REQUEST FOR QUOTATIONS LANGUAGE INTERPRETATION AND TRANSLATION SERVICES RFQ

Transcription

1 MARICOPA COUNTY SPECIAL HEALTH CARE DISTRICT MARICOPA INTEGRATED HEALTH SYSTEM REQUEST FOR QUOTATIONS LANGUAGE INTERPRETATION AND TRANSLATION SERVICES RFQ DATE OF ISSUE: SEPTEMBER 29, 2014 DATE & TIME QUOTATIONS DUE: OCTOBER 27, 2014/2:00 PM PHOENIX, AZ TIME CONTRACTS MANAGEMENT DEPARTMENT 2611 E PIERCE STREET, PHOENIX, AZ (FAX)

2 SCOPE OF WORK: 1. INTENT Maricopa County Special Health Care District dba Maricopa Integrated Health System (MIHS) hereby solicits quotations from qualified Respondents to provide Language Interpretation and Translation Services with the intent to provide Interpretation Services and Devices to Maricopa Integrated Health System to include all MIHS locations. Devices will be used to interpret medically related information between staff and patients/family members. Services will include American Sign Language and spoken language over the internet. 2. REQUIREMENTS A. New Equipment a) All equipment, materials, parts and other components shall be new, of the latest model and of the most suitable grade for the purpose intended. Any and all work under this contract shall be performed in a skilled and workmanlike manner. b) Device must be able to operate in a health care setting without interference or disruption to medical equipment. c) Device must be FCC approved. d) Device must have the following features: 1. Battery back-up capability. 2. Volume control. 3. Intercom capability. 4. Cordless/Portable GHz or better Digital Spread Spectrum. B. Installation and Repairs a) The Contractor shall be responsible for performing all tasks necessary to install and test the equipment to ensure the equipment is performing according to its manufacturer's product specifications at no cost to MIHS. MIHS will ensure that the appropriate phone line is installed prior to Device installation. b) Initial start-up for a using department requesting new service will be coordinated through the MIHS Community Relations Director. c) Delivery of device shall be made within seven (7) to ten (10) days of receipt of new request provided MIHS has operable phone lines in place. d) Service shall include overnight replacement of any parts requiring repair or batteries. e) Using departments call Community Relations Department for service of equipment or requesting new equipment. 2

3 f) Contractor shall notify using department and/or MIHS Community Relations Director (or designee) of backorders and shall provide assistance in obtaining substitutes for backorders, when available, and/or expediting orders. g) Contractor will deduct the monthly cost of a device that remains inoperable for at least 3 business weeks during any given month. C. Defective Products All defective products and devices shall be replaced or exchanged by the Contractor at no additional cost to MIHS. All replacement products must be received by MIHS within seven (7) days of initial notification by using department or MIHS Community Relations Director or designee. D. Loaner Equipment The Contractor shall provide loaner equipment until repairs or replacements are completed. Contractor must also provide pickup, delivery and installation of the loaner equipment at no additional charge to MIHS. E. Training The Contractor shall provide quarterly training to MIHS personnel that will assure proper operation and utilization of the equipment supplied. All manuals necessary for the training shall be furnished by the Contractor with each equipment order. F. Manual/Use of Printed Materials a) Contractor shall supply user with at least one copy of the Operations Manual and documentation. b) All documentation and printed materials provided by the Contractor may be reproduced by MIHS, provided that such reproduction is made solely for the internal use of MIHS employees and no charge is made to anyone for such reproductions. c) Contractor shall provide educational/informational materials to assist users in availing themselves of the Interpreter Services, e.g., language identification cards, posters, etc. d) Contractor shall respond in a timely manner to questions and concerns and provide updated information to using departments and the MIHS Community Relations Director or designee. G. Interpreter Services a) Interpreter must be trained and certified in medical terminology and in the requested language. Contractor must provide such evidence to MIHS when requested. b) Interpreter must be available within 5 minutes of initial request. If interpreter cannot be located, Contractor will reimburse MIHS for the cost of using another source, provided MIHS supplies Contractor with a log which includes the date, time, MIHS employee, 3

