Specifications-ARFQ DHH26 1.docx

REQUEST FOR QUOTATION

American Sign Language – English Interpreter

ARFQ DHH26*001

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration Purchasing (OSA) is soliciting bids on behalf of the West Virginia Commission for the Deaf and Hard of Hearing (WVCDHH) to establish an open end contract for multiple in-person American Sign Language-English interpreters.

NOTE: The contract awarded as a result of this solicitation may be funded in whole or in part with Federal Funds and thus this solicitation and its resulting awarded contract are subject to the requirements of the attached Federal Funds Addendum.

NOTE: The DoHS OSA has developed an EEOP Utilization Report, and it is available at: http://www.wvdhhr.org/pdfs/H1.5%20Utilization%20Report%20and%20EEO%20policy.pdf

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Services” means interpreting services intended to facilitate communication for staff, board members and participants during training sessions, meetings, workshops, conferences, public meetings and other activities as needed, as more fully described in these specifications.

2.2 “Pricing Page” means the pages, contained wvOASIS or attached hereto as Exhibit A, upon which Vendor should list its proposed price for the Contract Services.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division.

3. QUALIFICATIONS: Vendor, or Vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications.

3.1. Certification or screening level, and registration with the West Virginia Registry of Interpreters (WVRI), valid for community interpreting.

3.2. Eligible interpreters must meet one or more of the following qualifications: national certification recognized by the National Association of the Deaf (NAD) and/or the Registry of Interpreters for the Deaf (RID), National Interpreter Certification (NIC), a valid screening level through the Interpreter Competency Assessment as required by the West Virginia Registry of Interpreters (WVRI), or equivalent credentials recognized by another state.

4. MANDATORY REQUIREMENTS:

4.1 Mandatory Contract Services Requirements and Deliverables: Contract Services must meet or exceed the mandatory requirements listed below.

4.1.1 In-Person Interpreting Services:

4.1.1.1 Interpreters and/or Interpreting Agencies must be able to provide in-person interpreting services in various locations within the state of West Virginia. Solely virtual interpreting is not acceptable.

4.1.2 Proof of Qualifications of Interpreters:

4.1.2.1 Proof of Certification or Screening level must be provided prior to award.

4.1.2.2 Proof of registration with the WVRI must be provided prior to award.

4.1.3 Adherence to Expectations Set Forth by WVCDHH:

4.1.3.1 American Sign Language – English Interpreters contracted with WVCDHH must adhere to the RID Code of Professional Conduct (CPC). A copy of the RID-CPC is attached.

4.1.3.2 American Sign Language – English Interpreters contracted with the WVCDHH must arrive no less than fifteen (15) minutes prior to scheduled assignments for a team meeting to establish roles, as well as an assignment briefing by WVCDHH staff.

4.1.3.3 American Sign Language – English Interpreters contracted with the WVCDHH must meet with their team (if applicable) for a short time after the assignment to provide feedback for team members.

4.1.3.4 American Sign Language – English Interpreters contracted with the WVCDHH must be provided with materials relating to the assignment (i.e. Board meeting packets) no less than one day prior to the assignment. Interpreters will keep all information confidential.

4.1.3.5 American Sign Language – English Interpreters contracted with the WVCDHH must provide WVCDHH staff with feedback on making the assignment environments more conducive for successful facilitation of communication.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide the Agency with a purchase price for the Contract Services. This will be a multiple contract award. The Contracts shall be awarded for each region, progressively to each Vendor that agrees to provide the Contract Services meeting the required specifications for the lowest to the highest overall total for cost as shown on the Pricing Pages.

5.2 Pricing Page: Vendor should complete the Pricing Page by completing the Vendor’s hourly rate for each region you wish to provide the services in. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

Vendors should type or electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document.

6. PERFORMANCE: Vendor and Agency shall agree upon a schedule for performance of Contract Services and Contract Services Deliverables, unless such a schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, Vendor shall perform in accordance with the release orders that may be issued against this Contract.

7. PAYMENT: Agency shall pay the hourly rate, as shown on the Pricing Pages, for all Contract Services performed and accepted under this Contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

8. TRAVEL: Vendors may be reimbursed for travel in accordance with the State of West Virginia’s published travel policy governing state employee travel with the following modifications: (1.) Vendor travel will not be reimbursed unless vendor personnel are required to be present at a location more than 75 miles away from Agency’s designated headquarters, more than 75 miles away from the vendor’s closest place of business, and more than 75 miles from the primary residence of the vendor’s closest employee performing the work. (2.) Vendors must calculate travel costs from the required location to the agency headquarters, the vendor’s closest place of business, and the closest employee’s residence. Mileage reimbursement totals for travel purposes will be based on the lowest mileage of the three calculations. (3.) Vendors will not be compensated for travel time.

9. FACILITIES ACCESS: Performance of Contract Services may require access cards and/or keys to gain entrance to Agency’s facilities. In the event that access cards and/or keys are required:

9.1. Vendors must identify principal service personnel which will be issued access cards and/or keys to perform service.

9.2. The vendor will be responsible for controlling cards and keys and will pay a replacement fee, if the cards or keys become lost or stolen.

9.3. Vendor shall notify the Agency immediately of any lost, stolen, or missing card or key.

9.4. Anyone performing under this Contract will be subject to Agency’s security protocol and procedures.

9.5. Vendor shall inform all staff of Agency’s security protocol and procedures.

10. VENDOR DEFAULT:

10.1. The following shall be considered a vendor default under this Contract.

10.1.1. Failure to perform Contract Services in accordance with the requirements contained herein.

10.1.2. Failure to comply with other specifications and requirements contained herein.

10.1.3. Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

10.1.4. Failure to remedy deficient performance upon request.

10.2. The following remedies shall be available to the Agency upon default.

10.2.1. Immediate cancellation of the Contract.

10.2.2. Immediate cancellation of one or more release orders issued under this Contract.

10.2.3. Any other remedies available in law or equity.

11. MISCELLANEOUS:

11.1. Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________

Revised 6/4/2026