Transcript_July 25, 2011

DEPARTMENT OF ADMINISTRATIVE SERVICES

STATE OF GEORGIA

IN THE MATTER OF:

SIGN LANGUAGE AND OTHER RELATED SERVICES

RFX# 99999-SPD0000052

2ND BIDDERS/OFFERERS CONFERENCE

SLOPPY FLOYD BUILDING

200 PEIDMONT AVE., SE

SUITES 1816-A-B, WEST TOWER

ATLANTA, GEORGIA 30330

MONDAY JULY 27, 2011

10:00 A.M.

ISSUING OFFICER: TRUDIE CARMICHAEL

ASSOCIATE CATEGORY MANAGER

LATASHA D. BETHEL CCR 2660

HAPPY FACES COURTREPORTING SERVICES

P.O. BOX 1063

TUCKER, GEORGIA 30085

(770)414-9071

P R O C E E D I N G S 1

TRUDIE CARMICHAEL: Okay, my name is Trudie Carmichael. 2

I am the issuing officer for the sign language and other 3 related services RFP. Today we’re here for a pre-bid 4 conference and the purpose of the conference is to listen 5 to your questions or to try to answer your questions and to 6 make sure that you understand what this RFP is really all 7 about. 8

Before we begin I need to take care of some 9 housekeeping measures. First of all conference rules, 10 please turn off your cell phones. If you wish to ask a 11 question you wait to be recognized and come to the podium 12 and you will use this mic. Once you have asked your 13 question please turn the microphone off because we have a 14 live air mic and both mics can’t be going at the same time, 15 okay. State your name, the company that you represent and 16 your question. 17

Only questions will be entertained. I repeat only questions 18 will be entertained. Please refrain from making additional 19 comments. Just ask your question and please be seated. If 20 a question has been asked and responded to or deferred you 21 will not be recognized to repeat the same question because 22 we want to give everyone an opportunity to get their 23 questions asked in the time that we have allotted. 24

The time limit on questions is three minutes each. If the 25 question that you ask cannot be answered in the time 1 allotted you, please, submit your questions to me at the e-2 mail address on your agenda by close of business at two 3 o’clock on tomorrow. That is a hard deadline two o’clock 4 tomorrow. The response will be provided where we can 5 otherwise--we will provide the response today. If we 6 cannot then we will post it to the registry--not Georgia 7 procurement registry but to team Georgia marketplace and 8 that’s where you would get the solicitation documents. The 9 due date for proposals have been changed and the new due 10 date is August 25th at 2 p.m. I repeat the new due date 11 for proposals is August 25th at 2 p.m. 12

We appreciate you observing our rules and please slowly 13 because we have interpreters here to interpret what is 14 being said. We have a court reporter that is taking down 15 what is being said and the copy of this transcript will be 16 posted along with the questions we receive prior to the 17 conference--this particular conference. So we’ll post the 18 results of the transcript of this conference. 19

Now, I need to introduce some people to you so that you’ll 20 kind of know who’s doing what. First the evaluation team 21 members that are present. We have Francine Shuman from the 22 technical college systems of Georgia. Doctor Barry 23

Critchfield from behavioral health and developmental 24 disabilities. Ms. Lisa Richardson from Gwinnett Tech and 25

Mike Galifianakis the State ADA coordinator. In the rear I 1 have and I need for you to come up front Ricky, please. 2

This is Mr. Rick Beal. He is my group category manager. 3

Beginning Wednesday I will be out on extended sick leave 4 and Rick will be taking my place but I just wanted you to 5 know who he is and so that if you have--his information is 6 on your agenda as well, as a contact person and I would 7 like to introduce a person that I’m losing the same day I 8 go on sick leave and that’s Mr. Wendall Carter my current 9 category manager and he’ll be leaving us going to another 10

State agency on Wednesday so that’s the State employees 11 that are here and Diane I’ll let you introduce the 12 interpreters that are with you. 13

DIANE FOWLER: Good morning. We’re going to be working 14 in two teams of interpreters on both sides. The 15 interpreter on the far side who is now working is Doctor 16

Laural Stanley. Her teammate is Francis Smallwood. Laural 17 and Francis are both from Alabama. Working on this side 18 will be Jan Humphrey and Shannon Simon and both of these 19 ladies are from Florida and my name is Diane Fowler. I’m 20 from here in Georgia. 21

TRUDIE CARMICHAEL: Okay, will the two interpreters who 22 are interpreting for Mark Gasway would you come and 23 introduce yourselves please or you introduce the two of 24 you? 25

STEPHANIE BOYD: Good morning, my name is Stephanie 1

Boyd and we have here Emily Haynes. We’re both Georgia. 2

TRUDIE CARMICHAEL: Thank you. All right, for those of 3 you who are proposing to submit a proposal for this 4 solicitation make sure you have signed in on the sign in 5 sheet and you have left two business cards in the orange 6 bowl on the table. Additionally you have a sheet that 7 tells you how to post your document entity with Georgia 8 marketplace and the business card of the person who can 9 assist you if you have any questions from our help desk and 10 now we will proceed to the solicitation and those of you 11 who wish to ask questions if you so acknowledge so that you 12 may be recognized and we can get this show on the road. I 13 saw your hand first ma’am would you please come and don’t 14 forget once you’ve asked your question to turn the 15 microphone off. 16

DIXIE BLACKWELL: (Interpreted by Jan Humphrey) Hello, 17 my name is Dixie Blackwell and I’m a deaf consumer of 18 interpreter services. I would like to ask the following 19 question. I’m concerned about the bidding process. You 20 have a regular process to hire anybody but you have to do a 21 background check first I understand that. If this 22 interpreter perhaps agency hires an interpreter without a 23 background check, on those people they hire, would you 24 accept that agency as the winning bid? 25

