TITLE PAGE FLORIDA DEPARTMENT OF HEALTH DOH INVITATION TO NEGOTIATE (ITN) FOR Interpretation & Translation Services

Transcription

1 TITLE PAGE FLORIDA DEPARTMENT OF HEALTH DOH INVITATION TO NEGOTIATE (ITN) FOR Interpretation & Translation Services Vendor Name: Vendor Mailing Address: City, State, Zip: Telephone: ( ) Fax Number: ( ) Address: Federal Employer Identification Number (FEID): BY AFFIXING MY SIGNATURE ON THIS REPLY, I HEREBY STATE THAT I HAVE READ THE ENTIRE ITN TERMS, CONDITIONS, PROVISIONS AND SPECIFICATIONS AND ALL ITS ATTACHMENTS, INCLUDING THE REFERENCED PUR 1000 AND PUR I hereby certify that my company, its employees, and its principals agree to abide by all of the terms, conditions, provisions and specifications during the competitive solicitation and any resulting contract, including those contained in the attached Standard Contract (Attachment E). Signature of Authorized Representative: Printed (Typed) Name and Title: *An authorized representative is an officer of the Vendor s organization who has legal authority to bind the organization to the provisions of the Replies. This usually is the President, Chairman of the Board, or owner of the entity. A document establishing delegated authority must be included with the Reply if signed by other than the President, Chairman or owner.

2 TABLE OF CONTENTS SECTION 1.0 INTRODUCTORY MATERIALS... 2 SECTION 2.0 PROCUREMENT PROCESS, SCHEDULE & CONSTRAINTS... 5 SECTION 3.0 SCOPE OF SERVICES... 9 SECTION 4.0 INSTRUCTIONS FOR REPLY SUBMITTAL SECTION 5.0 SPECIAL CONDITIONS AND CONTRACT PROVISIONS SECTION 6.0 REPLY EVALUATION PROCESS AND CRITERIA...20 ATTACHMENT A: COST REPLY...25 ATTACHMENT B: EXPERIENCE FORM...38 ATTACHMENT C: REQUIRED CERTIFICATIONS ATTACHMENT D: VENDOR DIVERSITY EXPENDITURE REPORT ATTACHMENT E: STANDARD CONTRACT... 43

3 SECTION 1.0: INTRODUCTORY MATERIALS 1.1 Definitions Children's Medical Services (CMS) Network Contract Contracted Providers Department Department of Justice (DOJ) Document Translation Document Translation Service Unit The CMS Network includes 15 area offices responsible for providing English and non-english speaking children, with special health care needs with a family-centered, comprehensive, and coordinated statewide managed system of care that links community-based health care with multidisciplinary, regional, and tertiary pediatric care. The formal agreement or order that will be awarded to the successful Vendor under this ITN, unless indicated otherwise. Agencies and organizations contracted to provide client services to the Department of Health s local health departments (LHDs), CMS clinics, and other servicing agencies covered under this ITN. The Department of Health; may be used interchangeably with DOH. The Federal agency that is responsible for enforcing the law, defending the interests of the United States, ensuring public safety, punishing those guilty of unlawful behavior; and ensuring fair and impartial administration of justice. Render the written words of one language into the written form of another language having a significant presence in the Limited English Proficiency (LEP) population, including any language used by a relatively small number of LEP persons or populations. This also includes translation of foreign languages into English. For the purpose of this contract, the translation will be submitted in an electronic format. One English word translated in a document translated into the foreign equivalent word. Fiscal Year The Department s fiscal year begins July 1 and ends June 30. Joint The independent, not-for-profit group in the United States that Commission on administers accreditation programs for hospitals and other healthcarerelated organizations. It develops performance standards that address the Accreditation of crucial elements of operation such as patient care, medication safety, Healthcare infection control, and consumer rights. Organizations (JCAHO) Interpretation Limited English Proficiency (LEP) Local Health Departments (LHDs) Medicaid Interpretation deals with spoken languages. It involves the appropriate transfer and transmission of culturally-based linguistic messages from one language and rendering it into another. The goal of interpreting is to transfer a message from a source language into a target language without skewing it and keeping in mind the linguistic needs of the recipients of the message. Difficulty speaking, reading, writing, or understanding the English language because their native language is a language other than English. For convenience, the term "LEP" is used in this ITN to encompass all such eligible persons unless indicated otherwise. LHDs are responsible for providing a variety of health care services to all Floridians and visitors to Florida. Medicaid is a joint federal and state program that helps with medical costs for some people with limited income and resources. Page 2

