RFP-2025-051 - Sign Language Interpreting Services - Rebid.pdf

REQUEST FOR PROPOSAL

SIGN LANGUAGE INTERPRETER SERVICES

- Rebid for the

Broome County Health Department

RFP-2025-051

July 23, 2025

NEW YORK STATE, COUNTY OF BROOME

Jason T. Garnar, County Executive

HEALTH DEPARTMENT

Lynette Bellmore, Interim Director

IMPORTANT NOTICE – RFP/RFQ DISTRIBUTION

The County of Broome officially distributes solicitation documents through the Empire State Purchasing Group https://www.bidnetdirect.com/new-york/broome-county Copies from any other source are not considered official copies. Only those proposers who obtain solicitation documents from the Empire State Purchasing

Group are guaranteed to receive addendum information, if such information is issued.

If you have obtained this document from a source other than the Empire State Purchasing Group, it is recommended that you obtain an official copy by registering with this service.

1. Invitation - Broome County, New York is inviting sealed proposals from qualified individuals for

Sign Language Interpreter Services detailed in the accompanying Request for Proposal (RFP). Proposals will be received until 2:00 p.m. local time on Wednesday, August 13, 2025. Any proposal received after the time and date specified will not be considered.

2. Submittal of Proposals – ONE (1) ORIGINAL, ONE (1) COPY, AND ONE (1) E L E C T R O N I C C O P Y O N U S B M E D I A of the proposal shall be delivered or mailed with any required data, in a SEALED ENVELOPE, which shall be properly identified with the following required information:

1. RESPONDENT'S FULL NAME & ADDRESS

2. THE RFP TITLE (SEE ABOVE)

3. RFP NUMBER (COVER SHEET)

Submit proposals to: BROOME COUNTY DEPARTMENT OF PURCHASING

60 HAWLEY STREET, 2nd FLOOR

EDWIN L. CRAWFORD COUNTY OFFICE BUILDING

BINGHAMTON, NEW YORK 13901

3. Inquiries – Any inquiries or requests for clarification regarding this RFP must be received by 4:00 p.m.

local time Wednesday August 1, 2025. No oral interpretation or clarifications will be given.

Prospective proposers desiring further information or interpretations must make requests in writing by letter or mail. All inquiries together with Broome County’s response will be issued to all prospective proposers well in advance of the date for proposal submission. Requests for information should be addressed as follows:

To: Lynette Bellmore, Broome County Health Department lynette.bellmore@broomecountyny.gov

Copy: Carolyn Secor, Purchasing Agent, Division of Purchasing carolyn.secor@broomecountyny.gov

4. Form of Proposals - Proposals should be prepared in the format set forth in the accompanying documents, including a full description of the proposer’s plan of work, qualifications and resumes of key personnel. A non-responsive or incomplete proposal will be removed from consideration.

5. County’s Prerogatives - The county reserves the right to negotiate with any or all proposers; to reject any or all proposals, in whole or any part thereof; to re-solicit for proposals; and to waive any minor non-conformities in accordance with the county's determination of its own best interests.

6. Fees - The proposer’s response must clearly present the basis for the proposer’s compensation or fee structure for all services described in the proposal. If a particular service is “value added” the proposal shall so state. The fees shall include all ordinary operating expenses incurred by the firm. Extraordinary expenses incurred at the request of and with the consent of the county will be reimbursed.

INSTRUCTIONS TO RESPONDENTS

RFP-2025-051 Sign Language Interpreter Services - Re-Bid 1 mailto:lynette.bellmore@broomecountyny.gov mailto:carolyn.secor@broomecountyny.gov

7. Tax Exempt Entity - The County of Broome is a tax-exempt municipality; taxes are not to be included in any fee calculations.

8. Proposal Longevity - A proposal may be withdrawn at any time prior to the date specified as the closing date for acceptance; however, no proposer may withdraw or cancel a proposal for a period of ninety (90) days following the closing date for acceptance, nor shall the successful proposer withdraw, cancel or modify the proposal, after having been notified that the proposal has been accepted by the County, except at the request of the County or with the County's written consent.

9. Evaluation of Proposals - Proposals will be judged upon the proposer’s ability to provide services, which meet the requirements set forth in the accompanying documents. The County reserves the right to make such investigations as it deems necessary to determine the ability of the proposer to provide services meeting a satisfactory level of performance in accordance with the County's requirements.

