TO: All Bidders DATE: September 10, 2015 SIGN LANGUAGE, INTERPRETING & DOCUMENT TRANSLATION SERVICES FOR UNIVERSITY HOSPITAL

Transcription

1 Purchasing Services TO: All Bidders DATE: September 10, 2015 SIGN LANGUAGE, INTERPRETING & DOCUMENT TRANSLATION SERVICES FOR UNIVERSITY HOSPITAL RFP #UH-P FROM: Tracy Mann SUBJECT: Addendum # 2 Buyer Bid Due Date: Bid opening date has changed to the following: DUE DATE: September 29, 2015 TIME: 2:00 P.M. ADDENDUM # 2 The following constitutes Addendum # 2 to the above referenced solicitation. This addendum includes the following parts: Part 1: Answers to questions asked by prospective bidders. Part 2: Additions, deletions, clarifications and modifications to the RFP. NOTE: Major revisions are included, please review carefully. It is the bidder s responsibility to ensure that all changes are incorporated into the original RFP. All other instructions, terms and conditions of the RFP shall remain the same. Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 1

2 ADDENDUM # 1 INTRODUCTION This addendum is intended to answer questions that were submitted, asked at the pre-bid conference and to provide any major revisions. PART 1 Answers to Questions Note: Some questions have been paraphrased in the interest of readability and clarity. Each question is referenced by the appropriate RFP page number(s) and section where applicable. Question # Page # RFP Section Reference Question 01 N/A N/A Whether companies from Outside Canada can apply for this? (From India or USA) 02 N/A N/A Whether we need to come over there for meetings? 03 N/A N/A Can we perform the tasks (related to RFP) outside Canada? (From India or USA) Answer All services must be performed in the United States. University Hospital (UH) is an instrumentality of the State of New Jersey. In accordance with N.J.S.A 52: , every State contract primarily for the performance of services must specify that all services performed under the contract or performed under any subcontract awarded under the contract shall be performed within the United States. As requested by UH See response to Question 1. Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 2

3 04 N/A N/A Can we submit our proposals via ? 05 N/A N/A Will my Premier contracted work be affected by this RFP request? 06 N/A N/A Who is your current language service provider(s)? 07 N/A N/A What is the estimated value of this contract? 08 N/A N/A Is there an incumbent vendor for these services? If yes, who is the vendor(s) and what rates do they provide for the services? No. Refer to Section 5.0 Proposal Preparation and Submission Instructions Bidders awarded a contract for this RFP shall be categorized as a primary vendor, secondary vendor, or tertiary vendor to provide contracted services under the terms and conditions of the contract. Globo Language Solutions, Natural Languages, ASL Interpreter Referral Services, Cetra Language Solutions, CQ Fluency, Integrated Translation Services, DT Interpreting, Auracom International. UH s annual translation/interpretin g expenditures are approximately $800,000 per year. Document translation expenditures are approximately $40,000 per year. See response to Question #6. Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 3

4 09 N/A N/A Is there a primary reason for this RFP? For example: existing quality concerns, reduction to current price, or general contract terms requiring renewal? 10 N/A N/A Can we bid on one or more of the services listed in the RFP or is it a requirement to provide all services? 11 N/A N/A Is it your intention to award to multiple vendors or one vender providing all services? 12 N/A N/A If multiple vendors are selected, how will the work be divided and what does your current disbursement strategy looks like 13 N/A N/A How will cost be evaluated for rating offerors? 14 N/A N/A Will cost be evaluated on the base year or total including option years? 15 N/A N/A Will the unit cost be used or the unit cost times the quantities provided to come up with a total cost? 16 N/A N/A What percentage or weight does cost carry in the overall RFP? The current contract(s) have expired. Yes Multiple vendors. Refer to Section Intent. Refer to Section 3.7 Method of Engagement. Cost will be evaluated based on the unit cost times the estimated quantities for a total cost. The cost will be evaluated based on the 3 year period excluding the option years. See response to Question #13. This information is not available to the bidders prior to issuance of the letter of intent to award. Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 4

