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Amendment No. 1 to IFB 3160007073, Language Interpretation & Translation Services

INVITATION FOR BID (IFB) NUMBER 3160007073

LANGUAGE INTERPRETATION & TRANSLATION SERVICES

Amendment #1 Questions & Answers attached.

Please acknowledge receipt of Amendment #1 by returning it, along with your bid package, by Thursday, March 13, 2025, by 2:00 PM, CT. This acknowledgement should be enclosed in your bid package.

Failure to submit this acknowledgement may result in rejection of your bid package.

Name of Company

Authorized Official’s Typed Name/Title

Signature of Authorized Official Date (No stamped signature)

Should an amendment to the IFB be issued, it will be posted on the MDHS website (www.mdhs.ms.gov) in a manner that all bidders will be able to view. Further, bidders must acknowledge receipt of any amendment to the solicitation by signing and returning the amendment with the bid package, by identifying the amendment number and date in the space provided for this purpose on this form, or by letter. The acknowledgment must be received by MDHS by the time and at the place specified for receipt of bids. It is the bidder’s sole responsibility to monitor the website for amendments to the IFB.

Amendment #1 Questions & Answers

Language Interpretation & Translation Services

IFB# 3160007073

1. Does MDHS have a current vendor(s), and if so, please can you provide the current vendors and rates?

The current vendor providing services is Propio Language Services, LLC. Current rates are:

2. Does MDHS have any issues with the current vendor(s)?

MDHS has no issues with the current vendors.

3. What does MDHS like most about working with the current vendor(s).

Our current vendor provides prompt interpreter services and quick accessibility for any language when it comes to Over-the-Phone interpreting (OPI) and Video Remote Interpreting (VRI) for American Sign Language (ASL) clients

4. Does MDHS anticipate awarding to one vendor or having multiple award?

MDHS will award one vendor to perform all services.

5. Please can MDHS provide spend amount for language services in 2024.

From dates of January1, 2024through December 31, 2024, MDHS paid an approximate amount of $27,096.62.

6. Please can MDHS provide past volumes of phone interpretation used per month per language, i.e. Spanish 2,000 minutes per month, Russian 200 minutes per month etc.

The following table illustrates the monthly utilization of interpreter services requested by MDHS from January 1, 2024 to January 30, 2025

The following table illustrates the total number of calls received by language

7. Please can MDHS provide past volumes of onsite and virtual and ASL interpretation used per month per language, i.e. Spanish 200 hours per month, Russian 20 hours per month, ASL 20 hours per month etc.

MDHS provides Over-the-Phone interpreting (OPI) and Video Remote interpreting (VRI) services to limited English Proficiency (LEP) and America Sign Language (ASL) clients

Report from January 1, 2024 – January 30, 2025

American Sign Language 4 240

8. Please can MDHS provide past volumes of written translation used per month per language, i.e. Spanish 20,000 words per month, Russian 10,000 words per month etc.

Information is not available

9. MDHS also mentions needing Interpreter Training, ASL, VRI and CART services, but there is no line item for pricing for that. Can line items be added for each of these services under Attachment B?

Vendors are not required to provide (ASL, VRI, CART) training to MDHS staff.

10. Can we add Desktop Publishing and formatting as a separate line item if required for written translation. This cannot be included in the price for written translation as it is priced separately based on the document details.

No, please use the provided bid sheet.

11. Can we add minimums for interpretation and translation services? Interpreters and translators require minimums before accepting any work. Pricing must be in the format requested so all vendors can be compared equally. Additional requirements are not considered.

12. Can we add cancellation policy for interpretation? This is required by interpreters to ensure they are paid for last minute cancellations. See previous pricing where it was included.

13. Regarding section 3.6 Exceptions. Please note where on the bid form we can note any exceptions to the terms and conditions.

Any exceptions may be listed at the bottom of the Bid Form.

14. In relation to this IFB, our product provides translation software that allows users to translate themselves rather than outsourcing this as a service. Would this be of interest to the Mississippi Department of Human Services?

