ESBD_361413_1717187318402_A 24-46 RFP Sign Language Interpreter and CART Services.pdf

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

Procurement Operations Department

3100 Main Street, 11th Floor Houston, Texas 77002

REQUEST FOR PROPOSAL

For

Sign Language Interpreter Services & Communication Access Real-Time Translation (C.A.R.T) Services

RFP NUMBER.: 24-46

ISSUED BY:

Procurement Operations Department For :

Ability Services & Success

PROCUREMENT OFFICER :

Yameen Hasan /SR. BUYER LEAD E-mail: Yasmeen.hasan@hccs.edu

PROPOSAL CLOSE DATE: June 28, 2024

TIME (BY): 2:00 p.m. (local time)

SUBMIT PROPOSAL PACKET IN THE:

HCC BID Portal:

Houston Community College (bonfirehub.com)

This RFP Solicitation Requires All Proposals To Be Submitted Electronically Through Bonfire.

No Paper, Email Or Fax Submissions Will Be Accepted.

mailto:Yasmeen.hasan@hccs.edu https://hccs.bonfirehub.com/portal/?tab=login

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

TABLE OF CONTENTS

Section Headings Page Number Section 1 – General Information and Instructions 3 Section 2 – Project Overview and Scope of Services 6 Section 3 – Schedule of Items and Pricing 9 Section 4 – Proposal Evaluations 19 Section 5 – Instructions to Proposers 21 Section 6 - General Information 27 Section 7 – Required Attachments 37

NOTE: All noted Attachments are to be completed and submitted with Proposal, Attachments 1, 5, and must be signed and notarized.

Exhibit Number Exhibit Title Exhibit No. 1 Sample HCC Services Agreement

SOLICITATION SCHEDULE

The following is the anticipated solicitation schedule including a brief description of milestone dates:

Solicitation Milestone Date & Time RFP released and posted to HCC’s & ESBD’s websites May 31, 2024

Virtual Pre-Proposal Meeting (Non-Mandatory) June 11, at 10:00 a.m. (local time)

Deadline to receive written questions/inquiries June 17, 2024

Responses to written questions/inquiries (estimated) June 21, 2024

Proposal Submittal Due Date June 28, 2024, by 2:00 pm (local time)

Anticipated Board Recommendation and Approval August 21, 2024

NOTE: Houston Community College reserves the right to revise this schedule. Any such revision will be formalized by the issuance of an addendum to the RFP and posted on

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

I. SECTION 1 – GENERAL INFORMATION AND INSTRUCTIONS

1.1. Introduction

The Houston Community College (“HCC” and/or the College) seeks proposals from qualified firms to provide Sign Language Interpreter Services and Communication Access Real-Time Translation (C.A.R.T.) services. Sealed responses, subject to the terms and conditions of this RFP as more fully explained herein, for evaluation of services must be received by the due date specified in the Solicitation Schedule above. Visit Houston Community College bonfirehub.com for additional information on this and other business opportunities.

This is a Request for Proposal (RFP) pursuant to Chapter 44.031 of the Texas Education Code.

1.2. General Information

Houston Community College's service area is Houston Independent School District, Katy, Spring Branch, Alief Independent School Districts, Stafford Municipal District, and the Fort Bend portion of Missouri City. The System is accredited by the Commission on Colleges of the Southern Association of Colleges and Schools to award an associate degree.

HCC serves its students each semester by offering associate degrees, certificates, academic preparation, workforce training, and lifelong learning opportunities that prepare students in our diverse community to compete in an increasingly technological and international society.

Houston Community College plays an integral role in transforming the lives of its students and making our community work.

More information regarding HCC is located in the annual HCC Fact Book. The Fact Book can be found at www.hccs.edu/about-hcc/institutional-research/hcc-fact-book/.

1.3. Vendor Communication:

Communication between the Procurement Operations Department and vendors is helpful and encouraged. Steps must be taken, however, to maintain a fair opportunity to compete for all vendors and to avoid any appearance of favoritism. In order to protect the integrity of the process, once the solicitation is issued, the following must be observed:

• Other than the Assigned Procurement Officer listed, all communication is strictly forbidden and may result in disqualification.

• All requests for clarifications, information, and questions must be submitted in writing to the Assigned Procurement Officer during the Question-and-Answer time frame outlined in the solicitation document.

• All responses and necessary corrections to the solicitation will be communicated through the addendum process by the Assigned Procurement Officer.

The above-referenced guidelines ensure the College is maintaining a fair and equal opportunity among all eligible vendors during the solicitation process.