TRUDIE CARMICHAEL: The requirement on the solicitation 1 is that everyone who is slated as an interpreter must have 2 had a background check from that agency and the agency must 3 provide that background check to the Department of 4

Administrative Services upon request. Their failure to do 5 so will cause a termination of the contract because that is 6 mandatory. 7

DIXIE BLACKWELL: (Interpreted by Jan Humphrey) Thank 8 you. 9

TRUDIE CARMICHAEL: Anybody else? Okay. For those of 10 you who came in late please turn off your cell phones. 11

DONNA DAVIS: The RFP defines qualified as a person who 12 has taken and passed the standardized test given by one of 13 the agencies listed as the Georgia Commission on 14

Interpreters. The Georgia Commission on Interpreters 15 doesn’t endorse sign language interpreters in any way. Is 16 the Georgia Commission on Interpreters preparing a test for 17 sign language interpreters, CART or C-Print services? 18

TRUDIE CARMICHAEL: The answer to that is, no. I have 19 no idea what the Georgia Interpreter Commission on 20 interpreters for the deaf is. That commission was brought 21 up as a question that we received in the first round of 22 questions. The State of Georgia does not have a 23 certification process at this time for interpreters. Did 24 that answer your question Ms. Davis? Someone has their cell 25 phone on. 1

NICOLE JOHNSON: That’s the conference call. 2

TRUDIE CARMICHAEL: Well, mute that please. 3

NICOLE JOHNSON: If I mute it they won’t be able to 4 hear. 5

TRUDIE CARMICHAEL: Whoever is on the phone please turn 6 your phone off. It’s distracting to us, please. Thank 7 you. 8

DONNA DAVIS: Can I ask a follow-up. 9

TRUDIE CARMICHAEL: Sure. You can do it from there if 10 you talk loud. 11

DONNA DAVIS: Will that language be removed from the 12

RFP? 13

TRUDIE CARMICHAEL: Yes, we can remove any reference to 14 the Georgia Commission for the interpreters for the deaf. 15

MIKE GALIFIANAKIS: To follow up on Ms. Davis’ question 16 just in the legislative session the statute addressing 17 interpreters in courts was amended specific to the judicial 18 branch and in that legislation it tasks the Commission with 19 establishing certification for foreign language 20 interpreters and sign language interpreters. The 21

Commission is housed in the Administrative Office of the 22

Courts and my understanding is they will be starting to 23 develop standards for both foreign language and sign 24 language interpreters down the road. That statute does not 25 go into effect, I believe, until January 2013. So, there 1 will be a point at which for judicial proceedings--the 2 judicial branch there may be standards for sign language 3 interpreters but that it’s not the case at this point. 4

TRUDIE CARMICHAEL: Okay. Ruth. 5

RUTH DUBIN: Ruth Dubin, sign language interpreting 6 specialist. My follow-up question to that and I will have 7 some other questions. Is not the judiciary exempt under 8 the State purchasing act of Georgia from contracts with the 9

Department of Administrative Service for services? 10

TRUDIE CARMICHAEL: Yes they are exempt however they 11 may use the contract and if they use a contract those 12 standards that they set forth must be considered. 13

CHRISTOPHER PATTERSON: (Interpreted by Jan Humphrey) I 14 understand that you could use the contract but registry for 15 the interpreters for the deaf already has a national 16 standard especially a judicial call for specialist 17 certificate legal. So, what kind of different standards 18 might be established that we can be expected to abide by? 19

MIKE GALIFIANAKIS: This is just a possible comment 20 because I don’t know what standards they are intending to 21 propose but I think the Commission would reach out and 22 identify what those standards are per RID and identify at 23 least where they don’t conflict. The Americans with 24

Disabilities Act states that an interpreter needs to be 25 qualified. It doesn’t require certification but in the 1 commentary to that regulation it states that a State can 2 certainly certify for certain types of interpreting and 3 that’s where it leaves it. So, the hope would be that 4 there wouldn’t be an inconsistency between a state 5 certification from the Commission and whatever a national 6 recognized standard is unless the State standard was more 7 stringent but that’s just speculation on my part. There is 8 no way to know yet. 9

TRUDIE CARMICHAEL: You may want to go to the 10

Commission--the Georgia Commission on interpreters at 11 www.georigacourts.org and I’ll put that link in the 12 response to the Q and A from this conference so that you 13 can look at what the Commission actually does right now and 14 what they require of court interpreters. In the back, yes. 15

MARIAH WOJDACZ: My name is Mariah Wojdacz. I am a 16 sole proprietor free lance interpreter living in Jasper 17

County. I have many questions regarding this RFP and many 18 of these questions represent the concerns of the freelance 19 interpreting community. This was put together with input 20 from the freelance community so that we can go through 21 these questions without having to come up and try to not 22 repeat the same questions as you’ve said. So, I do have 23 several questions and I’ll also have them to be submitted 24 in writing. My personal situation is that I’m currently 25 available to take assignments via interpreting agencies but 1

I would like to establish contracts with local state 2 agencies in my area to provide quality interpreting 3 services in compliance with the ADA, the Vocational 4

Rehabilitation Act, the IDEA and the Georgia Equal 5

Employment Opportunity-- 6

TRUDIE CARMICHAEL: Excuse me. You’re making a 7 statement. I need you to ask a question. 8

MARIAH WOJDACZ: First I have questions regarding the 9

RFP costs factors specifically with regard to travel time. 10

Secondly, I have questions regarding the exclusionary 11 nature of this RFP. Third, I have questions regarding the 12 net benefit of this RFP to the taxpayers and fourth I have 13 questions about three serious conflicts between the RFP and 14 the Registry of Interpreters for the Deaf Code of 15