It is essential that information provided to LEP clients is accurate and precisely reflects the original meaning. MDHS prefers the use of a translator for this purpose

15. Are vendors permitted to bid on one, but not all services?

Vendors must be able to provide all services requested.

16. Does MDHS intend to award one vendor for all services?

Please see response to question# 4.

17. What rates is MDHS currently paying for services?

Please see response to question# 1.

18. Roughly how much has MDHS spent on over the phone interpretation in the last year?

From dates of January1, 2024through December 31, 2024, MDHS paid an approximate amount of $27,096.62.

19. Does MDHS have any estimates of how many minutes or calls per year are used for over the phone interpretation?

20. Would the MDHS be able to share any usage reports for over the phone interpretation?

From January 1, 2024 to January 30, 2025

21. Roughly what percentage of requests are for Spanish versus all other languages?

97.3% Spanish 2.7% All other languages

22. Can a bidder only bid for Written Document Translation Service?

At this time, all bidders must provide bids on all requested services to be considered responsive and responsible.

23. Would you be able to share the current incumbent rates for translation services, if any?

Please see question# 1 for response.

24. Can you provide an estimate of the expected document volume per month or year?

This information is not available

25. Our company wants to compete for over the phone (OTP) interpreting, can we compete for this service without including the other services identified in the solicitation?

26. ASL Services: During our research, we found that there are fewer than 50 certified ASL and CDI interpreters available. If on-site interpreters are required. Do you currently have an incumbent meeting the needs for ASL Services?

Video Remote Interpreting (VRI) is beneficial for MDHS clients and staff. On-site interpreters are not required

27. Foreign Sign Languages: The solicitation specifies the need for sign language interpreters for the Hispanic and Asian populations. However, securing certified interpreters for these languages in this state is particularly challenging, making it difficult to fulfill such requirements. Is there an incumbent currently fulfilling this requirement? Is video an option vs. in person?

No, there is not an incumbent fulfilling that requirement at the moment

On-site interpreters are not required. Video Remote Interpreting (VRI) is beneficial for MDHS clients and staff

28. Pricing Structure: The solicitation does not differentiate pricing based on modality (on-site vs. remote interpretation) or language. This suggests a firm fixed price across all languages, which does not account for the significant cost variations between different languages and service types. May we suggest alternate pricing for the various modes of delivery?

Services must be quoted at a firm-fixed price.

29. Training Requirements: The solicitation mentions training for interpreters and translators but does not clarify who will be responsible for conducting the training, whether assessments will follow, or who will bear the costs. Experienced and certified professionals often decline unpaid training unless explicitly accounted for in the solicitation. Will you clarify this requirement and add specifics?

Training for our bilingual staff in interpreting and translating is not a requirement.

However, if the vendor provides such training, the vendor will be responsible for conducting the training, assessments, and certifications

30. We have the time requirement of at least two years, however the size and scope is not the same. Will you accept a partner's experience for qualification? Stated differently, Is subcontractors past performance acceptable/included and weighted the same as the prime contractor? In an IFB, price is the only factor for bidders who are responsive and responsible.

31. What rates does the incumbent charge?

Please see question# 1 for response.

32. Who is the incumbent?

Please see question #1 for response.

33. What was by break-down, by-language for document translation requests in 2023 and 2024? Is there an estimate for 2025?

Information is not available

34. How many minutes were used for interpreting, by-language, in 2023 and 2024?

From January 1, 2024 to January 30, 3025

35. Is line-item bidding allowed? Is CART services mandatory to submit? Unfortunately, no.

All services must be provided.

36. Do you have an incumbent for these services? If so, could you tell who it is and what their rates are?

37. Is there a budget set aside for this contract? If yes, can you share it with us? No, we do not have a set budget.

38. Can you provide us with any historical data? For example, what languages were used the most? Or how many in person requests versus virtual can we expect?

From January 1, 2024 to January 30, 3025

MDHS staff utilize Video Remote Interpreting (VRI) to communicate with clients who have Limited English Proficiency (LEP) and American Sign Language (ASL) proficiency

39. For ASL services, if we are not able to provide in person, would you accept virtual?

On-site interpreters are not required. Video Remote Interpreting (VRI) is beneficial for MDHS clients and staff.

