Questions and Answers S1847 2.xls

XLS spreadsheet 49 KB Posted Dec 30, 2021

Attached to: On Demand Interpretation and Translation Services
Solicitation number: 99SWC-S1847
Issued by: Churchill County, Nevada

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Written by GovTribe AI · Apr 2, 2024

This document contains questions and answers related to a Request for Qualification (RFQ) for On Demand Interpretation and Translation Services issued by the State of Nevada. The RFQ seeks proposals for over-the-phone, video remote, and on-site interpretation services, as well as written document translation services, to be available to all state agencies. The contract term is unspecified, but the RFQ states it will be a multi-vendor award. The proposal deadline is Monday, January 3rd.

The RFQ provides details on the types of services required, including estimated volumes and language needs, though historical usage data is limited. Vendors are permitted to bid on individual service categories rather than being required to provide all services. Pricing structures allow for differential rates based on language, modality, and translation direction. The state indicates it has previously contracted with multiple vendors, though incumbent pricing information is not provided. Funding sources and amounts are also unspecified, but the state emphasizes the need for competitive pricing.

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Other files

File	Type	Posted
Incorporated Attachments~1.pdf	PDF	Dec 30, 2021
Questions and Answers S1847.xls	XLS spreadsheet	Dec 30, 2021
Technical Requirements and Cost Proposal~1.docx	DOCX document	Dec 30, 2021
Attachments for Signature.pdf	PDF	Dec 30, 2021
Quote Instructions.pdf	PDF	Dec 30, 2021
RFQ 99SWC-S1847 OnDemand Interpretation and Translation.docx	DOCX document	Dec 30, 2021

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Bid Q&A for Export Report

Bid Q&A
QUESTION_NBR	CREATED_BY	QUESTION_SUBJECT	QUESTION_TEXT	ANSWER_TEXT
1	MJD1586	Deadline	Can you confirm the proposal deadline is Monday January 3rd?
2	MJD1586	Volumes	Can you provide details on anticipated volumes:

Average monthly volume, per language for over-the-phone interpretation services?

Average monthly volume per month, per language for video remote interpretation services?

3	MJD1586	Call Center locations	Do all calls need to be handled by U.S. based Call Centers?
4	ACANJURA	Addtional	1. Can Foreign entities (California) apply? If so, what additional information is required?

2. Is there an incumbent? If so, what are the rates?

5	ACANJURA	Clarification	1. Must we provide the insurance certificates and Business License aling with our Bid response or only if and when it's awarded?
6	ACANJURA	Company Financials	1. What kind of vendor financial information do you require? Page 5; 9.6 was not clear.

2. Do we add the vendor financial information in Sec 9, Response to Critical Items, or on the Proprietary information section?

