PUR English to Spanish Written Translation Services RFP. April 25, 2014

Transcription

1 SUPPLEMENTAL ANSWERS FOR QUESTIONS 34, 35, 36 AND 37 OMITTED IN EARLIER POSTING PUR English to Spanish Written Translation Services RFP April 25, 2014 ANSWERS TO QUESTIONS FROM POTENTIAL PROPOSERS The English to Spanish Written Translation Services Requests for Proposals (RFP) allowed potential Proposers to submit questions regarding the RFP. The deadline for submission of questions was 4:00 PM April 23, Thirty-three (33) questions were received by the posted deadline. The questions from potential Proposers and the Children s Board s answers are as follows: Question 1: Is this bid open to out-of-state corporations with no physical presence in Florida? Yes, but foreign corporations must have a certificate of authority to transact business in Florida. See section , Florida Statutes, and The selected firm must be able to meet with Children s Board staff at the Children s Board offices in Tampa, Florida. See RFP Addendum 1, Section RFP Addendum 1 will be available on CBHC website and by 4:00 PM, April 25. Question 2: It is the industry standard to bill for translation services by the word rather than by the hour. May we provide the Board with our per word charges for translation instead of hourly rates? Yes. See RFP Addendum 1, Sections 1.4 and Question 3: Item seems to be asking the bidders to submit a total cost for two brochures and the Family Guide. However it is not possible for us to provide a total cost until we examine the English version of the brochure, do a word count on the text and determine what source files we will be receiving. Can you provide us with the latest versions of these documents so we may ascertain total cost and compliance with your turnaround deadlines. Services RFP Page 1

2 The request for a total cost has been removed in RFP Addendum 1, see Section The two brochures and Family Guide were originally produced in MS Word. Word counts for each of these are: Administrative Service Organization (ASO) 679 CBHC General Brochure 664 Family Guide 9,804 Question 4: In what format will we receive the text to be translated? i.e. MS Word, InDesign, etc. You will most likely receive the text in either MS Word or Adobe PDF formats similar to the samples posted with the RFP. Question 5: Will we receive original SOURCES English documents or Adobe InDesign or another professional layout program? Duplicate question. Refer to answer for Question 4. Question 6: Will we deliver camera-ready PDF documents or Adobe InDesign documents? You will deliver translation that is ready to place in creative piece. We ask that you have a final review of Spanish version before we go to print. Question 7: Approximately how many English words are included in each of the three documents listed in 2.2.5? Refer to answer for Question 3. Question 8: What authorization from the State of Florida is necessary to use a fictitious name? Please refer to Fictitious Name Registration - General Information at Question 9: Historically, how much has been spent on English to Spanish translation in a given calendar or fiscal year? Our most recent year of purchasing translation services was October 1, 2010 September 30, 2011 and we spent $1,665 for translation of documents only, not camera ready promotional brochures. Services RFP Page 2

3 Question 10: What is the estimated maximum budget for this contract? We have a promotional budget, but this will be a project specific deliverables contract and funds will be released to purchase translation services for those future promotional materials selected by the appropriate department director. Question 11: Is there an incumbent? If so, who is the incumbent? There is no incumbent. Question 12: Does the Board currently pay for English to Spanish translation services by the hour? By the word? Refer to answer for Question 9. Question 13: Will the files be translated in word? If not, what kind of file will you need to be translated in? Written text translation will be accepted in MS Word. Question 14: What type of English original files do you have besides PDF? (Indesign, Word, Publisher, any other graphic file)? MS Word, Publisher, and Adobe PDF. Question 15: Is it into Spanish Mexican, neutral, Latin America, Cuban or others? We request for neutral, standard Latin-American Spanish. *Estimates of Hispanic population for Hillsborough County, FL, by specific origin are: 57,997 - Mexican 94,685 - Puerto Rican 69,525 Cuban 13,526 Dominican 21,857 Central American 31,589 South American 18,720 other Hispanic or Latino Services RFP Page 3

