Q66991-VR, translating services: student handbooks and other documents.

The York County School Division is seeking a translation services contractor through Request for Quotes (RFQ) No. Q66991-VR to translate student handbooks and other documents from English into five specific languages: Spanish, Korean, Gujarati, Chinese (Mandarin), and Arabic (modern standard). The primary deliverable involves providing accurate, professional translations on an annual and as-needed basis, with potential for future language expansions. Evaluation will be based on the lowest responsive and responsible bidder, determined by the total price for new translations, with pricing to be submitted on a per-word basis for both new translations and edits of prior translations. The solicitation requires quotes to be submitted by August 1, 2024, at 10:00 AM, with an initial contract period of one year from the award date and an option to renew for four additional one-year periods. Qualified vendors must provide comprehensive translation services, maintain required insurance coverages, and be capable of handling complex educational document translations across multiple languages. The RFQ specifies that no substitutions will be allowed after bid submission, and the contractor must be prepared to provide translations promptly and accurately.

The RFQ encourages participation by small, women-owned, minority, and service-disabled veteran-owned businesses, though no strict set-aside designations are mandated. The incumbent vendor is Indus Translation Services, Inc., which provided approximately $35,000 in translation services in 2023. While no specific technology integration requirements are mentioned, bidders are asked to propose pricing for "English to Other Languages translation" for potential future projects. The current solicitation does not specify a precise budget range, but the previous year's spending suggests a potential contract value around $35,000. Invoicing will be processed on a net 30-day basis, and the County reserves the right to terminate the contract for convenience or cause. The quote results document indicates 23 vendors submitted bids, with the lowest bid of $21,674.40 from Officemotive, Inc. DBA Capital Typing, suggesting a competitive bidding environment and potential cost-effectiveness for the school division.