10. Interviews – Interviews or presentations by one, several or all the proposers may be requested by evaluators if deemed necessary to fully understand and compare the proposers' capabilities. Site visits by the evaluators may be conducted if deemed necessary by the County. Under Broome County rules and regulations, the County Board of Acquisition and Contract or the County Legislature may be the awarding authority for this type of service, depending on the amount of the accepted proposal:

BOARD OF ACQUISITION & CONTRACT - UP TO $14,999

COUNTY LEGISLATURE - $15,000 AND OVER

However, the Legislature may be utilized for consideration of an award under $15,000 if it is deemed in the best interests of the County. A presentation by the proposer to committees of the Legislature and/or selected County Officials may be required prior to the recommendation and consideration of an award.

11. Contract Terms - At the time of the award by the County, the apparent successful proposer(s) must agree to a contract memorializing the terms and conditions which will govern the relationship and establish the obligations of each party. All proposers shall be aware that the contents of a successful proposal will be construed in favor of Broome County and that the final contract between the successful proposer and

Broome County may incorporate by reference the County's RFP documents and the successful proposals and supporting submittals.

12. Proposer’s Conditions - Any conditions or expectations on the part of the proposer for performance by the

County must be set forth in the proposal. The County is not obliged to consider the proposer’s post-submittal terms and conditions. *** If any service is not included, or is available for an additional cost, the submittal shall clearly so state. ***

13. Choice of Law & Venue - The resulting agreement will contain language stating that the contract is performable in Broome County, New York, and shall be construed in accordance with the laws of the State of New York. If any legal action is brought in connection with the enforcement of the contract, exclusive venue shall lie in County of Broome, New York.

14. Proposer’s Preparation Costs - Any costs incurred by the proposer in responding to the RFP is at the proposer’s own risk and expense as a cost of doing business. All materials submitted with a proposal shall become property of Broome County and will not be returned to the proposer. The proposer is hereby notified that all submitted materials are subject to disclosure pursuant to the New York State Freedom of Information Law (New York Public Officer’s Law section 86 et seq.).

15. Deliverables – Although the specific deliverables are subject to negotiation the successful proposer will be expected to provide the required services as outlined in this proposal.

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16. Ex parte Contact – Proposer shall not contact any other county officials other than those referenced in this

RFP or in accordance with the procedure outlined herein. Any proposer that violates the foregoing provision may be disqualified from consideration. Proposals shall be based solely on information provided in the RFP and any addenda thereto.

17. Minimum Qualifications - The County will not consider any proposals that do not meet the minimum qualifications defined in the specifications.

18. Standard Assurances - By submitting this proposal, the proposer agrees to comply with all of the Standard

Assurances that may be attached.

19. Cancellation - (A) Broome County reserves the right to cancel the contract if the bidder fails to fully comply with all insurance requirements at any time. or (B) Broome County reserves the right to cancel the contract in the event the bidder fails to take adequate corrective action within fifteen (15) days after receiving notice of default in any of the obligations under the contract; including, but not limited to, the failure to deliver on specified delivery date(s) or the delivery of non-conforming goods or services. In the event of a default and cancellation of the contract, the bidder shall be responsible for payment to Broome County of a sum equal to the additional contract costs to the County. The user Broome County Department head will communicate with the vendor/contractor's management office to resolve problems throughout the contract term.

Cancellation Due to Non-Appropriation of Funds/Leases - Broome County reserves the right to cancel the contract in the event that the County Legislature, during the enactment of the County Budget, fails or declines to appropriate money for the continuation of the funds/lease(s).

20. Term of Contract – The term of contract shall commence upon approval by the Broome County Legislature, notification of award, mutual execution of an agreement, and receipt of a satisfactory certificate of insurance.

Renewal will be at the sole discretion of Broome County. It is Broome County’s intention to contract for an initial two (2) year term with the potential of three (3) optional one (1) year renewals under the same terms and conditions with the potential to negotiate a mutually agreeable equitable adjustment in price.

21. Legal Compliance – Each proposer is responsible for full and complete compliance with all applicable laws, rules, regulations and licensing requirements imposed by any public authority having jurisdiction.

22. Proposer’s Insurance – The contractor must provide and maintain in force at all times during the term of the services contemplated herein insurance as described in the attached contract insurance specifications.

Appropriate evidence of such coverage, other than any required endorsements, is to be submitted as part of the proposal and included in the Appendix. The successful proposer will have twenty (20) days from the date of the notice of award to supply proof of application for any necessary policy endorsements.

23. Auditable Records – The successful contractor shall maintain such accounts and records in connection with its performance of services for the County as may reasonably be required by the County. The contractor shall, at any reasonable time during the term and for a period of one year following the completion of work under the contract, afford the County’s agents and auditors reasonable facilities and access for the examination and audit of its records pertaining to its performance and shall, upon request by the County, produce and exhibit all such records.

