ESBD_385227_1734707019680_RFP NO. 301-24-04119 Questions and Answers-Addendum I.pdf

RFP No. 301-24-04119 Remote Communication Access Real-Time Translation (CART)

Addendum I

1. Can you provide the estimated volume of work for this RFP? Ideally, I’d like to know the total hours required on an annual basis.

Estimated captioning hours - 235

2. Section 3.1.5 requires specific captioning certifications. Our captioners are certified on internal standards that are comparable to National Court Reporters Association (NCRA). They are not necessarily certified with NCRA or any official certification body. Is that acceptable?

The vendors will be representing the Governor and the divisions under his office. The highest quality is expected and the best way to guarantee this is with the list of certifications specified. If there are no national or state certifications available for a type of captioning offered, please include how individuals are evaluated for internal company certificates.

3. What is the estimated amount of annual meetings/events that require remote CART (hours per year)?

Please see number 1 (235 hours).

4. Are there encoders that vendors would interface with?

No. For most of our meetings we use Zoom or Teams. We will need an embed link for the CART screen. For all of our functions, we always to obtain the CART transcript following the conclusion of the meeting.

5. Do you use any accommodation tracking tools (e.g. AIM)? Which ones?

No.

6. Is there any pre-recorded content that needs captioning, and if so, how much annual volume is there?

Rarely. This is not common request for the OOG. Most captioning requests will be live.

7. Do you intend to establish contracts with one or multiple vendors?

The intent is to establish contracts with multiple vendors to ensure statewide coverage.

8. Who are the incumbent vendors?

This is the first RFP with the OOG for these services. Incumbent vendors are all current CSSA contractors until the contract expires in January.

9. Do you have any pain points with existing vendors?

There have been occasional accuracy issues that may have been a result of the microphone quality pick up in the meeting room. We always try to test the audio quality before the start of every meeting that uses CART.

10. What rates do you currently pay?

OOG is currently paying rates as stipulated by the CSSA contract until the contract expires in January.

11. What other accommodations do you offer to students (e.g. Typewell, C-Print, ASL, virtual remote interpreting)?

The OOG serves the general public. ASL and CART services are provided when Deaf and Hard of Hearing individuals are expected. They are otherwise provided upon request.

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

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

13. 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 by the end of 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.

14. Who is the OOG’s current CART services vendor?

The OOG is currently using CSSA contractors for CART services until the contract expires at the end of January.

https://dhhs.hhsc.state.tx.us/providers/cssacontractors.asp https://www.hhs.texas.gov/business/contracting-hhs/communication-services-state-agencies-cssa/cssa-maximum-rates

15. What is the OOG’s current budget for CART services?

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 $27,000 (“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.

16. What rate does the OOG currently pay for CART services?

OOG is currently paying rates as stipulated by the CSSA contract for CART Services. Since CSSA rates are determined based on vendor market rates, they will serve as a benchmark to evaluate vendor submissions.

17. What was the volume (in hours) the OOG required CART services in 2024, 2023, 2022, respectively?

Annual hours are estimated to be 235 hours a year.

18. Does the OOG require stenographic CART services only?

This depends on the CART services that are offered and how these services are accredited.

19. Will the OOG accept voice writing services for CART requests?

No. OOG uses platforms that already provide automated captioning to capture spoken words. It is preferred to use typed CART services to ensure accuracy.

20. If so, may a vendor providing CART services with voice writers forego the certification requirements?

No. See answer to #19.

21. Will internal company certifications be acceptable for non-steno vendors instead of the court reporters certifications?

The vendors will be representing the Governor and the divisions under his office. The highest quality is expected and the best way to guarantee this is with the list of certifications specified. If there are no national or state certifications available for a type of non-steno CART offered, please include how individuals are evaluated for internal company certificates.

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

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

The OOG is currently using CSSA contractors for CART services until the contract expires in January.

23. 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.

24. 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.

25. 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 in January. OOG is currently paying rates as stipulated by the CSSA contract.

26. 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.

27. 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.

28. What is OOG's annual volume (number of hours)?

Estimated captioning hours – 235 https://www.hhs.texas.gov/business/contracting-hhs/communication-services-state-agencies-cssa/cssa-maximum-rates

29. 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 $27,000 (“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.

30. Will OOG accept transcription services on the TypeWell platform?

We prefer steno CART. With appropriate accreditation and determined rates, it is possible. Include this information with your submission.

31. 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.