4 Contractor contact, language requested and the time the alternate source was called. If MIHS cannot produce the log, Contractor is not responsible for the said reimbursement. c) Contractor's staff and/or interpreter will not discuss any patient information with a third party unless instructed by MIHS to do so. d) Contractor must be equipped to provide interpretation in to include, but not be limited to, the following languages: Albanian Arabic Armenian Azerbaijan Bosnian Burmese Cambodian Cantonese Chinese Creole Croatian Czech Danish Ethiopian Farsi Filipino French German Greek Haitian Hebrew Hindi Hungarian Italian Japanese Khmer Korean Kurdish Laotian Mandarin Maay Maay Navajo Nigerian Nuer Pakistani Persian Polish Portuguese Punjabi Russian Serbian Somali Spanish (Mexico) Swahili Tagalog Taiwanese Turkish Ukrainian Urdu Vietnamese e) Interpreters must be trained in and possess a current certificate in medical terminology and the specific language(s) they interpret. Contractor shall provide a current training course curriculum and a current list of staff trained and certified. MIHS shall be provided with updates of this information as it changes. Sign Language Interpreters must possess the required current certifications. H. Translation Services a) Contractor shall be available to provide translation services in to include, but not be limited to, the following languages: Albanian Arabic Armenian Azerbaijan Bosnian Burmese Cambodian Cantonese Chinese Creole Croatian Czech Danish Ethiopian Farsi Filipino French German Greek Haitian Hebrew Hindi Hungarian Italian Japanese Khmer Korean Kurdish Laotian Mandarin Maay Maay Navajo Nigerian Nuer Pakistani Persian Polish Portuguese Punjabi Russian Serbian Somali Spanish (Mexico) Swahili Tagalog Taiwanese Turkish Ukrainian Urdu Vietnamese b) Request for translation services coordinated through the MIHS Community Relations Department. 4

5 c) Translation provided in a similar format/layout to the source file. d) Translation provided in the same electronic format as the source file, i.e Word, Publisher, Excell, Power Point and/or PDF. e) Errors originated by the Contractor s translator shall be fixed immediately without any additional charges. f) Translators must be trained and possess current certifications in translation. Contractor shall provide a current training course curriculum and a current list of staff trained and certified. MIHS shall be provided with updates of this information as it changes. I. Language Testing Services a) The Contractor will test MIHS staff to ensure their ability to communicate effectively and accurately with MIHS patients and their families. b) Language Tests will be conducted over the phone at a time and place specified by MIHS. Language Tests will be performed in accordance with MIHS Policy S, Administration/Public Relations/Marketing/Community Relations: Cultural Competence and Language, which will be made available to Contractor upon request. i. MIHS will provide the test material to the Contractor. ii. iii. iv. Contractor will consider MIHS test materials proprietary and confidential and will not disclose the test to unauthorized MIHS employees or third party. Test scores will be on a sliding numeric scale from 1 through 5 with 5 being the highest competency level. Contractor will send test scores, via , to the MIHS Community Relations Director or designee. MIHS will provide 24 hour notice to the Contractor prior to the need to test an employee. J. Video Remote Interpreting System Technical Requirements The video interpreter system must meet MIHS technical requirements. K. Reports a). Along with the invoice we require a detailed utilization report that includes: Language used and Language count and totals Equipment used by assigned department Detail listed in B below 5