Professional Conduct. 16

TRUDIE CARMICHAEL: Are those your questions? 17

MARIAH WOJDACZ: No, I need to go through the 18 questions. First of all regarding the issue of travel time 19

I would ask DOAS to please consider my situation as an 20 example and this is all structured so that-- 21

TRUDIE CARMICHAEL: Ms. Wojdacz, excuse me, I’m sorry 22 but you’re making a statement. Your questions--I can 23 address your questions, okay. 24

MARIAH WOJDACZ: What formula would you like for us to 25 use to determine and break down billed travel time and 1 billed appointment time. I have a formula that I have 2 submitted as an example of the formula that we could use 3 but I don’t know what sort of formula you want us to use. 4

I don’t understand how it makes sense to pay since I live 5 in Jasper County that’s the southernmost county in region 6

5. It’s bordered on the West by region 4, the South by 7 region 6 and on the East by region 7. So, why would DOAS 8 think that it would make sense to compensate me for 9 traveling if I’m awarded a contract for region 5, why would 10 you pay me for traveling to neighboring counties that don’t 11 happen to be in my region but not compensate me to travel 12 to the outermost area of my region which is two hours away 13 minimum. Wouldn’t it make more sense to encourage local 14 entities to establish contracts with local interpreters or 15 agencies who can provide quality services with less 16 overhead. For example less travel time and I have 17 submitted that formula so I would please like you to review 18 that and then explain how you think we should better 19 calculate that. 20

Also, secondly, the questions I have regarding the 21 exclusionary nature of the language in the RFP mandatory 22 scored response section 4.4. Section 4.4.1 states, I’ll 23 summarize it, that the offerors shall have to provide 24 services on an as needed if needed basis 24/7, three-sixty-25 five so the mandatory response I have to answer yes to that 1 question to be considered for a contract but given this 2 requirement how could any sole proprietor be considered a 3 potential bidder because one person cannot remain available 4 all the time. So, how would any sole proprietor be 5 expected--how could any of us be awarded a contract because 6 isn’t the very nature of the language excluding 7 individuals--doesn’t it suggest that successful offerors 8 must have more than one interpreter at their disposal. 9

Under this RFP also wouldn’t it be impossible for me to 10 remain consistently available as a sole proprietor to 11 interpret for State agencies primarily because the State 12 doesn’t guarantee any usage of my services. So, given the 13 absence of that guarantee how could I be able to work 14 exclusively for the State when I have to fill my schedule 15 to stay in business with work that is available and 16 wouldn’t my inability to satisfy the RFP availability 17 requirements eliminate me from the competitive bidding 18 process? 19

So, I guess I need to just explain how--I need DOAS to 20 explain how I am considered a potential bidder and then I 21 also do have questions regarding the net benefit of the net 22 financial benefit of this RFP because I actually believe 23 it’s going to costs more than it will save but that is all 24 in the questions that I have submitted. So, if you could 25 please review that and explain that to us we would 1 appreciate that and most importantly we all have questions 2 about the serious conflict between this RFP, the technical 3 requirements and the tenets of our code of professional 4 conduct that’s also--the code of conduct is referenced in 5 what I’ve submitted and I have also submitted you a copy of 6 that full document but it seems to me-- 7

TRUDIE CARMICHAEL: That’s a statement. You got to ask 8 a question. 9

MARIAH WOJDACZ: If you could please review the 10 documents that I have submitted and answer the question of 11 can this RFP actually be re-written to address these 12 ethical conflicts which are explained in the submitted 13 document and I’m not sure does DOAS understand that only 14 law supersedes our code of professional conduct and since 15 this RFP is not law shouldn’t it be revised to allow for 16

CPC compliance because if such provisions are not possible 17 shouldn’t this RFP be canceled. Thank you very much for 18 your time. 19

TRUDIE CARMICHAEL: First, to the cost factors that you 20 raised about travel time. We have researched the travel 21 issue and first of all let me correct something that has 22 been prevalent in the issue about travel time. There is no 23 national standard for travel time. Each state sets their 24 own standard of what they will and will not pay on travel 25 time. What we propose in the RFP was a compromise to what 1 we said. Now, as to your statement about not being paid 2 for the region in which you live in, you will be given 3 mileage reimbursement but we are looking at other avenues 4 with that. Like I said right now our travel time policy is 5 what we propose in the response to the first set of Q and 6

A. We have gotten additional information from other states 7 that we may give consideration to and if we revise that 8 consideration we will put that in the response to the RFP. 9

The second is about the exclusionary nature of the 10 contract. The contract is not exclusionary because it 11 allows for multiple awards per region. Meaning that it 12 will allow for an individual award or it can allow for a 13 company to have an award because you have to be available 14

24/7, three-sixty-five days a year. Your availability is 15 based off that, your availability. If you get called for 16 an assignment and you’re not available then we go to 17 someone else. That’s how it works. That would be the same 18 if it was a company. If the company did not have an 19 interpreter they could make that assignment to then--we 20 would have to go to someone else. So, the availability 21 issue is that we’re just letting you know that you may get 22 called at three o’clock in the morning to fulfill an 23 assignment in your area. That’s what we mean by 24 availability is that if we do call you, you won’t just say 25 well I’m sleeping and I’m not going to take the assignment. 1

That’s what it means by availability. 2

As to your concerns about the code of professional conduct, 3

I will look at those but I assure you I know one of them 4 was confidentiality. Confidentiality is a part of all of 5

DOAS’ contracts that the information that the supplier or 6 their employees obtain has to remain confidential. If that 7 confidentiality is breached then that particular supplier 8 would no longer be able to do business with the State of 9