1.4. Submittal Instructions

Responses are to be submit electronically through the HCC Bonfire Portal https://hccs.bonfirehub.com/portal. HCC utilizes Bonfire as its exclusive solicitation platform. Proposals are now accepted through the Bonfire platform.

https://hccs.bonfirehub.com/portal/?tab=login https://hccs.bonfirehub.com/portal/?tab=login http://www.hccs.edu/about-hcc/institutional-research/hcc-fact-book/ https://hccs.bonfirehub.com/portal/?tab=openOpportunities

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

1.4.1. The following are some important notes about Bonfire:

i. Official versions of HCCs solicitation, associated documents, and any updates are available through Bonfire;

ii. Questions are only accepted through Bonfire before the deadline as noted in the Solicitation Schedule. Associated answers will be posted in Bonfire;

iii. Logging in and/or uploading files(s) does not mean that the response is submitted. Proposers must successfully upload the required files(s), submit all required information including forms and attachments, and click the submit button before the Closing Date and Time;

iv. Proposers will receive an email confirmation receipt with a unique confirmation number once Proposers finalize their submission. This will confirm that Proposers have successfully submitted their response;

v. If an item in Requested Information is designated as Required, Proposers will not be able to complete their submission until the requirement is met;

vi. Uploading large documents may take significant time depending on the size of the file(s) and Proposer’s internet connection speed;

vii. Please note the type and number of files allowed. The maximum upload file size is 1000 MB. Please Do Not embed any documents within the uploaded files as they will not be accessible or evaluated;

viii. Minimum system requirements for uploading files(s): Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Java Script must be enabled;

ix. If Proposers need technical assistance with using Bonfire, you may contact Bonfire directly at Support@GoBonfire.com or 1.800.654.8010 x2;

x. Please note that all inquiries related to the actual solicitation contents and any clarifications must be submitted to HCC through the Opportunity Q&A feature in Bonfire; and by submitting a Proposal in Bonfire, Proposer acknowledges and accepts all addenda, questions, and answers posted by HCC in Bonfire.

1.4.2. Proposers shall meet the following minimum requirements to be considered for evaluation:

i. Proposer shall complete the appropriate Pricing documents found in Bonfire based on goods and/or services offered. Proposer shall submit a fee schedule for any fees not already listed on the line items;

ii. Proposer shall submit all Requested Information in Bonfire and shall submit the mailto:Support@GoBonfire.com

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

Form CIQ (Conflict of Interest Questionnaire) regardless if conflicts exist. By submitting a Proposal, with a completed Form CIQ, Proposer certifies compliance with the requirements therein;

iii. HCC reserves the right to request additional information as it deems necessary;

and

iv. It is incumbent upon the Proposer to review the solicitation in whole and particularly the evaluation categories and provide any other information that it deems relevant to HCC’s consideration of their Proposal.

1.4.3. The College will in no way be responsible for any delay, difficulties, causes or any other occurrences that inhibited or prevented a timely submittal.

1.4.4. Houston Community College accepts no financial responsibility for any costs incurred by the respondent in the course of responding to this invitation.

1.4.5. All questions regarding this proposal must be submitted in writing not later than the due date specified above in the Solicitation Schedule in the Bonfire portal. Contact between solicited vendors and user departments during the request for sealed proposal process or evaluation process is prohibited.

1.4.6. HCC reserves the right to reject any or all proposals, accept proposals deemed most advantageous to the college system and to waive any technicalities in proposing.

1.4.7. Each proposer agrees to hold their offer open for acceptance by Houston Community College for a minimum of 180 days from the submittal deadline date and time for proposal submission

BALANCE OF PAGE INTENTIONALLY LEFT BLANK.

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

II. SECTION 2 –PROJECT OVERVIEW & SCOPE OF SERVICES

2.0 Project Overview

The purpose for this Request for Proposal (RFP) is to solicit qualified firms or individuals capable of providing sign language or oral interpreters and real-time captioning for persons who are deaf or hard of hearing. The RFP allows HCC to purchase these goods and/or services from a firm or individual while remaining in compliance with state and federal bid laws and requirements. HCC reserves the right to award separate contracts to multiple contractors.

2.1 Financial Consideration

The maximum dollar value of any individual contract awarded under this RFP shall not exceed $1,500,000.00 and is anticipated to be less than this amount. This amount may be amended at the College’s sole discretion throughout the renewal term(s) of any ensuing contracts.

2.2 Contract Term

It is anticipated that the contract term for contract(s) awarded as a result of this RFP, if any, will be two (2) years with the option to renew for three (3) additional one-year terms. In addition, the college reserves the right to extend the contract for an additional time, on a month-to-month basis, beyond the final expiration date if necessary to ensure no lapse in services.

2.3 Pre-Proposal Conference

A pre-solicitation conference is scheduled as identified in the solicitation schedule. The meeting is a non-mandatory pre-proposal meeting that will be held virtually, unless otherwise indicated, via the Microsoft Team platform.

Link to join the meeting: Pre Proposal Meeting.

Attendance is highly recommended to understand the requirements of this proposal. Any questions/clarifications that result from the meeting shall be submitted through the vendor discussion section in Bonfire.