	7	MJD1586	Award type	Is this a single award or multiple award contract?
	8	MJD1586	Capabilities	In order to be eligible for award, does a vendor need to bid on all requirements? For example can a vendor bid on over-the-phone interpretation and not video remote interpretation?
	9	JOHNDRUGAN	Volume	Does the State have any expectation of the spend for each requested service? I.E. how much money per year is spent on telephonic interpretation services.
	10	JOHNDRUGAN	Volume	Does the state have any expectation of how many minutes per year are used for over the phone interpretation?
	11	JOHNDRUGAN	Language Mix	Does the state have any expectation of the language mix for each requested service? I.E. 90% Spanish, 5% Mandarin, etc.
	12	RFP@HELLOGLOBO	Equipment	Will you require new equipment for lease or purchase? What is the current per phone/tablet Monthly Equipment Lease Fee?
	13	RFP@HELLOGLOBO	Equipment	What is the plan for using existing equipment with a new vendor?
	14	RFP@HELLOGLOBO	Historical Data	Can you please share the number of minutes or frequency (as a percentage) of each language requested from the previous year?
	15	RFP@HELLOGLOBO	Historical Data	Can you confirm most common languages requested for interpretation and translation? Is Spanish a common language request for interpretation and translation and at what percentage?
	16	RFP@HELLOGLOBO	Historical Data	How many interpretation minutes per month do you anticipate needing?
	17	RFP@HELLOGLOBO	Historical Data	How many words per month do you anticipate needing to be translated?
	18	RFP@HELLOGLOBO	Historical Data	How do you currently track language service metrics... use, spend, connect time, etc?
	19	RFP@HELLOGLOBO	Historical Data	At what frequency do you expect in-person interpreting to occur? Can you provide historical data and/or use case examples?
	20	RFP@HELLOGLOBO	Historical Data	What other vendors are currently approved and what are their fees?
	21	RFP@HELLOGLOBO	Historical Data	What pain points are you looking to address that you did not have fulfilled by your current language service provider?
	22	RFP@HELLOGLOBO	Evaluation	Can you please clarify the evaluation factors described in 7.1.4 A and how will vendors be given a passing score vs. a failing score?
	23	RFP@HELLOGLOBO	Business Licenses	Can you please clarify whether a business license is needed with submissions or if it can be acquired after contract award but prior to contract execution? (NOTE: Q 2.2.2 of the Vendor Information Response form asks bidders to provide their Nevada license number.)
	24	RFP@HELLOGLOBO	Historical Data	Historically, what percentage of calls are NOT answered within the 60 seconds threshold?
	25	RFP@HELLOGLOBO	Historical Data	Please identify all entities that utilize this contract.
	26	RFP@HELLOGLOBO	Historical Data	What is the combined annual spend on language services through this contract? (Estimated or Historical)
	27	RFP@HELLOGLOBO	Approved Vendors	What is the process for approved vendors to begin working with Nevada entities through this contract?
	28	ANNIE.SLIGH@ULGROUP.COM	GENERAL	Does a vendor have to bid for all services, or can it bid one or two of the services?
	29	ANNIE.SLIGH@ULGROUP.COM	GENERAL	What type of lead time would we have before going live once we have been chosen as a provider?
	30	ANNIE.SLIGH@ULGROUP.COM	GENERAL	Are you able to provide your current incumbent pricing/information?
	31	ANNIE.SLIGH@ULGROUP.COM	GENERAL	What are the rate caps for each of the services?
	32	ANNIE.SLIGH@ULGROUP.COM	GENERAL	Will you require any custom reporting?
	33	ANNIE.SLIGH@ULGROUP.COM	GENERAL	Are there any penalties associated with not meeting established SLAs?
	34	ANNIE.SLIGH@ULGROUP.COM	INTERPRETATION	Can you please provide the estimated breakdown of spend for Over-the Phone Interpretation (OPI), Video Remote Interpretation (VRI), and On-Site Interpretation (OSI) Services through the duration of the last contract term?
	35	ANNIE.SLIGH@ULGROUP.COM	INTERPRETATION	Are you able to provide a summary of languages used for Over-the Phone Interpretation (OPI), Video Remote Interpretation (VRI), and On-Site Interpretation (OSI) Services for the duration of the last contract term?
	36	ANNIE.SLIGH@ULGROUP.COM	INTERPRETATION	How many minutes of Over-the Phone Interpretation (OPI) Services were billed in the previous year?
