ESBD_385225_1734707135354_RFP NO. 301-24-04118 Questions and Answers-Addendum II.pdf

RFP No. 301-24-04118 American Sign Language Interpreter Service (ASL)

Addendum II

1. Is this contract separate from the CSSA contract currently in place for these services?

The OOG is separating from the CSSA contract in January. Each new contract will cover ASL and captioning respectively for all OOG divisions.

2. If this does fall under CSSA would current CSSA contract holders need to respond to these RFPs to continue being vendors for ASL and CART services?

The OOG is separating from the CSSA contract in January. Each new contract will cover ASL and captioning respectively for all OOG divisions. Current CSSA contract holders will need to respond to the RFP to continue being a vendor for OOG.

3. We understand that the OOG released two RFPs - one for ASL (RFP No. 301-24-04118) and for CART (RFP No. 301-24-04119). However, Exhibit E is the same across both RFPs and only shows the option for CART pricing. We respectfully request that bidders be sent the correct Exhibit A for the ASL RFP AND be given appropriate time to submit any clarification questions on the corrected Exhibit E. The format of Exhibit E is extremely critical and it is important that bidders be given the opportunity to seek clarification. As such, we would also respectfully request an extension of the proposal submission deadline to allow adequate time for an additional Q&A period.

We have posted Addendum 1 to ESBD changing the verbiage on the ASL Exhibit E (RFP 301-24- 04118) from “Remote Cart” to “American Sign Language”. This was the only change to the document. As the document verbiage was corrected prior to the expiration of the answer period, it did not affect the response time of the RFP. The format for Exhibit E is the same for ASL (RFP301-24-04118) and CART (RFP301-24-04119). With this, the responses are due on January 8, 2025, and no extension will be granted.

4. How many vendors are currently utilized for the services requested by this RFP?

All CSSA contractors are currently available to be utilized for the requested services until the contract ends in January.

5. Can you please describe how interpreting requests and translation projects are distributed among all of the vendors (e.g., is there a primary vendor that services the bulk of requests)?

Requests will be distributed based on coverage availability statewide for the Governor and the multiple divisions under his office. Translation is for the written word, interpretation is for the spoken word, this contract does not seek to purchase translation services.

https://dhhs.hhsc.state.tx.us/providers/cssacontractors.asp

6. How many vendors will be selected under this procurement? Are there any changes anticipated in how work will be divided amongst the selected vendors?

This is an enrollment contract. There is no set number of vendors to be selected. Vendors will be selected to maximize statewide coverage for the Governor and the multiple divisions under his office.

7. Who are the incumbents and what are their current fees?

This is the first RFP by the OOG so there are no incumbents. The OOG is currently using CSSA contractors for CART services until the contract expires at the end of January. OOG is currently paying rates as stipulated by the CSSA contract.

8. Have you exercised all renewal options with your existing provider(s)?

Yes. The OOG is currently using providers under the CSSA contract until the contract expires in January.

9. Can the OOG please advise on how private entities can demonstrate financial stability without having our financial statements publicly disclosed?

If financial statements are provided, the OOG will comply with all public information and privacy disclosure laws. Our office of General Counsel and the Financial Services Division will handle this information in a confidential and secure manner in accordance with state and federal laws. The OOG will notify the company in the event that these records have been requested under the Public Information Act and inform the company of its right to argue against public disclosure of the information.

10. What is OOG's annual volume for onsite requests vs virtual requests (number of hours)?

In Person – 356 Hours Virtual – 60 Hours These are estimated hours, not a guarantee of specific amount of business.

11. Do you have an approximate breakdown between onsite vs virtual? What drives the need for one modality over the other?

Yes, please see the response in question 10. The type of presentation event, meeting, or business function determines the need.

https://www.hhs.texas.gov/business/contracting-hhs/communication-services-state-agencies-cssa/cssa-maximum-rates

12. Can you please share your anticipated annual budget or historic spend under this contract?

Please refer to Part A Section 4.1 – Maximum Contract - The OOG’s maximum liability to the Contractor, in consideration for the full, satisfactory, and timely performance of all its duties, responsibilities and obligations as set forth in the Contract or arising out of any performance as the result of this RFP, shall not exceed $32,000 (“Maximum Contract Amount”) for the initial Performance Period beginning on the Effective Date. The Contractor will not be compensated for services performed before the Effective Date of the Contract. The Contractor shall have no entitlement to payment of the maximum liability amount.

13. We understand that some appointments may "short notice." Is there a need for on-demand (via video remote service)?

No. It is not likely that on-demand services will be required.

14. Can OOG please provide a listing of locations where onsite services are performed?

The services will be utilized statewide in a variety of locations. To ensure statewide coverage, the OOG will select multiple vendors.

Two common locations where onsite services might be performed include:

Texas State Capitol, 1100 Congress Ave, Austin, TX 78701

State Insurance Building, 1100 San Jacinto Ave, Austin, TX 78701

15. When will questions be answered? Due to the Holidays and the need to ship hard copies, it is critical that bidders be afforded as much time as possible to review answers to questions - at least 7-10 business days in advance of the RFP deadline (to account for printing and shipping time).

Depending on when answers will be posted, would OOG consider an extension of the deadline?

Please refer to Part A of the RFP, 5.3. Calendar for Events. OOG’s response to the questions is to be posted to ESBD by 4:00pm CST on 12/20/24. The deadline for respondent submission of proposals is 2:00pm CST on 1/8/25. The bidders are provided sufficient time between the two dates to review the answers so that the requested extension is not warranted.