Georgia and will suffer the federal penalties involved. If 10 you will recall in the RFP each company or each supplier 11 that is bidding on this contract must comply with HIPPA and 12

FERPA regulations. Those are federal requirements as well 13 as the State privacy issues. The federal law has a higher 14 degree of standard and that’s the standard we’re taking 15 because of medical records that you will be exposed to, 16 medical conditions of clients that you will be exposed to 17 that information must be kept confidential and if it means 18 that we need to add the language about RID’s professional 19 code of conduct we will take that under advisement. 20

RUTH DUBIN: Ruth Dubin, Sign Language Interpreting 21

Specialist. I have several questions and rather than come 22 up and down I’ll just ask them all. Number one, eight 23 hundred number, is it possible to--it is a requirement that 24 a bidder has an eight hundred number. Is it acceptable to 25

DOAS to establish an eight hundred number after the 1 contract award? 2

TRUDIE CARMICHAEL: Yes. 3

RUTH DUBIN: Thank you. The second question is 4 regarding the criminal background check. Currently the 5

State of Georgia has a contract with a company called 6 cogent. It’s the Georgia cogent background system. It’s 7 used by most State agencies that I’m aware of and I have 8 asked this before but it hasn’t been answered so I only 9 want a yes or a no if it’s possible to have a yes or a no. 10

Is the State of Georgia cogent background system of 11 criminal background check satisfactory to the requirements 12 set forth in the RFP? 13

TRUDIE CARMICHAEL: Yes. 14

RUTH DUBIN: Thank you. Related to the question Mariah 15 asked regarding travel time charges. First, in the 16 questions, answers and protest and response process Sherry 17

Southern of DOAS referred to the possible elimination of 18 the regions map based on information gained and questions 19 asked and I am interested to know why DOAS has not removed 20 the regions map from the RFP in terms of not only travel 21 calculations which are obviously vitally important to the 22 definition of pricing for the RFP. So, why has that not 23 been removed and second question if in fact it is still 24 going to be a part of the RFP then how will DOAS justify to 25 potential bidders the obvious unfairness of being able to 1 charge for travel time outside a neighboring region even if 2 it is very short amount of travel versus travel time not 3 being permitted within a region even if it is quite 4 expensive travel time and my last question regards to the 5 code of professional conduct that Mariah raised there is a-6

- 7

TRUDIE CARMICHAEL: Caller on the phone can you mute 8 the call. Someone’s phone. Caller on the phone please 9 listen. Please mute your phone so that we don’t have any 10 distractions. Someone is making another call. We can hear 11

it. All callers mute your phone. Mute your phones. Okay, 12 go ahead. 13

RUTH DUBIN: And my final question is as regards to the 14 code of professional conduct one of the requirements DOAS 15 has implemented in this RFP for potential bidders is that 16 mileage needs to be documented through-- 17

TRUDIE CARMICHAEL: Tell them to mute their phones and 18 please don’t put us on hold. 19

(Pause in proceedings) 20

TRUDIE CARMICHAEL: Just tell them we’re going to have 21 to cut the conference call. 22

(Pause in proceedings) 23

NICOLE JOHNSON: I’m not getting-- 24

RICKY BEAL: All right, Cut it. Cut it. 25

TRUDIE CARMICHAEL: Okay, just forget it. Go ahead. 1

RUTH DUBIN: To reiterate the questions regarding 2 travel-- 3

TRUDIE CARMICHAEL: No, just code of conduct. We got 4 that. 5

RUTH DUBIN: Travel and code of conduct-- 6

KIM SMITH: The travel answer provided because I-- 7

TRUDIE CARMICHAEL: We haven’t answered any of the 8 questions. She was at code of conduct. 9

KIM SMITH: You answered two of them. 10

TRUDIE CARMICHAEL: I answered two but I’m coming back 11 to the travel. 12

KIM SMITH: With all of that can I just hear the 13 question again. I’m sorry I think I missed something. 14

TRUDIE CARMICHAEL: The first question was about can an 15 eight hundred number be provided after the contract award 16 and I said yes. The second was about using the States 17 cogent background check system and I said yes and then she 18 did her travel spill and now she is on code of conduct. 19

KIM SMITH: What was the travel spill? 20

TRUDIE CARMICHAEL: I’m sorry about the regional maps. 21

Right now you can bid by regions. We have it set up that 22 after you submit your bids by regions one through twelve 23 and she was saying that I can get paid for going to a 24 region just a couple of miles away from the region which I 25 live in for travel but I can’t get paid for travel within 1 my region. So I’m waiting to--and then once we eliminate 2 the regional map we haven’t decided to do that. That’s not 3 part of what we’re doing. The regional map has not been 4 eliminated and we’re still proceeding and using the 5 regional map. 6

KIM SMITH: So the answer to the question of-- 7

TRUDIE CARMICHAEL: I have not answered that question 8 specifically, okay. 9

KIM SMITH: Will that be answered? 10

TRUDIE CARMICHAEL: Possibly not because it involves 11 travel and that’s something we’re going to probably have to 12 go back to as a team and look at. That might be a deferred 13 question. 14

KIM SMITH: Which gets answered later? 15

TRUDIE CARMICHAEL: Yes. 16

RUTH DUBIN: My question regarding travel as it relates 17 to the code of professional conduct is that a requirement 18 set forth in the RFP is--one of them, is that if an 19 interpreters traveling to one assignment to another--I’m 20 sorry regardless of when an interpreters traveling 21 aaasouth.com is to be used as documentation for 22 verification of travel time and mileage. My question is 23 not about that but given that it also states if an 24 interpreter is traveling from one assignment to another you 25 have to give the address of where you’re going from and 1 where you’re going to. Where an interpreter is going to is 2 certainly known by the requester because they’re going to 3 that requester stated location where the interpreting is 4 needed but in order for an interpreter to give the address 5 of where they are coming from on another assignment that is 6 a conflict of our code of professional conduct. So, I do 7 understand the need for verification and documentation 8 regarding mileage and travel time but I don’t know how--I 9 ask how can this be resolved where an interpreter can 10 document appropriately but does not have to break 11 confidentiality of their starting location specifically. I 12 think that’s all the questions I have at this time. 13