	37	ANNIE.SLIGH@ULGROUP.COM	INTERPRETATION	How many minutes of Video Remote Interpretation (VRI) Services were billed in the previous year?
	38	ANNIE.SLIGH@ULGROUP.COM	INTERPRETATION	How many hours of On-Site Interpretation (OSI) Services were billed in the previous year?
	39	ANNIE.SLIGH@ULGROUP.COM	INTERPRETATION	What challenges do departments currently face with Over-the Phone Interpretation (OPI), Video Remote Interpretation (VRI), and On-Site Interpretation (OSI) Services?
	40	ANNIE.SLIGH@ULGROUP.COM	INTERPRETATION	Are there any specific requirements regarding the location/base of the interpreters?
	41	ANNIE.SLIGH@ULGROUP.COM	INTERPRETATION	What type of data is collected by current vendors?
	42	ANNIE.SLIGH@ULGROUP.COM	INTERPRETATION	Will there be opportunities to integrate interactive voice response (IVR) with regards to Over-the Phone Interpretation (OPI)?
	43	ANNIE.SLIGH@ULGROUP.COM	INTERPRETATION	Will Third Party (3P) calls be required?
	44	ANNIE.SLIGH@ULGROUP.COM	INTERPRETATION	What type of advance notice will be provided for On-Site Interpretation (OSI) appointments?
	45	ANNIE.SLIGH@ULGROUP.COM	INTERPRETATION	What are the expected SLAs for OPI and VRI?
	46	ANNIE.SLIGH@ULGROUP.COM	INTERPRETATION	Will you use your own equipment, or you might have a need to lease/purchase it from us?
	47	ANNIE.SLIGH@ULGROUP.COM	TRANSLATION	Can you please provide the estimated spend for Translation Services in previous year?
	48	ANNIE.SLIGH@ULGROUP.COM	TRANSLATION	Are you able to provide your historically required language list for Translation Services?
	49	ANNIE.SLIGH@ULGROUP.COM	TRANSLATION	For Translation Services are you able to provide volume breakdown by language (words/pages)?
	50	ANNIE.SLIGH@ULGROUP.COM	TRANSLATION	How many words of Translation Services were billed in the previous year?
	51	ANNIE.SLIGH@ULGROUP.COM	TRANSLATION	How many pages of Translation Services were billed in the previous year?
	52	ANNIE.SLIGH@ULGROUP.COM	TRANSLATION	What challenges do you currently face with Translation Services?
	53	ANNIE.SLIGH@ULGROUP.COM	TRANSLATION	Can you please provide additional information regarding required Turnaround Times for Translation Services?
	54	ANNIE.SLIGH@ULGROUP.COM	TRANSLATION	Are there any specific linguistic qualification requirements needed outside of the ISO17100 qualifications?
	55	ANNIE.SLIGH@ULGROUP.COM	TRANSLATION	Are there any specific requirements regarding the location/base of the translators?
	56	ANNIE.SLIGH@ULGROUP.COM	TRANSLATION	Please advise what the content type of your Translation Services requests will contain.
	57	ANNIE.SLIGH@ULGROUP.COM	TRANSLATION	Will you require any integrations with your Content Management System?
	58	ANNIE.SLIGH@ULGROUP.COM	MISCELANEOUS	If we do not provide subcontractor information, will we be excluded from the RFP?
	59	ANNIE.SLIGH@ULGROUP.COM	MISCELANEOUS	What are the typical file formats for submitting translations?
	60	ANNIE.SLIGH@ULGROUP.COM	MISCELANEOUS	Are there any specific technical requirements like file types, software or formats for submitting translations?
	61	ANNIE.SLIGH@ULGROUP.COM	MISCELANEOUS	Will a translation memory database (TM), glossary, style guide or previously translated materials be supplied to the chosen vendor(s)?
	62	ANNIE.SLIGH@ULGROUP.COM	MISCELANEOUS	Are there any specific technical requirements like file types, software or formats for submitting translations?
	63	ANNIE.SLIGH@ULGROUP.COM	MISCELANEOUS	Will a translation memory database (TM), glossary, style guide or previously translated materials be supplied to the chosen vendor(s)?
	64	ANNIE.SLIGH@ULGROUP.COM	MISCELANEOUS	Are there any 508 accessibility requirements for translated documents?
	65	ANNIE.SLIGH@ULGROUP.COM	MISCELANEOUS	Will there be a client external or internal review process?
	66	ANNIE.SLIGH@ULGROUP.COM	MISCELANEOUS	What are the TAT requirements for review edits?
	67	ANNIE.SLIGH@ULGROUP.COM	MISCELANEOUS	Are interpreters required to be certified by one of the entities mentioned or would they consider internal vetting process and overall compliance with ACA 1557 for qualified medical interpreters?
	68	ANNIE.SLIGH@ULGROUP.COM	MISCELANEOUS	Please define Sub Contractor
