Addenda #1 - Questions and Answers.pdf

Ron DeSantis, Governor Kevin Guthrie, Executive Director

D I V I S I O N H E A D Q U A R T E R S Telephone: 850-815-4000 S T A T E L O G I S T I C S R E S P O N S E C E N T E R 2 5 5 5 S h u m a r d O a k B o u l e v a r d www.FloridaDisaster.org 2 7 0 2 D i r ec t o rs R o w T a l l a h a s s e e , F L 3 2 3 9 9 - 2 1 0 0 O r la nd o , F L 3 2 8 0 9 - 5 6 3 1

DATE: May 23, 2025

SOLICITATION NUMBER: ITB-DEM-24-24-019

SOLICITATION TITLE: American Sign Language Interpretation

ADDENDA NUMBER: 1

EFFECTS: Provides answers to written questions.

This addendum serves as posting of the Questions and Answers and notice of amended sections of pages from the original Invitation to Bid (ITB) document. All other terms and conditions of the ITB remain unchanged. This addendum should be acknowledged by Vendors utilizing Form 7, Addendum Acknowledgement, and should be submitted with your Bid response.

All written questions are reproduced in the same format as submitted by the Vendor.

Question Number

Question #1 Attachment A – Scope of Work / Page 6 Could you please clarify the anticipated volume of interpretation hours per region, including a breakdown between business hours vs. after-hours

Answer #1 This information is unknown due to the nature of the scope of work.

Question #2 Attachment A – Scope of Work / Page 6 Will drug testing and background checks be covered by the State or reimbursed?

Does the Agency have partnerships with any vendors to support this requirement?

Answer #2 This responsibility will be on the awarded Respondents.

Question #3 Attachment A – Scope of Work / Page 6 Could you provide a list of the most requested service locations within each region and the estimated volume (in hours) for each? Please specify if these requests are typically during business hours or after-hours.

Answer #3 This information is unknown due to the nature of the scope of work.

Question #4 Attachment A – Scope of Work / Page 6 For hard-to-fill locations, would the Agency consider allowing qualified interpreters (e.g., not RID-certified but experienced) to fulfill assignments?

Answer #4 Yes, as long as the interpreters are qualified and certified interpreters.

Question #5 Attachment A – Scope of Work / Page 6 Will mileage or travel reimbursement be provided for on-site assignments that require travel?

Answer #5 No, see section 2.5 in the Invitation to Bid document.

http://www.floridadisaster.org/

Question Number

Question #6 Attachment A – Price Sheet/Referenced in Page 8 Will the State apply a 2-hour minimum per assignment? If so, how will increments beyond the minimum be calculated (e.g., rounded to the nearest 15 or 30 minutes)?

Answer #6 The State will adhere to the industry standard of the minimum of two hours.

Increments beyond the minimum will be calculated to the nearest 30 minutes.

Question #7 I have a technical question. I would like to submit a bid today but in the ITB I do not see any mention of how to submit the bid. I noticed questions must be sent electronically but the final bid packet, where is that to be sent? Can you please direct me to the language in the ITB? I am having a hard time locating it.

Answer #7 Bid Packaging and Submission Requirements

Bids must be submitted in a sealed envelope/container. Bidders must include a copy of their bid on a thumb drive. Bids must be submitted by U.S. Mail, United Parcel Service (UPS), Federal Express (FedEx), private courier, or hand delivery. Electronic submission or facsimile transmission of a Bid is NOT authorized and will NOT be accepted.

BIDDERS SHOULD INCLUDE THE FOLLOWING LABEL ON THE OUTSIDE

OF ALL SEALED PACKAGES:

RESPONDING BIDDER NAME

SOLICITATION NUMBER: ITB-DEM-24-25-019

TITLE: American Sign Language Interpretation Services BID OPENING: May 29, 2025, at 3:00PM

The FDEM mailing / physical address is:

The Florida Division of Emergency Management c/o Tara Walters 2555 Shumard Oak Blvd.

Tallahassee, Florida 32399-2100

BIDS RECEIVED AFTER THE TIME/DATE SPECIFIED IN THE TIMELINE

WILL NOT BE CONSIDERED.

FAILURE TO INCLUDE ANY INFORMATION OR DOCUMENTATION

REQUESTED WITHIN THIS ITB AT THE TIME OF SUBMISSION, OR AT THE

TIME PRESCRIBED BY THE FDEM, WILL LEAD TO REJECTION OF THE

BID FOR NON-RESPONSIVENESS. IF BIDDERS ARE UNSURE OF THE

REQUIRED INFORMATION OR DOCUMENTATION, CONTACT THE

PROCUREMENT OFFICER. DO NOT MAKE ASSUMPTIONS.

Question #8 Whole Who is your current provider and what are their rates?

Answer #8 Please submit a Public Records Request to: records@em.myflorida.com.

Question #9 1.1 Timeline of Events When are services expected to start? Will there be a kickoff meeting?

mailto:records@em.myflorida.com

Question Number

Answer #9 Anticipated award of contract(s) is in June. The contract manager will hold a kickoff meeting with the awarded vendor(s).

Question #10 Attachment A SOW Sections C Can the timesheets be digitally generated?

Answer #10 Yes, as long as timesheets contain all information listed in the Scope of Work. (Section 2.1 Vendor Responsibilities)

Question #11 Attachment A SOW Section D 2.7 Since 2 contracts will be awarded by region, what is the plan to equally award assignments?

Answer #11 The use of this contract is wholly dependent upon the needs of the Agency. An awarded contract does not guarantee usage. Usage of all contracts will be determined by the Director or his designee.

Question #12 Whole What are some challenges with the current services for ASL interpreters?

Answer #12 NA

Question #13 Are they looking for full time interpreters or those that are available freelance to accept job requests here and there. Can you please provide more specifics?

Answer #13 The resulting contract(s) is not a full-time contract. Any purchases made may only be used by FDEM or the Executive Office of the Governor ("EOG") for gubernational press briefings in emergency related contexts, including but not limited to during a State of Emergency declared by the Governor of Florida. Purchase orders will be issued on an as needed basis.