24. Non-Discrimination – The contractor shall not discriminate or permit discrimination in its operations or employment practices against any person or group on the grounds of race, color, creed, national origin, gender or handicaps and shall furnish evidence of compliance with provision when so requested by the

County.

25. Contribution Statement and Gift Statement

A. Election Law Signed Statements: The county shall require a signed statement for any contract or agreement that requires formal bidding under the New York State General Municipal Law, the

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Broome County Charter or Local Law of Broome County that the professional business entity has not made a contribution within one calendar year immediately preceding the date of the contract or agreement which exceeded the permitted thresholds set forth in article 14 of the Election Law of the State of New York.

B. Gifts Signed Statement: The county shall require a signed statement for any contract or agreement that requires formal bidding under the New York State General Municipal Law, the Broome

County Charter or Local Law of Broome County that discloses all gifts given, if any, by the bidding professional business entity to any officer or employee of the County of Broome.

26. Iranian Energy Sector Divestment

1. Contractor/Proposer hereby represents that said Contractor/Proposer is in compliance with New York

State General Municipal Law Section 103-g entitled “Iranian Energy Sector Divestment”, in that said

Contractor/Proposer has not:

a. Provided goods or services of $20 Million or more in the energy sector of Iran including but not limited to the provision of oil or liquefied natural gas tankers or products used to construct or maintain pipelines used to transport oil or liquefied natural gas for the energy sector of

Iran; or

b. Acted as a financial institution and extended $20 Million or more in credit to another person for forty-five days or more, if that person’s intent was to use the credit to provide goods or ser-vices in the energy sector in Iran.

2. Any Contractor/Proposer who has undertaken any of the above and is identified on a list created pursuant to Section 165-a (3)(b) of the New York State Finance Law as a person engaging in investment activities in

Iran, shall not be deemed a responsible bidder pursuant to Section 103 of the New York State General

Municipal Law.

3. Except as otherwise specifically provided herein, every Contractor/Proposer submitting a bid/proposal in response to this Request for Bids/Request for Proposals must certify and affirm the following under penalties of perjury:

a. “By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief, that each bidder is not on the list created pursuant to NYS Finance Law Section 165-a (3)(b).”

Broome County will accept this statement electronically in accordance with the provisions of

Section 103 of the General Municipal Law.

4. Except as otherwise specifically provided herein, any Bid/Proposal that is submitted without having complied with subdivision (a) above, shall not be considered for award. In any case where the

Bidder/Proposer cannot make the certification as set forth in subdivision (a) above, the Bidder/Proposer shall so state and shall furnish with the bid a signed statement setting forth in detail the reasons therefore.

The County reserves its rights, in accordance with General Municipal Law Section 103-g to award the

Bid/Proposal to any Bidder/Proposer who cannot make the certification, on a case-by-case basis under the following circumstances:

a. The investment activities in Iran were made before April 12, 2012, the investment activities in Iran have not been expanded or renewed after April 12, 2012, and the Bidder/Proposer has adopted, publicized and is implementing a formal plan to cease the investment activities in Iran and to refrain from engaging in any new investments in Iran; or

b. The County of Broome has made a determination that the goods or services are necessary for the

County to perform its functions and that, absent such an exemption, the County of Broome would be unable to obtain the goods or services for which the Bid/Proposal is offered. Such determination shall be made by the County in writing and shall be a public document.

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27. Executive Order 177 regarding Anti-Discriminatory Policies and Practices

The New York State Human Rights Law, Article 15 of the Executive Law, prohibits discrimination and harassment based on age, race, creed, color, national origin, sex, pregnancy or pregnancy-related conditions, sexual orientation, gender identity, disability, marital status, familial status, domestic violence victim status, prior arrest or conviction record, military status or predisposing genetic characteristics.

The Human Rights Law may also require reasonable accommodation for persons with disabilities and pregnancy-related conditions. A reasonable accommodation is an adjustment to a job or work environment that enables a person with a disability to perform the essential functions of a job in a reasonable manner. The

Human Rights Law may also require reasonable accommodation in employment on the basis of Sabbath observance or religious practices.

Generally, the Human Rights Law applies to:

• all employers of four or more people, employment agencies, labor organizations and apprenticeship training programs in all instances of discrimination or harassment;

• employers with fewer than four employees in all cases involving sexual harassment; and,

• any employer of domestic workers in cases involving sexual harassment or harassment based on gender, race, religion or national origin.

In accordance with Executive Order No. 177, the Bidder hereby certifies that it does not have institutional policies or practices that fail to address the harassment and discrimination of individuals on the basis of their age, race, creed, color, national origin, sex, sexual orientation, gender identity, disability, marital status, military status, or other protected status under the Human Rights Law.

