ESBD_472563_1765203206792_ADDENDUM #1 Interpreter Services RFP 26-00312 final.pdf
PDF 74 KB Posted
- Attached to
- Sign Language Interpreter Services
- Solicitation number
- RFP-759-26-003
- Issued by
- Harris County, Texas
About this file
This Addendum No. 1 document is issued by the University of Houston-Clear Lake (UHCL) for RFP No. 759-26-003 regarding Interpreting Services. The RFP seeks certified American Sign Language interpreters to provide communication access services for academic and institutional events, including classes, orientations, faculty meetings, workshops, and seminars. The proposal submission deadline is December 18, 2025, at 2:00 PM CT, with a scheduled contract award for the week of February 2, 2026, and a contract start date of March 1, 2026. The initial contract term is three years with options to renew for two additional one-year periods. UHCL served three Deaf and Hard of Hearing students in both Spring 2025 and Fall 2025 semesters, though the anticipated annual volume of service hours remains unknown as needs vary based on employee and university function requirements, student course schedules, and degree plan requirements.
This is a new contract opportunity with no guarantee of minimum service hours. The incumbent vendor failed to meet performance expectations, with documented issues including higher-than-expected costs, difficulty establishing and maintaining assigned interpreters, no-show interpreters without notification, and inadequate follow-up. Billing for canceled assignments requires 24 hours' notice, with travel and administration fees capped at a maximum of one hour per day per interpreter at the standard hourly rate. Virtual services must be provided via Zoom or Teams, while in-person service providers must reside in the greater Houston metropolitan area. Interpreters must hold current certification from either the Board for Evaluation of Interpreters (BEI) or the Registry of Interpreters for the Deaf (RID), maintain Comprehensive General Liability insurance of $1,000,000 per occurrence and Workers' Compensation coverage with $500,000 Employers Liability Coverage, and comply with a 26% Historically Underutilized Business (HUB) Subcontracting Goal requirement.
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RFP No. 759-26-003 BID NAME: Interpreting Services University of Houston-Clear Lake Open Date & Time: December 18, 2025 @ 2:00 PM CT
ADDENDUM No. 1 Date: December 5, 2025
Questions and Answers
Q: Will a new contract be issued as a result of this RFP, or is it a continuation/renewal of a previously awarded contract?
A: New contract
Q: Who is the incumbent vendor for the current contract?
A: To request this information please follow the instructions found at the link https://www.uhcl.edu/policies/public-information
Q: What is the incumbent vendor’s pricing for these services?
A: To request this information please follow the instructions found at the link https://www.uhcl.edu/policies/public-information
Q: Will the contracting agency consider proposals for remote services only?
A: No
Q: What is the anticipated annual volume (e.g., number of hours or events) for the requested services?
A: Unknown
Q: What is the estimated annual budget allocated for the requested services?
A: Unavailable
Q: Can we submit a bid for remote services only?
A: No
Q: The RFP states that in-person assignments canceled by the Director or designee one hour or more before the scheduled start time will not incur Travel, Administration, Fixed Fees, or similar charges. Given that industry-standard cancellation policies typically require at least 48 hours’ notice to avoid fees, would the University be willing to consider adopting a standard 48-hour cancellation window?
A: It is preferred to continue with in-person assignments canceled by the Director or designee one hour or more before the scheduled start time will not incur Travel, Administration, Fixed Fees, or similar charges.
https://www.uhcl.edu/policies/public-information
Q: What is the (approximate) volume of the service hours for each semester?
A: Unknown
Q: Does the university guarantee a number of hours of service usage? Additionally, could historical usage data for reference be provided?
A: No, there is no guarantee of the number of hours of service usage. Needs vary based upon UHCL employee and University function needs, student course schedules, number of classes, requirements of their degree plan.
Q: Is there an incumbent already providing ASL services? If so, who is it and what is the contract number?
A: : To request this information please follow the instructions found at the link https://www.uhcl.edu/policies/public-information
Q: If there is an incumbent what were the rates paid to the incumbent for in-person, virtual, trilingual, and emergency services?
A: To request this information please follow the instructions found at the link https://www.uhcl.edu/policies/public-information
Q: Has the incumbent met all performance expectations, including response times, quality of interpreters, and compliance with contract terms?
A: No
Q: Were there any issues or disputes with the incumbent's performance? If so, what were they?
A: Cost of services was higher than expected, difficulty in establishing and maintaining assigned interpreters, interpreters not showing up as assigned and not notifying UHCL that this would be the case, lack of follow up with Director for specific assignment
Q: Are there any specific platforms or technologies required for virtual interpreting (VRI) service?
A: Meetings and classes, if virtual, are held via Zoom or Teams typically.
Q: How many Deaf and Hard of Hearing students were/are being served during the Spring semester of 2025 and the Fall semester of 2025?
A: Spring 2025 Semester had 3 students, Fall 2025 Semester had 3 students and a 4th started and dropped classes.
Q: What is the estimated annual budget for ASL interpreting services under this contract?
A: Unknown
Q: It is the industry standard to bill for any jobs that are cancelled 48 hours or less. Will this be honored?
A: 24 hours notice of cancellation is typically what UHCL has been operating under and would like to continue with.
Q: If the same interpreter works a class from 9am to 10a and then again at 3p to 4p, it would require the interpreter to travel to the campus twice. Does a maximum one hour of travel per day per interpreter allowed apply or can the interpreter be paid 1 hour admin for each class?
A: A maximum one hour travel per day per interpreter will apply.
Q: Can bid responses be submitted electronically?
A: No
Q: Referencing the recent decision made by the Texas State Comptroller on 12/2/2025 the CMBL shows 48 vendors under Business Category: Other Services Including Legal
(06) with NGP ID 961-46 Interpreter Services for Foreign Languages and 961-67 for Sign Language Services for the Hearing Impaired – that only one vendor is identified as Active. There are no Serviced-Disabled Veterans that provide the services per University of Houston-Clear Lake’s SOW. In light of the updated Texas HUB certification program guidelines, what are the current requirements for HUB participation plans under this solicitation?
A: Per guidance from our legal department the subcontracting plan document is needed for reporting purposes. Please include it with your proposal. The document should reflect your good faith efforts for subcontracting. If there are any updates to this guidance, we will revise our instructions as needed.
Signature Date
Printed Name:
Company Name:
This Addendum is to be returned with your proposal.
| RFP No. 759-26-003 BID NAME: Interpreting Services |
| University of Houston-Clear Lake Open Date & Time: December 18, 2025 @ 2:00 PM CT |
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