TRUDIE CARMICHAEL: As stated the question about the 14 eight hundred number, can it be provided after the contract 15 award the answer to that is yes and we’ll make that known 16 as part of the response to Q and A. The second question 17 regarding using the cogent background system for background 18 checks, yes, you may use it. It is comprehensive. I found 19 out what it was before so yes I can say that. As to the 20 travel time issue as it relates to the regional map, that 21 question will be deferred and answered in the response to Q 22 and A and the question about using aaasouth to indicate the 23 from-to-location because of confidentiality that to will be 24 deferred so I can read what the language says in the RID 25 code of professional conduct and see what we can do to get 1 what we need and still maintain the confidentiality. 2

Someone other than you two right here. You right here. 3

Ms. Wojdacz and Ms. Davis the reason I did not recognize 4 you is because you’ve spoken once already. 5

ABIGAIL WOODALL: (Interpreted by Jan Humphrey) Hi, I’m 6

Abigail Woodall. My comments are regarding the RFP 7 process. As a student who is going to school if I wanted 8 to get an interpreter they might be qualified or certified 9 and that’s fine but what if they just don’t match my needs 10 can they be replaced. Will the RFP allow a change in the 11 interpreter if in fact the interpreter and the consumer 12 don’t quite match--the needs are not there--my educational 13 needs are not being met through that particular 14 interpreter? That’s my question. 15

TRUDIE CARMICHAEL: That is always the case for any 16 interpreter be it student or nonstudent but one of the--17 sign language interpreters is not the only service that’s 18 offered under this contract. We do have C-Print services 19 and we have CART services. A lot of the technical schools 20 use the CART services. Is that right Francine? 21

FRANCINE SHUMAN: We’re moving to that. 22

TRUDIE CARMICHAEL: They’re moving to CART services and 23 we also offer video remote interpreting. So, there are 24 other avenues that may be utilized for the student 25 population other than just a physical person present 1 standing and before you or to help you with your sign 2 language. So, that may give you a little bit more 3 latitude. You have a follow-up? Let her do her follow-up 4 first. 5

ABIGAIL WOODALL: (Interpreted by Shannon Simon) I 6 understand what you said however what if an individual, a 7 student or someone else has interviewed a long list of 8 people and the company however does not want to replace the 9 interpreter to give you the preferred person so the 10 consumer who wants to use that particular interpreter who 11 understands them and has good repor with them how is that 12 going to work with this system? 13

MIKE GALIFIANAKIS: Well, I think that if a person 14 needs and qualifies for an interpreter as their primary 15 means of communication we certainly need to establish 16 effective communication. So, there needs to be--an 17 interpreters not qualified unless that person facilitates 18 effective communication. So, in those rare circumstances 19 where the RFP may not have someone available in that region 20

I think is something we would have to defer and get an 21 answer back to you to identify how we would address that. 22

I think your question is, you require an interpreter as 23 your primary means of communication. The folks on the list 24 can’t effectively communicate with you. What do you do. 25

Is that really your question? 1

ABIGAIL WOODALL: (Interpreted by Jan Humphrey) Yes. 2

MIKE GALIFIANAKIS: Yeah. So, you need an interpreter. 3

So, hopefully that’s going to be a non-existed to rare 4 circumstance to the extent it is we certainly need to think 5 through how to address it. 6

FRANCINE SHUMAN: At our technical colleges and that’s 7 all I can speak for but normally if that’s the case where 8 the student and the interpreter if there’s any situation or 9 they don’t really get along or whatever then the disability 10 services coordinator would work with them and then if it 11 was decided that another interpreter was needed then we 12 would certainly look into that. It’s always on a case by 13 case basis. 14

TRUDIE CARMICHAEL: And like I said this is going to be 15 deferred but that being the situation if that incident 16 happens and it cannot be resolved the State does have a 17 waiver process in order to facilitate the need of the 18 individual receiving the service. All right, anybody else 19

I’m sorry. I’ll take you and the gentlemen in the suit and 20 the gentlemen in the black shirt next because they haven’t 21 asked questions. Just understand if you have not asked a 22 question I’ve given preference to the ones who have not 23 asked questions, first. 24

JACKIE ANTHONY: I am Jackie Anthony and I speak for 25 myself as a freelance interpreter. My question is 1 pertaining to the regional map. Are you aware of where 2 interpreters are located throughout the State and to know 3 if separate regions would be successfully implemented as 4 the regional map is presented. 5

TRUDIE CARMICHAEL: No, we don’t know where everybody 6 is located. We do know that the majority of the 7 interpreters do reside in region 3 which is the 8 metropolitan Atlanta area. We do know that in South 9

Georgia there are virtually none or one or two and so 10 that’s why we have other avenues of providing sign language 11 services as a part of this RFP. Okay, the gentlemen in the 12 suit. 13

RANDY SHAW: (Interpreted by Shannon Simon) Good 14 morning everyone. Good morning Barry. Hi Mike. I’m doing 15 fine thanks. I have three questions. I am Randy Shaw. 16

I’m an interpreter and I’m certified by RID. My three 17 questions are in the RFP 1.7. Does it explain in there the 18