5 17 N/A N/A Is there an evaluation template that will be used? If so, can it be provided? 18 2 Part A If we are awarded 2.5% discount for /15 days or less remittance of payment terms and payment is late. Can we charge a late fee? Same question for payments that are due in 45 days Section There is a bidders conference scheduled on July 21 at 10 AM however there is no telephone dialin #. Could you provide it? Refer to Section 6.3 Evaluation Criteria. The weights and scoring of the criteria is not available to bidders prior to issuance of the letter of intent to award. The New Jersey Prompt Payment Act, N.J.S.A. 52:32-32 et seq, requires State agencies to pay for goods and services within sixty (60) days and provides that interest will be paid on delinquent accounts at a rate established by the State Treasurer. Interest shall not be paid until it exceeds $5.00 per properly executed invoice. A conference telephone dial-in number was not available Section , Are you requesting that all subcontractors (over 300 of them) submit a business registration? If so, who will be covering the costs? The nature of this business is that interpreters are independent contractors typically sole proprietors only provided this service for a living Yes. N.J.S.A 52:32-44 requires the contractor and all subcontractors to submit a valid Business Registration Certificate prior to commencing any work under any contract and to maintain a valid BRC for the term of the contract. Refer to Section for details. Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 5

6 21 16 Section Are all interpreters OR all subcontractors (asl, cart reporters, spoken etc.) required to get background checks? How much does this cost? We have over 300 subcontractors this may not be economically feasible. Are only onsite interpreters required to have criminal background checks? Section 3.0 It is stated that the most frequently translated and interpreted language is Spanish, and more frequently used languages are Portuguese and Haitian Creole. Could you provide a more precise language mix (percentage of each) for translation and the language mix (percentage of each) for onsite interpretation? Section 3.0 Onsite ASL and VRI are listed separately on the pricing sheet. Will University Hospital accept VRI as a substitute for all onsite ASL? Section 3.0 It is stated that translation requests may include audio translations. This is a transcription service. Could transcription pricing be listed as separate from translation in the pricing proposal? 25 N/A N/A What hours do the majority of onsite requests take place; for instance, during 9-5 workday or are there many requests after hours and on weekends? Is there any historical data you No. All subcontractors must have criminal background checks, regardless of their being on-site or in a remote location. An example: 91% Spanish; 5% Portuguese/Brazilian; 4% Haitian Creole. No, UH requires both VRI and onsite ASL. UH does not accept VRI as a substitute for onsite ASL. Yes. See revised price sheet attached. As a Level 1 Trauma Center, University Hospital may receive unexpected, unscheduled patients on any day, at any hour, regardless of Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 6

7 could provide about when onsite requests take place? weekend, evening, holiday. Historical data is not available Section 3.2 Will UH provide medical examinations for subcontractors free or at a nominal cost? For example getting their immunizations up to date Section Section Section Spoken language certifications (page 14), it states interpreters "must be certified by a recognized entity". Can you provide examples other than the ATA certification that you would consider acceptable? Within the certification Section in 3.1.3, would a language service provider s internal testing mechanism, which has been developed in concert with industry experts, and for which a passing score is equivalent to a 3/3+ on the ILR scale, would satisfy the certification requirement? It is indicated that onsite interpreters need to provide evidence of physical exams, etc. While we can request a physical exam from interpreters, we cannot always require it, and this proves to be especially challenging in the case of interpreters who interpret less common languages. Would it be unacceptable to have an interpreter complete an assignment without proof of these tests? UH does not provide any medical examinations or services for subcontractors. Refer to Section Yes. No. Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 7

8 30 14 N/A Will University Hospital accept a vaccination workaround if vendors do not keep record of that information for security reasons? For instance, can interpreters present this information directly to University Hospital? Section 3.3 Are we required to offer CART and C-print? This Section says may offer Section 3.4 From our experience with working with UH the hospital can secure interpreters for 2 weeks at a time. If the 24 hour cancellation policy goes into effect interpreters will lose significant income hence discouraging interpreters from UH work. May we suggest the following: - Same day booking and cancellation - no charge - 1 appointment secured - 1 business day cancellation. Before 5pm the day before. - 2 consecutive assignments or more 2 business days Section 3.5 A reschedule date is the same as a cancellation. The policy should be the same here too. No. Proof of vaccinations must be provided within 5 hours of the request. The requirement indicates may, which denotes that which is permissible, not mandatory. UH will require the 24-hour cancellation policy. Reschedule and cancellation are not the same. An appointment is rescheduled when the interpreter services are still needed, but on a different date/time. A cancellation occurs when the services are no longer needed. Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 8

