environment |
| • | Display ID and follow all policies/procedures of the Agency they are providing services for |
| • | Be respectful of the individual(s) they serve |
| • | Render interpretation neither omitting nor adding information |
Failure to adhere to these expectations may result in Interpreter being barred from providing services under this Contract.
| 3.3.2 | Any single offense of breach of confidentiality may be grounds for barring an individual Interpreter from providing services under this Contract. |
| 3.3.3 | When an Interpreter does not report for an Assignment and fails to notify the buying Agency, and/or no substitute Interpreter is provided by the Contractor within thirty (30) minutes after the scheduled start time, it shall be considered a "failure to appear." The State is not obligated to pay for the service and liquidated damages shall apply. |
If an Interpreter fails to appear on more than two (2) separate Assignments over a six (6) month period, the Interpreter may be barred from providing services under this Contract.
If a Contractor's Interpreters fail to appear on more than four (4) times during a twelve (12) month period, corrective action will be taken and may include termination of the Contract with that Contactor.
3.3.4 A missed Assignment is any of the following:
| • | Interpreter(s) arrive fifteen (15) or more minutes late for an Assignment at the designated time and place. |
| • | Interpreter(s) cancel an Assignment with less than two (2) business days' notice. |
| • | Interpreter(s) do not have valid WI ASL Interpreter license, other required certification, or valid required ID. |
| • | Interpreter(s) do not meet the standards for the work environment as requested. |
If an Interpreter misses an Assignment on more than two (2) separate Assignments over a six (6) month period, the Interpreter may be barred from providing services under this Contract.
If a Contractor's Interpreters fail to appear on more than four (4) times during a twelve (12) month period, corrective action will be taken and may include termination of the Contract with that Contractor.
3.3.5 The following is a list of unacceptable performance and may be grounds for a corrective action plan and may or may not result in the termination of a Contract:
| • | Any breach of the terms of the signed Contract (see Attachment D - Sample Contract) | ||
| • | Contractors that are reported to have egregious billing errors, such as but not limited to, charging incorrect account, repeatedly sending invoices to an incorrect location, failure to credit payments to a billing account properly, etc. four (4) or more times within a twelve (12) month period. | ||
| • | Any two (2) offenses of breach of confidentiality. | ||
| • | Failure to keep Contract information up to date with the DOA Contract Manger. | ||
| • | Failure to adhere to any Requirement listed in this document (Attachment B - Performance and Support Requirements). | ||
| # | REPORTING REQUIREMENTS | Compliance - Choose YES or NO from drop-down | |
| 3.4.1 | The State requires that sales reports be provided by the Contractor to the State Contract Manager on a quarterly basis using the report template, Attachment F – Report Template. The report shall be provided in Microsoft Excel editable format via email to the Contract Manager no later than 15 days following the end of the calendar quarter. A report is required even if the Contractor has zero sales for the quarter. Reporting must use the template layout and provide all information requested, or an explanation as to why fields are left blank (such as including N/A in the Purchase Order field when the buying Agency did not issue a Purchase Order). Reports modified in any way from the provided template will not be accepted. All reports must be sent to: doaesContractusagereporting@wisconsin.gov and to the current Contract Manager. | ||
| 3.4.2 | Reporting quarterly due dates are: | ||
| • | Quarter 1, January 1-March 31: April 15 | ||
| • | Quarter 2, April 1-June 30: July 15 | ||
| • | Quarter 3, July 1-September 30: October 15 | ||
| • | Quarter 4, October 1-December 31: January 15 | ||
| 3.4.3 | The following fields appear in Attachment F – Report Template and shall be reported: | ||
| • | Contractor | ||
| • | Date | ||
| • | Purchase order number | ||
| • | Invoice number | ||
| • | Agency contact name | ||
| • | Agency | ||
| • | Division/Bureau | ||
| • | Interpreter name(s) | ||
| • | Interpreter license number | ||
| • | Start time | ||
| • | End time | ||
| • | Hours billed | ||
| • | Hourly rate | ||
| • | Mileage | ||
| • | Mileage rate | ||
| • | Additional Contract fee(s) - description | ||
| • | Total of additional fee(s) - amount | ||
| • | Total billed |
Additionally, a copy of each Interpreter's Wisconsin Sign Language Interpreter license must be included with each quarterly report.
