RFP 26-003-KM SIGN LANGUAGE INTERPRETIVE SERVICES.pdf

Request for Proposal

No. 26-003-KM

SIGN LANGUAGE INTERPRETIVE SERVICES

RFP Release Date: Tuesday, July 1, 2025

Proposal Due Date: Thursday, August 7, 2025 2:00 PM EDT

Prepared By:

Sandra Harrold-Foster & Kevin McIntosh, Buyers Purchasing & Auxiliary Service Department 2900 Featherstone Rd., Auburn Hills, MI 48326-2845 Phone: (248) 341-2084 Fax: (248) 341-2085 Email: kmmcinto@oaklandcc.edu mailto:kmmcinto@oaklandcc.edu

2900 Featherstone Rd.

Purchasing & Auxiliary Services Department Auburn Hills, MI 48326-2845 RFP No. 26-003-KM – Sign Language Interpretive Services Phone: 248-341-2084 RFP Due Date: Thursday, August 7, 2025 2:00 PM EDT Fax: 248 341-2085

1.0 Proposal Invitation

Oakland Community College (“College” and/or “OCC”) seeks proposals from qualified Suppliers of Sign Language Interpretive Services. The major goal of the project is to have sign language interpretive service providers available for all college locations. The selected supplier(s) will be able to provide all service/specifications outlined in the RFP.

The proposal must be comprehensive by including all services, products and costs necessary to meet the business / technical requirements of the College as outlined in this RFP. In addition, the proposal must specify a detailed approach/methodology, supplier and College staffing (if any) requirements, and any other expectations to complete the proposed work. The College would like the services to begin in August of 2025.

The College intends to enter into a three (3) year agreement, effective August, 2025 with the option to extend for two (2) additional twelve-month periods.

The College prefers to maintain one (1) contact throughout the proposal process. Please appoint one (1) representative of your company with the responsibility for communicating with the College on all matters relative to this request for proposal. During this proposal process, all communications must be channeled through the Purchasing Services Department to ensure proper documentation and dissemination of information. Do not contact the departments directly.

Award of a contract will be based on the best overall proposal. Criteria for award of a contract include, but are not limited to, the proposal that includes the specifications contained herein, previous customer references, portfolio samples, and the recommendations put forth by the Supplier. The College reserves the right to request follow-up information such as questions, demos and site visits prior to awarding the contract.

Supplier will be evaluated on the following criteria:

CRITERIA WEIGHT

Proposed Solution Meets College’s Scope and Specifications 40 Points

Supplier Company Information 10 Points

Demonstrated Technical Expertise 10 Points

Cost Proposal 30 Points

References 5 Points

Insurance 5 Points

Total 100 Points

The College reserves the right to waive any irregularities; accept the whole, part of, or reject any or all proposals; and to select the Supplier which, in the sole opinion of the College, best meets the College's needs. The College also reserves the right to negotiate with potential Supplier(s) so that its best interests are served.

As a public institution, the College is subject to the terms and conditions of the Freedom of Information Act (FOIA). Supplier shall assume that FOIA SHALL APPLY TO ALL RESPONSES AND CORRESPONDENCE SENT TO THE PURCHASING DEPARTMENT. Proposals and pricing may be subject to review after issuance of a final purchase order by the College. Any responses, materials, correspondence, or documents provided to the College are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with that Act.

The College cannot be responsible for any expenses incurred in the preparation of any proposal or presentation, nor does OCC assume any contractual obligations by issuing this request for proposal.

2.0 Planned RFP Schedule

RFP Issued – Tuesday, July 1, 2025

Pre-bid Q&A Teleconference – Thursday, July 10, 2025 1:00 PM EDT https://oaklandcc.zoom.us/j/87852313593

Submission of Written Questions from Suppliers – Monday, July 14, 2025 by 2:00 PM EDT

Written Questions Responded by the College – Friday, July 18, 2025 by 2:00 PM EDT

RFP Due Date – Thursday, August 7, 2025 by 2:00 PM EDT

Awarding of Contract – August 2025

3.0 Background of the College and Project

Oakland Community College was established in 1964 and has five campuses. The College’s current student enrollment is approximately 13,500 students for the fall semester, and is one of the largest institutions of its type in Michigan. OCC offers degrees and certificates in approximately 100 career fields and university transfer degrees in business, science and liberal arts.

