EVT0010862_-_Amendment_One_-_Q_A.pdf

Office of Procurement and Contracts 900 SW Jackson St., Room 451 South Topeka, KS 66612

Phone: 785-296-2376 Fax: 785-296-7240 www.admin.ks.gov/offices/procurement-and-contracts

Adam Proffitt, Secretary Laura Kelly, Governor

Amendment

Request for Proposal

Questions and Answers

Date: July 8, 2026

Amendment Number: One (1)

Event Number: EVT0010862

Closing Date: July 28, 2026

Procurement Officer: Nicki Mears Telephone: 785-296-6924 E-Mail Address: nicole.mears@ks.gov

Agency: Kansas Department for Children and Families

Item: Sign Language Interpretation

Conditions: 1) Answers to submitted questions follow on page two (2) of this document.

A signed copy of this Addendum must be submitted with your bid. If your bid response has been returned, submit this Addendum by the closing date indicated above.

I (We) have read and understand this addendum and agree it is a part of my (our) bid response.

NAME OF COMPANY OR FIRM:

SIGNED BY:

TITLE: DATE:

It shall be the vendor's responsibility to monitor this website on a regular basis for any changes/addenda.

http://admin.ks.gov/offices/procurement-contract mailto:nicole.mears@ks.gov http://admin.ks.gov/offices/procurement-contract

Event ID: EVT0010862

EVT0010862 – Amendment One (1)

Sign Language Interpretation

QUESTIONS

Number

Page

RFP Section

Question

Answer

1. 25 4.2 Do you expect to award this tender to one or to multiple vendors?

Multiple

2. Cost Sheet Are partial bids permitted? For example, if we intend to submit a proposal only for ASL remote services and leave out the on-site performance.

Yes, but need to indicate if on-site performance is not available

3. If there is a current incumbent, could you please provide their current rates so we know in advance if we can submit a competitive offer?

This is a new contract.

4. 25 Section 4 Besides ASL, do you need assistance for minority groups with limited English proficiency? If so, what are their mother tongues? Would you consider proposals that include coverage in other languages as optional available services?

Yes, please specify what are also available

5. What was your historical spending on these types of services last year?

This is a new contract

6. Can you please indicate if, historically, other departments, dependencies or units have historically used your contracts to request services?

This is a new contract

7. 25 Section 4 Is there a preference for local providers?

No, but we rely on availability and proximity of interpreters

8. Event Details Is there a preference for SBE, WOB, or other disadvantaged businesses?

During the 2012 Session, the Kansas Legislature enacted a Bidder Preference Program which created three (3) bid preferences. To see if you qualify for any of the preferences, please go to the following website for more information:

https://admin.ks.gov/offices/procurem ent-contracts/bidding--contracts/bidder-programs/certified-business-and-disabled-veteran-owned-business

9. 25 Section 4 Are out of state vendors permitted to submit a bid?

Yes

10. Please provide historical annual usage for onsite/in-person sign language interpreting.

This is a new contract.

https://admin.ks.gov/offices/procurement-contracts/bidding--contracts/bidder-programs/certified-business-and-disabled-veteran-owned-business https://admin.ks.gov/offices/procurement-contracts/bidding--contracts/bidder-programs/certified-business-and-disabled-veteran-owned-business https://admin.ks.gov/offices/procurement-contracts/bidding--contracts/bidder-programs/certified-business-and-disabled-veteran-owned-business https://admin.ks.gov/offices/procurement-contracts/bidding--contracts/bidder-programs/certified-business-and-disabled-veteran-owned-business https://admin.ks.gov/offices/procurement-contracts/bidding--contracts/bidder-programs/certified-business-and-disabled-veteran-owned-business

11. 25 Section 4 What is the State’s expected annual volume for onsite services during the contract term?

It varies among agencies and work will spread out among vendors, thus difficult to determine.

12. Please provide the anticipated onsite service locations by city/location.

This is Statewide.

13. 25 Section 4 For onsite assignments requiring two or more interpreters, what criteria will the State use to approve multiple interpreters, and will each interpreter be billable for the full approved assignment time?

Requests would include number of interpreters, and both parties to agree on capacity required; and each interpreter is billable for the full approved assignment time.

14. Will the State post responses to all vendor questions, including those that result in clarifications but not formal amendments?

All official clarification questions regarding the specifications were due by close of business day on July 2, 2026. This is the Amendment covering questions and answers.

Any questions pertaining to the event’s specifications/cost sheet that are proposed after this timeframe will be spontaneous and not be considered an official State response to include within your submissions.

15. May the required certifications and forms be submitted as a separate administrative attachment, or should they be included within the Technical Proposal document?

