QA for KK21-02-O.docx

UWM Bid Bid KK21-02-O ANSWERS TO BID QUESTIONS, POSTED 2/22/2021, ATTACHED WITH AMENDED BID.

(The Q&A period is over.)

1. Who is the current vendor for ASL interpreting services? 11 vendors on UWM contracts: Alt. Comm. Svcs, Brice Christianson Interpreting, Communications Link, DJC Interpreting Svcs, LLC, Next Step, Interpreting Solutions, Inc., Jen Hayes Interpreting and Consulting, LLC, Scott Kawczynski, Purple Comm. Inc, Smart Interpreting Svcs, Versatile Interpreting Svcs, LLC

2. How long have they been on contract? July 1, 2018

3. What is the current rate bid for ASL interpreting services? $45 - $75

4. Who is the current vendor for Speech-to-text captioning services? See #6

5. Do they provide all types of captioning (CART, Typewell, C-Print)? Contractors vary in svcs provided.

6. What is the current rate bid for each type of captioning provided? C Print: $50-$60 CART: $50 - $165 Typewel: $50 - $60

7. On the Cost page the instructions are to provide the same rate for in-person and remote services. Why? For in-person services, travel will be charged; for assignments that are remote, 15 minutes for set-up and connection will be charged. Services are the same, but the modality is different.

8. In Section 1.1.11 Liquidated Damages: damages that are agreed upon by the State and Contractor, or stipulated to, the actual damages that will result from a breach of the contract. Liquidated damages prevent controversy between the State and Contractor on the amount of damages that have occurred from the breach. What is the current amount of liquidated damages requested by the state/university? See section 2.21 of bid KK21-02-O

9. On page 3, “Bids that require a minimum number of services be ordered will be rejected.” Do you mean a minimum number of service hours for example a 2-hour minimum? Last sentence of 1.3 amended to “Bids that require a minimum number of service hours (over the 1/2hr minimum stated in 2.15) be ordered will be rejected.” If that is the case, section 2.10 does provide a 2 hour minimum rate be charged if the university cancels services with less than 24 hours’ notice, correct? Yes, that is correct.

10. Based on prior history of services how many hours of ASL interpreting was provided on-site for the FALL 2019 semester? Same semester for Remote ASL interpreting? For contracted services, roughly 265 hours. No remote interpreting was done for Fall 2019

11. Based on prior history of services how many hours of speech-to-text captioning was provided on-site for the FALL 2019 semester? Same semester for Remote captioning? For contracted services, roughly 275 hours. No remote speech-to-text was done for Fall 2019

12. Based on prior history of services how many hours of ASL interpreting was provided on-site for the Spring 2020 semester? Same semester for Remote ASL interpreting? For contracted services, roughly 251 hours. Starting in March we went full remote so roughly the same number of hours.

13. Based on prior history of services how many hours of speech-to-text captioning was provided on-site for the Spring 2020 semester? Same semester for Remote captioning? For contracted services, Roughly 237 hours. Starting in March we went full remote so roughly the same number of hours.

14. Does the University employ staff interpreters and staff captionist as well? Yes. Does the volume of work provided to the last few questions include hours provided by university staff? No.

15. What challenges does the University face with the provision of interpreting and captioning services if any? All service requirements are defined in sections 1 and 2 of the bid.

16. How many deaf students on average does the university provide ASL interpreting services per semester? For captioning? Fall of 2020, 16 interpreting and 14 captioning

17. On the price sheet, Exhibit A – there is a line for Short Notice Request. It appears to be under the header for “Lot 2 – captioning” Does it also apply to short notice requests for ASL interpreting services? Exhibit A Price Sheet on Page 13 has been amended, to add Short Notice Request to both lots, and to add regular business hour rate section to Speech to Text svcs. USE AMENDED BID TO SUBMIT BID RESPONSE.

18. On the price sheet under Required Attachments there is a request for ‘a copy of DSPS license, certification or other qualifications…” this is a request for each interpreter or captionist on staff with the agency or under independent contract with an agency? How do you guarantee those individuals will be the only ones used when requesting services? Wouldn’t it be more efficient use of university staff time to request documentation upon scheduling services? REQUIRED ATTACHMENTS in Exhibit A Price Sheet has been removed. Also see amended section 2.2 now requiring proof of certification or other qualifications before an assignment is accepted.

19. Who are the current incumbents? What are their rates? See #1 and #3

20. What was the monthly average amount of on-site ASL interpretation services requested in hours for 2020? See #12 and #13

21. Will this bid be awarded to multiple vendors? Yes. If so, how will the work be distributed? Based on need, availability and schedules.

