Bidder questions and Agency answers for DHS RFP BPC

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1 November 10, 2015 Bidder questions and Agency answers for DHS RFP BPC Regarding subcontractor status, and specifically, whether we (as Bidder) are required to identify each professional translator we may use for each language identified in the RFP. Answer: If the translator being used is not an employee of the vendor, they are considered to be subcontractors. Subcontractors will need to be identified in accordance with (IAW) the Request For Proposal (RFP) section Please note: Vendors may submit a spreadsheet that identifies all the subcontractors and requested information as found in Attachment C, Subcontractor Disclosure Form. The subcontractor signature requirement IAW Attachment C is waived. 2. Do linguists need to be identified as Subcontractors per the RFP? Or do they fall outside the Subcontractor definition, and as such, do not need to be identified in detail (per the form on page 21 of the RFP)? Answer: Please refer to the answer to question #1 above. 3. Please define the term, subcontractor. Are you referring to additional companies who partner in order to meet the RFP requirements of does this refer to individual translators who work on as needed 1099 basis? Answer: Please refer to the answer to question #1 above. 4. Can additional subcontractors be added after a vendor is selected? Answer: Yes, additional subcontractors may be added IAW RFP section The use of independent contractors as translators is common in the translation industry. As such, a vendor may work with 30+ sub-contractors to provide services on this contract. Is it necessary to complete Attachment C for sub-contracted independent contractors, or only for larger sub-contracted companies? Answer: Please refer to the answer to question #1 above.

2 6. We subcontract multiple translators and proofreaders for written translations, and have a large list of linguists that we work with. Is it acceptable to provide a list of names of those translators that we plan to use for your requests, without submitting separate Subcontractor Disclosure Forms for each subcontractor in the bid proposal? Answer: Please refer to the answer to question #1 above. 7. We have hundreds of contracted linguists. Do you consider them as subcontractors? Answer: Please refer to the answers to questions #1 above. 8. For the purposes of this contract, would our linguists (translators, editors, etc) be considered subcontractors? Our firm would not contract with third parties (companies) to fulfill the scope of work, however most of the linguists working on the translations are independent contractors working for our firm. Answer: Please refer to the answers to questions #1 above. 9. What is the percentage of documents that were Latin American Spanish? Answer: There have been 1806 of 3683 documents in the last 6 years translated into Latin American Spanish or 47% (with a range of 247 to 386 Spanish translations in a given fiscal year) 10. What is an approximation of the number of documents in the last five years that were under 2500 words? Over 2501 words? Answer: There have been approximately 150 out of 3683 documents in the last 6 years that exceeded 2501 words per document. The average is slightly more than 2 longer documents per month in any given fiscal year. 11. Written Chinese is either simplified Chinese or Traditional Chinese. Which language is required for this bid? Answer: The dialect used depends on the client for whom the translation is being requested. Typically we have used traditional Chinese. For the purposes of this bid proposal and pricing, please use traditional Chinese. 12. For the sample translation for French are you looking for Canadian French or European? Answer: For the purposes of submitting the sample translation, please use European French. 13. What French dialect should the test translation be translated into? Answer: Please see the answer to question #12 above.

3 14. If no variant is specified for Spanish translation, is it safe to assume that it would be a standard Latin American/US formal Spanish? Answer: Yes, unless otherwise specified, Spanish translations should be Latin American Spanish. The dialect used for a written translation depends on the language requested from our clients. 15. Somewhat related to the question above, for the most part, Spanish regional variants are only different at oral and/or informal level, but not much so in formal style (basically at lexicological level, i.e. a few different terms, but the rest is significantly similar). What is the distinction based on when using formal Spanish? Answer: There are no intended distinctions in Spanish dialect in the RFP document. Unless otherwise specified, Spanish translations should be Latin American Spanish. The dialect used for a written translation depends on the language requested from our clients. 16. The text of the Spanish to English translation test has the original English headline on top with the translation in parentheses below. Is that the desired style? Answer: Yes. 17. Bosnian and Serbo-Croatian are for the most part the same language: Serbo-Croatian. The same thing applies to Serbian and Croatian (separately, if you will) as well as recently recognized Montenegrin. They are all hardly different versions of the same, meaning that whatever difference is merely at oral, colloquial and informal level; not at written formal level. Why is then Bosnian in Category 2 and Serbo-Croatian in Category 3? What is this distinction based on? Answer: The Agency provides translations to specific clients based solely upon their request. The distinction was made in the RFP because we receive more requests for translations to and from Bosnian than for translations to and from Serbo-Croatian. 18. Names of Government Agencies will not be translated. Does this apply even if there is already a coined translation for them? Answer: The rule that names of government agencies will not be translated applies even though there may already be a coined translation for the names of those agencies.