4 Medicare Medicare is the federal health insurance program for people who are 65 or older, certain younger people with disabilities, and people with End- Stage Renal Disease. Office of Civil Rights (OCR) PA Refugee Health Program (RHP) Reply Respondent Service Cost Service Fields Service Unit Service Unit Fee Servicing Agencies Telephonic Interpretation Services Vendor Vendor Bid System (VBS) 1.2 Background The agency responsible for enforcing Federal civil rights laws that prohibit discrimination in programs and activities including language barriers and whether or not programs receiving financial assistance are taking steps to overcome language barriers. The Refugee Health Program Administrator for the Department s Bureau of Family Health Services, Refugee Health Program. Program responsible for oversight of the Interpretation and Translation Services (ITS) activities. The complete written response of the Vendor to the ITN (technical and cost replies), including properly completed forms, supporting documents, and attachments. Any vendor that submits a reply to the Department in accordance with this ITN. For each type of Service Unit, the total number of Service Units delivered multiplied by the Service Unit Fee. Under this ITN, the service fields may include the following: medical, social, legal, law-enforcement, psychosocial programs and issues. The delivery of a specific service task or set of service tasks that is the basis of a fixed-fee/unit price payment and/or a performance measure The agreed fixed-price amount the Department will pay to a provider for complete delivery of a Service Unit to a single client. Agencies and organizations covered under this ITN. These include, at a minimum: Department offices located in Tallahassee, LHDs, CMS clinics, Department contracted providers, state agencies, public universities, local governments and entities, and any other organization approved by the Department of Management Services. Interpretation of spoken words orally and consecutively via the telephone from a foreign language into English, or English into a foreign language. The entity that submits materials to the Department in accordance with these instructions. Refers to the State of Florida internet-based Respondent information system at The Department s Refugee Health Program is requesting replies for Interpretation and Translation Services (ITS) to improve language access and address the growing need for ITS for Limited English Proficiency persons in need of public services in Florida. Services acquired through this ITN include the following: (1) interpreter training; (2) telephonic interpretation; and (3) document translation. The Department projects a significant volume to be generated by the servicing agencies utilizing the following components to carry out the ITS activities: (1) interpreter training and qualification component; (2) telephonic interpretation services; and (3) document translation services. 3

5 The following services were provided in the State Fiscal Year : Telephonic Minutes Students Receiving Interpreter Training 1,482, Funds Expended for Services in State Fiscal Year Telephonic Minutes Training Sessions 1,482,017 6 $ 1,081, $26,675 The current contract rate is $.73 per minute for phone interpretation for all languages. The contract rate for Interpreter Training is $ per class participant. Document translation costs vary by language. 1.3 Statement of Purpose The objective of the ITS activities requested are to train bilingual staff in interpretation services and to provide ITS to LEP persons for the purpose of improving access to services where language barriers cause LEP persons to be excluded from or denied equal access to programs. 1.4 Programmatic Authority Chapter 381, Florida Statutes 4

6 SECTION 2.0 PROCUREMENT PROCESS, SCHEDULE & CONSTRAINTS 2.1 Procurement Officer The Procurement Officer assigned to this solicitation is: Florida Department of Health Attention: Blake McGough 4052 Bald Cypress Way, Bin B07 Tallahassee, FL Restriction on Communications Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. Section (23), Florida Statutes. 2.3 Term It is anticipated that the Contract resulting from this ITN will be for a one (1) year period beginning August 1, 2015 or the Contract execution date whichever is later, subject to renewal as identified in Section 5.2. The resulting Contract is contingent upon the availability of funds. 5

7 2.4 Timeline EVENT DUE DATE LOCATION ITN Advertised / Released May 19, 2015 Posted to the Vendor Bid System at: Questions submitted in writing Must be received PRIOR TO: May 26, :00 PM ET Submit to: Florida Department of Health Central Purchasing Office, Suite 310 Attention: Blake McGough 4052 Bald Cypress Way, Bin B07 Tallahassee, FL blake.mcgough@flhealth.gov Answers to Questions (Anticipated Date) June 2, 2015 Posted to Vendor Bid System at: Sealed Replies Due Technical Replies Opened Must be received PRIOR TO: June 5, :00 PM ET PUBLIC MEETING (either by HAND DELIVERY OR MAIL): Submit to: Florida Department of Health Central Purchasing Office, Suite 310 Attention: Blake McGough 4052 Bald Cypress Way, Bin B07 Tallahassee, FL DO NOT SEND REPLIES TO AGENCY CLERK. Evaluation of Replies (Anticipated Date) Cost Replies Opened Beginning of Negotiations (Anticipated Date) June 8, 2015 July 8, :00 PM ET July 14, 2015 Evaluation Team Members to begin evaluations individually PUBLIC MEETING Florida Department of Health 4052 Bald Cypress Way, Suite 310 Tallahassee, FL Vendor negotiations are not public meetings; however they are recorded. 6

8 EVENT DUE DATE LOCATION Posting of Intent To Award (Anticipated Date) July 28, 2015 Posted to Vendor Bid System at: Addenda If the Department finds it necessary to supplement, modify or interpret any portion of the specifications or documents during the solicitation period a written addendum will be posted on the MyFlorida.com Vendor Bid System, It is the responsibility of the Vendor to be aware of any addenda that might affect the submitted Reply. 2.6 Inquiries This provision takes precedence over General Instruction #5 in PUR1001. Questions related to this solicitation must be received, in writing (either via U.S. Mail, courier, , fax, or hand-delivery), by the Procurement Officer identified in Section 2.1 and 2.4, within the time indicated in the Timeline. Oral inquiries or those submitted after the period specified in the Timeline will not be addressed. Answers to questions submitted in accordance with the ITN Timeline will be posted on the MyFlorida.com Vendor Bid System web site: Identical Tie Replies Where there is identical pricing or scoring from multiple Vendors, the Department will determine the order of negotiations or award in accordance with Florida Administrative Code Rule 60A

