Q_A-DQ 2026000415 - Sheet1.pdf

Question Answer The pricing section includes cancellation fees but does not define conditions under which services may be considered non-payable due to quality issues or corrections. Could you clarify: a) Under what circumstances would a translation be considered non-payable? b) Is there a specific threshold (e.g., percentage of corrections required) that would trigger non-payment?

That is asking what your cancellation fees are if the state needs to cancel a request.

The DQ does not include a pricing template or required format. Do you have a preferred pricing sheet or template that vendors should follow? If so, could you please provide it? Any Accessible Format is fine.

Should pricing for written translation include proofreading/editing, or should it be listed separately?

Also, how will translation quality issues be evaluated and when would corrections be required? Additionally, can vendors include DTP/formatting fees for noneditable files?

Proofreading/editing should be included. Translation quality issues will be evaluated if errors are identified by the party who submitted the document for translation, and corrections would be required if the error changes the substantive meaning or content of the document. Vendors may not include DTP/formatting for noneditable files, unless they are not creating a new document.

The SOW references “virtual verbal translation services.”

Can you please clarify whether this refers to: a) Over-the-phone interpretation (OPI), b) Video remote interpretation (VRI), c) Platform-based meetings (e.g., Zoom/Webex), or a combination of these? OPI and very occasional platform-based The pricing table indicates a one-hour minimum for virtual verbal interpretation. Considering that the standard industry minimum is typically two (2) hours, would the State be open to vendors proposing a two-hour minimum for interpretation services? Yes Can you confirm whether interpretation services are expected to be consecutive, simultaneous, or both depending on the assignment? Services requested will be consecutive For same-day (rush) translation and interpretation services, are vendors allowed to define separate rush pricing, or must pricing be consistent regardless of turnaround time?

Same day services not often needed, rush pricing information can be included in proposals

Could you provide an estimated monthly or annual volume for translation and interpretation services to help vendors price appropriately? Approximately 50 Spanish translations per month

Attachment I includes an optional M/WBE self-certification form. Would out-of-state certified small/women-owned businesses be eligible for consideration, and is submission of this certification recommended?

Yes, out of state vendors will be considered, but this certification is not required

Are historical usage records available for previous years for both interpretation and translation services? If so, could you please share them to help assess trends and growth over time? Approximately 50 Spanish translations per month Are there any incumbent vendors currently providing these services? If so, are their rates publicly available? Yes; not sure Could you please clarify whether Section 508 compliance requirements apply to the translated deliverables? If applicable to translations, is the expectation that the language service provider ensures full Section 508 compliance (e.g., accessible formatting, tagging, alt text), or will this be handled separately? In cases where accessibility remediation is required, should these services be included in the proposal or quoted as a separate line item?

All documents provided by the Contractor to the State must comply with accessibility laws

What is the typical scope of same-day requests (e.g., word count for translations or duration for interpretation)?

Not often needed, Two hours for verbal interpretation approximately once a month.

Does the 48-hour turnaround apply uniformly regardless of document length, or are there volume guidelines associated with this timeframe? What is the typical or maximum word count expected for assignments within the 48-hour turnaround window?

Tiered turnaround times and pricing information can be included in proposals

Could you please confirm whether billing should be based on source word count or target word count?

Should additional services such as DTP (desktop publishing/formatting be itemized separately?

Source word count. Itemize DTP and other services separately.

Are partial proposals acceptable (covering only one of the requested services), or must proposals include both translation and interpretation services to be considered? Ideally both services will be covered in your proposal Is it possible to bid for translation only and not for interpretation? I'd offer a price in the translation box and write something like "N/A" in the interpretation box of Attachment C - Quotation Requirements. Ideally both services will be covered in your proposal

If I wish to submit a bid as an individual translator, do I need to file a W-9 form anyway? Yes What are the expected operating/business hours for coverage requirements? 8 am - 5 pm MT What is the anticipated monthly and/or annual volume for: • Written translation (in total word count), and • Verbal interpretation (in total hours or number of sessions)? Additionally, what is the estimated percentage breakdown between written translation and verbal interpretation services?

Approximately 50 Spanish translations per month; mostly verbal translation

What is the average, typical, and maximum size of translation requests (in words or pages), and how do these compare to requests requiring same-day turnaround?

Approximately 50 Spanish translations per month; mostly verbal translation

How is “same-day” turnaround defined (e.g., within a specific number of hours or by the end of the business day)?

Same day services are not often needed, so the details can be discussed on a case by case basis

Are there any peak periods or seasonal fluctuations in demand that should be anticipated? Not regular or reliable ones Are there any penalties associated with turnaround times?