6 b) Interpretation detail by department that is searchable consisting of: L. ISO 9000 Standards Contractor Call LogID Telephone/Device Number Location Time Begin Interpret Cost Duration Rate Language Patient Name Health Care Provider Name Language Interpreter ID MIHS is an ISO 9000 certified organization. It is important that MIHS suppliers also share the same value in quality commitment for their products and services. Does your organization have a quality management system (QMS) meeting the requirements of ISO 9001? If so, please briefly describe or provide a copy of your certificate. INSTRUCTIONS: 1. RESPONSE FORMAT: To respond to this Request for Quotations, Respondents must submit with their quotation the following: a. Response to Specifications. The response must contain sufficient detail to allow MIHS to make an informed and realistic evaluation of the Respondent s services and capabilities. b. Authorization to Submit Quotation and Required Certifications (Attachment A) c. Pricing (Attachment B) d. Response to Exceptions to the MIHS Contract Provisions (Attachment C) e. Declaration of Proprietary/Confidential Information (Attachment D) f. Certificates of insurance for: Commercial general liability Vehicle liability Worker s compensation 2. CODE: The MIHS Procurement Code governs this procurement and is incorporated by this reference Pricing on written quotations is to remain confidential until the transaction is complete, i.e., the purchase order is issued. The Respondent understands that the successful respondent is to be 6

7 an Independent Contractor in the performance of work and the provision of services under any contract issued and is not to be considered an officer, employee, or agent of MIHS. 3. INQUIRIES: Questions concerning this Request for Quotations may be submitted to Christopher Melton via e- mail at or may be faxed to : Written questions concerning this Request for Quotations package should be addressed to Christopher Melton no later than October 16, 2014/2:00 PM Phoenix, Arizona TIme. Direct contact with any MIHS personnel associates with this procurement other than the Procurement Officer (Christopher Melton), is not allowed beginning with the issuance of this document through contract award. Failure to comply with this requirement can and will cause disqualification. Exceptions to this requirement involves firms already performing services for MIHS, allowing for discussions necessary for completion of services under existing contracts. Inquiries may be submitted by telephone, but must be followed up in writing. No oral communication is binding on MIHS. Answers to the written questions submitted by Respondents concerning the RFQ will be provided in the form of an Addendum via the MIHS website. It is the responsibility of all potential Respondents to check the MIHS web site for any Addendums to the RFQ and to ensure signed Addenda are included in their response to the Solicitation. 4. DEADLINE FOR RESPONSE: Quotations must be received at the above address no later than October 27, 2014/2:00 PM Phoenix, Arizona Time. Quotations may be ed to or faxed to Christopher Melton at ed submissions must contain an attachment size of 5MB or less to ensure receipt by Contracts Management. If a larger attachment is needed, multiple s with a fragmented response may be sent, but this must be clearly indicated in the subject line (i.e., Response 1 of 2, Response 2 of 2). Respondents assume all risk with the delivery of quotations and it is strongly suggested that Respondents ensure that delivery of quotations have been received by Contracts Management before the deadline. 5. COOPERATIVE PURCHASING: MIHS has entered into Cooperative Purchasing arrangements including with the State of Arizona and the Strategic Alliance for Volume Expenditures ($AVE). $AVE includes many Phoenix metropolitan area municipalities and K-12 unified school districts. With the concurrence of the successful Respondent under this solicitation, any eligible political subdivision, school district or other governmental jurisdiction that is a participant in a Cooperative Purchasing arrangement in which MIHS is also a participant, may utilize the services of a contract resulting from a solicitation issued by MIHS. Respondents who do not want to grant such access to a member of a Cooperative Purchasing arrangement must state so by checking the appropriate box in their price submission in Attachment B. In the absence of a statement to the contrary, MIHS will assume that a Respondent does wish to grant access to any contract that may result from this 7

8 solicitation. 6. EVALUATION OF QUOTATIONS: Representatives of MIHS will evaluate the quotations and determine which quotations are acceptable and which are unacceptable for further consideration. If multiple quotations are determined to be acceptable for further consideration, MIHS reserves the option to call for and enter into discussions (interviews/presentations) with the Respondents considered most likely to meet the requirements for the purpose of negotiations, on pricing and/or other portions of the quotations, if considered by MIHS to be in the best interest of MIHS. MIHS assessment of the responses: Response to Scope of Work: This will include a thorough and detailed review of the responses to the Scope of Work, the quality, completeness, accuracy and level of detail of the Quotation, the demonstration of the Offeror s understanding of the concepts and requirements of the system. Cost: This will include a thorough and detailed review of the Offeror s pricing. Although price will be a factor in quotation evaluation, it is specifically a consideration of lesser importance to other items identified in the quotation. MIHS reserves the right to accept other than the lowest priced Quotation. 8

