Addendum_2_-_IFB_6000001986.pdf

STATE OF CALIFORNIA -DEPARTMENT OF CORRECTIONS AND REHABILITATION

DIVISION OF ADMINISTRATIVE SERVICES

OFFICE OF BUSINESS SERVICES

9838 Old Placerville Road, Suite 8-2 Sacramento, CA 95827

February 26, 2016

TO: PROSPECTIVE BIDDER

INVITATION FOR BID NUMBER 6000001986, ADDENDUM NUMBER 2

EOMUND G. BROWN JR., GOVERNOR

The above·referenced Invitation for Bid (IFB) was advertised on February 9, 2016. Addendum 1 was posted on February 17, 2016. The following changes are hereby reflected in Addendum 2.

• Exhibit A, Scope of Work has been revised to modify content in Item IV, Request for Services, and is hereby attached and replaced in its entirety.

• Letters of Inquiry/Questions and Responses are hereby attached.

All other terms and conditions remain the same.

We regret any inconvenience this may have caused. If you have any questions or need assistance from this office, please contact me at (916) 255·6578.

Sincerely, Arlene Carson Associate Contract Analyst Headquarters Contracts Unit 3 Contracts Management Branch

TBB Bid Number 6000001986 California Department of Corrections and Rehabilitation (CDCR) Exhibit A Scope of Work Addendum 2

AMERICAN SIGN LANGUAGE INTERPRETER

I. INTRODUCTION

This is a statewide Agreement in which the Contractor shall furnish all labor, supplies, transportation, equipment, and every other item of expense necessary to perform, on an as-needed basis, American Sign Language (ASL) services for the California Department of Corrections and Rehabilitation (CDCR), Board of Parole Hearings (BPH). The Contractor will be the primary or secondary provider and perform services at locations listed in Exhibit E, Regional Site Locations (Northern, Central or Southern). Other locations may be added as needed.

The Contractor agrees to interpret from spoken English to ASL and from ASL to spoken English by a qualified interpreter (see requirements below).

II. QUALIFICATIONS

All ASL interpreters provided by the Contractor during the term of this Agreement shall be certified by the Registry of Interpreters for the Deaf (RID).

III. LICENSE/PERMITS/CERTIFICATIONS

Contractor shall be responsible to ensure certified interpreters are provided.

Contractor shall maintain all ASL interpreter licenses and certifications as required by law. Contractor shall provide proof of certifications/qualifications to the BPH prior to the start of work, and shall provide copies of all license(s) or certification(s)/qualification(s) requested. If at any time during the period of this Agreement the Contractor receives notification that their license(s) or certification(s) is being suspended, are suspended, or may potentially be suspended, the Contractor must immediately notify the BPH.

IV. REQUEST FOR SERVICES

A. Interpreter services shall be available Monday through Friday from 8:00 a.m. to 5:00 p.m., or as needed to meet BPH's obligations. Services may be required, on a case by case basiS, at 8:00 a.m., and/or after 5:00 p.m. If services are required for an eight (8) hour period, a thirty (30) minute unpaid lunch break will be allowed. The requested hours of service may range from one (1) to forty (40) hours per week, per request.

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Scope of Work Addendum 2

B. Interpreter services to inmates/parolees for BPH hearings includes, but is not limited to, life parole consideration hearings, medical parole, elderly parole, youth offenders, and mentally disordered offender hearings.

C. There shall be one (1) interpreter for each scheduled session per panel. For example, if there are two panels, there will be two (2) interpreters, and if one panel, one interpreter. The rate of pay for services rendered shall be per interpreter, per half-day or full-day session.

D. Interpreter services for mentally disordered offender hearings, scheduled for 10:30 a.m., will be paid at the half-day session rate.

Definitions of half-day and full-day sessions:

1. A half-day session is defined as any portion of a consecutive four and one-half hour period for either a morning or afternoon session.

a. A morning session begins no earlier than 8:00 a.m. and ends no later than 12:30 p.m.

b. An afternoon session begins no earlier than 12:30 p.m. and ends no later than 5:00 p.m.

2. Regardless if the morning or afternoon session goes beyond the above times, the interpreter is entitled to hourly compensation. The compensation is reimbursed in quarter-hour increments, not to exceed the full-day rate. (Hourly compensation is computed by taking the full-day rate, divided by eight hours, times the number of quarter-hours.)

3. A full-day session is defined as a morning session and an afternoon session combined.

a. If an interpreter is required to work after 5:00 p.m., until the conclusion of the hearing, the interpreter is entitled to quarterly hour compensation. The compensation is reimbursed in quarter-hour increments, not to exceed the full-day rate. (Hourly compensation is computed by taking the full-day rate, divided by eight hours, times the number of quarter-hours.)

b. The BPH will request an interpreter for a full-day session when scheduling services for a 10:30 a.m. life parole consideration hearing.

1. If an interpreter has been scheduled for a 10:30 a.m. hearing that is cancelled with less than twenty-four (24) hours notice, a cancellation fee of the full day session rate may be warranted.

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Scope of Work Addendum 2

2. Hearings scheduled at 1 :00 p.m. may require the interpreter to remain at the hearing facility until after 5:00 p.m. The interpreter should take this into consideration when accepting an interpreting assignment for a 1 :00 p.m. hearing.