| 3.4.4 | The State reserves the right to revise the quarterly reporting template at any time to include additional reporting parameters as required by the State. | |
| 3.4.5 | The State reserves the right to request additional ad-hoc reporting outside of the regular reporting requirements listed above. | |
| # | INVOICING REQUIREMENTS | Compliance - Choose YES or NO from drop-down |
| 3.5.1 | All invoices shall reflect the prices and discounts established for the items on this Contract for all orders placed by Authorized Users, even though the Contract number and/or correct prices may not be referenced on each order. |
The State is required by law to pay or reject invoices within thirty (30) days of receipt by Accounts Payable. Before payment is made, it also must verify that all invoiced charges are correct as per the Contract(s) provisions. Only properly submitted invoices shall be officially processed for payment. Prompt payment requires that your invoices be clear and complete in conformity with the instructions below.
All invoices shall be itemized showing:
| • | Purchase order number (if applicable) |
| • | Contractor Name |
| • | Remit to address |
| • | Complete description of the service provided |
| • | Interpreter |
| • | Interpreter's State of Wisconsin license number |
| • | Buying Agency staff contact |
| • | Location of Assignment |
| • | Dates, start and end times for the Assignment |
| • | Number of hours being billed |
| • | Contracted rate per hour |
| • | Travel time |
| • | Mileage - distance and rate |
| • | Any fee charged for less than two (2) business day notification of cancellation |
| • | Any additional fee per Contract pricing |
Contractor shall provide original invoice and requested number of copies to the designated Accounts Payable representative(s) or address(es) for each Authorized User.
Each invoice shall contain only those items covered by the purchase order designated on that invoice. All invoice prices shall be stated in the same units as the units shown on Attachment C – Bid Cost Sheet. Invoices not meeting the above criteria may disqualify Contractor from future solicitations.
| 3.5.2 | Bidder must be able to accept all of the following purchasing methods: | |
| • | Specific Purchase order placed for one-time services. | |
| • | Blanket-type purchase orders issued for the State's fiscal year time (July 1 - June 30) to allow departmental personnel to call or fax for product or service as needed. | |
| • | Direct Payment - the Bidder will bill directly for individual services as performed without issuance of a purchase order. | |
| 3.5.3 | Agencies may request to use the State's Purchasing Card (P-Card) for payment of services. The Bidder is not required to accept P-Cards, however it is strongly preferred. If the Bidder accepts a P-Card, no markup or fees are allowed. |
In-Person FL
| State of Wisconsin |
| Department of Administration – RFB 28425-KH |
| Attachment B – A2 – Performance and Support Requirements |
| Statewide Interpretation and Translation Services |
| In-Person Foreign Language Interpretation |
| Bidder Name: |
| 3.0 PERFORMANCE AND SUPPORT REQUIREMENTS |
Bidder shall respond to compliance requirements as listed below. This form must be completed and submitted with Bid.
| PERFORMANCE REQUIREMENTS | ||
| Performance and Support Requirements are considered mandatory. Failure to meet a requirement may result in disqualification of the Bid. Verify compliance by clicking the arrow next to each yellow cell and choosing Yes or No from the drop-down menu. | ||
| # | GENERAL MANDATORY REQUIREMENTS | Compliance - Choose YES or NO from drop-down |
| The State of Wisconsin routinely conducts business with Clients who have limited English Proficiency (LEP). In order to meet the needs of our Clients and comply with Title VI of the Civil Rights Act of 1964, 45 CFR Section 80.3, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act (ADA) of 1990 as amended, the State must provide in-person foreign-language interpretation services. |
In-Person Foreign Language Oral Interpretation Services are provided at various on-site locations throughout the State of Wisconsin. The Contractor's Interpreter mediates between the buying Agency's staff and the buying Agency's non-English speaking or LEP Client to interpret the conversation.
3.1.1 Normal business hours are 8:00 AM to 5:00 PM CT Monday through Friday, excluding State of Wisconsin recognized holidays.
Outside Normal Business Hours are 5:00 PM to 8:00 AM CT Monday through Friday, all day Saturdays and Sundays, and State of Wisconsin recognized holidays.
Bidder must be capable of providing services outside of Normal Business Hours. The State has 24/7/365 Interpretation needs, but understands that a Bidder may not always have interpreters available for every request.