9 2.8 Protests Failure to file a protest within the time prescribed in Section (3), Florida Statutes, or failure to post a bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. Only documents delivered by the U.S. Postal Service, a private delivery service, in person, or by facsimile during business hours (8:00 a.m. - 5:00 p.m., ET,) will be accepted. Documents received after hours will be filed the following business day. No filings may be made by or any other electronic means. All filings must be made with the Agency Clerk ONLY and are only considered "filed" when stamped by the official stamp of the Agency Clerk. It is the responsibility of the filing party to meet all filing deadlines. DO NOT SEND REPLIES TO THE AGENCY S CLERKS OFFICE. Send all replies to the Procurement Officer and address listed in the Timeline, Section 2.4 The Agency Clerk's mailing address is: Agency Clerk, Florida Department of Health 4052 Bald Cypress Way, BIN A-02 Tallahassee, Florida Telephone No. (850) The Agency Clerk s physical address for hand deliveries is: Agency Clerk, Florida Department of Health 2585 Merchants Row Blvd., Suite 110 Tallahassee, Florida Fax No. (850)

10 SECTION 3.0 SCOPE OF SERVICES 3.1 Program Goals The Department s mission is to protect, promote & improve the health of all people in Florida through integrated state, county, & community efforts. The Department s goal for ITS is to protect public health and prevent communicable and chronic disease through the provision of culturally and linguistically appropriate health services, and to comply with the requirements of the 1964 Civil Rights Act, Title VI which includes: (1) providing specialized training of bilingual employees, (2) providing quality telephonic interpretation services, and (3) providing translation of documents that will enable LEP persons to have equal access to services. 3.2 Scope of Services The Department seeks a Vendor that will provide interpreter training for servicing agency employees, and interpretation and translation services (ITS) in the medical, social, legal, law-enforcement and psychosocial fields for LEP persons in Florida s LHDs, CMS clinics, Departmental contracted providers, and other servicing agencies. The ITS must contain the following three (3) components: Interpreter Training designed to create a cadre of qualified persons to conduct interpretation services in LHDs, CMS clinics, Department contracted providers, state government agencies, local governmental entities, public universities, and any other organization approved by the Department of Management Services; Telephonic Interpretation provides telephonic interpretation services in the medical, social, legal, law enforcement, and psychosocial service fields for LEP persons needing linguistic services support; and Document Translation provides document translation services in the medical, social, legal, law enforcement and psychosocial service fields for LEP persons and agencies needing linguistic services support. Services will be ongoing. Only one contract will be awarded. The successful Respondent will have the requisite experience and capacity to provide all three ITS components. Vendors may form partnerships or other legal business relationships for provision of all three ITS components. Vendors creating such collaborations must establish one legally recognized entity which will be solely responsible for all contract performance. Service rates will be established in the resulting contract, and individual servicing agencies and programs will pay for the services as they are utilized. Contracts will not be awarded on a per language basis. 9

11 3.2.4 Minimum Qualifications A minimum of five (5) years of experience providing education and training of interpreters, interpretation, and document translation services Vendors must be able to provide telephonic interpretation 24 hours per day, 7 days per week, and have available interpreters for all languages specified in Attachment A Vendors must be able to maintain adequate telephonic interpretation staffing during high call volume events to minimize connection delays Vendors must be able to quote, translate, and deliver emergency document translation requests within 24 hours of the time of request and have document translation services available for all languages specified in Attachment A All Vendors are required to be able to initiate all three ITS education and training and service delivery components upon contract execution date The Vendors are required to be capable of handling the start-up costs involved in initiating the ITS program and accommodating a fluctuating workload All vendors must be able to have trained, experienced staff in each of the ITS components. The successful Vendor is also required to have staff involved with ITS activities who are trained and experienced in computer programs, that includes being proficient with the following software: Microsoft Office, Word, Excel and Access. 3.3 Applicable Laws and Regulations: The successful Respondent must comply with the following federal and national legislation, regulations, and administrative oversight, which specifically pertains to interpretation and translation services for individuals with LEP Title VI of the Civil Rights Act of 1964 which prohibits discrimination against persons with LEP based on their national origin under any program or activity receiving Federal financial assistance Office of Civil Rights (OCR) Guidance Memorandum which focuses on language barriers and outlines factors for OCR staff to consider in determining whether or not a program receiving financial assistance is taking steps to overcome language barriers. It also emphasizes flexibility in choosing options for language assistance DOJ Coordination of Enforcement of Nondiscrimination in Federally Assisted Programs which provides that "where a significant number or proportion of the population eligible to be served or, that needs service or information in a language other than English, the recipient shall take reasonable steps to provide information in appropriate languages. This requirement applies with regards to written material of the type which is ordinarily distributed to the public." The Hill-Burton Act which encourages public and nonprofit community hospitals and health centers, receiving construction and modernization funds, to comply with a "community service obligation" of non-discrimination in the delivery of services. This means providing language assistance to those in need of such services Medicaid regulations which require that Medicaid providers and participating agencies, including long-term care facilities, render culturally and linguistically appropriate services. 10