4 307,899 total * American Community Survey Estimates Question 16: What kind of future projects are you anticipating? Any other languages besides Spanish? Future projects include brochures, flyers, palm cards, and other items that can be used to communicate our funded programs and agencies to the public. Translations in other languages have not been identified at this time. Question 17: Translation for documents are usually based on a rate per word, not per hour. Can we put a rate per word for future projects? Yes. See RFP Addendum 1, Section Question 18: Do you have a current vendor? If so, what rate per word are you working on? No current vendor contract exists. Question 19: What is the budget for this one year contract? Refer to answer for Question 10. Question 20: We are a New York based company. Could we participate in this RFP? We want to clarify this point as in the Section it reads: duly organized under the lays [sic] of the state of Florida: and in Section it reads History, number of years in business in Florida, Yes, you may participate in the RFP. If you are awarded the contract, at the time of contract signing, you need to have a certificate of authority as a foreign corporation authorized to transact business in Florida. See section , Florida Statutes, and The selected firm must be able to meet with Children s Board staff at the Children s Board offices in Tampa, Florida. See RFP Addendum 1, Section See RFP Addendum 1, Section Services RFP Page 4

5 Section is requesting Proposers, whether a corporation or an individual, to give us the history of their organization, including number of years in business in Florida. If the Proposer does not have any years in business in Florida, then the Proposer would state it has 0 years doing business in Florida. Question 21: In the section C you are asking for Copies of typical English to Spanish translated promotional materials Services. As we sign NDA with our clients, we cannot provide this kind of information. Is there any other way to proof [sic] our experience? Proposers need to provide samples of their work that they have produced, outside of NDA s, that reflects the quality of their work experience. Question 22: As we work with freelance translators, are we required to explain our efforts to use MBE subconsultants? We do not work with companies but individuals. Yes. Section requires Proposers to describe the Firm s efforts to use MBEs. If a freelance translator is not an employee of the Firm, he or she is a subconsultant for purposes Section and The RFP requests the same information for subconsultants that is required for the Prime Firm in Section Question 23: We have understood that the Insurances evidences should be provided once the contract is awarded, is this correct? Yes. Question 24: Is there an incumbent? Duplicate question. Refer to answer for Question 18. Question 25: Is there a budget? Duplicate question. Refer to answer for Question19. Services RFP Page 5

6 Question 26: Would the Children s Board Hillsborough County be ok with changing the rate to per word instead of per hour as per industry standards? Duplicate question. Refer to answer for Question 2. Question 27: Is there an incumbent vendor for these services? Duplicate question. Refer to answer for Question 18. Question 28: If yes, who is the vendor(s) and what rates do they provide for the services? Duplicate question. Refer to answer for Question 18. Question 29: Is there any historical data for Spanish Translation Services? Refer to answer for Question 9. Question 30: Is this RFP open to out of state vendors? Duplicate question. Please refer to answer for Question 1. Question 31: Is this a multiple source award contract? The Children s Board reserves the right to make multiple source award contracts or contract with one vendor for all deliverables in the RFP. Question 32: If we proposals, ought we include just the master copy? Or would you prefer a printed out set of copies mailed? RFP states on Page 2, Proposals may be delivered by hand, courier, mailed or ed. If by , a paper copy is not required. ed proposals must be sent to bdavis@childrensboard.org by the 4:00 PM deadline. Services RFP Page 6

7 Question 33: Is it necessary to have a MBE status in Florida in order to participate? No. Question 34: Whether companies from Outside USA can apply for this?? Duplicate questions. Yes, as long as they meet the requirements stated in answer to Questions 20. Question 35: Whether we need to come over there for meetings? Yes, as stated in answer to Question 1. Question 36: Can we perform the tasks (related to RFP) outside USA?? Yes, as long as other requirements for foreign corporations have been met. Refer to answer to Question 20. Question 37: Can we submit our proposals via ? Duplicate question. Refer to answer for Question 32. Respectfully submitted, E. Buddy Davis, Director of Operations/Project Manager Services RFP Page 7