CITY OF BELL REQUEST FOR PROPOSAL FOR Spanish Translation and Interpretation Services

Transcription

1 CITY OF BELL REQUEST FOR PROPOSAL FOR Spanish Translation and Interpretation Services SUBMITTAL: One (1) original must be received on or before 2:00 p.m., March 18, 2015 Addressed to: Angela Bustamante, Interim City Clerk City of Bell 6330 Pine Avenue Bell, CA (323) Mark envelopes: PROPOSAL FOR SPANISH TRANSLATION AND INTERPRETATION SERVICES PROPOSALS RECEIVED AFTER THE TIME AND DATE STATED ABOVE SHALL BE DEEMED NONRESPONSIVE AND RETURNED UNOPENED TO THE PROPOSER.

2 REQUEST FOR PROPOSAL (RFP) CITY OF BELL Spanish Translation and Interpretation Services INTRODUCTION The City of Bell ( City ) is seeking proposals from qualified, multi-disciplinary consultants (Individuals, firms, or teams) with recent experience in providing Spanish Translation and Interpretation services in local government municipalities. This Request for Proposals provides the scope of work, submission requirements, and evaluation and selection process. The proposed term of the contract is for an initial term of one (1) year, with three (3) one (1) year extensions to be exercised at the discretion of the City based on the consultant s performance. The maximum term of the contract, including any extension terms, is four (4) years. The selected firm will be required to execute the City s standard services contract. BACKGROUND The City of Bell is a warm and friendly town composed of young families, small businesses, and an industrial district located on the east bank of the Los Angeles River, in southeast Los Angeles (LA) County. Bell is known as the key to industry, given its location in the heart of the central LA industrial market. Bell is a vibrant community proud of its ethnic diversity with immigrants from throughout Latin America and a growing Lebanese American immigrant community. In 2010 the Census Bureau revealed that the City s population was 35,477 residents, with 4.9 % of the population being white, 93.1 % Hispanic or Latino, 0.9% Black or African American,.09 % American Indian and Alaska Native, 0.7 % Asian and 4.4% two or more races. Forty-Four point four percent (44.4 %) of the City s population is foreign-born. The City s demographics encouraged the City to hire a consultant who can serve the Limited English Proficient (LEP), a person who cannot speak, read, write or understands English at a level that allows them to interact efficiently with City staff. Per the predominant LEP population in the City of Bell, the City has contracted out for Spanish Translation Services to become transparent and meet the language needs of Bell residents. The service is available at City Council Meetings and Community Events to assist Bell residents understand and participate in City business decisions. Additionally, Title VI of the City Rights Act of 1964 prohibits discrimination on the basis of race, color, or national origin in any program or activity that receives federal financial assistance. Thus, the City has been committed to provide access to all government services and programs for LEP persons.

3 SCOPE OF SERVICES The City mainly requires assistance in providing oral interpretation and translation for Spanishspeaking residents during City Council Meetings and Community Events. The Council Meetings vary from 4 to 6 hours long. The City is requiring for the consultant to provide any and all equipment necessary for this type of service for about 40 to 60 persons. In addition, the City may require Spanish translation of public hearing notices, and other documents on an as-needed basis. Proposers shall provide the following services to the City: 1. Simultaneous interpretation (English/Spanish) services for approximately twenty-four (24) Regular City Council Meetings and possibly up to ten (10) Special City Council Meetings. a. Special Meetings may be called within a 24 hour period, which may result in a short notice for your services. 2. On an as needed basis the City may require to provide written Spanish translation for Agendas, Publications, Notices, Press Releases, Flyers, web-based text, and other information for a variety of City programs and departments. 3. Proposers shall be able to deliver language interpretation service with one (1) to three (3) days after receiving request from the City. For any large translation projects, the deadline shall be two (2) weeks of receiving request from the City. The services will require the following skills and characteristics: 1. Fluent in English and Spanish. 2. Excellent oral communication and writing skills including: a. Ability to provide translations that are accurate in content with attention to detail. 3. Ability to maintain and demonstrate confidentiality, respect for all parties, professional boundaries, and cultural competence. 4. Consultant must have up to four (4) years of experience working specifically for municipal agencies. 5. Able to provide narration for the visually impaired, ASL services and CART. PROPOSAL SUBMITTAL REQUIREMENTS 1. Proposers wishing to be considered for this service should submit a completed proposal and cost of bid to the Office of the City Clerk by March 18, 2015, no later than 2:00 p.m. (No post marks allowed) Late proposals will not be accepted. It is the responsibility of the proposer to clearly mark and identify all portions of the proposal that contains confidential information. All information is subject to the California Public Records Act. The proposal should be addressed to:

4 City of Bell Attention: Angela Bustamante, Interim City Clerk 6330 Pine Avenue Bell, CA Additionally the envelope should be clearly marked with the notation "Do Not Open - Proposal For Spanish Translation and Interpretation Services." 2. Content: Proposals shall contain the following information: A. Letter of Introduction including a brief description of your qualifications, experience and skills to provide language interpretation and/or translation services as described in the RFP. B. A list of references from public agencies or other clients for whom similar work has been performed within the last twenty-four (24) months. The reference list should include firm names, addresses, telephone numbers and contact persons. C. A proposed scope of work, including a description of the tasks to be performed as they relate to the work. Any potential work not included within the firm s scope of services, or which has not been mentioned in this RFP, must be clearly identified, along with a suggested basis for payment, should those services be necessary or elected by the City. D. A fee schedule for professional services. Schedule should include rates for the following: a. Fix rate for oral interpretation during Regular/Special City Council Meetings b. Hourly rate for On-site Interpretation Services for Special Meetings and/or Community events c. Written translation rate per word. d. Price Breakdown for maintenance of equipment, travel, and other reimbursements. Fixed rate for On-Site Interpretation Services with Equipment for Regular Council Meetings ( Note: Typical length of Council meetings are 4 6 hours) Hourly Rate for On-Site Interpretation Services with Equipment for Special Meetings and/or Community Events Written Translation Services- Rate per Word Hourly rate pricing for work outside of scope of work $ $ /Hr. $ /per word $

5 E. Names and Resumes of all staff that will be providing this service. F. The Individual or firm receiving the contract shall procure and maintain for the duration of contract, insurance that may arise from or in connection with the performance of the work hereunder. For the required amount of insurance, please refer to Section 5.1 of ATTACHMENT A which is attached hereto. Proof of Insurance shall be included in the consultant s proposal. G. The City s Standard Consultant Services Agreement is attached as Attachment A. All requests for amendments to language of the agreement must be included in the proposal. EVALUATION AND SELECTION PROCESS The City's selection will be based upon the following process: 1. Proposals will be reviewed and evaluated by the Finance Director and City Clerk. A recommendation for award of contract will be presented to the City Council. 2. The proposers will be evaluated based on Qualifications, Credentials and related experience and Cost of Service. 3. The persons referenced above will be convened to interview the proposing firms/individuals. 4. The firm found to be most qualified would be selected to negotiate final terms and compensation. TENTATIVE TIMELINE The following dates are tentative with the goal of retaining a Spanish Translation and Interpretation Service firm by May 1, February 25, 2015: Release of Request for Proposals March 9, 2015: Deadline for all questions March 11, 2015: Distribution of responses to questions March 18, 2015: Deadline for submission of proposals March 26, 2015: Committee reviews and oral interviews begin April 8, 2015: City Council consideration of recommendation May 1, 2015: Firm commences service to the City GENERAL INFORMATION The City of Bell reserves the right to reject any and all proposals, and to re-submit its request for proposal. This is a request for professional services, and the City does not intend to be bound by any

6 proposal or the lowest cost proposal, but will award the contract with the most qualified Firm in the City's sole judgment. The City reserves the right to negotiate the terms of the contract with the most qualified Firm and to negotiate with more than one qualified Firm. The City's agreement with any firm shall not be considered exclusive and the City may elect to procure alternate services for any designated project. All costs incurred in the preparation of a proposal, in the submission of additional information and/or in any other aspect of a proposal prior to the award of a written agreement will be borne by the respondent. All proposals submitted to the City in response to the RFP shall become the property of the City. RFP must be valid for a period of 90 days from due date. Withdrawal of RFP is authorized only by written request received by the City of Bell before the submittal deadline. For additional information regarding the scope of work or proposal submittal, please contact the Office of the City Clerk. ATTACHMENTS Attachment A - Standard Copy of Professional Services Agreement for Services available upon request.

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