2.4 Scope of Services

2.4.1 HCC is seeking to establish a catalog of acceptable providers of Sign Language Interpreter Services, Communication Access Real-Time Translation (C.A.R.T) and/or remote CART services, as needed, for the College System. The following describes the service and performance requirements that the selected vendors will be required to meet. Failure to address or to fully describe capabilities to accomplish all elements of this section will result in a loss of evaluation points.

a) Services may be required at any of the sites in HCC College System for students, and campus/college functions.

b) Flexible hours are required, depending on request. In addition, to providing service during normal school hours, evening and weekend assignments will be required. Length of meeting varies by request. Service availability may be on short notice.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2YyOWVmNzgtNTgyZS00OWI3LWE2YzctNGUyNjk3ZGVmMDFm%40thread.v2/0?context=%7b%22Tid%22%3a%22bedc536d-9380-4d10-9954-ddfc8f5b5bdd%22%2c%22Oid%22%3a%228fe95571-f27f-4df0-a39a-04234dbd6bb1%22%7d

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

c) Services may be required anywhere within the Houston College System locations.

d) Service providers must be trained according to professional and ethical standards, and are experienced in working with public officials, private and public organizations, program staff and clients from a variety of cultures and backgrounds.

e) Services to be designed and performed with a conscious emphasis on cultural sensitivity, competency, and respect.

f) Services will adhere to written policies and procedures governing the delivery of services, including the compliance with federal/state/county/city/HCC rules and regulations.

g) Service providers and subcontractors must have appropriate background or investigative records checks.

h) Service providers and subcontractors are expected to keep absolute confidentiality and have written measures to avoid a breach.

i) Vendor must include a Quality Assurance Plan (QAP) that describes an acceptable method for monitoring, tracking and assessing the quality of services provided.

The QAP must also describe how the vendor will identify and resolve issues related to interpreter and captionist quality and/or performance, as well as customer initiated concerns and/or complaints including, but not limited to the following:

• Interpreter or captionist tardiness or “No Shows”

• Excessive wait times for remote interpreter service

• Inaccurate billings or delayed billings

• Requested interpreter qualifications not provided

j) Vendor must provide the number of interpreters or captionist available to

HCC and specify their certification level. Vendor must also indicate how many of these interpreters or captionist would be available for services for school year 2024-2025.

k) Vendor must provide scheduling, notification, billing, and other administrative services through a central contact. Name, email and business phone number of this contact shall be provided in the proposal.

2.4.2 The awarded contractor(s) will be responsible for providing sign language interpreter services, C.A.R.T, remote C.A.R.T, or captioning services to employees and/or students with disabilities in an office or classroom environment and during college related activities as needed.

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

2.4.3 Special Requirements:

a) Specific course assignments may require the most highly qualified level interpreter to meet the needs of a particular student or employee; and

b) Interpreter(s) shall possess State of Texas Certification or National Certification.

2.4.4 The interpreter and captionist primary responsibility are to provide direct interpretation services to employees and/or students with disabilities in an office environment or classroom and/or provide C.A.R.T. services to students with disabilities in a classroom.

2.5 Minimum Requirements

To be eligible `for a contract and receive an award through this Request for Proposal, Respondent shall:

2.5.1 Submit the required and completed supporting documentation, and forms.

2.5.2 Be an entity free to participate in state contracts and not be debarred by the Texas Comptroller of Public Accounts: https://comptroller.texas.gov/debarred-vendors.php

2.5.3 Be free to participate in federal contracts with the System of Award Management (SAM). Applicant is ineligible to apply for funds under this open enrollment if currently debarred, suspended, or otherwise excluded or ineligible for participation in Federal or State assistance programs. Search the federal excluded list at the following website: https://www.sam.gov/portal/public/SAM;

2.5.4 Be free from negative reports in the Vendor Performance Tracking System on the Centralized Master Bidders List (CMBL):

https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp; and

2.5.5 Be an existing entity that has been providing interpreter or Communication Access Realtime Translation (CART) services for persons who are deaf or hard of hearing for at least 12 months preceding submittal of a response to this solicitation; and

2.5.6 Have the ability to provide DHHS-BEI or RID certified interpreters on all interpreting assignments under a contract; or

2.5.7 Have the ability to provide CART Certification or a current Certified Realtime Reporter (CRR), Certified CART Provider (CCP), or Certified Broadcast Captioner (CBC) certificate of competency.

2.6 Contractor Requirements:

At a minimum, the contractor shall perform the following:

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/debarred-vendors.php https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/debarred-vendors.php https://www.sam.gov/portal/public/SAM https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

2.6.1 Interprets/transliterates basic and higher-level academic classes, lectures, student activity events, and other special events as needed, where interpreting would be required.

2.6.2 Provide word-to-word, speech to text communication services for basic and higher-level academic classes, lectures, student activity events, and other special events as needed, where CART services would be required.