Executive Order No. 177 and this certification do not affect institutional policies or practices that are protected by existing law, including but not limited to the First Amendment of the United States Constitution, Article 1, Section 3 of the New York State Constitution, and Section 296(11) of the New York State Human Rights Law.

28. Required Documents - Proposals received that do not include the required documents signed and returned may be deemed non-responsive and removed from consideration to award.

ATTACHMENTS:

Insurance Requirements

Proposal Specification

Required Documents:

Proposal Sheet

Compliance Statement

Variation and Justification Sheet

Non-Collusive Bidding Certificate

Iranian Energy Divestment Certification

Election Law Statement

Gifts Statement

Insurance Acknowledgment W-9

Respondent’s Check List

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Risk Management & Insurance Specifications

Project Description or Contract Number

Qualified Sign Language Interpreter services to assist deaf and hard of hearing infants, toddlers & preschool children & their parents or guardians.

Date Issued May 2, 2025 Vendor name (“Contractor”) TBD County Department Health Lynette Bellmore x2860

Please read these specifications very carefully. These specifications are part of your contract with Broome County. It is advisable that you forward a copy of these specifications to your insurance agent. Broome County’s waiver of any requirement(s) set forth herein shall not constitute a waiver of any other contract provision.

Part I. General Provisions

1. The Contractor shall procure and maintain during the term of this contract, at the Contractor’s expense, the insurance policies listed in Part II with limits equal to or greater than the enumerated limits.

2. The contractor shall be solely responsible for any self-insured retention or deductible losses under each of the required policies.

3. Every required policy, including any required endorsements and any umbrella / excess policy, shall be primary insurance. Insurance carried by Broome County, its officers, or its employees, if any, shall be excess and not contributory insurance to that provided by the Contractor.

4. Every required coverage type shall be “occurrence basis”.

5. The Contractor may utilize umbrella/excess liability coverage to achieve the limits required hereunder;

such coverage must be at least as broad as the primary coverage (follow form).

6. All insurance certificates must be approved by the Office of Risk & Insurance Management. See section II for specific requirements regarding insurance proof.

7. The County reserves its right to request certified copies of any policy or endorsement thereto.

8. All insurance shall be provided by insurance carriers licensed & admitted to do business in the State of New York and must be rated “A−:VII” or better by A.M. Best (Current Rate Guide).

9. If the Contractor fails to procure and maintain the required coverage(s) and minimum limits such failure shall constitute a material breach of contract, whereupon Broome County may exercise any rights it has in law or equity, including but not limited to the following:

(a) immediate termination of the contract,

(b) withholding any / all payment(s) due under this contract or any other contract it has with the vendor (common law set-off), OR

(c) procuring or renewing any required coverage(s) or any extended reporting period thereto and paying any premiums in connection therewith. All monies so paid by Broome County shall be repaid upon demand, or at the County’s option, may be offset against any monies due to the Contractor.

10. Neither Party shall permit a subcontractor to enter upon or continue the performance of this Agreement unless such subcontractor is and remains insured in accordance with the requirements listed hereunder. Any such subcontracting Party shall indemnify the other Party for any loss suffered by the non-subcontracting

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Party for the failure of any subcontractor to be so insured. The indemnity shall survive expiration or termination of the Agreement.

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Part II. Required Insurance – Minimum coverage types and amounts.

Coverage Type Minimum Limits Commercial General Liability (CGL) including:

Products & completed operations shall not be excluded.

Broome County shall be named additional insured. The additional insured endorsement for the insurance shall not contain any exclusion for bodily injury or property damage arising from completed operations.

Proof of additional insured coverage shall be evidenced through a carrier issued endorsement. (ISO CG 20 10 11 85 or equivalent)

$1,000,000 / $2,000,000 Per occurrence / minimum annual aggregate limit

Automobile Liability (Comprehensive Form) Must cover owned, non-owned and hired vehicles

$1,000,000 Combined Single Limit

Workers’ Compensation and Employer’s Liability See #2 If you have no employees (sole proprietor) you may provide an affidavit of exemption. (CE-200) if the box to the left is checked

Statutory amount / $100,000

Disability Insurance See #3 If you have no employees (sole proprietor) you may provide an affidavit of exemption. (CE-200) if the box to the left is checked

Statutory limits

1. The certificate face shall:

indicate coverage(s) (other than Workers’ Compensation & Disability) & minimum amounts required in part II.1 provide that the coverage(s) shall not be cancelled, terminated, or materially changed (including an insurance limits reduction) unless thirty (30) days prior written notice has been given to the County Office of Risk & Insurance Management.

Disclose all policy exclusions.