Bidders must have a 24/7 dispatch or a phone number that is answered outside of Normal Business Hours.
| 3.1.2 | Contractor shall not require a minimum number of hours per Assignment longer than two (2) hours, including travel time. |
| 3.1.3 | Services over the 2-hour Assignment minimum shall be billed to the next half hour. |
| 3.1.4 | Bidder must be able to provide services at the locations as self-identified on Attachment C – Bid Cost Sheet. Regions are specified in Attachment G – Wisconsin Regions. Bidders may Bid on as many Regions as they would like. Bidders are not required to Bid on all Regions. Bidders must provide services to the entire region if they bid on that Region. |
| 3.1.5 | Contractor and Contractor's employees and personnel shall comply with all federal, State, and local laws regarding working conditions, hours of employment, overtime regulations, and methods of payment. Contractor and Contractor's employees and personnel shall perform work in compliance with all applicable federal, State, and local laws, codes, and regulations including the Civil Rights Act, the Americans with Disabilities Act, the Occupational Safety and Health Act, and the Family and Medical Leave Act. |
| 3.1.6 | Contractor and Contractor's employees and personnel shall keep all documents and information provided by the State strictly confidential. At the Authorized User's option and with prior notice by the State, the Contractor and Contracted Personnel shall return to the State all original documents and data files provided by the State. |
| 3.1.7 | Contractor and Contractor's employees and personnel shall not reproduce or remove any document from the State premises without prior authorization by the State. Any open records request received by a Contractor or Contracted Personnel shall be redirected to the Contract Manager and the Authorized Users representing the accounts subject to the open records request. |
| 3.1.8 | Bidder must have a disaster recovery plan in place. If requested by any buying Agency, Bidder must submit a copy of the plan at any time during the Contract. |
| 3.1.9 | At the discretion of the buying Agency, a Business Associate Agreement may be required. The Bidder agrees to sign this agreement if requested by the Procuring Agency. It is the intention of the Contract to comply with the federal regulations implementing the Health Portability and Accountability Act of 1996 (HIPAA) concerning privacy, security, and transaction standards related to Protected Health Information (PHI). |
| 3.1.10 | Some Agencies may require a background check for Interpreter personnel. These background checks will be performed by the Agency at no charge to the Contractor. To facilitate the process, Contractor personnel shall complete a background/conviction record form provided by the Agency. Contractor personnel may not begin working until the background check has been completed and the Contractor personnel has been cleared to work at the facility. |
| 3.1.11 | Security concerns vary Statewide but are especially important at correctional facilities and certain Department of Health Services facilities. Contracted Personnel shall comply with the security Requirements at each facility. Authorized Users are responsible for alerting the Contractor to these Requirements before or while placing their first order. The Contractor shall comply with all security and identification procedures at each location, at no cost to Authorized Users. |
Common security restrictions include:
• Identification All Interpreter personnel, while working on State property, shall carry or display acceptable identification. Requirements vary by Authorized User. For instance, some facilities require a visible photo ID badge, while correctional facilities may require a valid driver license instead.
• Vehicle Security In many locations, drivers must turn off vehicle motors and lock cab doors whenever their vehicle is unattended.
Within secured facilities, contraband items are prohibited in the vehicle as well as on the person. Contraband items include, but are not limited to, drugs, tobacco products, cell phones, adult or pornographic materials, explosives, and weapons (including pocketknives and razor knives, unless a part of an inventoried toolbox). Toolboxes should be inventoried prior to arrival to facilitate security staff accounting. Items may be left with security; however, illegal items may not be returned.
3.1.12 At the time that the Notice of Intent to Award is issued, the winning Bidder will be required to provide copies of applicable insurance certificates. The Agency will evaluate all insurance certificates for compliance. Should the Bidder not provide the appropriate Certificates of Insurance within 15 (fifteen) days of the State's issuance of the Notice of Intent to Award, the Bid may be determined non-responsive and disqualified.
The Certificate of Insurance listed in Attachment D - Sample Contract Section 12 shall be provided to the State of Wisconsin, Department of Administration and emailed to DOACertificatesofInsurance@wisconsin.gov. In the subject line, include the following: the Contract number and attention to Enterprise Sourcing Division, Kristina Harris, Contract Manager.