2.6.3 Review notes and course outline, preview required texts, and course materials, and speak with faculty, speaker, and/or students to obtain a course understanding for effective communication.

2.6.4 Provide students with typed transcripts of the days’ notes on the same day to students’ College email address. When a student requests an edited version, vendor will comply within 24 hours.

2.6.5 Provide the HCC Ability Services Office with copies of all transcripts.

2.6.6 The College may request a transcript following a meeting and files must be kept for up to seven (7) business days following the meeting date to allow sufficient time to make the request.

2.6.7 Works cooperatively with department staff, faculty, college staff, students, and administrators.

2.6.8 Provides and performs interpreting assignments at alternative sites as needed.

2.6.9 Provide typed notes to student(s) and assigned faculty only.

2.6.10 Surrender notes, in sequential order, to the assigned faculty member and/or the Ability Services Office at the end of the course/courses, if requested.

2.6.11 Provides interpreting services to HCC staff and faculty as required.

2.6.12 Provide services and captioning to college staff and faculty as required.

2.6.13 The vendor shall contact HCC Ability Services Office (“Coordinator”) if a student is more than thirty (15) minutes late for class or is absent.

2.7 Contractor Required Certification:

Any interpreters working for the Contractor must hold certifications from any of the following agencies:

2.7.1 Texas Board for Evaluation of Interpreters (BEI)

2.7.2 National Association of the Deaf (NAD)

2.7.3 Registry of Interpreters for the Deaf (RID)

2.7.4 National Interpreter Certification (NIC)

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

2.8 Video Remote Interpreting:

2.8.1 The Contractor will provide video remote interpreting as needed.

2.8.2 Provide captioning for videos or any media related materials that the student may require during the course of their class dependent on copyright laws.

2.8.3 Provide caption videos to college at a minimum of 24 hours to a maximum of 3 days.

2.8.4 Provide all equipment necessary to perform the required services.

2.8.5 The Video Remote Interpreting system must be compatible with desktop, laptop computers and camera or complementary equipment, as approved by Houston Community College, connection to the internet is required.

2.9 Additional Requirements:

2.9.1 CART and captioning services must be available for regular school sessions on an as-needed basis per semester.

2.9.2 Contractors must provide hourly rates for the services provided.

2.9.3 If the vendor is unable to supply CART or captioning services to a student for class or a special event, the College reserves the right to use an alternate agency or independent contractor to support the needs of the College and the students.

2.9.4 Any activities outside of scheduled classes must be pre-approved for payment by

HCC Ability Services Office.

2.9.5 At the beginning of each semester, the Supervisor of Interpreting Services or designee will provide student’s College email address for all communications and will assign CART services to a set schedule of courses to foster a student relationship that will maximize success.

2.9.6 If for any reason, vendor will be unable to provide services for his/her assigned class and an alternate is not secured or will be late, notification of a minimum of one (1) full business day in advance of scheduled class time to make arrangements needed in order to provide alternate coverage for the course.

2.9.7 If the vendor does not have a working knowledge of the class subject matter, Coordinator must be notified within one (1) working day prior to class time. Proper preparation materials will be furnished to the provider.

2.9.8 The contractors must allow student schedules to change, with no additional fee charged to the College.

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

2.9.9 The awarded contractor must attend an initial setup session to ensure all connections are in working order at all campus locations.

2.9.10 Work Hours and Locations:

• The Interpreters or Captionist’s will generally be required to provide services between the hours of 8:00 am and 10:00 pm, Monday through Friday, as well as 8:00 pm and 5:00 pm, Saturday and Sunday. Services will be provided throughout the HCC college system.

2.10 No Shows:

2.10.1 The Interpreters and Captionist’s are required to contact the Supervisor of

Interpreting Services if a student is a no-show. The interpreter or Captionist’s may be reassigned without additional costs to the College as long as it is at the same location or campus.

2.10.2 The interpreter is required to wait a minimum of 15 minutes per hour of instruction for the instructor or deaf student before contacting to the Supervisor of Interpreting Services.

2.11 Campus Holidays and Emergency Closures:

2.11.1 At the beginning of each academic year, the contractor will be provided a list of

HCC holidays and known campus closures from the coordinator when services will not be needed unless otherwise requested. This calendar shall serve as the notification that services will not be needed on these days.

2.11.2 If the College is closed for reasons due to weather or health/life safety reasons, notice of such closures will be posted on the College’s home web page at http://www.hccs.edu/ and through local media outlets. It is the contractor’s responsibility to track these closures. HCC shall not be responsible for any expenses incurred or charges made by the vendor for the period while the College is closed.

2.12 Cancelled Classes:

2.12.1 If classes are canceled, the Contractor may bill HCC for one week’s schedule following the student’s drop date.

2.13 . Quality of Service:

2.13.1 HCC Ability Services Office will have final approval authority on the placement and level of certification of all interpreters and Captionist’s provided.