12 3.3.6 Medicare, which encourages providers to make bilingual services available whenever the services are necessary to adequately serve a multilingual population The Joint Commission on the Accreditation of Healthcare Organizations (JCAHO) standards which require healthcare organizations to "have a way of providing for effective communication for each patient served". JCAHO standards expect that patient and family education take into account culture and language National Committee for Quality Assurance (NCQA) which requires that managed care organizations (MCOs ) patients be provided with written materials that they can understand. 3.4 Certifications and Licenses There are no professional certifications and/or licenses required, however all staff providing ITS services must be adequately trained, tested, and monitored for accuracy by the Vendor. 3.5 Financial Specifications The resulting contract from this ITN is a fee-for-service contract. Each servicing agency, program, or entity will be responsible for payment for services utilized under this ITN. Program funding for these services may consist of federal, state, or private funds dependent upon the servicing agency. 3.6 Licenses, Permits, and Taxes The Provider must pay for all licenses, permits, and taxes required to operate in the State of Florida. Also, the Provider must comply with all applicable federal, state, and local laws, ordinances, codes, regulations, action transmittals, program instructions, and other requirements at no cost to the Department. 11

13 SECTION 4.0 INSTRUCTIONS FOR REPLY SUBMITTAL 4.1 General Instructions to Respondents (PUR1001) This section explains the General Instructions to Respondents (PUR1001) of the solicitation process, and is a downloadable document incorporated into this solicitation by reference. This document should not be returned with the Reply. The terms of this solicitation shall control over any conflicting terms of the PUR Reply Format The Department discourages lengthy Replies. Vendors should use the following format: 1. Replies should be on paper that is 8.5 by 11 inches. 2. The font size and style is at the discretion of the Vendor but should be at least 11 point. 3. The pages should be consecutively numbered and one-inch margins on all sides should be used. 4. Vendor Replies must be submitted in one packet, but separated in sealed envelopes as follows (Mandatory Requirement): a. Technical Reply b. Cost Reply 5. Technical Replies should include an index identifying the page number and section where information can be located in the Reply. 6. Technical Replies should thoroughly describe the Respondent s experience, capabilities, and qualifications in each of the ITS components separately under appropriately labeled sub-headers. 4.3 Copies of Replies Respondents are asked to submit the following copies: Technical Reply One (1) original and six (6) paper copies of the Technical Reply shall be submitted no later than the date and time set forth in the Timeline. In addition, the original should contain a CD copy of the Reply as submitted, including all supporting and signed documents, on a CD in a single.pdf formatted document. Refer to Section 4.7 for information on redacting confidential information, if applicable. 12

14 The original paper copy of the Technical Reply will be considered the authority if there are any differences between the paper and CD copy. Vendors must not disclose cost information in the body of the Technical Reply. Including cost information will cause the Technical Reply to be disqualified (Mandatory Requirement, refer to Section 4.3.2) Cost Reply One (1) original copy of the Cost Reply (Mandatory Requirement, see Section 4.2) must be submitted using Attachment A: Cost Reply, no later than the date and time set forth in the Timeline. No copies are requested.. The Cost Reply must be enclosed in a separate sealed envelope and must be identified in accordance with Section Reply Labeling Technical Reply The Technical Reply should be sealed and identified as follows: DOH ITN # for Due: June 5, 2015 Vendor s Name TECHNICAL REPLY Cost Reply It is mandatory that the Vendor s Cost Reply be in a separate sealed envelope and identified as follows: DOH ITN # for Due: June 5, 2015 Vendor s Name COST REPLY All Replies shall be sent or delivered to the Florida Department of Health, Central Purchasing Office, 4052 Bald Cypress Way, Bin B07, Tallahassee, Florida

15 4.5 Instructions for Submittal 1. Vendors are required to complete, sign, and return the Title Page with the Technical Reply in a separate sealed envelope with the Reply submittal (Mandatory Requirement). 2. Vendors are required to complete, sign, and return the Cost Reply in a separate sealed envelope with their Reply 3. Cost information must not be contained in Vendor Technical Replies. (Mandatory Requirement). 4. Replies may be sent by U.S. Mail, courier, overnight, or hand delivered to the location indicated in the Timeline. 5. Replies submitted electronically will not be considered. 6. The Department is not responsible for improperly marked Replies. 7. It is the Vendor s responsibility to ensure its Reply is submitted at the proper place and time indicated in the ITN Timeline. 8. The Department s clocks will provide the official time for Reply receipt. 9. Materials submitted will become the property of the State of Florida and accordingly, the State reserves the right to use any concepts or ideas contained in the Vendor Replies. 4.6 Cost of Preparation Neither the Department nor the State of Florida are liable for any costs incurred by a Vendor in responding to this solicitation. 4.7 Public Records and Trade Secrets Notwithstanding any provisions to the contrary, public records shall be made available pursuant to the provisions of the Public Records Act. If the Vendor considers any portion of the Reply to this solicitation to be confidential, exempt, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, the Vendor must segregate and clearly mark the document(s) as CONFIDENTIAL. Simultaneously, the Vendor will provide the Department with a separate redacted paper and electronic copy of its Reply and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the solicitation name, number, and the name of the Vendor on the cover, and shall be clearly titled REDACTED COPY. 14