Oakland Community College is located in Oakland County, Michigan and has five campuses:

Auburn Hills Campus, 2900 Featherstone Rd., Auburn Hills, MI 48326-2845 Highland Lakes Campus, 7350 Cooley Lake Rd., Waterford, MI 48327-4187 Orchard Ridge Campus, 27055 Orchard Lake Rd., Farmington Hills, MI 48334-4579 Royal Oak Campus 739 S. Washington Ave., Royal Oak, MI 48067-38988 Southfield Campus, 22322 Rutland Dr., Southfield, MI 48075-4793 https://oaklandcc.zoom.us/j/87852313593

The College’s Academic Support Services Department is responsible for sign language interpretive services. This department includes the Academic Support Centers (ASC), Libraries, Accommodation and Disability Services (ACCESS), and the Academic Testing Center. Bethany Kennedy is the Dean of Academic Support Services. Awarded Supplier(s) will report directly to her office located at:

Orchard Ridge Campus 248-522-3466 bakenned@oaklandcc.edu

4.0 Project Scope / Objective

Oakland Community College is seeking Supplier(s) to provide sign language interpretive services.

It is preferred the Supplier(s) shall have experience working in the higher education environment. Based on the College’s need for these services to be provided at our five campuses and various events held off campus, the College may award a contract to more than one Supplier. Estimated annual fiscal year budget for services will be $197,000.

Services shall be requested on an as-needed basis when new events are identified. Timelines for completion may vary. Supplier will be provided the timeline before the project starts and will be expected to meet all deadline dates. Work will be completed in cooperation with an established College Staff member. Authorized College Staff will determine if the work is acceptable.

Sample projects which require services:

• Academics (Classrooms, Labs, Counseling, field, etc.)

• Commencement

• Nurse pinning, Police Academy graduation

• Campus life/Events/Athletics (games, practices)/etc.

• Welcome Back events/picnics/speaker events

• Faculty/staff/student events

Once a contract is awarded, all materials conceived or prepared by the Supplier under the agreement, including by not limited to any and all notes, reports, photographs, videos, and the technical data, if any, (work product) in connection with the performance of services shall be the property of the College. Use of the materials outside of the scope of the contract, by the

Supplier, is not permitted without expressed written permission by the College. All Work

Product shall be delivered to the College upon demand, and the College shall have the right to use Work Product for any purpose that it may deem desirable without the necessity of further compensating Supplier or any other person or persons for their use.

mailto:bakenned@oaklandcc.edu

5.0 Project Specifications / Requirements

Services under this proposal will cover all five (5) campuses and off campus events. Interpreters would be required for classes, student life activities, counseling appointments, appointments with ACCESS, commencement, nurse pinning, police academy graduation, and for group projects. Occasionally, field trips will also need to be covered, as well as tutoring sessions and one-on-one office appointments with instructors.

The preferred supplier will:

1. Provide certified interpreters as needed for the students and staff during the hours of 8:30 a.m. until 10:00 p.m. Monday through Friday, and 8:30 a.m. until 5:00 p.m.

Saturdays.

2. Assure interpreters arrive at least 15 minutes prior to start of class time. Note: class lengths may range from one to five hours.

3. Provide certified interpreters for the College’s semester that usually runs for fifteen weeks. Class periods are typically 2 to 4 hours in duration. Some assignments are a one-time assignment such as for an event on campus or an appointment with OCC personnel.

4. Accommodate short-notice (48 hours or less) service which can occur at the beginning of each term for students who delay contacting the Accessibility Compliance Center &

Education Support Services (ACCESS) Offices. The ACCESS Offices do not promise interpreters for students who provide less than 48 hours of notice.

5. Provide certified interpreters as needed for special events. These events could include graduation ceremonies (i.e. Commencement, Police Academy, Nursing Program).

6. Establish an operating protocol to provide a back-up/replacement interpreter in case of an emergency for the class in progress.

7. Provide a report by the 2nd week of each semester that include interpreters’ daily assignments and hours by student.

8. Assign an account representative to interact with each campus coordinator in the

Accessibility Compliance Center & Education Support Services (ACCESS).