CDI. I believe that there is a section there that explains 19

CDI. 1.7 is the reference. It talks about an oral 20 transliterary in there but I would also like to add an 21 explanation about a CDI in that section. It should be 22 added there. 23

TRUDIE CARMICHAEL: I can only take a question. No 24 statement. 25

RANDY SHAW: (Interpreted by Shannon Simon) I’m asking 1 will you add to that section in 1.7? 2

TRUDIE CARMICHAEL: Yes, we can. 3

RANDY SHAW: (Interpreted by Shannon Simon) Thank you. 4

Still connected to 1.7 I’m wondering if you would eliminate 5 the part that talks about a standard of a State or a State 6 standard and eliminate that regional or local and in place 7 of that put the RID standard. 8

TRUDIE CARMICHAEL: We’ll have to defer that. 9

RANDY SHAW: (Interpreted by Shannon Simon) The third 10 is 5.2. In reference to that section, sign language 11 services, I would like to ask that you add deaf, blind in 12 that section. 13

TRUDIE CARMICHAEL: Yes, we can do that. 14

RANDY SHAW: (Interpreted by Shannon Simon) Thank you. 15

TRUDIE CARMICHAEL: The gentlemen in the black shirt. 16

DAVID COWAN: (Interpreted by Jan Humphrey) Good 17 morning everyone. My name is David Cowan. I am a former 18 board member of the Deaf Ears Counsel on Developmental 19

Disabilities and I have a question. I’m wondering if you 20 would consider appointing a deaf person to be a neighbor of 21 your task force to work with you as part of the team. 22

There are so many issues here that are very sensitive to 23 those of us who are in the deaf community (inaudible) and 24 the goal would not be to constrict the progress of the 25 committee but to be assistance and support and I’d love to 1 have an answer to that and I would hope it would be yes. 2

TRUDIE CARMICHAEL: I’ll have to defer that. 3

DAVID COWAN: (Interpreted by Jan Humphrey) That’s 4 acceptable. Thank you. 5

TRUDIE CARMICHAEL: Okay. I’m sorry. The black shirt. 6

Did you have a question Wendall? And I’ll take your 7 questions after her. 8

MANDY STONE: Hi, I’m Mandy Stone sign language 9 interpreter and I have a follow-up for Jackie Anthony’s 10 question. Jackie had asked about the regional map and one 11 of the responses, I believe it was Trudie who said that you 12 were taking other avenues about the interpreters in the 13

Southern region and I was wondering what those other 14 avenues are and what the State will do to ensure that deaf 15 people in rural areas will have interpreter--certified 16 interpreters. 17

TRUDIE CARMICHAEL: What I said was--is that--the 18 question that was asked was do we know who the interpreters 19 are in all of the twelve regions and so we only know that 20 the majority of the interpreters reside in region 3 which 21 is metropolitan Atlanta. We did know that there were very 22 few if none in South Georgia. Is that right Francine? And 23 what I was saying is that we did have other services that 24 could provide interpreting services through other avenues 25 i.e. C-Print, CART services or video remote interpreting if 1 need be if we couldn’t find a physical body that would 2 travel to that area to provide that service. That’s what I 3 said. Hold on. 4

FRANCINE SHUMAN: Francine Shuman with technical 5 college system. Until as of today we have been never--can 6 you hear me? We have not had a situation in a rural county 7 that we have not been able to provide interpreter services 8 of some sort but we do know as far as our technical 9 colleges are concerned that there are not near as many 10 interpreters in the rural areas particularly in the 11

Southwest, Southeast corners but also we have not had near 12 as many request for services. Most of our service requests 13 are in our colleges in the metro area. 14

WENDALL CARTER: Good morning, I’m Wendall Carter. I 15 just wanted to make a couple of comments so that it’s on 16 record. Part of the--and I know that the regional map is a 17 issue or there’s some aches about the regional map and I 18 know that this team is going to go back and look at those 19 things but part of the reason that we sort of have a 20 regional map is because we’re trying to make sure that the 21 need of the entire State is being met and so that’s part of 22 the reason we sort of look at the map and if we just open 23 it and say provide me the services, what we found is that 24 most times the service providers will be centered around 25 the metro areas and then we don’t have coverage in the 1 rural areas and so part of the reason we have the regional 2 map is to ensure that the need is being met in the regions. 3

Now, here again I know that there is some consideration 4 that’s going to be--that we’re going to take back in terms 5 of how to view the regional map as it relates to travel. 6

So, I just wanted to say that. The other comment that I 7 wanted to make is that somebody mentioned you guys 8 participating and being a part of the panel. Our attempt 9 to allow you to participate is this conference as well as 10 the Q and A. I think we will sort of get into a conflict 11 of interest if we have you providing us first-hand sort of 12 collaboration and then you submit a proposal or you are a 13 service provider. I think there may be a conflict of 14 interest but I think that we’re trying to provide an 15 environment where you are collaborating with us. So, 16 that’s the purpose of the offerors conference. That’s the 17 purpose of the Q and A is so that we can--so this can be a 18 collaborative effort. 19

TRUDIE CARMICHAEL: All right. New question. You’re a 20 follow-up. You’re a follow-up. Anybody who wants to ask a 21 question that has not asked a question before I go back to 22 some people who’s raising their hands. Okay, Melissa. 23

(Discussions had off the record) 24

TRUDIE CARMICHAEL: She submitted her questions and 25 what I said to her is that we provided a response to her 1 questions on Q and A for this session. 2

MELISSA MANN: Are they already posted or they will be? 3

TRUDIE CARMICHAEL: No, they will be posted. Now, for 4 return events to be fair I saw Ms. Davis’ hand first. 5

You’re a new question in the back you can come on up and 6 then Ms. Davis do you still have a question? 7