Additionally, HCC will randomly monitor interpreter attendance.

2.14 Certification:

2.14.1 The Contractor must provide a copy of Interpreter’s current certification cards with proposal submission.

2.14.2 Vendor’s personnel must have experience in performing sign language interpretation in an individual and/or group setting.

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

2.14.3 If services are provided by vendor for Board of Trustees meetings, the vendor shall have a minimum of Level III Certification from the Texas Commission for the Deaf and Hard of Hearing.

2.14.4 Services provided by Vendor for students, faculty and staff shall require interpreters to have a minimum of Level I Certification from the Texas Commission for the Deaf and Hard of Hearing.

2.14.5 Due to the physical demands of sign language, in some case of extended service, two interpreters may be required.

2.15 Replacement

2.15.1 Interpreters and Captionist’s shall be replaced at the discretion and request of the

HCC Supervisor of Interpreting Services.

2.16 Coordinator:

2.16.1 The Contractor shall identify a primary coordinator or contact person to handle assigning of Interpreters or Captionist’s and billing for services to collaborate with HCC Supervisor of Interpreting Services.

2.17 Parking Permits:

2.17.1 HCC Ability Services Office will provide parking permits as needed.

2.18 Historical Spend:

2.18.1 HCC annual historical usages for Interpreting services approximately 10,000 hours.

2.18.2 HCC annual historical usages for CART services approximately 4,100 hours.

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

III. SECTION 3 –SCHEDULE OF ITEMS AND PRICING

Name of Bidder/Contractor: ___________________________________________________

3.1 Instructions

Proposers must complete this section in its entirety and may supplement this section with additional pages to provide HCC with a more detailed breakdown, backup, and/or options of related costs associated with the services being solicited in this solicitation. The Total Cost for the solution provided must be a turnkey cost inclusive of but not limited to travel and living expenses.

3.2 The Proposer must submit a cost response that covers the entire period of the Agreement, including any optional renewal periods.

3.3 The cost response shall include the costs necessary for the Proposer to fully comply with the Agreement terms and conditions and requirements: This “cost” will encompass the entire pricing along with all services offered as part of the service.

3.4 Failure to provide the requested information and to follow the required cost response format provided in the Bonfire BidTable (BT-35CY) may result in the exclusion of the Response from consideration, at the discretion of the College.

Proposer can add rows and columns required to insert additional information as needed. If a particular cost table is not required as part of your response, simply leave it blank.

3.5 No costs related to the preparation of the Response for this document or to the negotiation of the Agreement with the College may be included in the Response. Only costs to be incurred after the Agreement effective date that are specifically related to the operation of contracted services may be included.

3.6 Identify all costs by year, to be charged for performing the services necessary to accomplish the objectives of this document.

3.7 If there are additional options or services that are not included in the offering, they must be identified and itemized as “optional” and include a description of the product or service and the costs of the option. All items identified in the response (including third party items required) will be considered free add-ons to the proposed solution at the prices included in this response unless expressly stated otherwise.

3.8 Proposers’ are encouraged to provide additional price incentives for providing an enterprise solution and/or multi-year award.

3.9 Pricing will be guaranteed by the vendor for the term of the Agreement.

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RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

3.10 All Proposers are expected to provide their best value pricing with the submission of their response. Proposers may NOT be given another opportunity to modify pricing once submitted.

3.11 Additional Services

In the event that the College may require additional related services to be performed by the awarded Contractor that are outside the scope of the Agreement (“Additional Services”), it may submit a written request for a proposal from the Contractor (“Proposal”), which Contractor may provide if Contractor is willing and able to perform such Additional Services. Such Proposal shall contain; a scope of work to be performed; a fixed billing rate for the proposed services; and any other information relevant to such Proposal.

If such Proposal for Additional Services is acceptable to the College, the College will issue a purchase order for such Proposal or may deny such Proposal at its sole and absolute discretion. No work shall start without first receiving an approved purchase order.

3.12 Value Added Services

Respondents are to indicate any value-added services offered by an individual or firm for its services. These services include any skillset, abilities, or service(s) that may add overall value to a project that has not been previously requested in this document nor inherent in the delivery of said service(s). Please use this section to propose additional services related to the scope of work that are not specifically outlined in this RFP along with any standard price sheet.

3.13 Price Evaluation

Price points shall be calculated based on the following formula:

Lowest Total Proposed Cost/Proposer’s Total Proposed Cost X Available Price Points = Price Score.

3.14 Definitions

3.14.1 Emergency request means those requests made in less than a twenty-four (24) hour notice.

3.14.2 Holidays mean any HCC observed holiday.

3.14.3 The hourly rate must be lump sum prices including travel expenses.

3.14.4 The emergency evening / weekends Billing is in increments of 15 minutes.

3.14.5 All minute rates are equal to 1/60 the hourly rate for Video Remote Interpreting.

3.15 Dedicated Staffing

Provide a detailed schedule for the dedicated staffing commitment on a monthly basis and the hourly rate for each in excel format.