4 19. Similar to above, does this apply to government programs as well? Even if there is already a coined translation for them? Answer: The same rule that states that names of government agencies will not be translated also applies to the names of government programs even though there may already be a coined translation for the names of those agencies. 20. Will the agency require conversions from imperial to metric or vice versa? Answer: No. The Agency will not require conversions from imperial to metric or vice versa. 21. What is the anticipated contract value in dollars? Answer: Total cost of the contract will be determined by the competitive bidding process as described in the RFP. 22. Can you provide us with historic data of average monthly utilization for written translation services? Answer: There have been 3683 documents in the last 6 years translated from English to one of more than 60 languages or from one of 60 languages into English. On average, the range of translation requests per year for the past six years has run from 530 to 730 requests with an average of 650 to 750 words per request 23. What is the average word count for document translation? Answer: The average word count per request runs in a range between 650 to 750 words per request. 24. What percentage of total document translation volume is for Category 1 Spanish? Answer: Please refer to the answer to question #9 above. 25. In what file format will your documents be submitted for translation? Answer: The file format that our documents will be submitted for translation in will be either Microsoft Word (.doc or.docx) or Protected Document Format (.pdf) 26. What is the average project length in number of words? Answer: Please see the answer to question #22 above.

5 27. What is the anticipated volume of this RFP? Answer: Please see the answer to question #22 above. 28. Do you have historical translation volume under the current contract? Answer: Please see the answer to question #22 above. 29. Please define one(1) business day? Answer: For the purposes of this RFP, one business day is considered to be 24 hours from the time and date of the request with the exception of weekends and state holidays. For example, if a request for translation is submitted to the vendor on a Friday afternoon at 3 pm, the request would have to be returned to the Agency by 3 pm on the following business day, meaning Monday, at 3 pm. 30. Please define two(2) business days? Answer: For the purposes of this RFP, two business days are considered to be 48 hours from the time and date of the request with the exception of weekends and state holidays. For example, if a request for translation is submitted to the vendor on a Friday afternoon at 3 pm, the request would have to be returned to the Agency by 3 pm on the second business day, meaning Tuesday, at 3 pm. 31. How often does the need arise for expedited same day translations for category 1 or 2 languages? Answer: The need for expedited same day translations for category 1 or 2 languages is typically no more than 2-4 times per month. 32. Historically, how frequently are expedited translation requests made? Answer: Please see the answer to question #31 above. 33. What volume of expedited translation requests do you anticipate during the contract duration? Answer: Please see the answer to question #31 above. 34. Do certain languages have a higher volume of expedited translation requests? Answer: The vast majority of expedited translation requests are for Spanish.