3.1.13 All pricing will remain firm for the first twelve (12) months of the Contract, after which the Contractor may request a price increase, which will be subject to approval by the SBOP. The Contractor will be required to submit proper justification, along with appropriate documentation, with each request for a price increase at least thirty (30) days before the desired effective date of the change. All increases are subject to approval by the SBOP. The SBOP reserves the right to reject any price increases deemed to be excessive or unjustified. If allowable, rate increases will be valid for the next Contract year period. Price increases will be limited to once in a twelve (12) month period.
Similarly, the State has the right to request price decreases based on existing market conditions. The State will notify the Contractor(s) of its intentions to decrease prices and provide appropriate documentation. The Contractor(s) and the State shall work together to determine the appropriate amount of the decrease. Price decreases will be limited to once in a twelve (12) month period.
The State reserves the right to accept or reject any price increase request. If the State and Contractor are unable to reach an agreement regarding price increases, either party may terminate the Contract according to the terms stated in RFB Section 4.3.
| 3.1.14 | Contractor shall provide all designated Authorized Users a single point of contact, and a backup contact, to handle questions and resolve problems that arise. At least one Customer Service Representative shall be available during Contractor’s operating hours. All service representatives shall have access to information to provide immediate response to inquiries concerning the status of appointments and projects, Statewide Contract pricing, Contract offerings and exclusions, Contract compliance requirements, and general Contract information. Representatives should be available by e-mail or phone (local or toll-free number preferred). |
| 3.1.15 | In the event that the designated point of contact changes, the State Contract Manager must be informed within five (5) business days. |
Information about the State Contract, as well as contact information for the Contract Manager, may be found on the State of Wisconsin VendorNet website.
| 3.1.16 | Each Authorized User shall be responsible for placing its own orders, which may be accomplished by written purchase order, telephone, or computer online systems. The Bidder must be capable of accepting order via any of these methods. |
| 3.1.17 | Contractor shall respond to all general communications no later than one (1) business day. |
| 3.1.18 | Contractor shall confirm or decline an Authorized User’s request for interpretation services within one (1) business day or as designated by the Authorized User. |
| 3.1.19 | On Assignments where a single shift is longer than two (2) consecutive hours, two (2) Interpreters may be requested by the Contractor, and if approved, Contractors may charge their hourly rate including travel time and milage, as outlined in Sections 3.1.23, 3.1.24, and 3.1.25 below, for each Interpreter. |
The use of multiple Interpreters must be approved in advance by the buying Agency. If the buying Agency declines a Contractor's recommendation to schedule two (2) Interpreters, the Contractor may decline the job at the time of scheduling without consequence.
NOTE: Buying Agencies are strongly encouraged to approve the use of two Interpreters for longer Assignments due to the effects of Interpreter fatigue on the quality of Interpretation service.
| 3.1.20 | For Assignments requested by the State with less than 24 hours' notice, the Contractor may charge aone-time flat rate,convenience fee for that Assignment, which must be specified on Attachment C - Bid Cost Sheet. The hourly rate for Assignments with short notification shall be the appropriate Contracted rate. |
| 3.1.21 | When a cancellation is necessary on the part of the buying Agency, the Agency shall provide the Contractor with notice two (2) business days prior to the scheduled service. The cancellation deadline is based on the scheduled assignment time; for example, for an assignment scheduled for 1:00 PM CT on a Thursday, the cancellation deadline is on Tuesday of that same week at 1:00 PM CT. |
If notice of cancellation is made less than two (2) business days prior to the scheduled service, the Contractor shall be paid 100% of the scheduled service hours at the same hourly rate as the Assignment.
Travel time for cancellations is not billable unless actually incurred. If travel is incurred, the actual travel time and mileage shall be billed as outlined in Sections 3.1.23, 3.1.24, and 3.1.25 below.
Special conditions for cancellations may be negotiated, if necessary, at the time of the request. Such conditions must be captured in writing and agreed upon by the buying Agency and the Contractor.
No additional cancellation fees shall be added or billed.
3.1.22 When a cancellation is necessary on the part of the Contractor, the Contractor shall provide the buying Agency with notice two (2) business days before the scheduled service.
If notice of cancellation is made less than two (2) business days prior to the scheduled service, this is considered a missed Assignment and corrective action may be taken as outlined in Section 3.3.4 below.
