Addendum #1 - Questions and Responses-jd.pdf

RFQ No. Q66991-VR

ADDENDUM NO. 1

ISSUE DATE: July 25, 2024 County of York, Virginia

CENTRAL PURCHASING

120 Alexander Hamilton Blvd.

Yorktown, VA 23690 Phone: (757) 890-3680 https://www.yorkcounty.gov/571/Central-Purchasing

Solicitation Number: Q66991-VR

Solicitation Name: TRANSLATING SERVICES: Student Handbook and Other Documents.

Due: August 1, 2024 by 10:00 AM, local time. (Changed/Unchanged)

This Addendum supplements or modifies the original Solicitation noted above and is made part of the above identified solicitation. This Addendum consists of the following documents:

This Addendum #1: 3 pages Student Handbook: (separate attachment) 80 pages.

Revised Attachment B – Price Page: 1 page

Note the following Questions and Responses

1. We cannot find the attachment (the sample of a student handbook) which the above mentioned solicitation is referring to. The copy of the sample electronic handbook is attached to this addendum #1.

2. Is the solicitation open only for companies in Northern Virginia? my company used to be in Fairfax, but we moved to Louisiana a few years ago. This solicitation can be bid on by any company who submits a quote. The contract shall be awared to the lowest responsive and responsible bidder.

3. The RFP states that the final translated products should be provided in Word or PDF format. Will the source file be provided to the contractor in Word format? The source file may be in Adobe or Word.

4. For editing of existing/prior translations, will they be provided in Word format? Yes.

5. Do the word counts listed under Attachment B include any text contained within images?

This is unknown at this time as text within images are to be determined.

6. Section 11 Quote Authorization states that for a Corporation, “The signature below must be that of a duly authorized representative of the corporation as designated on Corporate Resolution Form #3 or #4.”

According to the classifications, our company would need to submit Form #4, Resolution of the Board of Directors, which requires a full extraordinary general meeting.

May Offerors submit a notarized proof of authorized signatory submitted for another state entity, certifying that our President & C.E.O. is an authorized representative who can sign contracts and legally binding documents for the company? Yes.

https://www.yorkcounty.gov/571/Central-Purchasing

7. For your top five languages, what is the current usage by percentage (e.g., Spanish - 90%, Mandarin - 5%, Korean - 5%, etc.)? the percentages are unknown – there are about 15 other languages that items may be translated to. Companies should have the ability to translate in many languages.

8. How much did your organization spend on translation services in 2023? Approximately $35,000.00.

9. Who is the incumbent vendor? Can you share the rates you are currently being charged?

Indus Translation Services, Inc., the rates quoted from the previous solicitation are listed below:

10. What is the contract start date/contract length or are services required on an as-needed basis?

The initial contract period will be for one year from date of award and continue through June 30, 2025 with the option to renew, at the Board’s sole discretion, for four (4) additional one (1) year periods.

11. Essentially we need to know if you are seeking European Spanish or Latin American Spanish translation. As I mentioned, I don’t think we’ve ever been asked for European Spanish at a district level

(vs. interpretation provided for a specific family). Spanish-Latin version.

END OF ADDENDUM CHANGES

To certify the information contained in this Addendum is incorporated in your submittal, this Addendum should be completed and returned to Central Purchasing in the manner as specified in the original solicitation document.

Company Name: _________________________

Print Name: _________________________________Title: ____________________________________

Signature: ________________________________________ Date: ______________________________

This Form Must Be Signed.

Prepared By: Victor Robinson, Buyer-I

ATTACHMENT B - Revised

PRICE PAGE

(Completed Form Shall Be Submitted with the Quote)

BIDDER NAME: ________________________________________________________________

NEW TRANSLATIONS:

Line No.

Item Description

QTY

U/M

Word Count

(New Translation) Single Word Price

(New Translation)

Extended Price 01 Student handbook-Spanish; Latin version

1 EA 49,260 $ $

02 Student handbook-Korean 1 EA 49,260 $ $

03 Student handbook-Gujarati 1 EA 49,260 $ $ 04 Student handbook-Chinese (Mandarin) 1 EA 49,260 $ $ 05 Student handbook-Arabic (modern std.) 1 EA 49,260 $ $

**TOTAL PRICE $

EDITS OF PRIOR TRANSLATIONS:

Line No.

Item Description

(Edit Price for a Previous Translation) Single Word Price

06 Student handbook-Spanish; Latin version

$ /word

07 Student handbook-Korean $ /word 08 Student handbook-Gujarati $ /word 09 Student handbook-Chinese (Mandarin) $ /word 10 Student handbook-Arabic (modern std.) $ /word

**AWARD SHALL BE BASED ON THE TOTAL PRICE FOR NEW TRANSLATIONS. Pricing for all languages must be included.

All prices shall be F.O.B. Destination: Freight, delivery costs, fuel, and incidental charges shall be included.

NOTE: On a separate page, propose pricing for ‘English to Other Languages translation’ for other future projects. A ‘per word’ model is preferred; multiple rates may be proposed for differing bands of word counts and/or language.

Name (Printed) E-mail:

Name (Signature) Phone:

All prices shall be F.O.B. Destination: Freight, delivery costs, fuel, and incidental charges shall be included.

DELIVERY:

Bidders MUST insert a definitive time frame IN CALENDAR DAYS, within which delivery will be made after receipt of order (ARO). (Delivery in 30 days).