9 34 16 Section 3.6 What about the minimum for the following: VRI and CART Translation Section States proof of background checks must be provided within 5 hours of the request. There may be times when a request is not filled within 5 hours so providing background check information within this timeframe would not be possible. Please confirm that should read as provided to UH within 5 hours OF FULLFILLMENT of the request Section 3.4 For Sign Language Interpreting and CART/C- Print, the industry standard for cancellations is 48 hours. Is UH s 24 hour cancellation policy negotiable? 37 N/A Who is your VRI provider? What is the minimum? Were the machines provided to the hospital? How many times have it been updated? Was there training involved? Does the hospital staff have any complaints about the machine? UH will not accept a minimum for VRI translation. VRI may be used in increments of minutes. UH does not require a minimum for CART translation. Yes, proof must be submitted within 5 hours of the request. See response to Question #32. Our current VRI provider is DT Interpreting. We have 4 machines that were provided to UH, they have not been updated, and training was included. Complaints are minimal and are related to Wi-Fi. Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 9

10 38 N/A N/A Who is your current CART provider? Can you give us an example of when CART can be used at the hospital? What is the rate the hospital is currently paying? Section 3.7 During afterhours and weekends, who has the authority to contact the agency for services? Section 4.16 What are the required approvals, documentations and form to secure payment? Section Are badges provided by UH? Currently, UH does not have an established vendor for CART services. An example of when CART would be used is if the hospital hosts a meeting and a participant of the meeting requests CART services to be provided. Contractors will be provided a list of designated persons who have authority to contact them for services after hours and weekends. Contractors must submit their invoices with a valid Purchase Order number to: accounts_payable@u hnj.org for payment. Interpreters are not issued a hospital badge. They are issued a sticker label at the Main Entrance Section 5.7 The loaded rate is to include nights, weekends and holidays? What time does the evening rate begin during the week? A loaded rate may not be advantageous for UH. Perhaps the hospital would consider having the following: Day rates/evening rates/ Weekend rates/holiday rates. Yes. See revised price sheet attached. Hours: Day 9am-5pm Evening 5pm-9am Weekend/Holidays Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 10

11 43 39 Section 7.7 For purpose of the reference requirement, not all management and supervisory personnel have client contact only 2-3 people actually interact with clients. Is providing references for these individuals only sufficient? Section 7.10 Subcontractors may not be comfortable having their personal information publicized. Is the name and status sufficient? N/A Business Associate Agreement section Insurance Please confirm that the services proposed in this RFP are not subject to the requirement that Data and Privacy Security Insurance be obtained Section 3.2 Due to the nature of the business interpreting services are largely provided by independent contractors is an approval needed before an individual interpreter may be utilized for the UH contract? Our standard is to provide translation pricing per language as opposed to a flat rate for all non-spanish languages. Would it be acceptable for us to present translation pricing by language? Yes. No, Refer to Section 7.10 for required information. The Insurance requirements set forth in the BAA are incorporated into the terms of the Original RFP and are thus a requirement for any award to a vendor under the RFP. Yes. Refer to Section 4.9 and 3.2. Yes Section What are the "other languages" for VRI? Refer to response for Question #22. Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 11

12 49 N/A N/A What is your current rate or rates for VRI? In Exhibit A, there is a section requiring samples. Are there any specific requirements for the samples, such as a specific Spanish dialect? What is the health literacy level (ex. 4th-6th grade level)? Can you provide any reference materials (glossary, etc.)? N/A Interpreters for the Deaf and Hard of Hearing (Sign Language): 1. Please expand on the definition of audio description as it relates to the listed communication methods in the last paragraph as this is not a typical sign language service for deaf and hard of hearing individuals. 2. CART is not mentioned in the types of services for deaf and hard of hearing individuals but it is defined in the definitions. Is CART part of this RFP? $5, per month for 4 VRI units. ASL is $3.00 per minute. Spoken language is $1.50 per minute. The sample is located on page 74. The grade level should be 6 th grade. No, see UH website. #1. Audio description is a narration track intended for blind and visually impaired individuals, consisting of a narrator talking through the presentation to describe what is happening. #2. Refer to Section Section Certifications: The NJ Division of the Deaf and Hard of Hearing (NJDDHH) does not certify interpreters. See Part 2, #1 of this addendum. Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 12

13 Please clarify what certifications from NJDDHH would be acceptable to UH Section If an interpreter is required to undergo unit training, will the time they are required to be in training be paid for? No Section 3.6 While our minimum for medical/general sign language interpreting is two (2) hours, our minimum for LEGAL interpreting is three (3) hours. We understand that this RFP pertains to providing services in a medical environment. However, should the need arise to interpret in a LEGAL setting for UH, would the three (3) hour LEGAL minimum be honored if noted within our proposal response? Section 4.5 The insurance limits listed on page 19 do not match the insurance limit specified in the Business Associate Agreement (page 52). Please clarify the insurance limits Section 4.9 Substitution or Addition of Subcontractor(s): As a sign language interpreter referral agency, we use subcontractors exclusively; this is common practice in the industry. We are No. See response to Question #45. No Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 13