3.1.23 Travel time may be billed at the hourly bill rate for the Assignment, less any add-on pricing. Travel time in excess of two (2) hours round-trip must be approved by the buying Agency prior to the Assignment. Travel in excess of two (2) hours that is not approved prior to the Assignment may not be billed to the Buying Agency. Only actual time spent traveling may be billed.
All efforts shall be made by the Contractor to find qualified Interpreters without incurring excess travel costs to the State.
| 3.1.24 | Billable mileage shall be paid at the State mileage rate (https://dpm.wi.gov/Pages/HR_Admin/Class-and-Comp-HR-Admin.aspx - see current Pocket Travel Guide for rates). Mileage in excess of 100 miles round-trip must by approved by the buying Agency prior to the Assignment. Travel in excess 100 miles that is not approved prior to the Assignment may not be billed to the Buying Agency. Only actual miles to the job site may be billed. If a billing dispute should arise concerning miles traveled, the shortest route suggested by Google Maps (directions feature) may be used to validate distance traveled. | |
| 3.1.25 | Any other travel expense, including but not limited to transportation by airline, railroad, rental car, tax, parking and tolls are not reimbursable under this Contract. | |
| 3.1.26 | Contractor or its employees may have direct or indirect contact with Clients, staff, or other parties. All services provided to Clients are confidential in nature. Contractor shall make all reasonable efforts to ensure that it or its employees and subcontractors do not disseminate such confidential information including but not limited to identity of Clients or services being received. The State reserves the right to request, at any time, a copy of the Contractor's policy regarding ethics and confidentiality used with their staff. | |
| 3.1.27 | Contractor agrees to observe complete confidentiality with respect to all aspects of any confidential information, proprietary data and/or trade secrets and any parts thereof, whether such contents are the State's or the manufacturer's, Bidder's or distributor's whereby Contractor or Contractor's personnel may gain access while engaged by the State or while on State premises. | |
| 3.1.28 | Contractor or its employees and subcontractors will not re-use, sell, or make use in any format the data researched or complied for this Contract for any venture, profitable or not, outside this Contract. | |
| # | TECHNICAL REQUIREMENTS | Compliance - Choose YES or NO from drop-down |
| 3.2.1 | All Interpreters provided under this Contract must be qualified competent Interpreters. Qualified Interpreters will have Proficiency in both English and the target language; demonstrated knowledge in both languages of relevant specialized terms, concepts, and cultural issues; and demonstration of completion of training on the skills and ethics of interpretation. | |
| 3.2.2 | Core languages are those most likely to be needed under this Contract; however, any language currently in use could be needed at any time. |
Core Languages for this Lot are: Arabic, Burmese, Hmong, Karen Languages Karen S'Gaw, Pashto, Rohingya, Russian, Somali, Spanish, and Swahili.
Bidders must provide all Core languages, though they may provide more. In order to meet the needs of the State, Bidders who do not currently offer all Core languages in their service offering must agree to have Interpreters for all Core languages in place within 30 days of award.
| 3.2.3 | Non-Core Languages include all other languages provided by the Bidder. A list of these languages is to be provided to the State after bid award. |
| 3.2.4 | The Wisconsin Director of State Courts office maintains a program to improve Interpreter services by certifying candidates who wish to interpret during legal proceedings. Please see: https://www.wicourts.gov/services/Interpreter/index.htm |
All candidates who would like to interpret in court must complete a series of steps and requirements in order to become certified. Being a certified court Interpreter means an individual has attained the highest credential for court interpreting conferred by our State. The Director of State Courts office is the only entity that grants credentials to spoken language court Interpreters in Wisconsin.
An hourly add-on fee for a Court Certified Interpreter is included in the suggested optional pricing in Attachment C - Bid Cost Sheet. Bidders must have at least one (1) Wisconsin Court Certified Interpreter prior to submitting their Bid in order to Bid on this fee. Certificates must be provided upon Intent to Award prior to signing of a Contract.