	69	JOHNDRUGAN	Proposal Response	Regarding Section 10.3 of the RFQ document...Does the state require vendors to provide any additional response to the "Technical Requirements" document, other than completing the "Comply? (Yes, No, n/a)" column?
	70	JOHNDRUGAN	Services	Are vendors evaluated more favorably if they provide more of the requested services?
	71	JOHNDRUGAN	Services	Are vendors permitted to only bid on select line items? If vendors only propose for one service, like over the phone interpretation, will they be evaluated less favorably than vendors who provide multiple services?
	72	RFP@HELLOGLOBO	Financial Information	Can you please clarify the RFP's language found in Section 9.6? What financial information is specifically being requested? And is this information to be submitted as confidential and honored as such? (NOTE: We are a private company)
	73	BIDS@VOLATIA.COM	Contract Value	Is there an estimated value for this contract?	Yes, TBD after submission review.
	74	BIDS@VOLATIA.COM	Historical Data	Does the State have historical data regarding the total number of service hours used for the previous two years, for each requested service category?	No, Total spend for previous eleven contracted vendors over three years is Approx: $716,700.00
	75	BIDS@VOLATIA.COM	Incumbent	Does the State have a current incumbent for these services, and if so, what rates is the State currently being billed for each service category?	Previous vendor contract information is available here: https://nevadaepro.com/bso/view/search/external/advancedSearchBid.xhtml?q=S359&currentDocType=bids
	76	CONTRACTOFFICER@ALSINTL.COM	Background	Was there a previous RFP for these services? If so, can we see that previous RFP document?	See answer to question (75)
	77	CONTRACTOFFICER@ALSINTL.COM	Background	Is there an incumbent vendor for this bid? If an award was made, please name the incumbent(s).	See answer to question (75)
	78	CONTRACTOFFICER@ALSINTL.COM	Background	If there is an incumbent, at what rates are services being offered?	See answer to question (75)
	79	CONTRACTOFFICER@ALSINTL.COM	Scope of Work	Since this is a multi-vendor contract, may offerors submit responses for some services or must they provide all services?	Vendors may only submit for the services they offer
	80	CONTRACTOFFICER@ALSINTL.COM	Pricing	The cost of translating from English into another language is typically not the same as the cost of translating from another language into English. In the interest of securing the optimal pricing for the State we would like to provide separate pricing based on the direction of translation. Will this alternative pricing model be acceptable?	Yes
	81	CONTRACTOFFICER@ALSINTL.COM	Volume	What is the volume, by language, of projected usage for translation?	Information is not available. Any awarded contracts are to provide every state agency access to needed services. Information does not materially impact vendor's ability to provide a response.
	82	CONTRACTOFFICER@ALSINTL.COM	Volume	What is the volume, by language, of projected usage for interpreting?
	83	CONTRACTOFFICER@ALSINTL.COM	Volume	What is the volume, by language, of historical usage for translation?
	84	CONTRACTOFFICER@ALSINTL.COM	Volume	What is the volume, by language, of historical usage for interpreting?
	85	JOEWHITTINGTON	Must bid all Services?	Can we respectfully bid three services versus all services? Will bid be disqualified if not all services bid?	Vendors may only submit for the services they offer
	86	JOEWHITTINGTON		Will bid be disqualified if not all services bid?	No
	87	SATRISTAIN	Out of State Vendors	Are out of state vendors able to participate as well?	Yes
	88	SATRISTAIN	Partial Bid	Can we bid for Document Translation services only?	Yes
	89	SATRISTAIN	Languages	What are the most requested languages?	Please see the Cost section of the Technical Requirements attachment.
	90	SATRISTAIN	Volume	What is the estimated volume in words and/or pages for this solicitation? Could you provide historical information of written translation services utilization per language?	No, Total spend for previous eleven contracted vendors over three years is Approx: $716,700.00
	91	SATRISTAIN	Current Incumbents	Is there an incumbent for this contract? If there is, can you tell us who the incumbent is? Can you share the rates they are currently being charged?	See answer to question (75)