DONNA DAVIS: Yes ma’am. 8

TRUDIE CARMICHAEL: All right Ms. Davis, Ms. Wojdacz, 9 the gentlemen in the rust-colored shirt, the lady up front 10 in the purple skirt, the young lady in the plaid jacket and 11 then the gentlemen in the black. 12

MANDY BRACKEN: Good morning. My name is Mandy Bracken 13 owner and President of Medley interpreters LLC here in 14

Atlanta. As it’s been made clear in the dialogue from the 15

RFP until now it seems the impetus of this RFP is the State 16

Purchasing Act. Would you please provide a recitation and 17 explanation of the interpretation that was used in creating 18 this RFP especially in regards to the disagreement on the 19 point of it being a professional service? 20

TRUDIE CARMICHAEL: I’ll defer that and answer the 21 question in the Q and A actually giving you the language as 22 it’s specifically addressed verbatim. 23

MANDY BRACKEN: Thank you. Secondly, I was also 24 wondering if you would please provide an anonymous 25 biographical description and makeup of the group or 1 committee that was involved in developing the RFP. I know 2 we have several individuals here on the panel today but the 3 stakeholders in the audience including myself are very 4 interested to know those backgrounds and what market 5 research has been conducted thus far. 6

TRUDIE CARMICHAEL: That’s a deferred issue. 7

MANDY BRACKEN: Lastly, I was curious to know what the 8

DOAS will do if no bids are received or if the bids 9 received are from companies that do not specialize in 10 providing communication services to the deaf community. 11

TRUDIE CARMICHAEL: That’s deferred to. Okay, Ms. 12

Davis. 13

DONNA DAVIS: Thank you. Is it correct in the language 14 in the RFP that it states--I’m sorry Donna Davis, that the 15 cheaper company will be used first and then up the line. 16

Like for example the State agency will be required to call 17 the least expensive company first; is that correct? 18

TRUDIE CARMICHAEL: The award for the solicitation will 19 be based on two things, technical and costs. Technical is 20

60% of the RFP. So, that means that we will make multiple 21 awards with that. So, however it falls off. We have three 22 companies for a region then those three companies will be 23 listed and the State agencies may choose between those 24 three companies in their region. It’s not necessarily the 25 cheapest company as it is the best value for the State and 1 the State entity will decide which of the three companies 2 they will use based on their budgets but he requirements 3 will have already been met. Now, that’s what I want you to 4 understand cost is not the all determining factor although 5 cost is important. Technical expertise of the individual 6 providing the service is the most important part of this 7

RFP. 8

DONNA DAVIS: Some of the people have asked several 9 questions in a row and I meant to do that. As a follow-up 10 to the one I just asked I’d like to know, what is the 11 verification process for ensuring that quality services 12 will be provided to Georgia’s deaf citizens and in addition 13 to that question I’d like to ask, people are saying this 14 does not include schools but in the language of the RFP I 15 see local government, counties and other political 16 subdivisions under the convenience category. I also see 17 that it says that the RFP states that the number of 18 agencies using the contract is expected to expand to 19 include usage by local government entities. Would you 20 think that this includes schools in general? I do have 21 several other questions. 22

TRUDIE CARMICHAEL: Schools are included under the 23

State Board of Education which is governed by the State 24

Purchasing Act. So, all schools in the State of Georgia 25 are covered by the State Board of Education. 1

Now, that’s it. I need to give someone else a chance. 2

Rust-colored shirt, you have a question. Ms. Wojdacz and 3 then the black shirt after her. 4

MARIAH WOJDACZ: Mariah Wojdacz, freelance interpreter. 5

I have a few follow-up questions regarding the availability 6 requirements. What happens if I am consistently 7 unavailable after being awarded a contract. Will I be 8 penalized in some way. For example, what if I can’t accept 9 a particular assignment because I don’t feel that I’m 10 qualified for that particular assignment. Am I going to 11 have to justify my reasons for rejecting assignments based 12 on ethical concerns, conflict of interest or professional 13 reasons and if there will have to be justification how can 14 we provide that justification without violating the code of 15 professional conduct confidentiality tenet. 16

TRUDIE CARMICHAEL: That will have to be deferred. We 17 will have to talk about that. 18

DAVID COWAN: (Interpreted by Shannon Simon)I’m David 19

Cowan. I’d like to add to something that the other lady 20 said. I don’t know her name--gentlemen in the back. I 21 don’t know what that person’s name is. Can someone tell 22

me. 23

TRUDIE CARMICHAEL: Wendall Carter. 24

DAVID COWAN: (Interpreted by Shannon Simon)Just for 1 the record, yes, please. Mr. Carter made a comment. I’m a 2 deaf consumer and I am not a bidder. I am not whatever. I 3 am not involved in this only as a consumer. So, I agree 4 with you, yes, but if I was a bidder it would be a conflict 5 of interest but my question that I’d like to throw back to 6 this team is will you consider our recommendations in terms 7 of the most neutral, most representative deaf person 8 because all of the answers at this meeting saying that you 9 have a lot of questions but we can help you with the 10 answers if you would make us a part of it. It would make 11 it easier and faster instead of this going back and forth 12 with questions and answers. We’d be happy to help you out 13 if you would allow us to help give you the answers to make 14 your work easier. We can help. We can help you. We could 15 find the most neutral person possible and we can help. 16

Thank you. 17

TRUDIE CARMICHAEL: And as I said that is deferred. I 18 think that Mr. Carter’s thing was just explaining to you 19 about what could be the possible conflicts and that was all 20 he was pointing out. He was not answering for the team, 21 okay. All right, anymore questions. Hold on. This is a 22 new one and then I’ll take you Ruth. 23

