ESBD_381277_1731700210957_Addendum 1 - Questions with Answers 11.15.pdf

Procurement & Contracts twubids@twu.edu

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ADDENDUM # 1

RFP-731-25-005-SR

Sign Language Interpretation Services

THE PROPOSAL YOU ARE SUBMITTING FOR THE ABOVE RFP NUMBER MUST CONTAIN

THE FOLLOWING ADDITION(S).

Questions and Answers

1. Term of Contract (Section 1.5): The RFP mentions a one-year contract with the possibility of three one-year renewals upon mutual agreement. Based on TWU’s historical preferences or typical contract duration, should we anticipate this to generally be a one-year contract or closer to a four-year engagement if renewals are agreed upon. If there are no issues, we typically renew each year for as long as possible. If issues continually come up, such as issues with invoicing or quality of work, we will not renew.

2. Cancellation of Services (Section 3.2.6): As we understand it, if a request of any duration cancels within 24 hours, the maximum billable amount is limited to two hours. For instance, if a four-hour assignment is canceled less than 24 hours in advance, we can only invoice for two hours. Could you please confirm if this interpretation is correct? Additionally, this is not industry standard, as most agencies bill for the full time of the canceled request to account for the reserved time of the service provider. Is there flexibility in this policy? The interpretation is correct; we are not able to be flexible with this policy.

3. Travel Reimbursement (Section 3.2.7): The RFP states that travel reimbursement applies only if the interpreter is traveling from outside of Dallas, Denton, or Houston city limits. Could you clarify if travel time exceeding 30 minutes per way is eligible for reimbursement, regardless of the interpreter’s home location? Also, which travel-related expenses are billable (e.g., mileage, time, tolls)? We will pay for the time only. Not mileage, tolls, etc.

4. Parking (Section 3.2.8): The RFP requires interpreters/agencies to obtain parking permits from TWU’s Public Safety Office. Are there any fees associated with obtaining these permits?

Additionally, are the permits issued for the entire semester or on a day-by-day basis? Yes there are fees associated, please refer to the Parking website. We offer both, entire semester or daily passes.

There are also plenty of areas of free parking just outside of the campus perimeter that are within walking distance (7 minutes or less to majority of buildings).

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5. Standard Provision for Solo Assignments (Section 3.3.2): The RFP mentions that a single interpreter is standard for assignments less than two hours unless prior permission is obtained. In the interpreting industry, standard practice is to require two interpreters for assignments exceeding

1.5 hours (for onsite requests) and one hour (for virtual requests) due to fatigue and quality concerns. Would TWU be open to aligning with this industry standard, or is the two-hour solo limit non-negotiable? This is non-negotiable.

6. In order to better understand the scope and competitive landscape of this project, could you kindly provide details on the previous or current incumbent vendor for this contract? This information can only be shared through an open records request.

7. Additionally, I would appreciate it if you could share their rates or pricing structure associated with their services. This information can only be shared through an open records request.

8. How many interpreters are expected to be placed? We typically have between 15 to 20 classes a term that need coverage. Most are in person and can be covered by two to three interpreters. We estimate at most, 8 interpreters would be needed to cover online classes, teaming, and sub needs. This may change if more deaf students enroll at TWU.

9. Will candidates need to be W2 or are 1099s allowed? This is agency’s choice.

10. Are subcontractors allowed? Yes, as long as they meet the standards of our contract, i.e.

certifications, professionalism, etc.

11. What is the expected length of time for this contract? The initial term is one (1) year with option to renew for three (3) one year renewal periods for a total of four (4) possible years.

12. What is the expected timeline for filling these positions? We will provide the schedule of classes at least a month before the start of term. We would like to see the schedule filled within two weeks of the start of the term, or notice that classes cannot be filled at least two weeks prior to start of term so we can work with another agency.

13. Is there a set schedule that will be provided with the number of days on site vs. remote?

Yes, we strive to send the schedule of classes as early as possible (month or so prior to the start of a term). Classes are held either twice a week or once a week.

14. How often will candidate need to be at the different campuses? This is extremely rare;

majority of the work will occur on the main Denton campus.

15. For remote work, is there any equipment or software needed? Interpreter will need their own computer & access to zoom.

16. If so, will the equipment and software be provided? If there is an emergency like the interpreter forgot their charger for their computer, or they can’t find a quiet space on campus for remote work, sure. Otherwise it will be at the expense of the interpreter/agency.

17. Is there an incumbent contracting company? Yes

18. If so, can you share their rates & performance? Between $63 and $83 an hour, depending on time of day. Performance was adequate to meet our needs when interpreters were available.

19. Are there any budget constraints for these roles? Yes, ideally we’d like to stay under $75 an hour for day time assignments and $85 an hour for evening assignments.

20. Is there a set aside for SBA or WOB? What is this?

21. How often will performance reviews occur, and what criteria will be assessed? The agency is expected to conduct performance reviews of their interpreters. If a student reports an issue, we will work with the agency to resolve it, but TWU staff will not be reviewing the interpreter’s work.

22. When will the contract selection be awarded? End of November/early December.

23. How flexible is the county in negotiating terms of the contract, especially concerning payment and deliverables? It depends on what is under question. There are state requirements that must be met, along with expectations for interpreting services (certifications, language matching, professionalism, etc.) that would be non-negotiable.