16 The redacted copy shall be provided to the Department at the same time the Vendor submits its Reply and must only exclude or redact those exact portions which are claimed confidential, proprietary, or trade secret. The Vendor shall be responsible for defending its determination that the redacted portions of its Reply are confidential, trade secret or otherwise not subject to disclosure. Further, the Vendor shall protect, defend, and indemnify the Department for any and all claims arising from or relating to the determination that the redacted portions of its Reply are confidential, proprietary, trade secret or otherwise not subject to disclosure. If the Vendor fails to submit a redacted copy with its Reply, the Department is authorized to produce the entire documents, data or records submitted by the Vendor in answer to a public records request for these records. 4.8 Compensation and Cost Reply The rate agreement contract resulting from this ITN will be paid on a monthly basis. This is a rate agreement and services will be paid for as they are utilized by servicing agencies. See Attachment A: Cost Reply. A Cost Reply and itemized narrative for services must be included in each Respondent s reply to this ITN. This proposal must include a breakdown of the costs associated with interpreter training, telephonic interpretation (with a breakdown of language pricing, if rates vary by language), and document translation services (with a breakdown of language pricing, if rates vary by language) for the initial term and any potential renewals. 4.9 Documentation Vendors must complete and submit the following information or documentation as part of their Technical Reply: Experience Vendors must provide contact information for three (3) entities the Vendor has provided commodities or services for a similar size and nature as those requested in this solicitation. Vendors may use Attachment B, Experience Form contained in this ITN to provide the required information. The Department reserves the right to contact any and all entities, prior to execution of a contract, in order to verify experience. Information received may be considered in the Department s determination of the Vendor s responsiveness and responsibility. The Department s determination is not subject to review or challenge Required Certifications Vendors must sign and return with their Reply the Required Certifications form, Attachment C. 15

17 4.9.3 Scrutinized Companies In accordance with Section , Florida Statutes, agencies are prohibited from contracting with companies, for goods or services over $1,000,000, that are either on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in Iran Petroleum Energy Sector List which have been combined to one Protecting Florida s Investments Act (PFIA) List of Prohibited Companies which is updated quarterly. This list is created pursuant to Section , Florida Statutes, which provides that false certification may subject company to civil penalties, attorney s fees, and/or costs. Vendors should execute and submit Attachment C: Required Certifications with their Reply certifying that they are not on the List of Prohibited Investments (Scrutinized Companies) located at: Special Accommodations Any person who requires special accommodations at DOH Purchasing because of a disability should call the DOH Purchasing Office at (850) at least five (5) working days prior to any pre-reply conference, reply opening, or meeting. If hearing or speech impaired, contact the DOH Central Purchasing Office by using the Florida Relay Service, at (TDD) Responsive and Responsible (Mandatory Requirement) Vendors must complete and submit the following mandatory information or documentation as a part of their Reply. Any Reply which does not meet these requirements or contain this information shall be deemed non-responsive Late Replies a. Replies must be received by the time specified in the Timeline (Section 2.4). b. The Title Page of this ITN must be completed, signed, and returned with the Technical Reply. c. Attachment A: Cost Reply and Itemized Narrative must be completed, signed, and returned in a separate sealed envelope with ITN submittal. The Procurement Officer must receive Replies pursuant to this ITN no later than the date and time shown in the Timeline (Refer to Section 2.4). Replies that are not received by the time specified will not be considered. 16

18 SECTION 5.0 SPECIAL CONDITIONS & CONTRACT PROVISIONS 5.1 General Contract Conditions (PUR1000) The General Contract Conditions (PUR1000) form is a downloadable document incorporated in this solicitation by reference, that contains general contract terms and conditions that will apply to any contract resulting from this ITN, to the extent they are not otherwise modified. This document should not be returned with the Reply.. The terms of this solicitation shall control over any conflicting terms of the PUR Renewal The Contract resulting from this solicitation may be renewed, in whole or in part, for a period not to exceed three (3) years or the term of the original Contract, whichever is longer. The renewal may not include any compensation for costs associated with the renewal. Any renewal shall be in writing and subject to the same terms and conditions of the original contract. Renewal of the resulting Contract is subject to the Department s discretion. Any renewal shall be contingent upon satisfactory performance evaluations by the Department and subject to the availability of funds. 5.3 Conflict of Interest Section (17)(c), Florida Statutes, provides A person who receives a contract that has not been procured pursuant to subsections (1)-(3) to perform a feasibility study of the potential implementation of a subsequent contract, who participates in the drafting of a solicitation or who develops a program for future implementation, is not eligible to contract with the agency for any other contracts dealing with that specific subject matter, and any firm in which such person has any interest is not eligible to receive such contract. However, this prohibition does not prevent a vendor who responds to a request for information from being eligible to contract with an agency. The Department of Health considers participation through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, or auditing or any other advisory capacity to constitute participation in drafting of the solicitation. Refer to Attachment C: Required Certifications. 5.4 Certificate of Authority All corporations, limited liability companies, corporations not for profit, and partnerships seeking to do business with the State of Florida shall be registered with the Florida Department of State in accordance with the provisions of Chapters 607, 608, 617, and 620, Florida Statutes, respectively, prior to award. 17