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

3.6 Price Proposal Signature

The information in this RFP is to be utilized solely for preparing the proposal response to this RFP and does not constitute a commitment by HCC to procure any product or service in any volume.

Name: ________________________________________

Title: ________________________________________

Date: ________________________________________

Signature: ________________________________________

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

IV. SECTION 4 – PROPOSALS EVALUATION

4.1 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all proposals to determine which proposers have qualified for consideration according to the criteria stated herein. The Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, if necessary, reports, discussions, reference checks, and other appropriate checks. The highest-rated proposer(s) evaluated by the Committee may be invited to make an oral presentation of their written proposal to the Committee.

An evaluation committee will score proposals on the basis of the following evaluation criteria:

Evaluation Criteria Available Points

Firm’s Qualification and Experience (Tab 1) and Demonstrated Qualifications of Personnel and Team (Tab 2) 20

Proposed Approach and Methodology (Tab 3)

Past Performance & References (Tab 4) 10

Schedule of items and Pricing (Tab 5) 35

Small Business Practices (Tab 6) 15

Total Points 100

4.3 Eligibility for Award

In order for a proposer to be eligible to be awarded the contract, the proposal must be responsive to the solicitation and HCC must be able to determine that the proposer is responsible and has the resources and capacity to perform the resulting contract satisfactorily. Responsive proposals are those that comply with all material aspects of the solicitation, conform to the solicitation documents, and meet the requirements set forth in this solicitation. Proposals that do not comply with all the terms and conditions of this solicitation will be rejected as non-responsive.

4.3.1 Responsible proposers, at a minimum, must meet the following requirements:

i. Have adequate financial resources, or the ability to obtain such resources as required during the performance of any resulting contract;

ii. Be able to comply with the required performance schedule, taking into consideration all existing business commitments.

iii. Have a satisfactory record of past performance.

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

iv. Have the necessary personnel and management capability to perform any resulting contract.

v. Be qualified as an established firm regularly engaged in the type of business necessary to fulfill the contract requirements.

vi. Certify that the firm is not delinquent in any tax owed the State of Texas under Chapter 171, Tax Code; and is not delinquent in taxes owed to the Houston Community College System; signing and submitting the proposal is so certifying to such non-delinquency; and

vii. Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

4.3.2 Proposer(s) may be requested to submit additional written evidence verifying that the firm meets the minimum requirements described above and, as necessary, to perform the requirements of the solicitation and be determined a responsible proposer. Failure to provide any requested additional information may result in the proposer being declared non-responsive and the proposal being rejected.

4.3.3 A person is not eligible to be considered for the award of this solicitation or any resulting contract or to be a subcontractor of the proposer or prime contractor if the person assisted in the development of this solicitation or any part of this solicitation or if the person participated in a project related to this solicitation when such participation would give the person special knowledge that would give that person or a prime contractor an unfair advantage over other proposers.

4.3.4 A person or proposer shall not be eligible to be considered for this solicitation if the person or proposer engaged in or attempted to engage in prohibited communications as described in Section 6.15 - Prohibited Communications and Political Contributions.

4.3.5 Only individual firms or lawfully formed business organizations may apply (This does not preclude a respondent from using subcontractors or contractors.) HCC will contract only with the individual firm or formal organization that submits a response to this RFP.

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

V. SECTION 5 - INSTRUCTIONS TO PROPOSERS

5.1 To achieve a uniform review process and obtain the maximum degree of impartiality, all proposals must be organized in the manner specified.

5.2 Pagination: All pages of the proposal should be numbered sequentially in Arabic numerals (1, 2, 3, etc.) Attachments should be numbered or referenced separately.

5.3 All Attachments noted are to be completed and submitted with Proposal, Attachments 1, 5 and 7 must be signed and notarized.

5.4 Proposal must be signed by Proposer’s company official(s) authorized to commit such proposals. Failure to sign and return these forms will subject your proposal to disqualification.

5.5 Responses to this RFP must include a response to the proposal requirements set forth in the Scope of Services, above.

5.6 Proposals must be typed in letter-size (8-1/2” x 11”) format. Preprinted material should be referenced in the proposal uploaded and labeled as attachments. The electronic copy of the proposal must be provided in an Adobe Acrobat (.pdf) format.

5.7 Table of Contents: Include with the proposal a Table of Contents that includes page number references. The Table of Contents should be in sufficient detail to facilitate easy reference of the sections of the proposal as well as separate attachments (which should be included in the main Table of Contents). Supplemental information and attachments included by your firm (i.e., not required) should be clearly identified in the Table of Contents and provided as an attachment.

