VRI Questions and Answers.docx

VRI

Questions and Answers 6100057490 12-14-22

1. Q: Can you confirm that PA DOC indeed estimates that each facility will require the amounts of interpreting hours per week as listed on the document titled VRI Estimated Number of Interpreting Hours Document? For example, at SCI Albion, PA DOC estimates requiring 180 hours of VRI for ASL each week? If sessions are scheduled for 1.5 hours each, SCI Albion estimates it will conduct approximately 90 sessions each week?

A: The Estimated number of hours are exactly that estimated. We will not have a better projection until services begin.

2. Q: The scope of work explicitly states: “Utilization of platforms should consist of Teams, as the primary and Zoom as a secondary option. No other platforms will be permitted for use within the PA DOC.” If DOC will not be using any other platforms to access VRI, can you confirm that the document titled VRI Cloud Services Requirements is not relevant to this IFB? Contractors would simply be providing the ASL interpreters who would join the Teams/Zoom call established by PA DOC; Contractors would not provide PA DOC with any software, nor would any additional contractor-administered software be involved in any VRI sessions.

A: If the vendor would be simply joining a Teams meeting sent out ahead of time by the DOC, then this document is not needed. If there is a third-party software or some other platform used by the vendor that integrates with Teams, then yes, the document would need to be filled out and submitted by the vendor.

3. Q Is PA DOC currently contracted with a vendor?

A: DOC is site based and does not have a specific contract state wide.

4. Q: What challenge does PA DOC have with the current contract?

A: The current challenge we face is that we do not have a contract in place.

5. Q: YTD how many VRI were scheduled outside M-F, 8AM-4PM?

A: We currently do not have accurate data to provide this answer.

6. Q: How many incarcerated Deaf and Hard of Hearing individuals are currently at PA DOC?

A:200-250

7. Q: YTD how many VRI were requested with less than 24 hours’ notice?

A: We currently do not have accurate data to provide this answer.

8. Q: Does PA DOC acknowledge facilities are responsible to provide high-speed, wide bandwidth internet services to ensure VRI is smooth and effective? Contractor will ensure they provide efficient internet connection from their end as well.

A: All facilities using this service have high-speed internet installed and ready for use.

9. Q: What was the biggest challenge experienced with providing interpreter services?

A: Obtaining interpreters in a timely manner.

10. Q: What microphone does PA DOC provide staff for remote services?

A: This may vary from facility to facility or from device to device depending what is being used.

11. Q: Is PA DOC open to technology recommendations?

A: Recommendations may be made, but the Commonwealth has set standards, practices, and policies that could render any/all recommendations moot.

12. Q: What platform does PA DOC use for VRI Services?

A: Utilization of platforms should consist of Teams, as the primary and Zoom as a secondary option. No other platforms will be permitted for use within the PA DOC.

13. Q: The RFP title, pricing and SOW are only for Video Remote interpreting. Yet there is an extra page of addresses for the locations of each facility. Please confirm this contract is for only Video remote interpreting and does not include on-site interpreting.

A: The contract is for only Video remote interpreting and does not include on site interpreting.

14. Q: How many services will be longer than 1.5 hours in length which will require a second team interpreter?

A: We currently do not have accurate data to provide this answer.

15. Q: Services begins January 1st, 2023. Have PA DOC anticipated the swift process to transition from one vendor to the other?

A: Yes

16. Q: The numbers of the estimated time for each facility, is that correctly reflected in hours or is it minutes?

A: The number of estimated times is reflected in Hours and quantities estimated will be in weeks. Please reference the estimated quantity attachment.

17. Q: Is there a deadline for asking vendor questions and will any documents be published as an amendment?

A: The Deadline for questions will be Monday December 19, 2022 12:00PM

18. Q: Will PA DOC accept a RID-Court Certified Interpreter?

A: yes, permitted they also qualify under Act 172 and Act 57 as indicated in the IFB SOW.