9 ATTACHMENT A: AUTHORIZATION TO SUBMIT QUOTATION AND REQUIRED CERTIFICATIONS By signing below, the Respondent hereby certifies that: * They have read, understand, and agree that acceptance by MIHS of the Respondent s offer by the issuance of a purchase order or contract will create a binding contract; * They agree to fully comply with all terms and conditions as set forth in the MIHS Procurement Code, and amendments thereto, together with the specifications and other documentary forms herewith made a part of this specific procurement; The person signing the Quotation certifies that he/she is the person in the Respondent s organization responsible for, or authorized to make, decisions regarding the prices quoted. The Respondent is a corporation or other legal entity. No attempt has been made or will be made by the Respondent to induce any other firm or person to submit or not to submit a Quotation in response to this RFQ. All amendments to this RFQ issued by MIHS have been received by the person/organization below. All amendments are signed and returned with the Quotation. No amendments have been received. The price and terms and conditions in this Quotation are valid for 180 days from the date of submission. FIRM SUBMITTING BID ADDRESS TELEPHONE CITY STATE ZIP CODE FAX FEDERAL TAX ID NUMBER 9

10 ATTACHMENT A LANGUAGE INTERPRETATION AND TRANSLATION SERVICES: RFQ AUTHORIZED SIGNATURE DATE PRINTED NAME AND TITLE MINORITY BUSINESS/WOMEN BUSINESS/SMALL BUSINESS/DISADVANTAGED BUSINESS (Check appropriate item): Minority Business Enterprise (MBE) Small Business Enterprise (SBE) Women Business Enterprise (WBE) Disadvantaged Business Enterprise (DBE) 10

11 ATTACHMENT B: PRICING LANGUAGE INTERPRETATION AND TRANSLATION SERVICES: RFQ The document is to be used by the Respondent to specify proposed rates for Language Interpretation and Translation Services. Will allow other governmental entities to purchase from this Contract: Yes: No: The pricing table format below should remain static so quotation comparison can be enabled. Columns should not be altered; however, additional rows to capture specific detail may be added. Supplementary documentation may also be provided. CUSTOMIZE PRICING SECTION FOR THE PARTICULAR SOLICITATION Interpreter Devices: Monthly Lease Per Device Installation per Device Setup Fees per Device Device Maintenance Device Upgrade Signage (If Necessary) Training of MIHS Staff Travel Expenses (If Necessary) Purchase Price of Device (If Necessary) Interpreter Services per Minute Total Monthly Minutes: up to 6,500 6,501-7,500 7,501-8,500 8,501-9,500 9,501-10,500 10,501-11,500 11,501-12,500 12,501+ Cost: Cost: Translation Services: Translations per Word Cost: $ Language Tests $ per test. 11

12 Pricing for VRI System *Please provide available rate plans LANGUAGE INTERPRETATION AND TRANSLATION SERVICES: RFQ Upon successful negotiations with Respondent(s), pricing information will be inserted into Section IV, Compensation, Paragraph 2, Pricing. The price and terms and conditions in this Quotation are valid for 180 days from the date of submission. I hereby certify that I acknowledge acceptance of the rates stated above: Printed Name of Authorized Individual Name of Submitting Organization Signature of Authorized Individual Date 12