| 3.2.5 | Court Certified Interpreters shall only be provided and billed upon request by the buying Agency. Court Certification may not be required for all Hearings, Legal, or Corrections Assignments, and the buying Agency shall be the sole determinant of that requirement. If a Contractor provides a Court Certified Interpreter for any Assignment without prior approval by the buying Agency, the Contractor may not bill for Court Certification. |
| 3.2.6 | Bidders may provide any additional fees for services they provide on Attachment C - Bid Cost Sheet Optional Pricing section. These fees may only be billed if approved by the buying Agency prior to the Assignment. Contractor shall not bill any additional fees without prior approval by the buying Agency. |
| 3.2.7 | If a Bidder provides optional pricing for a certification or license, those certificates or licenses must be provided upon Intent to Award prior to signing of a Contract. If the Bidder fails to provide a current certificate, the optional pricing may be rejected by the State. |
Contracts or licenses must be provided up on request by the Contract Manager or any buying Agency during the course of the Contract. If the license or certificate is not maintained, that fee will be removed from the Bidder's pricing. Bidder pricing may be reinstated if the certificate or license is reinstated upon approval by the Contract Manager.
3.2.8 Upon issuance of the Intent to Award, Bidders are asked to provide a list of Proficiencies they provide in the areas of Scientific, Educational, Legal, or Medical interpretation for each language they provide. Bidder will specify if they are able to accurately interpret medical/HIPAA compliant, scientific, educational and legal terminology. To be considered as having any of these specialized skills, the Interpreter must have completed formal training in them, either from an educational institution or from the Contracting Agency.
The Bidder's list of Proficiencies is informational in nature and does not imply any particular type of expertise within each category. Buying Agencies that require a specific area of Proficiency are to work with the Contractors to determine whether they can provide the appropriate expertise.
Proficiencies are not billable. If a Bidder wishes to charge additional fees for any certifications or licenses not included in the mandatory pricing on Attachment C - Bid Cost Sheet, those prices must be included in the Optional portion of Attachment C - Bid Cost Sheet. Any pricing that is not provided on the Cost Sheet at the time of the Bid shall not be billable to the State for the duration of the Contract.
| 3.2.9 | The buying Agency may supply the Contractor with a glossary of terms specific to the Agency and subject matter most often involved in interpretations. The Contractor shall make any glossary readily accessible for reference by all Interpreter staff who may be assigned to interpret at that Agency. If such a glossary exists, it will be specified by the buying Agency at the time of the request or will be provided upon arrival at the Assignment. It is the Interpreter's responsibility to utilize the glossary. | |
| 3.2.10 | Agencies may have longer-term Assignments that include Agency-specific training. These requests may be negotiated between the Agency and the Contractor at the time of the request. | |
| 3.2.11 | Any Bidder storing any State documents, audio, video, or other media shall meet the requirements for cloud storage outlined in Attachment I - Cloud Storage Requirements. | |
| # | PERFORMANCE REQUIREMENTS | Compliance - Choose YES or NO from drop-down |
| 3.3.1 | The following are expectations of any Interpreter sent by the Contractor: |
| • | Arrive on time |
| • | Be properly attired for the Assignment environment |
| • | Display ID and follow all policies/procedures of the Agency they are providing services for |
| • | Be respectful of the individual(s) they serve |
| • | Render interpretation neither omitting nor adding information |
Failure to adhere to these expectations may result in Interpreter being barred from providing services under this Contract.
| 3.3.2 | Any single offense of breach of confidentiality may be grounds for barring an individual Interpreter from providing services under this Contract. |
| 3.3.3 | When an Interpreter does not report for an Assignment and fails to notify the buying Agency, and/or no substitute Interpreter is provided by the Contractor within thirty (30) minutes after the scheduled start time, it shall be considered a "failure to appear." The State is not obligated to pay for the service and liquidated damages shall apply. |
If an Interpreter fails to appear on more than two (2) separate Assignments over a six (6) month period, the Interpreter may be barred from providing services under this Contract.
If a Contractor's Interpreters fail to appear on more than four (4) times during a twelve (12) month period, corrective action will be taken and may include termination of the Contract with that Contractor.
3.3.4 A missed Assignment is any of the following:
| • | Interpreter(s) arrive fifteen (15) or more minutes late for an Assignment at the designated time and place |
| • | Interpreter(s) cancel an Assignment with less than two (2) business days' notice |
| • | Interpreter(s) do not have valid required ID or required certification |
| • | Interpreter(s) do not meet the standards for the work environment as requested |
If an Interpreter misses an Assignment on more than two (2) separate Assignments over a six (6) month period, the Interpreter may be barred from providing…
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