Disclose the amount of self-insured retention or deductibles.

Show Products & completed operation.

2. Proof of Workers’ Compensation Coverage must be provided on NYS issued WCB form C-

105.2 or U-26.3. Exemption should be provided on CE-200

3. Proof of Disability Coverage must be provided on NYS issued WCB form DB-120.1 or DB820/829 or DB-155. Exemption should be provided on CE-200

4. The Additional Insured & Certificate Holder should read:

County of Broome Attn: Office of Risk & Insurance Management PO Box 1766 Binghamton, NY 13902-1766

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Part III Defense and Indemnification

The following provisions concerning indemnification shall not be construed to indemnify the County for damages arising from bodily injury to persons or property contributed to, caused by, or resulting from the sole negligence of the County or its employees.

The Contractor agrees to indemnify and hold the County of Broome and any officer, employee and/or agent thereof free and harmless from any and all losse(s), penalty(ies), damages, settlement(s), cost(s), charge(s), professional fee(s) or other expense(s) or liability(ies) of every kind arising from or relating to any and all claim(s), lien(s), demand(s), obligation(s), action(s), proceedings or causes of action of any kind in connection with, or arising directly or indirectly from the negligent error(s) and/or omission(s) and/or act(s) of the Contractor (including Contractor’s employees, agents or and/or subcontractors) in the performance of this agreement.

Without limiting the generality of the preceding paragraphs, the following shall be included in the indemnity hereunder: any and all such claims, etc., relating to personal injury, death, damage to property, or any actual or alleged violation of any applicable statute (including specifically but not limited to New York State Labor Law §§ 200; 202; 240 & 241), ordinance, administrative order, executive order, rule or regulation, or decree of any court of competent jurisdiction in connection with, or arising directly or indirectly from, errors and/or negligent acts by the Contractor, as aforesaid,.

Part IV Safety

Broome County specifically reserves the right to suspend or terminate all work under this contract whenever Contractor and/or contractor’s employees or subcontractors are proceeding in a manner that threatens the life, health, or safety of any of contractor’s employees, subcontractor’s employees, county employees or member(s) of the general public on county property. This reservation of rights by Broome County in no way obligates Broome County to inspect the safety practices of the Contractor.

If Broome County exercises its rights pursuant to this part, the contractor shall be given three days to cure the defect, unless Broome County, in its sole and absolute discretion, determines that the service cannot be suspended for three days due to Broome County’s legal obligation to continuously provide contractor’s service to the public or Broome County’s immediate need for completion of the Contractor’s work. In such case, Contractor shall immediately cure the defect.

If the Contractor fails to cure the identified defect(s), Broome County shall have the right to immediately terminate this contract. In the event Broome County terminates this contract, any payments for work completed by the Contractor shall be reduced by the costs incurred by Broome County in re-bidding the work and /or by the increase in cost that results from using a different vendor.

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BROOME COUNTY

DIVISION OF PURCHASING

REQUEST FOR PROPOSAL

FOR

Sign Language Interpreting Services

All proposals shall be submitted in accordance with the attached instruction sheets.

PURPOSE

The purpose of this solicitation is to provide a source or sources for sign language service for the hearing impaired for Broome County, on an as needed basis.

The total number of hours for the required services is unknown at this time. Broome County does not guarantee any specified number of hours or total amount. The omission of an estimated purchase quantity does not indicate a lack of need but rather a lack of historical information.

TERM

The initial two (2) year term of contract shall commence upon approval by the Broome County Legislature, notification of award, mutual execution of an agreement, and receipt of a satisfactory certificate of insurance.

Broome County shall have the option, based on need, to renew this agreement for three (3) periods of one year upon the same terms and conditions.

GENERAL REQUIREMENTS

✓ Contractor must provide interpreter services, as requested, within forty-eight (48) hour notice.

✓ Contractor must indicate their hours of availability or if they have any hour limitations.

(Flexible, after 4:00 pm, etc.)

✓ Contractor to indicate competency level (certified, pre-certified, non-certified or other) of recommended interpreter.

✓ Contractor to meet unscheduled and emergency requests.

✓ Contractor to indicate if they have the ability to provide sign language interpreters of various foreign languages and indicate which languages.

✓ Contractor, if not individual, but an agency or firm that supplies personnel for interpreter services, shall provide comprehensive management and coordination of scheduling, personnel support, quality assurance screening for competency level of interpreters, professional development and staff supervision of all interpreting assignments.

✓ Contractor shall assume all responsibilities for interpreters pertaining to payroll accounts, Worker’s compensation and general liability coverage.