22. Is there a minimum/maximum number of bidders the University is anticipating on awarding? Due to the nature of the competitive bid process, no minimum/maximum number of awardees has been predetermined. The University intends to award to enough vendors to ensure our service needs are met. See bid term 3.5

23. Does the University currently utilize an online platform/portal for interpreter requests and scheduling? No. If so, is the University paying an additional monthly fee outside of the interpreting rates? N/A, we don’t use one.

24. On average, how many interpreters are needed on site per request? It is based on need, availability and nature of assignment – duration and content of request (typically 1-2 interpreters).

25. What was the monthly average amount of CART services requested for 2020? None

26. Can you please break down the frequency of each CART service requested for 2020? (Example: 50% on-site CART, 50% remote CART) None

27. What was the monthly average amount of video remote interpretation (VRI) services requested in hours for 2020? Fall 2020, 251 hours for VRI interpreting were (due to a fully online approach with the pandemic)

28. Can you please break down the frequency of each ASL service requested for 2020? (Example: 50% on-site ASL, 50% VRI) January to March 100% on-site and then March to May 100% VRI/Speech to Text. Then moving forward it has been 90% VRI and 10% was hybrid or on-site

29. Page 7, Section 2.15 states "UWM guarantees a 1/2 hour minimum for on-site interpreting or real time speech to text services requests)." It is industry standard for these on-site services to secure a 2 hour minimum. Can the minimum be modified to 2 hours to adhere to industry standards? No

30. How many urgent/last minute requests were made in 2020? 5%

31. How many last minute (less than 24 hour notice) assignment cancellations by the University were made in 2020? It is rare to have last minute assignment cancellations. Also note: Cancellation clause 2.10 is now amended as follows, see bid : If the cancellation notice is less than 24 hours, the contractor may charge a cancellation fee not to exceed half of the assignment worth of service, at the rate appropriate for the scheduled shift per interpreter.

32. How many after hours/holidays/weekend requests were made in 2020? Not included in the student class schedule, they are based on student need and participation in activities for courses or extra curriculars

33. How does UWM currently organize their requests – do they all go through one team or is it decentralized? It is centralized scheduling

34. How soon do you send out schedules prior to the semester so that we can begin scheduling service providers for the upcoming semester? 2 weeks before the start of classes

35. Page 5, section 2.7 Teaming states "The contractor and University must mutually agree on the conditions necessary for the provision of a team of providers versus an individual on a case-by-case basis." What are the general conditions regarding teaming with the previous incumbents? Industry standard is to secure a team for any assignments longer than 1.5 hours of non-stop ASL discourse, given the physical exertion required in ASL interpreting. Our University is unique. A team is secured based on decision of coordination team and nature of assignment

36. Will the University provide literature on the specific courses deaf/hard of hearing students are enrolled in? No

37. Page 3, section 2.2 Licensing Requirement states "all ASL interpreters performing interpretation under this contract, whether located in Wisconsin or not, must be licensed by the WI Department of Safety and Professional Services." Please note our roster of interpreters includes those who are nationally certified through the Registry of Interpreters for the Deaf (RID) who can also be available for remote assignments. Can this requirement be modified to allow for nationally certified interpreters to provide VRI services to the University? No, it cannot be modified. All parties must be licensed in the state of Wisconsin.

38. Is there anything different you would like to see with this new contract? All service requirements are defined in sections 1 and 2 of the bid.

39. Who is/are the incumbent(s)? What are their rates? See answers for #1, 3, and 6.

40. Is the University willing to accept the industry standard 2-hour minimum for on-site interpreting assignments? No, UWM will guarantee a ½ hour service assignment, for on site interpreting plus any travel.

41. Pursuant to Section 2.2 – can the University clarify this section? Does it mean that an interpreting agency must have a specific Wisconsin license to provide interpreting services in a post-secondary education setting? Or that the freelance interpreters that will actually provide the services must have both their WI ASL interpreter license and a separate, specific post-secondary education interpreting license? Please specify the exact license(s) that will be required, if possible. See answer to #38

42. If an assignment falls between rate categories of business hours and after business hours, if the rates are different, how does a company/agency bill the travel?

Example: Assignment 4pm to 6pm. Half hour travel billed TO the location and half hour of travel billed FROM the location. Which rate does it follow? Business hours, non-business hours or does it get split? Any time beyond 5pm would be billed at after business hours, so rate charges are split. See amended Exhibit A, Price Sheet, which now states that travel time is billed at and part of the hourly rates.

43. For the services required for this bid, what is the anticipated and/or historical volume per month? Services based on what the campus and students need.

44. Could you please tell us the anticipated contract value? See answer to #3 and #6

45. What is the contract start date/contract length? See bid term 1.4

46. What is your language mix for this contract? Based on current student needs.

47. Will you accept a 2-hour minimum for in-person interpretation and 1-hour minimum for virtual interpretation in the cost sheet? See #40

48. On page 13 of the bid cost sheet under required attachments, are the listed attachments only in regards to real time speech to text? See #18, this section has been removed.