6 35. In regards to turn around time for the Expedited Written Translations (Categories 1, 2 & 3) and the 24/48 hour turnaround time, will we ever need to deliver on the weekend if a project is received on a Friday? Answer: No, you will not need to deliver on weekends if a project is received on Friday. Also please refer to the answers to questions #29 and #30 above. 36. Category 2 translations of 2,501 words may have a negotiated turnaround time, can this also be applied to Category 1 translations of 2,501 words or more? Answer: No. Please see section b 37. Do translators and subcontractors need to reside within the US? Answer: No, translators and subcontractors do not need to reside in the US. 38. Do translators and subcontractors need to be US citizens Answer: No, translators and subcontractors do not need to be U.S. citizens. 39. Is there a fee to the vendor for background checks? Answer: Please refer to RFP section Who currently holds this contract for the state of Iowa? Answer: All Global Solutions International, Inc. 41. Who is the incumbent vendor for these services, and what prices are they charging? Answer: Please refer to the answer for question #40. Regarding prices, please see the RFP Attachment I. 42. Is it possible to extend the bid deadline? Answer: No. 43. Are the figures shown in Attachment I an accurate representation of translation costs in 2014 or are those numbers simply for evaluating the price proposals? Answer: The figures shown in Attachment I are an accurate representation of translation costs in Does any additional time need to be allocated for managing the mail at your department to ensure timely delivery for proposals submitted by mail? Answer: No.

7 45. On Page 3, the client notes that deliverables may include data collected on behalf of the Agency. Can the client provide examples of the type of data they would want delivered to them? Answer: Data collected on behalf of the Agency is simply a reference to documents received by the Agency. Information can include but is not limited to: Notices of Decision, Informational letters regarding the Agency s appeal process, etc On Page 5, the client mentions expedited turnaround times. The cost proposal excel sheet does not give option to detail our expedited turn rates. Please advise. Answer: Please add a column on the excel spreadsheet to detail expedited turn rates. 47. [Page 15, Section and ]. This section requests a Description of all services similar to those sought by this RFP that the bidder has provided to other businesses or governmental entities within the last twenty-four (24) months. For some of our clients this information includes hundreds of projects, and details of these projects are considered confidential for many clients. Is it acceptable to provide only a sampling of similar services rather than all. Answer: Yes. Bidders may provide a sampling and description of similar services / work done for other businesses or governmental entities within the last 24 months. This can be done generically and specific confidential information shall be redacted. 48. Does this refer to all projects for business in the private sector as well as individuals? Answer: Please see answer to question #47 above. 49. Is this only for projects currently in production or for all projects over the last 24 months? Answer: Please see answer to question #47 above. 50. Would you consider contact information for our references being sufficient, or are we required to have them write reference letters? Answer: Bidder proposals shall include written letters of reference IAW RFP Section [Page 15, Section ]. This section is regarding letters of reference. Are these letters to be included in our proposal response to be mailed to the State directly? Answer: Yes, please refer to RFP section

8 52. [Page 15, Section ] states, Include the percentage of time the project manager and key project personnel will devote to this project on a monthly basis. It is impossible to know how much time is needed on a monthly basis without knowing an estimated volume of words for translation per language monthly. Can you please provide an estimated figure, even if just for the purpose of congruency when vendors answer this question? Answer: The purpose of this information is to provide the Agency with a reasonable understanding of how the vendor will service the contract if awarded to their firm. Also please see the answer to question #22 above. 53. Please clarify the point in regard to the percentage of time the project manager and key personnel will devote to this project. This would seem to depend on the number of translations for the month, the languages for those translations and how many are expedited vs standard delivery. Answer: Please see the answer to question #52 above. 54. The price sheet, Attachment I does not include line items for project minimums for translation. Including minimum fees for services is standard within the industry as it is common for smaller projects to require translation (i.e. 400 words or less). Please advise if it is acceptable for us to include minimum fees, and if the price sheet will be revised as such. Answer: The Request for Proposal is specific in that it asks for a vendor to provide a proposal for the translation of documents by cost per word. 55. Is any preference given to bidders local to the state of iowa? Answer: See IAC Chapter (8A) Preferred products and vendors. 56. Does the state plan on more than one vendor for this contract? Answer: It is the state s intent that the contract will be awarded to a sole vendor. 57. Will you award to just one bidder or to multiple bidders? Answer: Please refer to the answer to question #56 above. 58. Page 17, Section 4.1 indicates that this bid will be the sole award. Is this the state s intent? Answer: Please refer to the answer to question #56 above. 59. Are we required to be registered in Iowa? Answer: The winning bidder must be registered with the Office of Iowa s Secretary of State. The registration can take place after contract award but must be completed prior to the beginning of services.