Please see Texas Government Code Chapter 2251 regarding payment terms.

24. Are there specific BEI or RID certification levels required for interpreters in different settings (e.g., classrooms vs. public events)? No. Most of our courses are manageable at the Basic BEI level. There may be harder courses when the students are further along in their education (senior level/grad level) in which we will request a team, regardless of the length of the assignment. We understand that the more complex the material, the likelihood of needing a team interpreter increases.

25. Does TWU have minimum experience requirements for interpreters, such as years of service in educational or public settings? No, see #24.

26. Does TWU anticipate high-demand periods during the academic year, such as orientation, exams, or graduation? Yes, we will need support for commencement in May and December. Orientation can be unpredictable and we only meet the need as requested;

we do not schedule interpreters for all orientation sessions.

27. If so, could you provide an estimated schedule or volume? We typically have between

15 to 20 classes a term that need coverage. Most are in person and can be covered by two to three interpreters. We estimate at most, 8 interpreters would be needed to cover online classes, teaming, and sub needs. This may change if more deaf students enroll at TWU. We do our best to provide the schedule at least a month prior to the start of the term if not earlier.

28. What is the expected percentage split between in-person and virtual interpretation services? Ideally we’d like all in person classes to be covered in person. We do have online classes that meet regularly as well. Best scenario would be 80% in person, 20% virtual for in person classes.

29. Will TWU require any on-call or emergency interpreting services, and are there specific response times for these situations? Sometimes since students will make last minute interpreter requests for meetings or events. We let students know that any request made with less than a 5 day notice is not guaranteed.

30. Does TWU have policies for last-minute requests or cancellations? Yes, we expect students to tell us if class is cancelled with at least 24 hour notice; if the interpreter needs to cancel, we expect the agency to find a sub interpreter. If they cannot, we need to know immediately for alternative arrangements.

31. Will interpreters also be required for large, public events with a high degree of visibility (e.g., commencement ceremonies), and are there any specific expectations for these? Yes, commencement is the only regular large event that occurs each term. Interpreters are expected to wear all black (or a contrasting color if they are a person of color). Lunch & scripts will be provided.

32. Are there any anticipated needs for interpreters with specialized skills, such as tactile interpreting or Certified Deaf Interpreters (CDIs), for students or events? No

33. How does TWU plan to measure interpreter performance, and will there be a formal feedback process for continual improvement? See #21

34. What are TWU’s expected payment terms (e.g., net 30, net 60)? Is there flexibility for early payment discounts? Net 30 is typical.

35. Are there specific insurance coverage levels or types (e.g., liability, workers' compensation) that TWU requires for vendors? Please see section 6.4 Insurance Requirements for the link to our Third Party Insurance Standards.

36. Are background checks required, or any other clearance requirements needed? Yes, background checks will be required.

37. Will TWU accept bids for Virtual Remote Interpreting (VRI) only, with no option for on-site interpreting? This is not preferred as many of our classrooms are not ideal for VRI work.

38. Student Demand: How many students currently require sign language interpretation services at each TWU campus? Denton: We typically have between 15 to 20 classes a term that need coverage. Most are in person and can be covered by two to three interpreters. We estimate at most, 8 interpreters would be needed to cover online classes, teaming, and sub needs. This may change if more deaf students enroll at TWU. Dallas & Houston at this time do not have students that need interpreters.

39. Staffing Estimates: Could TWU provide an estimated number of interpreters needed per campus?

Additionally, are there peak times or specific shifts that typically require additional staffing? We typically have between 15 to 20 classes a term that need coverage. Most are in person and can be covered by two to three interpreters. We estimate at most, 8 interpreters would be needed to cover online classes, teaming, and sub needs. This may change if more deaf students enroll at TWU. We do our best to provide the schedule at least a month prior to the start of the term if not earlier.

40. Project Start Date: Could you confirm the anticipated start date for services under this contract?

January 2025

41. Mileage Charge Calculation: Could you confirm the expectations for mileage charges? We do not pay for mileage; only time spent driving if coming from outside of Denton, Dallas or Houston city limits. Specifically:

a. Are there standard guidelines on when to apply mileage charges, as well as any preferred rate or cap on these charges?

42. Start and End of Chargeable Time: Is there a preference on when billing should begin and end for in-person and virtual assignments? For instance:

a. Should charges begin upon the interpreter’s arrival on campus or at the start of the actual interpretation session? Additionally, we would like to confirm if charges should end immediately after the assignment or if brief post-assignment time (such as note-taking or wrap-up) is permissible within billable hours. Start of interpretation session/class & end of actual class, i.e. if class goes over, that time should be included. The agencies we worked with before would bill us in 15 minute increments with prior approval from our office.

Travel time would be added to the time worked.

43. Rate Application: When submitting the hourly rate, could you confirm if the rate should be applied per individual interpreter per student assignment, or if a different rate structure is anticipated for multiple interpreters assigned to a single event or location? Understanding this will allow us to provide a more accurate and suitable pricing model for TWU’s needs. The agencies we worked with before would bill us by the hour, same rate for all interpreters. The rates would vary based on daytime/week day hours (8 am – 5pm) and evening/weekend hours (5 pm to 7 am).

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