You may choose to submit them separately or include with your technical proposal.

16. If multiple emails are required due to file size limitations, is there a preferred naming convention beyond the examples provided in the RFP?

Please use the naming convention listed in Section 2.1 of the bid documents.

17. 29 4.9 Will experience providing statewide sign language interpreting services in other states satisfy the comparable experience requirement?

Yes

18. 25 Section 4 Approximately what percentage of requests are scheduled versus emergency or same-day requests?

Significant majority of requests are made at least a week or longer, only less than 20% are made lesser than a week. Last-minute requests (within 24 hours) may still occur several times monthly.

19. 27 4.6 The RFP allows interpreting services to be provided on‑site, virtual, and through remote means. Please confirm that a bidder may submit a proposal offering only virtual/remote VRI services, including exclusively on‑demand VRI, and is not required to offer on‑site interpreting.

Yes, but please also indicate if on-site performance is not available.

20. Cost Sheet Should VRI rates be listed under the same hourly categories (Normal, After‑Hours, Weekend/Holiday), or should VRI be submitted as a separate service type?

Bidder’s choice should be specified.

However, if the session is 100% virtual (all participants are remote), the hourly rate is preferred. This set up is a Virtual Meeting Interpreting (or VMI) rather than as a VRI. While VRI, only the interpreter is remote.

21. Cost Sheet Does the two‑hour minimum billing requirement apply to VRI assignments?

No, unless specified by the bidder.

22. 25 Section 4 Are emergency and non‑emergency response time requirements the same for VRI and on‑site services?

If specified by the bidder.

23. 27 4.6 Is KCDHH fingerprinting mandatory for VRI interpreters, or only for on‑site assignments?

When required, it would be only applicable to the on-site assignments.

24. Cost Sheet For VRI‑only bidders, should all four regions be selected, or may bidders select specific regions?

The bidder may specify or indicate as a statewide.

25. 27 4.6 Do agencies require specific virtual platforms for VRI, or may the contractor use its own secure platform?

Depending on each state agency, some may have restrictions on certain software and require prior approval. Flexibility is recommended as long as connection is secured.

26. 27 4.6 The RFP identifies on‑site, virtual, and remote/VRI interpreting as allowable service types. Please confirm that all three modalities are considered equally acceptable under this contract and that bidders may propose any combination of these service types.

Yes

27. 4.14 Debarment Memorandum- should this be included in the technical proposal under the line item of “Technical Literature," address specifications (if applicable)?

Yes

28. Attachment A Minimum Qualifications for Sign Language Interpreting be included in the technical proposal under line item “Any Amendments or Supplemental Forms provided” (pg. 3)?

Provided that the bidder registers with KCDHH within 30 days of new contract; and each interpreter is registered with KCDHH. This section requests for bidder to indicate internal procedures, if applicable, on how qualifications is determined prior to registration.

29. 27 4.6.1 In order to maintain confidentiality of individuals, would the State accept provisions of KCDHH registration and certification credentials of each service provider upon award? If this is not acceptable, can the State clarify the documentation required for proof of RID certifications given that they are currently only available as digital Credly badges?

Yes, it is the state requirement. All state agencies contact KCDHH to verify registration.

30. 3.25 Can the State clarify the purpose and meaning of language in section 3.25 with respect to independent contractors that may be utilized for interpreting assignments?

You, and any subcontractors you engage, must classify workers in accordance with applicable law.

Individuals who legally qualify as employees must be treated as employees and cannot be improperly classified as independent contractors. Failure to properly classify workers may result in termination of the contract by the client.

31. 32 4.13 – 8&9 If the State agency requires a security clearance and the contractor is responsible for the cost, would the State be able to identify the estimated fee associated with this requirement?

When the clearance is required, at least 2 applicable fees, but the total cost should be under $75 one-time, but additional out-of-state inquiry may incur if the interpreter moved within 5 years in each state, subject to their respective state fees which range from $5 to $35. Approximately 12 states have sharing agreement with Kansas.

32. Can the State provide who the current incumbent supplier(s) are?

This is a new contract.

33. What challenges does the State face with your current supplier(s)?

This is a new contract.

34. 27 4.6 What is your projected annual volume related to this

RFP?

It varies among agencies and work will spread out among vendors, thus difficult to determine.

35. What are your annual hours and/or spending on ASL interpreting services?

This is a new contract.

36. 27 4.6 What percentage of services requested is projected to be onsite versus virtual?

60% on-site, 25% virtual/all remote, and 15% VRI.

END OF AMENDMENT ONE – EVT0010862