9. Minimum qualification for an interpreter at OCC is a Standard Level 1. Provide interpreters certified at the following levels: National Certifications and State Credentials (i.e. BEI - Board of Evaluators of Interpreters). List how many employees you have at each level.

10. Contact the Campus Coordinator (ACCESS) of student absences each time the student is a no-show for class.

11. Submit invoices semi-weekly and include student name, number of interpreters used, time used, class time, room number and the OCC campus location and fees.

12. Due to unforeseen weather conditions, or other delays the allotted time an interpreter must wait for a student(s) to arrive to class is 30 minutes.

13. Must notify the college after a student misses one class with an interpreter.

Semester Interpretive Services Usage Report

OCC Fall 2022 5

OCC Fall 2023 3

OCC Fall 2024 4

OCC Summer 2022 2

OCC Summer 2023 1

OCC Summer 2024 3

OCC Winter 2023 4

OCC Winter 2024 4

OCC Winter 2025 1

Total 27

The student counts listed above are not a guarantee of future enrollment. We are unable to predict future enrollment since the number of students in need of services and their course loads varies from semester to semester.

General Specifications:

Supplier shall assume that events taking place at our campuses will not incur any additional travel expenses. Supplier shall indicate any travel fees on the pricing spreadsheet.

In all cases and at all times during the execution of the Supplier’s work on behalf of the College, Supplier shall behave in a manner conformable to what is right, proper and expected representing the College in a professional manner.

Supplier must be able to respond to all request for new projects within two (2) business days, so the College is aware of their availability. Supplier will be given deadline dates with any project request. Failure to respond to request or meet deadlines may affect the number of projects assigned. All consultation on projects prior to being awarded the project will be done at no cost.

Please Note: The College’s Purchasing Department is the gatekeeper of the RFP process.

Successful vendor will be expected to work in coordination with the Purchasing Department during each phase of the RFP process.

6.0 Pricing

Supplier shall complete Attachment A - Pricing Spreadsheet. Any fees/charges not identified at this point will NOT be allowed for the term of the contract period. Provide in detail the costs associated with developing and administering this Diversity Training Program proposal.

Provide your fee structure for the services identified herein using a per hour rate. Please Note:

Mileage charge must be included in the fee. Separate mileage charges will not be reimbursed.

Cancellation fees if any. Identify any other fees/charges (excluding mileage) that may applicable to this project.

The supplier must provide a comprehensive price proposal that outlines costs of products or services, training guides/manuals, rates by individual, travel expenses and any other costs incurred, as well as all assumptions.

7.0 RFP Submittal Requirements

The following requirements must be met when responding to this RFP:

A. A comprehensive solution to achieve the project specifications listed above.

B. Supplier Company Information

1. Background - Brief history and background of your company as well as the length of time you have supplied services requested in this RFP. Describe the product(s) and service(s) being offered for this solution. Do you subcontract?

2. Industry Recognition - What industry recognition has your company received?

3. Customers- Who are your key customers? Do you specialize in a certain area?

4. Describe your company’s experience in dealing with educational or governmental clients.

C. References - The Supplier must provide 3-5 current customer references. References should reflect organizations that have similar requirements and business goals, scope of work and contract value. In addition, we would prefer at least two (2) references from the higher education sector.

D. Proof of Insurance – Supplier shall provide a sample certificate to the College in their proposal. No changes are permitted in the insurance coverage unless agreed to in writing by the College. Awarded supplier will need to provide insurance as outlined in the Sample MOA, noting the College as a certificate holder.

E. A statement acknowledging the supplier’s understanding of the scope of this RFP.

Signature Page)

F. The supplier must provide a comprehensive price proposal that outlines costs of products or services, rates by individual, travel expenses and any other costs incurred, as well as all assumptions. Include license fees, maintenance fees, all hardware, software, and training costs required to meet the primary objectives as stated in this

RFP.

G. Refer to section 6.0 Pricing.

Oakland Community College holds a tax-exempt status and shall not be charged any Federal or State taxes where allowed. Tax-exempt documentation shall be presented when required.

8.0 Submission Directions

A. Submission – OCC will receive online proposals on or before Thursday, August 7, 2025 @ 2:00 PM EDT. Late proposals will NOT be accepted. Proposals shall follow the format outlined in this document.