40. How many vendors will you award under this contract?

MDHS will award one vendor for the requested services.

41. For the translation requests, can you tell us what formats you would submit?

Word Documents (DOC), Portable Document Format (PDF), PowerPoint presentation (PPT) Desktop Publishing (DTP)

42. Will you require DTP work? And will the translation need to be ADA accessible? If so, are we able to charge separately?

Yes, DTP work will be required. The translations need to be ADA accessible

43. Do you accept out of state vendors? If yes, what are the requirements at the time of submission? As long as they can provide all services required, yes. Prior to award, they will be a be registered with the MS Secretary of State and in good standing.

44. Do we need to bid on all services? For example, if we don't bid on the Real Time CART services would we be disqualified?

45. For the virtual services, do you need them to be on demand or pre scheduled?

Preschedule services for ASL clients

46. Would you consider revising the cost sheet to allow for vendors to charge the minimums usually charged? Like 2 hours in person and one hour for virtual services?

In-person interpretation is not required. MDHS utilizes Video Remote Interpreting (VRI) and Over-the Phone (OPI) as these are standard methods for interpretation

47. What is the current annual budget allocated for language interpretation and translation services? No budget it set for this

48. Can you provide the spend per service line (phone interpretation, written translation, in-person translation) for the last fiscal year?

Please see question number #1 for response.

49. For telephone interpretation, what is the average call duration experienced with the current service?

Average call duration is 30 minutes to 1 hour

50. Can you provide the historical number of minutes annually for each requested language?

51. Please confirm this contract is to be awarded to a single vendor.

MDHS will only award vendor for the requested services.

52. Is there a current incumbent provider? If so, who is the current vendor?

53. Does the department have any pain points it would like to address?

None

54. Can you provide the current pricing structure for each service type (per-minute phone interpretation, per-word translation, per-hour in-person interpretation)?

MDHS staff utilize Over the Phone Interpretation (OPI) Interpretation rate per minute is $0.49 Translation rate per word is $0.15

55. Regarding bid submission: Section 1.1 states that bids must be submitted in a sealed envelope. Is electronic submission via email acceptable as an alternative to hard copy delivery?

At this time, all bids must be submitted in a sealed envelope.

56. Could you please clarify the interpreter training requirements mentioned in Section 2.2?

Does this refer to technical support/orientation for MDHS staff on how to request and work with interpreters, or does it require formal language interpretation training for MDHS bilingual staff?

It refers to specialized language interpretation training for MDHS Spanish-speaking staff, similar to the Community Interpreter Training. This training focuses on topics such as the different modes of interpretation, cultural sensitivity, and ethics. Upon completion, staff will be certified in language interpretation

57. Section 2.2 references Spanish-speaking staff training throughout the state. Approximately how many staff members would require training, and at how many locations?

The number of participants is less than ten. Training will be held at one location, but it can also be conducted virtually

58. For in-person interpretation services, what is the geographic distribution of locations where services will be needed across Mississippi?

On-site interpreters are not required. Video Remote Interpreting (VRI) is beneficial and sufficient for MDHS clients and staff

59. Please provide incumbent(s) and incumbent(s)’s rates.

60. Please provide historical volumes per service category (phone interpretation, written translation, in-person translation), and with breakdown by language. Re breakdown by language, please separate, at the very minimum, Spanish and All Other. Fon in-person translation, please separate spoken languages and hearing impaired. For hearing impaired, please breakdown into on-site, VRI, and CART.