5.8 Proposer must submit one original electronic copy of your Proposal including all required HCC Forms and documents. An original (manual) signature must be reflected in the original electronic copy

5.9 Proposals must be submitted electronically in bonfire on or before the time and date specified in the Solicitation Schedule.

5.10 Telephone, Facsimile (“FAX”) or electronic (email) proposals are not acceptable when in response to this Request for Proposal.

5.11 Proposer Response General: Your Technical Proposal should clearly define (i) your Firm’s total capacity and capabilities, (ii) your qualifications to perform the work, (iii) your ability to perform the services outlined in the Scope of Services, (iv) your understanding of HCC, and

(v) what differentiates you from your competitors. At a minimum, your Technical Proposal shall include the following:

5.12 Cover Letter: The cover letter shall not exceed 1 page in length, summarizing key points in the proposal and shall briefly furnish background information about your firm, including date of founding, legal form (sole proprietorship, partnership, corporation/state of incorporation), number and location of offices, location of company headquarters/main office, total number of employees’ company-wide and total number of employees in the State of Texas, and principal lines of business. Certify that the firm is legally permitted or licensed to conduct business in the State of Texas for the services offered.

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

Only individual firms or lawfully formed business organizations may apply (This does not preclude a respondent from using consultants.) HCC will contract only with the individual firm or formal organization that submits a response to this RFP.

5.13 Table of Contents - Immediately following the cover letter and introduction, include a complete table of contents for material included in the response documents.

5.14 Tab 1: Firm’s Qualification and Experience

1) Qualifications & Experience of the Firm: Provide a brief description of your firm, including the total number of supporting personnel related to providing the services of the type and kind required in this RFP.

2) Provide firm’s principal(s) and staff commitment in providing the services required in this solicitation.

3) Provide the firm’s overall ability to provide the services required in this solicitation.

4) Demonstrate the firm’s understanding, knowledge, and experience of the solicitation requirements.

5) Provide examples of your firm civic activities including awards and recognitions.

6) Provide a detailed list of where your firm has provided services of the type and kind required in this RFP during the past 3 years including but not limited to public and private organizations including state agencies, state institutions of higher education, cities, counties, school districts, junior colleges, or other special authorities and districts.

7) HCC may verify all information furnished. As a minimum, include the following per project experience:

i. Project Name, Location – Year Completed.

ii. A brief project description describing your experience, work performed by your firm and work subcontracted.

iii. Owner’s Name, title, and current phone number.

iv. Identify firm’s role; completion date; and contract name(s).

v. The methods of delivery used and how the firm maintains quality control.

vi. Provide documented experience in providing the types of services described herein especially related to community or junior college experience or higher education facilities experience and with regard to the accomplishment of past engagements involving services of the type and kind required in this RFP. List if the firm was a prime or subcontractor.

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

5.15 Tab 2 – Demonstrated Qualifications of Personnel and Team This section should discuss the proposed designated staff of the responding firm (key personnel) committed to HCC and providing the services described in this solicitation.

1) Key Personnel: Identify key personnel that would be assigned to HCC and that will provide the services described in the Scope of Services. Include an organizational chart, which identifies key personnel and their particular roles in furnishing the services required under this RFP. Describe how the team will be organized to deliver the services defined in this RFP.

2) Provide brief resumes (not more than one (1) page) for each key personnel. The resumes must clearly specify the number of years the personnel have been providing the type of services as described in this RFP.

Please include the following:

a) A brief description of their unique qualifications, experience, and education as it pertains to services of the type and kind required in this RFP.

b) Availability and commitment of the respondent, its principal(s), and assigned professionals to undertake the services described in this RFP.

c) Personnel’s job functions, role, percentage of the time to be assigned to this account, and physical office location.

d) Designate the individual who is authorized to sign and enter into any resulting contract.

e) Provide a list of similar accounts where they have provided services of the type and kind required in this solicitation and include a detailed description of their particular role in the account and length of time on the account.

5.16 Tab 3 – Proposed Approach & Methodology

This section should describe and discuss your proposed approach and methodology in providing the services of the type and kind required in this RFP. By reading the proposed approach and methodology overview, HCC must be able to gain a comfortable grasp and clear understanding of the level of services to be provided and the methods proposed by the firm to provide them. A detailed explanation shall be included to understand how the services comply with the requirements of this RFP.

1) Proposer shall respond to all requirements and questions noted in Section 1.

2) Provide a detailed implementation plan with projected start and end dates of completion for each task from delivery of service to HCC. List any required HCC resources or expectations needed to meet the proposed timeline.

3) Proposer must provide an approach and methodology overview which consists of a concise and detailed description of the requested services proposed in response to this RFP.

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

4) HCC intends that each proposer provide a detailed and comprehensive description of all services that the proposer will provide if it enters into a contract pursuant to the RFP.