19 5.5 Vendor Registration Each Vendor doing business with the State of Florida for the sale of commodities or contractual services as defined in Section , Florida Statutes, shall register in the MyFloridaMarketPlace system, unless exempted under Rule 60A-1.030, Florida Administrative Code. State agencies shall not enter into an agreement for the sale of commodities or contractual services as defined in Section , Florida Statutes, with any vendor not registered in the MyFloridaMarketPlace system, unless exempted by rule. If the successful Vendor is not currently registered in the MyFloridaMarketPlace system it shall do so within five calendar days after posting of the Intent to Award. Registration may be completed at: vendors. Those lacking internet access may request assistance from MyFloridaMarketPlace Customer Service at or from State Purchasing, 4050 Esplanade Drive, Suite 300, Tallahassee, FL Minority and Service-Disabled Veteran Business Enterprise Participation The Department of Health encourages minority and women-owned business (MWBE) and service-disabled veteran business enterprise (SDVBE) participation in all its solicitations. Vendors are encouraged to contact the Office of Supplier Diversity at 850/ or visit their website at for information on becoming a certified MWBE or SDVBE or for names of existing businesses that may be available for subcontracting or supplier opportunities. The successful Vendor shall provide a monthly Vendor Diversity Expenditure Report (Attachment D) summarizing all subcontracting/material suppliers performed during the reporting period. This report shall include the name and address, Federal Employment Identification Number and dollar amount expended for each identified subcontractor. A copy of this form shall be submitted to the Department s Contract Manager and Minority Business Enterprise (MBE) Coordinator. Vendors do not have to return Attachment D with their Reply. 18

20 5.7 Subcontractors The selected Vendor may enter into written subcontracts for performance of specific services under the Contract resulting from this solicitation, as specified in the terms of the Standard Contract (Attachment E). Anticipated subcontract agreements known at the time of Reply submission and the amount of the subcontract must be identified in the Reply. If a subcontract has been identified at the time of Reply submission, a copy of the proposed subcontract must be submitted to the Department. No subcontract that the Vendor enters into with respect to performance under the Contract will in any way relieve the Vendor of any responsibility for performance of its contractual responsibilities with the Department. The Department reserves the right to request and review information in conjunction with its determination regarding a subcontract request. 5.8 Financial Consequences Pursuant to Section , Florida Statutes, all contracts entered into by state agencies must contain certain provisions, including one specifying the financial consequences that must apply if the Provider fails to perform in accordance with the Contract terms. Financial consequences will be determined based on the final deliverables negotiated. 5.9 Performance Measures Pursuant to Section (1)(d), Florida Statutes, the resulting contract must contain performance measures which specify the required minimum level of acceptable service to be performed. These will be established based on final determination of deliverables Standard Contract Vendors must become familiar with the Department s Standard Contract which contains administrative, financial and non-programmatic terms and conditions mandated by federal law, state statute, administrative code, or directive of the Chief Financial Officer. Use of the Standard Contract (Attachment E) is mandatory for Departmental contracts and the terms and conditions contained in the Standard Contract are non-negotiable Conflict of Law and Controlling Provisions Any contract resulting from this ITN, plus any conflict of law issue, shall be governed by the laws of the State of Florida. Venue must be in the State of Florida. 19

21 SECTION 6.0 REPLY EVALUATION PROCESS AND CRITERIA 6.1 Introduction The Department will evaluate and score Replies to establish a reference point from which to make negotiation decisions. The Department reserves the right to short list Vendors deemed to be in the competitive range to conduct negotiations prior to final determination of contract award. The Department may choose to enter into concurrent negotiations with more than one Vendor. The Department may accept or reject any and all Replies, and to waive any minor irregularity, if the Department determines that doing so will serve the State s best interests. The Department may reject any Reply not submitted in the manner specified by this ITN. Successful negotiations do not guarantee award of a Contract. Award of a Contract does not guarantee placement of orders for services. The Department reserves the right to award more than one contract as a result of this ITN. 6.2 Evaluation Team The Department s Evaluation Team will consist of at least three (3) persons who the Department determines have experience and knowledge in the program areas and service requirements sought to conduct a comprehensive, fair, and impartial evaluation of Replies received in response to this ITN. 20

22 6.3 Evaluation Criteria The Department will evaluate Replies against all evaluation criteria set forth in Section in order to establish a competitive range of Replies reasonably susceptible of award. The maximum point possible for the total Reply submission is Scoring of Technical Reply Technical Replies will be scored by the Evaluation Team in the areas indicated below. The raw scores in each evaluation area from each Team member will be averaged together. These average scores will be added to determine each Respondent s Technical Reply score. The table below identifies the evaluation criteria and maximum points, possible for award, associated with each criteria. Evaluation Criteria Description of Approach to Performing the Services Description of Staffing & Organizational Capacity TOTAL MAXIMUM POINTS POSSIBLE (Technical Reply) Maximum Points Description of Approach to Performing Services The Technical Reply detailing program content and project work plan for delivery of services specified in Section 3.0 should be concise and should be prepared using the following format. Respondents should include: 1. A narrative of the methods of service delivery that will be initiated to fulfill each service component. Each of the ITS components should have its own narrative with appropriately labeled sub-headers. 2. A description of the Respondent s ability and experience providing telephonic interpretation for all languages specified in Attachment A. 24 hours per day, 7 days per week. 3. A description of how the Respondent plans to maintain adequate telephonic interpretation staffing during high call volume events to minimize connection delays. 4. A description of ability to initiate the three ITS components upon contract execution date and manage startup costs and workload requirements. 21