3. When there are multiple hearing panels at one location on the same day, an interpreter will be hired for each panel, if needed, for all hearing panels. The rate will be per interpreter.

E. Interpreter services for inmates/parolees at BPH hearings includes, but is not limited to, life parole consideration, medical parole, elderly parole, youth offenders, and mentally disordered offender hearings.

F. Interpreters may be asked to assist attorneys with interpretations when meeting with inmates/parolees during hearing breaks, or immediately prior to or after the hearing.

G. Interpreters will provide services, when necessary, to those inmates/parolees who understand little or no English as well as persons with limited language skills and disabilities, in accordance with the Americans with Disabilities Act.

H. Interpreters shall arrive in person, at a predetermined time and location, as identified in the confirmation letter or any subsequent notification. Interpreters must be punctual and take into consideration the approximate time required for security screening and registration at State prison facilities.

I. If the interpreter is unavailable at the scheduled time of hearing, the interpreter will not be compensated.

J. When services are required by the BPH, the "primary" Contractor, defined as the lowest responsible bidder, will be contacted by the BPH first. IF and ONLY IF, the primary Contractor is unable to provide services, the "secondary" Contractor, defined as the second lowest responsible bidder, will be contacted. This process will be repeated based on the number of Agreements awarded and will take place each time the BPH notifies the Contractor to provide services.

V. CANCELLATION

ASL interpreter services are mission critical. The Contractor shall notify the BPH no less than twenty-four (24) hours in advance of scheduled services, if they are unable to provide services and/or immediately provide replacement staff to avoid disruption of service.

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Scope of Work Addendum 2

If the Contractor cannot provide services at the agreed upon scheduled time, the BPH may select an alternate interpreter provider as per Item IV, H above. If an alternate interpreter/provider is used, the Contractor shall pay the difference in cost that the BPH pays for interpreter services as follows:

A The amount the Contractor pays shall be the difference between BPH cost and the primary contract cost.

B. If there are multiple Agreements, each Contractor that does not provide an interpreter shall pay an equal portion of the difference between the BPH's cost and the primary contract cost.

C. The BPH shall deduct the difference in costs from invoices submitted by the Contractor.

The Contractor shall receive at least a twenty-four (24) hour notice for cancelled hearings from the BPH. In instances where a hearing has been cancelled, including hearings beginning on the first business day of the work week when a twenty-four (24) hour notice of cancellation cannot be provided to the Contractor, a cancellation fee shall be paid to the Contractor, in accordance with the terms of this Agreement, for a scheduled half-day or full-day session.

VI. DOCUMENTATION REQUIREMENTS

When submitting invoices, the Contractor shall include a confirmation letter to the BPH that provides the date, start and end times of the interpretation services, and is signed by the Commissioner, Deputy Commissioner, and/or Administrative Law Judge.

VII. CONTRACTOR RESPONSIBILITIES

A. The Contractor shall respond to the BPH within twenty-four (24) hours of initial contact.

B. The Contractor shall provide ASL interpretation services at the scheduled times and locations as agreed upon.

C. The Contractor shall ensure all interpreters assigned to appointments have the proper identification and proof of RID certification to provide to the BPH.

D. The Contractor shall provide written translations upon request by the BPH.

E. Due to the confidentiality of inmate/parolee information, all interpreters will be required to sign a declaration stating that each session is privileged information, and will not be divulged unless by special permission from the inmate/parolee.

Scope of Work Addendum 2

F. All invoices shall be submitted within thirty (30) calendar days from the date of the hearing, to ensure expediency of processing. Any invoice(s) submitted after the thirty (30) calendar day period may cause delay in payment to the Contractor. The confirmation letter must be included with the invoice to ensure timely payment.

VIII. CDCRIBPH RESPONSIBILITIES

A. The BPH will request the interpreter's RID membership card at the time of appointment to verify the expiration date and to ensure the card indicates "certified. "

B. When services are requested, the BPH shall provide the Contractor with a confirmation letter via email and/or mail that states the type of assignment, date and time services are needed, location of services, and the name and number of the facility contact person. The interpreter will bring the confirmation letter to the interpreting appointment and present it to the assigned Commissioner, Deputy Commissioner, and/or Administrative Law Judge for signature.

IX. CDCR/BPH CONTACT INFORMATION

Should questions or problems arise during the term of this Agreement, the Contractor should contact the following offices:

Billing/Payment Issues:

Accounting Services Branch - Sacramento Phone Number: (916) 255-2042 FAX Number: (916) 255-6309

Scope of Service/Performance Issues:

Board of Parole Hearings Chief, Administration/BPH Phone Number: (916) 445-2077 Fax Number: (916) 324-3716

General Contract Issues:

Office of Business Services Contracts Management Branch Arlene Carson, Contract Analyst Phone Number: (916) 255-6578 Fax Number: (916) 255-6187

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Scope of Work Addendum 2

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LETTERS OF INQUIRY

QUESTIONS FOR IFB # 6000001986

American Sign Language Interpreter

Question 1: Will the COeR accept a video interpretation modality in lieu of having an ASL interpreter on site? The video interpretation is available 24/7/365 and only takes 25 seconds to connect with a video ASL interpreter. All interpreters are RID certified.

Response: We are unable to utilize the option of the video interpretation modality at this time.