✓ Contractor, individual or firm, shall maintain assignment records, which will be submitted with each individual agency invoice referencing purchase order number. The assignment record shall be a time sheet recording actual contact hours worked, be signed and dated by using authorized county representative at time of service. (Original verification sheets, signed by the teacher/parent/service coordinator (EI) must be maintained and turned in with monthly billing invoices.)

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✓ Rates will be based on a two hour minimum.

✓ Weekend, evening and holiday assignment must be invoiced at the same rate as during normal business day, Monday through Friday, 8:00 a.m. to 5:00 pm.

✓ Contractor must notify using agency within twenty-four (24) hours of any instance where the non- availability of an interpreter exists if previously scheduled.

✓ Contractor will meet all HIPAA/FERPA requirements.

SPECIAL PROGRAM REQUIREMENTS

✓ Early Intervention needs for parents who are deaf/hard of hearing: Interpreters needed primarily at intake and IFSP meetings. These meetings are often scheduled a few weeks in advance, and frequently take place in the child’s home.

✓ Preschool Special Education needs for preschool children who are deaf/hard of hearing: if IEP identifies that a child will be attending a preschool program, a qualified interpreter will be needed for the time that the child is in attendance at the program (whether it is a special, integrated, public, or private preschool program).

o In addition, the input of the interpreter may be needed at family training sessions, conferences, or CPSE meetings.

o The program schedule will be made available as soon as it is known, to allow for the interpreter to be reserved for that scheduled time. This may include from 1(one) to up to 5(five) days each week o If the event that the regularly scheduled interpreter is unable to attend, arrangements for a substitute will be made at the same rate.

MINIMAL REQUIREMENTS FOR APPLICANTS

Applicants must show membership in the National Association of the Deaf (NAD) and membership with the Registry of Interpreters for the Deaf, Inc. (RID). Applicants should have a minimum of 2-3 years of interpreting experience in an educational setting, and will preferably have graduated from an accredited interpreting program.

CERTIFICATION AND QUALITY ASSURANCE PROVISION

Contractor, individual or firm, must supply with RFP response for review and acceptance, all certifications or other documentation including training, requiring skills and competencies in specified areas for any and all personnel that will be assigned to the County.

Copies of annual training or re-certification for approved sign language interpreter must be provided, to the Health Department as they become available.

HOURLY RATE

✓ Contractor must submit a flat hourly rate for interpreter services, to include travel if the need to travel is within (1) one hour one way. Contractor must record actual contact hours worked rounded up to the nearest ¼ hour increment for any portion of an hour.

✓ As children attending a preschool program will require the services of an interpreter on a regularly scheduled basis, consideration should be given for a reduced hourly rate in this situation.

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TRAVEL

If the interpreter selected to provide a particular project, day or time, has a commute (from their home location) outside the (1) one hour indicated above, reimbursement of mileage will be in accordance with the mileage allowance which corresponds to the rates provided by the Federal Government at the time that particular service was provided.

REFERENCES

List a minimum of three to a maximum of five organizations that you have provided similar services to. Include information on the size of the organization, scope of work performed, and a contact person. Include both telephone numbers; fax number and e-mail address for each reference.

To uphold actual client confidentiality, this request does not require the names of individual clients that service was provided for only the actual organization

METHOD OF AWARD

Upon completion of the evaluation process, a contract will be awarded to the candidate whose proposal met all qualifications and obtained the highest weighted score as outlined below.

• Minimum Qualifications - 50%

• Quality of References – 25%

• Hourly Rate – 25%

RESPONDER’S INSURANCE

The contractor must provide and maintain in force at all times during the term of the services contemplated herein insurance as described in the attached contract insurance specifications. Appropriate evidence of such coverage, other than any required endorsements, is to be submitted as part of the response and included in the Appendix. The successful responder will have seven (7) days from the date of the notice of award to supply proof of application for any necessary policy endorsements.

Successful responder must furnish Proof of Insurance, in accordance with the attached requirement sheet, to the Law Department, prior to signing of the Contract.

AUDITABLE RECORDS

The successful contractor shall maintain such accounts and records in connection with its performance of services for the County as may reasonably be required by the County. The contractor shall, at any reasonable time during the term and for a period of one year following the completion of work under the contract, afford the County’s agents and auditors reasonable facilities and access for the examination and audit of its records pertaining to its performance and shall, upon request by the County, produce and exhibit all such records.

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REQUIRED

DOCUMENTS

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REQUEST FOR PROPOSAL

FOR

Sign Language Interpreting Services - Re-Bid

The undersigned proposes and offers to furnish and deliver for Broome County Sign Language Interpreter

Services Re-Bid the specifications for which are attached. This proposal and offer is guaranteed to fulfill the minimum specifications as prepared by Broome County.