From January 1, 2024 to February 30, 2025

61. Are vendors allowed to provide ASL remotely only?

On-site interpreters are not required. Video Remote Interpreting (VRI) is beneficial and sufficient for MDHS clients and staff

62. Please specify sign languages that MDHS requires.

American Sign Language (ASL)

63. Are vendors allowed to provide CART remotely only?

MDHS requires Video Remote Interpreting (VRI) for American Sign Language clients as well

64. Please expand on oral transliteration services. Are such services to be provided onsite or remotely?

Oral translation is not required. Translations services will have to be provided remotely only

65. Are vendors required to bid on all services? yes

66. Will MDHS be making multiple awards in each category? no

67. Are vendors allowed to submit their own detailed price schedules in lieu of the table in Attachment B? no, please use attachment B

68. If vendors are to submit their pricing only in the table of Attachment B, would you please modify the table to allow for:

a. Phone Interpretation. Please subdivide into Spanish and All Other Languages.

b. Written Translation. Please subdivide into Spanish and All Other Languages.

c. In Person Translation. Please subdivide into Spoken Languages and ASL.

In person translation is not required

69. In Written Translation, is it translation into a foreign language or both, into and from?

Provide written document translation services from foreign language to English and from English to foreign language

70. For Written Translation, do you require desktop publishing, or DTP? If Yes, where are vendors to list pricing for DTP?

MDHS requires Desktop Publishing as well

71. For In Person Translation, do you require simultaneous or consecutive? The industry standard is to price them separately.

In person translation is not required

72. Where are vendors to list VRI rates for ASL? The unit of measurement for VRI ASL is per-hour. Please use attachment B to list requested rates.

73. Where specify locations for on-site in-person translation (spoken languages and hearing impaired)?

On-site in-person translation is not required. MDHS utilizes Video Remote Interpreting (VRI) and Over-the Phone (OPI) as its standard method for interpretation

74. Where are vendors to list their minimums, cancellation policies, after-hour charges and rush fees?

All additional information concerning pricing can be listed at the bottom of the Bid sheet.

75. MDHS listed for Hearing Impaired category (Section 2, 2.2 Scope of Services, p. 6) that services beyond regular business hours are to be provided at standard hour rates. The industry practice is to differentiate pricing between regular business hours and after hours.

After hours may include evenings, weekends, and holidays. Would MDHS allow vendors to provide after-hours pricing for Hearing Impaired category? Pricing is set in attachment B

76. Are vendors allowed to provide optional materials such as vendor’s background, translation workflow, tools used in translation, requirements to translators, etc.? those items will not be used for evaluation, in an IFB, only Price is determined for responsive and responsible bidders.

77. Are vendors allowed to register in MAGIC upon award only?

Yes.

78. Are vendors required to provide proofs of proficiency for Qualified Interpreters and

Qualified Translators? We are a language service provider with a database of in excess of 20,000 linguists. If we are required to provide such documents, please specify for which languages. Certification is not available in all languages listed in Scope of Services.

American Sign Language (ASL), Spanish, and Vietnamese

79. Please expand on Interpreter Training (Section 2, 2.2 Scope of Services, p. 5). Are vendors required to provide training to MDHS Spanish-speaking staff in MDHS State Office and any MDHS office throughout the state? How are vendors to charge for such training? If this service is required, will you be adding it to Attachment B? Is training to be done remotely or in person? How frequently do you expect vendors to provide such training?

Please specify the length, number of attendants, etc. Will MDHS provide MDHS-specific materials (glossaries, etc.)?

Vendors are not required to provide training to MDHS Spanish-speaking staff. If a vendor provides interpreter training, it would be remote. The frequency of the training would be at the vendor's discretion, and the number of attendees would be limited to less than 10 participants

80. Are vendors allowed to submit crime insurance instead of fidelity bond insurance? no

81. Are vendors allowed to provide insurance underwritten by reputable insurance companies but that may not be licensed or hold a Certificate of Authority from the MS Department of Insurance? Our insurance covers all of our operations, including in MS.this can be discussed if awarded.

82. Are bids to be provided in binders?

Bids can be provided in a sealed envelope or package. Please refer to section 1.1 of the

IFB.

83. Is only an original bid package required with no physical copies?

Please refer to section 1.1 of the IFB.

84. If additional information from vendors is allowed, can we then make reference to it while addressing items in Attachment A such as Describe any specific services which your company offers along with any specialized experience, certification, and/or education of your current staff?

Yes.