13 ATTACHMENT C: EXCEPTIONS TO RFQ REQUIREMENTS AND/OR CONTRACT PROVISIONS Respondents must use this section to state any exceptions to the RFQ requirements and/or any requested language changes to the MIHS Contract Provisions. Respondent(s) may inspect the Contract Provisions at: In addition, each Respondent must submit one (1) original hard copy and one (1) soft copy of its standard form contract including all attachments and exhibits that the Respondent would normally administer to carry out the services outlined in this RFQ. The Respondent s electronic standard form contract and applicable attachments and exhibits must be submitted in MICROSOFT WORD FORMAT ONLY. The submitted electronic documents may have the document protection mode enabled; however, the track changes feature must also be enabled prior to the document protection being activated. Upon successful negotiations with Respondent(s), the Respondent s standard form contract and applicable attachments and exhibits will be inserted into Section II, Special Provisions. This is the only time Respondents may contest these issues. Requests for changes after the date Quotations are due will not be considered and could subject the Respondent to non-award on grounds of nonresponsiveness. Please sign and include this statement with your quotation. I have read MIHS Contract Provisions and: I accept them I have stated my exceptions and have included them in this quotation. Printed Name of Authorized Individual Name of Submitting Organization Signature of Authorized Individual Date 13

14 ATTACHMENT D: PROPRIETARY AND/OR CONFIDENTIAL INFORMATION Since the District is subject to Arizona s Public Records Act, Title 39 Chapter 1 of the Arizona Revised Statutes, Respondent is advised that any documents it provides to the District in response to a solicitation will be available to the public if a proper Public Records Request is made, except that the District is not required to disclose or make available any record or other matter that reveals proprietary information provided to the District by a Respondent that is from a non-governmental source. See ARS (M)(4)(b). PURSUANT TO THE PROCUREMENT CODE, ANY SPECIFIC DOCUMENTS OR INFORMATION THAT THE RESPONDENT DEEMS TO BE PROPRIETARY AND/OR CONFIDENTIAL MUST BE CLEARLY IDENTIFIED AS SUCH IN THE QUOTATION ALONG WITH JUSTIFICATION FOR ITS PROPRIETARY AND/OR CONFIDENTIAL STATUS. 1 NOTE: The Respondent may not claim that the entire Quotation or the entire submission is proprietary and/or confidential. It is the Respondent s responsibility to clearly identify each document and each piece of information in their submission that is proprietary and/or confidential. The final determination of nondisclosure, however, rests with the Procurement Officer. 2 Respondent should be aware that if a Court determines that the Respondent s information is not proprietary and/or confidential, the District will be required to disclose such information pursuant to a public records request. In such cases, Respondent understands and agrees that the District shall comply with the Court s determination and Respondent shall not hold District liable for any costs, damages or claims whatsoever related to releasing the information. This is the only notice that will be given to the Respondent regarding the Respondent s responsibility to clearly identify its proprietary and/or confidential information. If a public records request is submitted to the District and the Respondent did not clearly identify its proprietary and/or confidential information at the time their Quotation is submitted, the District will not provide Respondent with any subsequent notice or opportunity to identify proprietary and/or confidential documents or information. 1 MARICOPA COUNTY SPECIAL HEALTH CARE DISTRICT (MCSHCD) PROCUREMENT CODE, ARTICLE 1, GENERAL PROVISIONS, PARAGRAPH HS-104, CONFIDENTIAL OR PROPRIETARY INFORMATION. 2 MARICOPA COUNTY SPECIAL HEALTH CARE DISTRICT (MCSHCD) PROCUREMENT CODE, ARTICLE 1, GENERAL PROVISIONS, PARAGRAPH HS-104(C). 14

15 ATTACHMENT D LANGUAGE INTERPRETATION AND TRANSLATION SERVICES: RFQ Please sign and include this statement with your quotation. I hereby certify that I acknowledge acceptance of the terms above and that I have: Determined that no documents or information contained within this quotation are proprietary and/or confidential in nature. Clearly identified specific documents or information that is deemed to be proprietary and/or confidential and have justified the reason for the proprietary status of any identified documents or information contained herein. Printed Name of Authorized Individual Name of Submitting Organization Signature of Authorized Individual Date 15