No direct penalties, but we would reduce the services requested if turnaround time was a continual issue.

What are the required qualifications and certifications for interpreters (e.g., court certification)?

Court certification preferred, but experience with administrative or legal hearings acceptable

Is a premium rate permitted for same-day or rush requests?

Tiered turnaround times and pricing information can be included in proposals

1. May we bid for only a part of the service such as "Spoken Language/Verbal Interpretation" under this bid or it must be both services that we can bid on? 2. We are a NYS certified MWBE may we still go ahead if not certified as such in Colorado State? 3. Do you require resumes and can they be anonymized?

1) Both services preferred 2) I think so 3) Do not require resume, but can be anonymized if submitted

1. What is the historical volume of interpreting requests per month? Approximately 50 Spanish translations per month What verbal interpretation services do you require?

Remote or in-person? Is on demand over-the-phone interpretation acceptable? Typically remote services, including over the phone What types of appointments will CDLE staff typically be requesting interpretation for? Unemployment benefits appeal hearings.

What is the average duration of each interpreted appointment? Approximately two hours Is interpreting primarily in consecutive mode, or is there a possibility that simultaneous interpreting will be requested? If so, can we update the quotation template to allow for different rates for consecutive and simultaneous interpreting? Services requested will be consecutive Do translators who provide work remotely need to be background checked?

All contractors must supply background checks upon request from the State

What is the standard length of the documents that are expected to be delivered same day and within 48 hours?

Tiered turnaround times and pricing information can be included in proposals

Under "Attachment B - Statement of Work (submit with response)", what do you expect bidders to submit?

Any existing Statement of Work or pricing documents related to the solicitation; Submit Attachment A to aknowledge requirements

Do expect a Technical proposal, previous experience, company profile etc to be submitted? Yes, if available Are partial bids acceptable? Yes Considering it is the industry standard to use hourly increments, would you consider changing the 15-minute increment policy to improve coverage? Yes What is the anticipated annual volume (e.g., number of hours or events) for the requested services?

Approximately 50 Spanish translations per month; mostly verbal translation

What is the estimated annual budget allocated for the requested services? will not disclose Who is the incumbent vendor for the current contract?

What is the incumbent vendor’s pricing for these services? will not disclose current pricing/vendor Can you provide information regarding the incumbent service provider(s) and your current rates? No The Statement of Work requires written translations to be completed within 48 business hours of confirmed receipt, as well as the capability to fulfill same-day rush requests.

Will CDLE consider establishing tiered turnaround timeframes based on document word count or complexity, or will the 48-business-hour standard apply uniformly to all written translation requests regardless of volume or document type?

Tiered turnaround times and pricing information can be included in proposals

Can you provide historical utilization metrics or expected volume for each service category over the preceding 12– 24 months? Can you provide historical information on scheduled, after-hours, and emergency requests?

Approximately 50 Spanish translations per month; mostly verbal translation; no historic data to provide as emergency services are rarely needed

May we attach our Rate Sheets to Exhibit C? yes We would like to know if the interpreters are in person or not?

Virtual and written interpretation only, no in-person expectations

How often do same day rushes come out? Not often, maybe once a year Would you be able to share current vendors? No Would you be able to provide current pricing? No

1. Under "Attachment B - Statement of Work (submit with response)", what do you expect bidders to submit? Submit Attachment A to aknowledge requirements Could you please provide an estimate of the total number of words or the volume of documents you typically require for translation services, either on a monthly or annual basis?

Mostly verbal translation needed, no written translation estimates available at this time

Additionally, we would appreciate information on the number of hourly virtual calls you conduct each month or on an annual basis.

Approximately 50 Spanish translations per month; mostly verbal translation

For corporate clients, do you require us to submit both our company history and resumes of our team members, or is just the company history sufficient? Comapny history is sufficient but Resumes are welcome.

Are there any other specific inquiries you have or further details you need us to provide regarding our translation or virtual interpretation services? No Could you please outline your expectations for same-day translation requests?

Same day services are not often needed, so the details can be discussed on a case by case basis

To ensure we are on the same page, I would appreciate it if you could confirm the following details: - Expected volume of requests (per day or week) - Minimum notice required for submissions - Required turnaround times - Do you consider a same-day rush request to be 24 hours? If not, please specify what you define as a same-day rush request for translation. For example, if a request is submitted at 4:00 PM, what delivery time do you expect?

Same day services are not often needed, so the details can be discussed on a case by case basis; Tiered turnaround times and pricing information can be included in proposals if available; Approximately 50 Spanish translations per month;

mostly verbal translation