23 5. A description of computer hardware, software and system capabilities that will be used to provide the three ITS component(s). 6. A description of the experience and training of personnel who will be providing interpretation, training, and translation services. 7. Documented training curriculum to ensure that the Respondent s staff involved in the delivery of each service component are trained and capable of providing the stated services. Training curriculum for these staff should be discussed and/or included as attachments to the reply. 8. A description of the security precautions that will be taken to provide for confidentiality of information. 9. Description of development methodology for translations. Respondents should describe the process utilized for providing translation services, including acceptance of the document, assignment, translation, proofing/editing, and finalizing. 10. Description of its ability and experience in completing emergency document translation requests within 24 hours of the time of request and have document translation services available for all languages specified in Attachment A. 11. Description of the Respondent s language-neutral basic interpreter training curriculum for bilingual staff of servicing agencies defined within this ITN. The Respondent should describe topics covered, evaluation methods, and average length of the training Description of Staffing and Organizational Capacity The Respondent s reply must also include: 1. Documentation that the Respondent has at least five (5) years of experience in the training of interpreters, interpretation, and translation service delivery. Respondent organizations must also have a minimum of five (5) years of experience in providing the requested services. If the Respondent is partnering with another entity for the provision of any service component, document at least five (5) years of experience in the associated service component for the partnering entity. 2. At least three (3) completed Experience Forms (Attachment B) from organizations or agencies to which successful interpreter training, interpretation and translation services projects were provided. The Experience Forms contacts will be contacted by the Department to determine satisfaction with services provided. If the Respondent is partnering with another entity for the provision of any service component, provide at least three (3) completed Experience Forms for the partnering entity. 22

24 3. Project Personnel: Respondents will identify and provide a description of the key members of the project staff who are responsible for project direction, training, administration, and scheduling. The description should show how the staff relates to one another and the amount of time each will devote to the project. Respondents shall submit a resume/vita for each key person who will perform professional services for each ITS component. Resumes must indicate training and experience of the individual, respective to the services they will provide. All staff involved with ITS activities should be trained and experienced in computer software programs including Microsoft Office, Word, Excel and Access. Respondents must also document that background checks will be conducted by recognized law enforcement agencies and/or the Federal Bureau of Investigation for all key project staff members that will be involved in ITS service delivery. The cost of the background screening(s) shall be borne by the successful Respondent. 4. A table of organization, indicating how the project staff fit into the total provider organization, and how each member of the project staff relates to the other. If the respondent is partnering with another entity for the provision of any service component, detail the structure of the business organization. 6.4 Cost Reply Opening Cost Replies will be opened, read aloud and recorded in a public meeting after scoring and ranking of Technical Replies. Cost Replies will not be scored or used for ranking vendors for negotiation, but may be used during negotiations. 23

25 6.5 Contract Negotiations Contract negotiations will begin with the highest ranked Vendor in descending rank order. The Department reserves the right, but is not obligated, to negotiate with all Vendors, simultaneously when it is determined to be in the best interest of the Department. If the Department is unable to negotiate a satisfactory contract with any of the ranked Vendors, negotiations may be reinstated following the original order of ranking. Negotiations will continue until an agreement is reached or all Replies are rejected. Successful negotiations do not guarantee award of a contract. 6.6 Notice of Agency Decision At the conclusion of Reply evaluations and contract negotiations, the Department will post a notice of its intended decision. Notice will be posted on the state s Vendor Bid System. The Department will award to the responsible, responsive Vendor determined to provide the best value, based upon the selection criteria. 24

26 ATTACHMENT A COST REPLY Vendor Name: Vendor Mailing Address: City, State, Zip: Telephone: ( ) Fax Number: ( ) Address: Federal Employer Identification Number (FEID): Signature of Authorized Representative: Printed (Typed) Name and Title: *An authorized representative is an officer of the Vendor s organization who has legal authority to bind the organization to the provisions of the Replies 25

27 COST REPLY ITEMIZED NARRATIVE Initial Term: July 2015 June 2016 Vendors must provide cost estimates for each of the ITS components. Telephonic Interpretation Services (indicate N/A if a language is unavailable). languages indicated with an asterisk (*) is required. Pricing for LANGUAGE AFAR AKAN ALBANIAN AMHARIC ANUAK ARABIC* ARMENIAN ASSYRIAN AZERBAIJANI BAHDINI BAMBARA BANTU BEHDINI BENGALI BOSNIAN BULGARIAN BUMTHANG BURMESE* BURUNDI* CAMBODIAN CANTONESE CHIN CROATIAN CZECH DANISH DARI DINKA DUTCH DZONGKHA FARSI FINNISH FRENCH FRENCH CANADIAN FUKIENESE FULANI FUZHOU GERMAN GILAKI GREEK GUJARATI GURANI HAITIAN CREOLE* HEBREW HMONG* COST PER MINUTE LANGUAGE KOREAN KRIO KURDISH KURMANJI LAOTIAN LINGALA LITHUANIAN MACEDONIAN MALAY MALAYALAM MANDARIN MAZANDARANI MIEN MIXTECO MONGOLIAN MOROCCAN ARABIC NEPALI* OROMO PASHTO PATOIS PERSIAN POLISH PORTUGESE PORTUGESE CREOLE PUNJABI ROMANIAN RUSSIAN* SERBIAN SLOVAK SOMALI* SORANI SPANISH* SUDANESE ARABIC SWAHILI* TAGALOG* TAIWANESE TAMIL THAI TIGRINYA* TSHANGLA TSHILUBA TURKISH TURKMEN UKRAINIAN COST PER MINUTE 26