	92	SATRISTAIN	NEVADA BUSINESS LICENSE	Shall we submit a NEVADA BUSINESS LICENSE at the moment of submitting the proposal, or upon award of contract?	Upon notice of award of contract. NV Business License is required prior to Board of Examiner final approval of contract.
	93	MJD1586	Invoicing	Interpreter Services: Invoices will reflect billing increments of one minute. For any period of time which falls between tenths of a minute, Contractor will round up to the next tenth of a minute. One-tenth of one minute is defined as six seconds
Question: Is billing done per minute or per tenth of a minute?	Per minute
	94	MJD1586	Cost Proposal	Combined Services for Over-the Phone and Video Remote Interpretation
Question: Is the expectation that this will be at a lower cost than the two services separately?	Vendors are encouraged to provide their best response
	95	DPERDUE@SORENSON.COM	Solicitation SOW	Is this solicitation replacing the former 99SWC -S359 for "On-site Spoken and Sign Language Interpretation"? The SOW for S1847 focuses on on-demand OPI, telephone, document translation with minor mention of on-site interpreting work. Please clarify.	Yes. Onsite is included where the vendor can/chooses to provide those services.
	96	DPERDUE@SORENSON.COM	Technical Requirements and Pricing	In Person interpretation section asks for pricing by the word or minute. Typically this should be by the hour. Please clarify how to bid pricing for in-person interpreting.	Vendors are encouraged to provide accurate pricing for their services. The state recognizes various models are used.
	97	DPERDUE@SORENSON.COM	Technical Requirements and Pricing	Pricing for in-person and VRI for Sign Language interpreting include minimums. Where should that information be provided since the pricing page does not have a section?	Technical Requirements and Cost proposal attachment is an editable word doc. Vendors are encouraged to provide accurate pricing for their services.
	98	DPERDUE@SORENSON.COM	Solicitation SOW	It is unclear from the SOW and Technical Requirements if the state is seeking on-site CART or remote captioning CART or both? Please clarify and where would a vendor indicate a pricing difference?	Both, see previous answer
	99	DPERDUE@SORENSON.COM	Technical Requirements and Pricing	The pricing sheet does not allow for night, weekend, holiday differentials that are standard of practice for on-site sign language interpreting. Where should those quotes be provided?	See previous question (97)
	100	DPERDUE@SORENSON.COM	Technical Requirements and Pricing	Where is the cancelation policy/terms?	Please review the Incorporated Attachments PDF. Cancellation is listed in the
	101	DPERDUE@SORENSON.COM	Technical Requirements and Pricing	Standards of Practice include an urgent or emergency fee. Where should those fees be included?	See previous question (97)
	102	DPERDUE@SORENSON.COM	Technical Requirements and Pricing	Travel time and mileage are standard in the industry for on-site interpreting and CART work. Where should those fees be indicated?	Travel is addressed in terms attachment and must be approved by the State. This would be for the end user agency approve prior to services.
	103	JOHNDRUGAN	Award and Evaluation	How many vendors will the State award to?
Is this purely a low price, LPTA award?	Information is confidential. Information does not materially impact vendor's ability to provide a response.
	104	JOHNDRUGAN	Language Mix	Is there any way that the DOA could request the language mix for requested services from agencies or from the incumbent vendors? This data is the single most valuable piece of information that allows vendors to provide the most competitive pricing, and without it, the DOA may be left with non-competitive pricing from vendors and an unfair advantage to incumbents.	Vendors are encouraged to provide their best response
	105	JOHNDRUGAN	Pricing evaluation	How is pricing evaluated? Is it an aggregate of all per minute/per hour/per word pricing for each category? Are more utilized language group pricing (Spanish) weighed more heavily?	Evaluation is described in section 6 of the RFQ document. Please refer to the RFQ docuemtn and all sections within.

File details come from the government source that posted it. Updated Apr 2, 2024.