Online Response ONLY: It is the supplier’s/respondent’s responsibility that the responses are entered/uploaded into the Bidnet/MITN system – www.bidnetdirect.com//oaklandcommunitycollege prior to the due date and time specified. Supplier shall submit Attachment A - Pricing Spreadsheet as a separate excel file when uploading files.

Allow sufficient time to go through the uploading process. For assistance on how to upload, contact Bidnet directly at (800) 835-4603. The Bidnet/MITN system will not allow for late submittals and a submittal must be completed before the due date and time. This responsibility rests entirely with the Respondent, regardless of delays resulting from the uploading process.

B. Questions Discrepancies in, omissions from, or any uncertainties regarding the specifications, along with any questions shall be submitted online at www.bidnetdirect.com//oaklandcommunitycollege.

The deadline to submit questions online is Monday, July 14, 2025 by 2:00 pm EDT. All questions received by the deadline date will be responded to by Friday, July 18, 2025 by https://urldefense.proofpoint.com/v2/url?u=http-3A__www.bidnetdirect.com_oaklandcommunitycollege&d=DwMFog&c=una-pXNGImYYzRFBqkF0Hz9PeRCFg3resbd87RWzT8U&r=iHJG0Hm9KBs1XA5pupNaO8plq7yqAH0SLMPnw3z-M0A&m=ZrZqGO6VZgvBijo10x3LU18OSmZoVbqa2KSOp90mR9FoEYHDb3MFcGW2pX4IggOr&s=JRWlu8XpHY67mBixinzLCFaF5QUqqI3iq5rCcYNYjm0&e= http://www.bidnetdirect.com/oaklandcommunitycollege

2:00 pm EDT. Questions received after the deadline may not be responded to. Suppliers are not always notified when answers are posted. Please review Bidnet’s Communications tab after the response date and time.

9.0 Exceptions to the College’s Terms and Conditions

While it is OCC’s preference that the supplier sign the standard College’s standard contract template (Attachment B – OCC Sample Agreement) “as is” and in fact the College may consider extensive changes to the agreement as a reason to exclude a supplier from further consideration; supplier may take select exception to terms and conditions. The supplier must clearly set forth each exception in its proposal, referencing the affected RFP or Agreement section, paragraph and page. The supplier must set forth the reason(s) for the exception and indicate what (if any) alternative is being offered by the supplier. OCC will determine (at its sole discretion) the acceptability of any proposed exception(s).

This RFP and any subsequently offered contracts will be governed by the laws of the State of Michigan. Any and all applicable valid executive orders, Federal, State or local laws, ordinances or rules or regulations shall apply to any contract if and when offered and are deemed incorporated herein.

10.0 Proposal Submission Format

The following table is a summary of the required proposal submission format for this RFP.

Please structure your proposal submission per the content and sequence below. Where noted under “Template for Submission”, utilize the attachments provided with this RFP for inputting your responses.

Proposal

Section Section Title Template for Submission

Intro

Title Page

Open-Ended Responses

(see proposal sections for overview of content required)

Table of Contents

1.0 Ability to meet Project Scope and

Specifications

2.0 Supplier Company Information

3.0 Financial Stability of Supplier

4.0 Demonstrated Technical Expertise

5.0 References

6.0 Insurance

7.0 Exception to College terms and conditions

8.0 Signature Page

9.0 Cost Proposal

Attachment A - Pricing

Spreadsheet (Submit as a separate file)

SIGNATURE PAGE

This page must be signed and submitted with the proposal to ensure a valid response. PROPOSALS

SUBMITTED WITHOUT THIS SIGNATURE PAGE CAN BE RENDERED INVALID.

By virtue of submittal of a proposal, Supplier acknowledges:

• That all of the requirements of this RFP have been read and understood.

• That Supplier is presently not debarred, suspended, proposed for debarment, declared ineligible, nor voluntarily excluded from covered transactions by any State or Federal department or agency.

• Any responses, materials, correspondence, or documents provided to OCC are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with the Act.

• Is NOT an Iran linked business as defined in MCL 129.312

• By signing below the Supplier warrants that the information submitted is complete and factual.

• The individual signing below has authority to enter into this on behalf of Supplier.

• Proposal shall remain valid for a minimum of one-hundred twenty (120) days.

Company Name

Signature

Date

Printed Name

Title Address

City, State, Zip

Email Phone

EIN D & B No.