28 HUNGARIAN IBO INDONESIAN ITALIAN JAPANESE KAREN* KIKONGO KINYARWANDA KIRUNDI* URDU UZBEK VIETNAMESE* WOLOF YORUBA ADDITIONAL LANGUAGES Basic and Advanced Interpreter Training Program TRAINING PROGRAM NUMBER OF COST UNIT PARTICIPANTS 3-Day Basic Interpreter Training 0-19 Per participant 3-Day Basic Interpreter Training Per training 3-Day Advanced Interpreter Training 0-19 Per participant 3-Day Advanced Interpreter Training Per training Document Translation Services (indicate N/A if a language is unavailable). Pricing for languages indicated with an asterisk (*) is required. LANGUAGE ARABIC* BURMESE* CAMBODIAN CHIN CHINESE DINKA FRENCH GERMAN GREEK HAITIAN CREOLE* HEBREW HMONG* INDONESIAN ITALIAN JAPANESE KAREN* KIRUNDI* KOREAN LAOTIAN NEPALI* PATOIS POLISH PORTUGESE PORTUGESE CREOLE RUSSIAN* SOMALI* DOCUMENT TRANSLATION COST PER WORD DOCUMENT TRANSLATION COST PER EDIT LIST EDIT REQUIREMENTS (e.g., maximum word changes) 27

29 SPANISH* SWAHILI* TAGALOG* TIGRINYA* VIETNAMESE* YIDDISH ADDITIONAL LANGUAGES 28

30 COST REPLY ITEMIZED NARRATIVE RENEWAL TERM 1: JULY 2016 JUNE 2017 Please provide cost estimates for each of the ITS components. Telephonic Interpretation Services (indicate n/a if a language is unavailable). languages indicated with an asterisk (*) is required. Pricing for LANGUAGE AFAR AKAN ALBANIAN AMHARIC ANUAK ARABIC* ARMENIAN ASSYRIAN AZERBAIJANI BAHDINI BAMBARA BANTU BEHDINI BENGALI BOSNIAN BULGARIAN BUMTHANG BURMESE* BURUNDI* CAMBODIAN CANTONESE CHIN CROATIAN CZECH DANISH DARI DINKA DUTCH DZONGKHA FARSI FINNISH FRENCH FRENCH CANADIAN FUKIENESE FULANI FUZHOU GERMAN GILAKI GREEK GUJARATI GURANI HAITIAN CREOLE* HEBREW HMONG* COST PER MINUTE LANGUAGE KOREAN KRIO KURDISH KURMANJI LAOTIAN LINGALA LITHUANIAN MACEDONIAN MALAY MALAYALAM MANDARIN MAZANDARANI MIEN MIXTECO MONGOLIAN MOROCCAN ARABIC NEPALI* OROMO PASHTO PATOIS PERSIAN POLISH PORTUGESE PORTUGESE CREOLE PUNJABI ROMANIAN RUSSIAN* SERBIAN SLOVAK SOMALI* SORANI SPANISH* SUDANESE ARABIC SWAHILI* TAGALOG* TAIWANESE TAMIL THAI TIGRINYA* TSHANGLA TSHILUBA TURKISH TURKMEN UKRAINIAN COST PER MINUTE 29

31 HUNGARIAN IBO INDONESIAN ITALIAN JAPANESE KAREN* KIKONGO KINYARWANDA KIRUNDI* URDU UZBEK VIETNAMESE* WOLOF YORUBA ADDITIONAL LANGUAGES Basic and Advanced Interpreter Training Program TRAINING PROGRAM NUMBER OF COST UNIT PARTICIPANTS 3-Day Basic Interpreter Training 0-19 Per participant 3-Day Basic Interpreter Training Per training 3-Day Advanced Interpreter Training 0-19 Per participant 3-Day Advanced Interpreter Training Per training Document Translation Services (indicate N/A if a language is unavailable). Pricing for languages indicated with an asterisk (*) is required. LANGUAGE ARABIC* BURMESE* CAMBODIAN CHIN CHINESE DINKA FRENCH GERMAN GREEK HAITIAN CREOLE* HEBREW HMONG* INDONESIAN ITALIAN JAPANESE KAREN* KIRUNDI* KOREAN LAOTIAN NEPALI* PATOIS POLISH PORTUGESE PORTUGESE CREOLE RUSSIAN* DOCUMENT TRANSLATION COST PER WORD DOCUMENT TRANSLATION COST PER EDIT LIST EDIT REQUIREMENTS (e.g., maximum word changes) 30