5) Quality: Please identify the key metrics you propose to use to measure your performance in delivering services of the type and kind required in this RFP to HCC. Your response should indicate the frequency of the measurement, how it will be used to continually improve performance, and how this information will be shared with HCC. Your response should include how you measure and monitor the quality of work, ensure delivery is met, and how problems are tracked, and escalated (if required) both internally and with the customer.

6) Customer Satisfaction: How do you measure and monitor customer satisfaction;

describe the method used, frequency, and how results are reported.

7) Capabilities and Capacity: The Proposer shall clearly define its in-house capability and capacity to perform the work identified in the Scope of Services of this RFP.

Your response must describe the various technologies, tools, methods, and technical expertise that you will provide to HCC and/or that will be used in the delivery of the services and how that will be of benefit in the delivery of services to

HCC.

5.17 Tab 4 - Past Performance and References

This section should establish the ability of the respondent (and its sub-consultant), if any, to satisfactorily perform the required work.

1) Provide contact information for the list of accounts noted in Tab 1 above, HCC may verify all information furnished.

1.

2) Describe lessons learned from previous clients for services of the type and kind required in this RFP that were not successful and what steps your firm has taken to effectively identify and mitigate recurring.

3) Demonstrate the capability and successful past performance of the firm with respect to producing high-quality services and maintaining good working relations for services required in this RFP.

4) Provide a list of all contracts that may have ended during the past 3 years; including contracts that may have been terminated or not renewed when a renewal was available. Include a detailed explanation of the circumstances related therein for any such contracts noted.

5) Provide a list of any work that your firm may have completed for Houston

Community College during the past 3 years, including a detailed description of the work effort, and performance, and define if the work was completed as a contractor directly with HCC or as a subcontractor under an engagement.

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

6) Provide letters of recommendation from other public junior or community colleges or higher education clients or other relevant references listing recently completed engagements for the services of the type and kind required in this RFP.

5.18 Tab 5 – Schedule of Items and Pricing (Price Proposal)

The Proposer/Contractor shall furnish all resources and services necessary and required to provide the services of the type and kind required in this RFP, in accordance with the Scope of Services, and the governing terms and conditions for the proposed price(s) listed in Section 3 – Schedule of Items and Pricing.

1) Please include a description of any discount offered to HCC and an outline of any other fees or charges.

2) For the purposes of this RFP, Houston Community College will review the overall rate structure to evaluate its reasonableness for the anticipated work. Failure to fully disclose any fees or costs and to comply with the requirements herein may be cause for HCC to reject, as non-compliant, a proposal from further consideration.

5.19 Tab 6 - Small Business Practices

This section shall include a clear statement of the firm’s commitment and plan to meet the small business goal specified in this solicitation, if any.

1) Describe your previous experience, involvement, and approach in working with certified Small Business firms, including the level of effort, division of duties, and providing opinions. Provide a statement detailing small business participation commitment.

2) At a minimum, your response must include: (a) the Firm’s commitment to meeting the small business participation goal for the solicitation (b) a description of previous engagements where your firm has successfully subcontracted work to small businesses including the percentage (%) of work subcontracted to these firms under each engagement; (c) a narrative outlining your overall approach to subcontracting and how you will solicit small businesses for participation as part of this solicitation; and (d) indicate what challenges you anticipate in attaining HCC’s goal.

3) Describe your company’s process for the selection of subcontractors in accordance with the statutory procedures required for the solicitation of subcontractors, including your process for evaluating subcontractors’ performance while also incorporating a Small Business Development Program.

4) Provide a reference list of all customers noted in Tab 4 above that included a Small

Business or similar program where you have performed work similar to the type of work described in this RFP. Provide the contact person and the representative who served as the Small Business Development liaison (or equivalent), telephone number and email address.

RFP 24-46 – SIGN LANGUAGE INTERPRETER SERVICES AND COMMUNICATION ACCESS REAL-TIME TRANSLATION (C.A.R.T) SERVICES

5.20 Tab 7 - Firm’s Financial Status

1) Please provide a statement from the president, owner or financial officer on company letterhead certifying that the company is in good financial standing and current in payment of all taxes and fees including but not limited to state franchise fees.

2) Is your company currently in default on any loan agreement or financing agreement with any bank, financial institution, or other entity? If yes, specify the date(s), details, circumstances, and prospects for resolution.

5.21 Tab 8 – Business Relationship Strength -

“Business Relationship Strength” for the purpose of this RFP shall mean the definition and commitment of the respondent towards a mutually successful “relationship” between the selected contractor and HCC for the duration of the contract. At a minimum, your response must include:

1) Your definition of a mutually successful “relationship” between your firm and HCC; and

2) Your firm’s commitment to a mutually successful “relationship” in the form of at least three, and not more than five, specific, obtainable criteria, activities, agreements, or requirements that shall, at the discretion of HCC, become features of the awarded contract and shall guide…