9 60. Is an Iowa Business License required either for bidding or the contract? Answer: Please refer to the answer to question #59 above. 61. Is it necessary for the prime bidder to be registered to do business in the state of Iowa at the time of submitting a proposal, or can this registration take place after contract award? Answer: Please refer to the answer to question #59 above. 62. Can you apply volume in percentages to each language tier? Answer: The Agency does not understand this question nor is there an RFP section referenced in the question. 63. Would you accept or consider rates based on tier pricing based on volume? Answer: Please refer to the answer to question #54 above. 64. What scoring percentage (if any) will be allocated for MBE participation? Answer: No scoring percentage will be allocated for MBE participation. 65. Are you currently in a reciprocal relationship with national recognized MBE certifications such as the Women s Business Enterprise National Council (WBENC)? Answer: No. 66. Are we required to bid on the entire Scope of Work, or can we bid on certain services? Answer: All vendor proposals should be for the entire scope of work as referenced in the RFP section 1.3, Scope of Work. Failure to bid on the entire scope of work may be considered non responsive. 67. This RFP requires translation samples totaling over 4000 words, which is greatly costprohibitive to small businesses wishing to participate. Would you consider modifying this requirement to reduce the size of samples? (In terms of evaluating translation quality, we believe the same information can be ascertained from a short sample as a long one.) Attachment E is quite lengthy can the document be shortened? Answer: No. 68. Can companies from outside the USA apply for this RFP (from India or Canada)? Answer: Please refer to IAC 117.6, Preferred products and vendors.

10 69. For the review meetings, would you consider those being conducted remotely? Answer: The vendor will not need to be physically present for review meetings unless otherwise requested. The Agency anticipates that review meetings will be conducted remotely via electronic means. 70. Please state whether the vendor will need to be physically present for review meetings Answer: Please refer to the answer to question #69 above. 71. Can we perform the tasks (related to the RFP) outside the USA? (from India or Canada?) Answer: Vendors must comply with all appropriate state and federal laws to ensure secure transmission of any confidential information that may require translation. See answer to Question Can we submit our proposals via ? Answer: No, the Agency will not consider proposals submitted via . See RFP section Is the Bid proposal certification document placed behind Tab 3? Answer: Yes, please refer to RFP Attachment B. 74. Will the Agency require any desktop publishing services? Answer: No, the Agency will not require any desktop publishing services. Although translation of documents must be returned in the same format that the document was in when sent for translation. 75. Based on the information provided, is it safe to assume that all translation projects for the state will be provided in either MS word or.pdf format? Answer: Documents will be posted to a secure File Transfer Point (FTP) in either MS word (.doc or.docx) or Protected Document Format (.pdf) and must be returned to the secure FTP in the same format that the document was in when sent for translation. Please refer to RFP section e. 76. Will the Agency ever require on-site assistance? Answer: The Agency does not anticipate requiring any on-site assistance.

11 77. What has been the biggest challenge for fulfilling services under this contract, or if this is a new contract, are there any challenges that you anticipate? Answer: The biggest challenge for fulfilling services under the expiring contract is timely translation and delivery of translated documents. This is especially challenging with languages and dialects representing smaller world populations. 78. In terms of delivery, will we the documents back and forth or will we be required to download and upload from an FTP site? Will we have a centralized delivery system and main contact? Or will we have multiple contacts? Answer: The Agency anticipates that the Agency will upload documents to a secure FTP for translation. The vendor will be required to download the documents, translate the documents to the requested language and then upload the documents to the secure FTP within established timelines found within the RFP. Due to increased requirements for HIPAA and confidentiality the Agency is being required to adopt this new and more secure process for handling files requiring translation. The Agency will provide multiple contacts to the winning vendor, however, the majority of the time, a primary point of contact will be used to process and receive translations.

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