DON CLARK: Thank you. My name is Don Clark with Don 24

Clark and Associates. I’m here in conjunction with LATN. 25

The question that I have is for urgent mental health and 1 medical assignments. For example a five-hour assignment. 2

If the interpreter incurs travel time will they be paid the 3 full amount of the assignment and if not why not. 4

TRUDIE CARMICHAEL: I want to make sure I understand 5 what you’re asking. You’re saying if a person has a five-6 hour assignment will they be paid travel time. 7

DON CLARK: No, if the interpreter travels and is in 8 the process of going to that assignment or even arrives at 9 the assignment-- 10

DIANE FOWLER: Could the speaker use the microphone 11 please. 12

DON CLARK: If the interpreter incurs travel. They 13 leave their home or their place of business and they’re in 14 route to an assignment that is going to be a five hour 15 assignment and it’s canceled for some reason. Will they be 16 paid for the full time of that assignment since they’ve set 17 that aside in their schedule or even if they arrive on the 18 site and it’s canceled. 19

TRUDIE CARMICHAEL: We’ve added a cancelation policy to 20 the RFP that we posted last week prior to this meeting and 21 it addresses the notification requirement for that 22 particular situation but your specific question I’ll have 23 to defer and let us look at the cancellation policy in 24 light of what you asked. 25

DON CLARK: My next question is what is the award date. 1

Has that been changed or is that still the same? 2

TRUDIE CARMICHAEL: The award date will depend on when 3 we complete the evaluation. We changed the due date of the 4 proposals and as such everything else moves out and so all 5 the processes that have to go in place after evaluation 6 award--everything moves back. There is no specific date 7 given for award it just says so many days after the notice 8 of intent to award has expired. 9

DON CLARK: If the state cannot provide sign language 10 interpreting services for consumers from the contract of 11 awardees how will services be contracted to complete the 12

State’s requirement for interpreter services? 13

TRUDIE CARMICHAEL: We must comply with federal law to 14 provide access so we can’t provide it under the terms of 15 this contract then we would have to do it outside of the 16 contract by waiver. 17

DON CLARK: So, I guess my question really is what is 18 that process and how would someone be chosen for that? 19

TRUDIE CARMICHAEL: We will not select an individual--20 if we can’t award from--if somebody is not available by the 21 contract then the state entity will request a waiver to go 22 outside the contract because nobody is in that contract but 23 you’re saying if this solicitation is not awarded? I don’t 24 know what--because like I said that was a deferred 25 question. 1

DON CLARK: No, not if the solicitation is not awarded. 2

When it is awarded and then that service provider or 3 service providers cannot provide on that particular date 4 and time how will you choose someone outside of the 5 awardees. How are you qualified in other words. 6

TRUDIE CARMICHAEL: Since we are awarding by regions 7 and if we award to the--if the person that’s in that region 8 cannot fulfill that assignment then we’ll go to a region 9 that’s closest to that particular region. We’ll try to use 10 someone that’s awarded a contract in the region that 11 surrounds that region. Okay, Ruth. I’m sorry purple--I’m 12 going to let her go first and then you can come after her 13

Ruth. 14

UNIDENTIFIED SPEAKER: (Interpreted by Shannon Simon)Do 15 you know that Atlanta has many, many deaf people who are 16 foreigners. They do not read English as well as we do. Do 17 you know that? 18

TRUDIE CARMICHAEL: Yes. 19

UNIDENTIFIED SPEAKER: (Interpreted by Shannon Simon) 20

My second questions is have you done some research on CART 21 and comparing CART with interpreter costs. Which of them 22 is most cost effective? 23

TRUDIE CARMICHAEL: Yes ma’am. Interpreter services 24 are more costs effective. CART services are expensive but 25 we’re trying to get pricing that is more costs effective 1 for state use that’s why it was added to the solicitation. 2

UNIDENTIFIED SPEAKER: (Interpreted by Shannon Simon) 3

Will you consider hiring deaf persons as consultants to 4 this Board? 5

TRUDIE CARMICHAEL: We’ve had that question. That 6 question has been deferred. 7

RUTH DUBIN: Ruth Dubin, Sign Language Interpreting 8

Specialist. I have several questions and instead of going 9 back and forth I will ask them all and they are new 10 questions. One, Trudie there is in the language of the RFP 11 seven different cost proposal forms listed but there are 12 only six on the team Georgia marketplace listing and it 13 does not appear that the medical one is there. There’s 14 legal, mental health and general. There’s C-Print, CART 15 and DRI but there’s not one for medical. 16

TRUDIE CARMICHAEL: I’ll get that corrected. Thank 17 you. 18

RUTH DUBIN: On the costs proposal forms--this is in 19 regards to cancellation policy. Two things. In the RFP 20

4.4.2 the cancellation policy is described. However, it 21 appears that the only cancellations referred to are those 22 made by the vendor providing service. If the vendor 23 cancels then an interpreter is unable to--that was 24 scheduled is unable to go. The cancellation policy, of 25 course--let me ask this as a question. Will DOAS expand 1 the cancellation policy to include, as referenced by Mr. 2

Don Clark earlier, to include cancellations by the 3 requestor with little advanced notice or no advanced notice 4 or on arrival. Will that cancellation policy be expanded 5 to include cancellations by the requestor. 6

TRUDIE CARMICHAEL: That was deferred and it was 7 deferred to go back and look at it. 8

RUTH DUBIN: Okay, thank you. Someone and I can’t 9 remember if it was Ms. Davis asked regarding the procedure 10 requirement for state agencies to call the cheapest 11 provider first and in fact that is in 4.4.1. I shall read 12 this statement. It says, in the event multiple contracts 13 exists for a particular location except as otherwise stated 14 herein the state entities shall contact the lowest price 15 successful offeror for the service needed.