** This submission constitutes a certification that no Broome County Officer or employee has any interest herein. In the event that any Broome County Officer or employee has any such interest, the full nature thereof shall be disclosed.

NAME OF COMPANY: _______________________________________________________________

ADDRESS OF COMPANY: _______________________________________________________________

NAME & TITLE OF

OFFICER OR PERSON

SIGNING THIS BID: _______________________________________________________________

SIGNATURE: _____________________________________________________

DATE: __________________________________

TELEPHONE NUMBER: __________________________________

800 NUMBER: __________________________________

E-MAIL ADDRESS: ______________________________________________________

RESPONDENTS MUST SUBMIT THIS ORIGINAL SHEET AND AN EXACT, CLEAR DUPLICATE.

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COMPLIANCE STATEMENT

FOR

Sign Language Interpreter Services Re-Bid

RESPONDENT’S COMPLIANCE STATEMENT:

Respondent hereby affirms their proposal is compliant with and meets all the requirements set forth in this RFP as outlined below:

SECTION REQUIREMENTS

COMPLIANT

YES NO

General

Requirements

I understand and will comply

Special

Requirements

I understand and will comply

Minimum

Requirements

I understand and will comply

Certifications I have provided the required certifications & training documentation. I understand recertifications will be provided annually

Hourly Rates I have included the hourly rates

Travel I understand the travel policy

References I have provided the requested references

Insurance

Requirements

I meet the necessary requirements and will provide COI within 7 days of notice of award

Auditable

Records

I understand and will maintain auditable records for examination as requested

-- Attachments: All required documents have been completed accurately, signed and returned with proposal

Respondents answering “NO” to compliance with the above are to address their specific non-compliance on a Variation and Justification sheet (see next page).

RESPONDENTS MUST SUBMIT THIS ORIGINAL SHEET AND AN EXACT, CLEAR DUPLICATE

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VARIATION AND JUSTIFICATION SHEET

Sign Language Interpreter Services

Respondent to address specific non-compliance with requirements below:

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NON-COLLUSIVE BIDDING CERTIFICATE

Sign Language Interpreter Services - Rebid

NON-COLLUSIVE BIDDING CERTIFICATION:

"(a) By submission of this bid, each bidder and each person signing on behalf of any bidder certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of knowledge and belief:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor; and

(3) No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition."

NAME OF COMPANY

SIGNATURE & TITLE OF SIGNER

NOTE:

A bid shall not be considered for award nor shall any award be made where (a) (1), (2) and (3) above have not been complied with; provided, however, that if in any case the bidder cannot make the foregoing certification, the bidder shall so state and shall furnish with the bid a signed statement which sets forth in detail the reason therefore.

Where (a) (1), (2) and (3) above have not been complied with, the bid shall not be considered for award nor shall any award be made unless the head of the purchasing unit of the political subdivision, public department, agency or official thereof to which the bid is made, or his designee, determines that such disclosure was not made for the purpose of restricting competition.

The fact that a bidder (a) has published price lists, rates or tariffs covering items being procured, (b) has informed prospective customers of proposed or pending publication of new or revised price lists for such items, or (c) has sold the same items to other customers at the same prices being bid, does not constitute, without more, a disclosure within the meaning of subparagraph one (a).

Any bid hereafter made to any political subdivision of the state or any public department, agency or official thereof by a corporate bidder for work or services performed or to be performed or goods sold or to be sold, where competitive bidding is required by statute, rule, regulation, or local law, and where such bid contains the certification referred to in subdivision one of this section, shall be deemed to have been authorized by the board of directors of the bidder, and such authorization shall be deemed to include the signing and submission of the bid and the inclusion therein of the certificate as to non-collusion as the act and deed of the corporation.

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IRANIAN ENERGY DIVESTMENT CERTIFICATION

Pursuant to Section 103-g

Of the New York State

General Municipal Law

A. By submission of this bid/proposal, each bidder/proposer and each person signing on behalf of any bidder/proposer certifies, and in the case of a joint bid, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to paragraph (b) of subdivision 3 of Section 165-a of the New York

State Finance Law.

B. A Bid/Proposal shall not be considered for award, nor shall any award be made where the condition set forth in Paragraph A above has not been complied with; provided, however, that in any case the bidder/proposer cannot make the foregoing certification set forth in Paragraph A above, the bidder/proposer shall so state and shall furnish with the bid a signed statement which sets forth in detail the reasons therefore. Where Paragraph A above cannot be complied with, the Purchasing Unit to the political subdivision, public department, agency or official thereof to which the bid/proposal is made, or his designee, may award a bid/proposal, on a case by case business under the following circumstances:

1. The investment activities in Iran were made before April 12, 2012, the investment activities in Iran have not been expanded or renewed after April 12, 2012, and the Bidder/Proposer has adopted, publicized and is implementing a formal plan to cease the investment activities in Iran and to refrain from engaging in any new investments in Iran; or

2. The political subdivision makes a determination that the goods or services are necessary for the political subdivision to perform its functions and that, absent such an exemption, the political subdivision would be unable to obtain the goods or services for which the contract is offered. Such determination shall be made in writing and shall be a public document.