14 continually adding freelance sign language interpreters (subcontractors) to our active interpreter listing in order to meet the rising demand for services. We work with over 150 subcontractors on a daily basis. Is it necessary to provide detailed resumes for all of our sign language interpreters and/or CART/C-Print reporters? Additionally, would written approval be required from the Executive Director every time we contract with a new interpreter that may provide services to UH through our contract? Section 4.0 Could University Hospital confirm our understanding that the criminal investigation applies to key personnel employees only? Section 7.10 Subcontractor Data Information: Does this section apply to contractors bidding on sign language interpreting services? As mentioned earlier, all of our services are provided by freelance interpreters who work as 1099 subcontractors Price Sheet and Supporting Detail: 1. (Specifically 8.1 and 8.1.1) Hourly rate information needs to be broken down by time of day (i.e., day, night, This requirement applies to each interpreter provided under the contract. Refer to Sections 3.2 and 3.3. Yes. See revised price sheet. 1 No. 2. No line item for cost see revised price sheet. Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 14

15 60 59 Section 3.2, of UH Standard Terms and Conditions and weekend) and/or type of interpreting (i.e., Spanish trilingual, Emergency Room, etc.). Can we attach our own rate sheet with the appropriate breakdowns for the aforementioned services? If not, what is the proposed method for communicating this information within our RFP response? 2. There is no line item to list hourly rates for CART services. 3. If there are other fees that we typically bill (i.e., preparation fee when extensive preparation is needed for an event such as a medical conference), can we add those fees to the price sheet? Subcontracting or Assignment: Are we to assume that this clause is not valid since the RFP clearly states subcontracting is allowed? 3. No. No. Subcontracting and assignment are different. The assignment language is still in effect for the Contractor. Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 15

16 PART 2: Additions, Deletions, Clarifications and Modifications to the RFP # Page RFP Section Additions, Deletions, Clarifications and Modifications # CHANGE: For Sign Language interpreters, the Contractor s interpreters must possess certification offered by the National Registry for the Deaf or who has successfully passed the DDHH Screening. Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 16

17 8.0 PRICE SHEET AND SUPPORTING DETAIL REVISED UH SIGN LANGUAGE, INTERPRETING & DOCUMENT TRANSLATION SERVICES RFP #UH-P COST PROPOSAL TOTAL, ALL-INCLUSIVE, RATE TO PROVIDE ALL THE SERVICES REQUIRED BY THIS RFP FOR THE TERM OF THE CONTRACT INCLUDING EXTENSION OPTIONS: (The Contractor must give an all-inclusive price for services. Tolls, mileage and parking will not be compensated separately). Description 9AM - 5PM 5PM - 9AM Weekend/Holiday 8.1 Hourly Rate for American Sign Language Interpreter Services $ $ $ Hourly Rate for Other Sign Language Interpreter Services $ $ $ 8.2 Hourly Rate for Spoken Language Interpreting Services (Spanish) $ $ $ Hourly Rate for Spoken Language Interpreting Services (Other) $ $ $ 8.3 Per Minute Rate for VRI (ASL) $ $ $ Per Minute Rate for VRI (Spanish) $ $ $ Per Minute Rate for VRI (other languages) $ $ $ Associated equipment costs related to C-Print Services $ $ $ Associated equipment costs related to VRI Services $ $ $ Hourly Rate for CART Services $ $ $ 8.4 Per Word Rate for Document Translation Services (Spanish) $ $ $ Per Word Rate for Document Translation Services (other languages) $ $ $ Per Page Rate for Document Translation Services (Spanish) $ $ $ Per Page Rate for Document Translation Services (other languages) $ $ $ 8.5 Per Word Rate for Transcription Services (Spanish) $ $ $ Per Word Rate for Transcription Services (other languages) $ $ $ Per Page Rate for Transcription Services (Spanish) $ $ $ Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 17

18 8.5.3 Per Page Rate for Transcription Services (other languages) $ $ $ BIDDER S NAME: Signature: Date Signed: ALL OTHER TERMS AND CONDITIONS OF THE ORIGINAL SPECIFICATIONS REMAIN UNCHANGED. END OF ADDENDUM #1 Addendum #2: Sign Language, Interpreting & Document Translation Services - (RFP #UH-P16-002) Page 18