Signature

Title

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ELECTION LAW STATEMENT

I, ___________________________ state that I am the _____________________________ of

(Type or print name of individual) (Position)

____________________________. In the calendar year immediately preceding the date of this

(Company)

Statement, _______________________________ has not made a contribution which exceeded the permitted thresholds (thresholds limits are available at the Broome County Board of

Elections) set forth in Article 14 of the Election Law of the State of New York.

Dated:______________________

By: _______________________________

(Signature of Individual)

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GIFTS STATEMENT

Gifts signed statement: The County shall require a signed statement for any contract or agreement that requires formal bidding under the New York State General Municipal Law, the Broome County

Charter or Local Law of Broome County that discloses all gifts given, if any, by the bidding professional business entity (the bidder) to any officer or employee of the County of Broome.

CERTIFICATION

I, _______________________________ state that I am the _____________________________ of

(Print or type name of individual) (Position)

___________________________________________. In the calendar year immediately preceding the date of this Statement, ___________________________________ has made the following gifts to Officers and / or Employees of the County of Broome:

Name of County Officer / Employee and item description Value of Gift

(add additional sheets if necessary)

_____ I have not provided gifts to Officers or Employees of Broome County

Dated:______________________

By: _______________________________

(Signature of Individual)

RESPONDENT’S MUST SUBMIT THIS ORIGINAL SHEET AND AN EXACT, CLEAR DUPLICATE.

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INSURANCE ACKNOWLEDGEMENT

THE FOLLOWING INSURANCE ACKNOWLEDGEMENT MUST BE COMPLETED AND

SIGNED AND SUBMITTED WITH PROPOSAL EVEN IF THE RESPONDENT IS UNABLE TO

PROVIDE THEIR CERTIFICATE OF INSURANCE WITH THEIR PROPOSAL.

THE CERTIFICATE OF INSURANCE AND RELATED ENDORSEMENT MUST STILL BE PROVIDED

PRIOR TO THE ISSUANCE OF A CONTRACT.

The _______________________________________, if a successful respondent, agrees to provide

(Company Name) an insurance certificate w/endorsement, in compliance with the insurance requirements set forth in this RFP for Sign Language Interpreter Services - Rebid

Authorized Signature ________________________________________

Name & Title of

Authorized Signer: ___________________________________________________

Dated: _______________________________

Insurance Agency: ___________________________________________________

Address of Agency: ___________________________________________________

Contact Person at Agency: ___________________________________________________

Phone Number of Agency: ______________________________

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RESPONDENT’S CHECK LIST

YES NO

1. I have read ALL of the instructions and specifications. _______ _______

2. I have filled in ALL of the blank spaces. _______ _______

3. I have furnished, IN DUPLICATE, all required information, if applicable _______ _______

4. I am an officer of the company. _______ _______

5. I have the authority to obligate my company under the laws of the State of New York. _______ _______

6. I am returning the signed ORIGINAL (Check "Original" on

Front), and a duplicate (Check "Duplicate" on Front) of the following:

a) Proposal Sheet(s); _______ _______

b) Variation & Justification Sheet; _______ _______

c) Non-Collusive Bidding Certificate; _______ _______

d) Iranian Energy Divestment Certification; _______ _______

e) Election Law Statement; _______ _______

f) Gifts Statement; _______ _______

g) Insurance Requirements Acknowledgement; _______ _______

h) W-9; _______ _______

i) Respondent’s Checklist; _______ _______

7. I have made copies for my records. _______ _______

8. I have indicated the solicitation title and date on the sealed envelope. _______ _______

9. If successful, the "insurance requirements certificate", from an insurance company licensed to do business by New York State, will be provided within ten working days after notification of the award. _______ _______

10. I have provided the necessary information for responsibility questions, if applicable _______ _______

SIGNATURE DATE

NAME (TYPED OR PRINTED) TITLE

COMPANY

NOTICE: All proposals received that lack 1) a signed Proposal; or 2) a Non-Collusive Bidding Certificate may be rejected as being non-responsive at the formal opening. The County procurement officer/s or employees conducting the proposal opening will document the non-responsiveness in writing.

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