13-RFP-001-LJ Project Connect Language Translation Services Technical Questions and Answers

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1 No. Section Page # B.19 4 Question Our agency provides sign language interpreting, not language translation. Our inquiry is to confirm sign language interpreting is not part of request for proposal. I have downloaded the entire RFP package available on the Florida DEO website. However, the files do not contain the instructions/criteria on how the proposal is expected to be prepared, proposal due date, etc. Could you please advise where such document can be found or kindly it to me? Is it possible to compete/submit a bid for a portion of the project? Please provide the current incumbent name for translation. Answers No, sign language interpreting services are not part of this solicitation. The RFP document may be found at s_page Yes you can bid on only a portion of the project, See Section B.19 This is a new contract for translation services; there is no current incumbent for this type of work. 5 C Please provide the lead time for scheduling assignments. See page 27, Section C.3, 4: All fixed-price written translations for correspondence and screens should be completed and delivered to the Department within 60 days of contract execution. The parties will agree to the detailed schedule and any variance to the schedule. 6 D 31 Please provide your cancellation policy. See pages 19-20, Section D, Core Contract 7 Do dead text images need to be translated? All English text provided needs to be translated into Haitian Creole and Latin American Spanish. 8 Please advise if you require any certifications for No linguists Page 1 of 6

2 9 B B In section B.35.2, the RFP reads Failure by the Respondent to provide a cost on Attachment B shall result in the response being deemed non-responsive and therefore, the response will be rejected. However in section B.19, the RFP states A respondent that primarily offers translation services may submit a proposal that addresses only the textual translation portion of work being procured. If we are proposing on only translation, section C of the Cost Response, Oral Translations & Scripts, will be blank. Please confirm that this will not result in the rejection of our response. In section B.36, the RFP indicates the Respondent must provide the required information for a minimum of three separate and verifiable clients, one of which must be a Florida State Government Agency or Department. Can we still submit our proposal if we have never worked for a Florida State Government Agency or Department? See pages 14-15, Section B.19 Yes, see attached Addendum Acknowledgement Form, Addendum No C P27, C3, 3 Is English Audio a deliverable, and if so, may we add a line item to the pricing (Item C)? See attached Addendum Acknowledgement Form, Addendum No. 1. P27, C3, 3 Can you clarify the audio deliverables? Are Separate files are required for each prompt. 12 C separate files required for each prompt, or all in one file? 13 What is the desired length of the message playback for each prompt? Does this include pre and post gaps, and if so, what is the length? The message length will depend on each individual prompt. The length of pre and post gaps will be determined with the selected vendor once a contract is in place. 14 Will the choice for voice talent be up to the vendor or The Client will approve the voice talent from samples provide by Page 2 of 6

3 15 B.35, Tab C.4 27 will the client select? the vendor. What is the audio file format required? (for example: For the Genesys CTI, the oral audio files should be in the format of 16 bit Mono 44.1 khz Uncompressed PCM or G711 G Wave mu-law, 8000 Hz, 64kbs, mono. code at 16 bit Mono (128 bps) 8 khz PCM, etc) Will the client have an internal review process? Yes, see page 27, Section C.4 (Item # 6) 6. All translations will be validated by the Department s language coordinators C C Will the client use language reviewers to review the audio and send us audio pickups before finalizing the files? What is the standard turnaround times they require for voice prompts? P27, C3, 4 Our process would be to translate the IVR prompts into the target language first and create an audio script of that translation second. Is this what is meant by this line item? If not, please clarify. Does the agency have an actual vendor? If so, can I please obtain the prices that the actual vendor is charging the agency? When it comes to submitting the RFP, Attachment B has to be submitted in a separate package, however, can we still use the same CD/Flash Drive that we are using for items C and B (page 13). Page 3 of 6 The Department will work with the selected vendor to implement a review process that is mutually agreeable. See page 27, Section C.3, 1: All fixed-price written translations for correspondence and screens should be completed and delivered to the Department within 60 days of contract execution. The parties will agree to the detailed schedule and any variance to the schedule. The Department will work with the selected vendor to implement a schedule that is mutually agreeable. Yes. The Department will provide the English text and require the translated prompts in Haitian Creole and Latin American Spanish and the corresponding audio files in English, Haitian Creole and Latin American Spanish. See Response to Question #4. No, Attachment B Cost Response must be submitted separately from the Technical Response, on its own CD. Flash drive is not acceptable.

4 22 23 B B A.14 6 Can we only bid for the written translation and not the oral translation/interpretation? LMLS is certified as an MWBE in New York, New Jersey and Texas would that count in our favor as the RFP states that MWBE are encouraged to participate? LMLS will be using subcontractors but they will NOT have to go to the building as most of the subcontractors for translation only work with their computer and from home. Do we still need to get a background check for them? What is the subcontractor(s) are in another country? In section A.14, it s unclear to us as a new vendor whether the 1% transaction fee is deducted from the amount paid or if the invoice is first paid by the State, then the State is reimbursed. Also, while it s clear that this applies to all payments made through the MyFloridaMarketplaceSystem, does the State pay invoices in any other way, or is this basically mandatory? Yes, see pages 14-15, Section B.19 No Background Screening - Yes, see page 27, Section C.5 Subcontractor(s) - The use of resources or facilities outside of the United States is prohibited and shall not be proposed. See Addendum Acknowledgement Form, Addendum No. 1. Payment shall be made in accordance with sections and , Florida Statutes. MFMP Transaction and Reporting information may be found at: asing/myfloridamarketplace/mfmp_vendors/vendor_toolkit/mfmp _transaction_fee_and_reporting 26 C Section A.21 addresses suspension of work, stating that [s]uspension of work shall not entitle the Contractor to any additional compensation. Does the State pay for charges assessed through the point of cancellation? See page 29, Section C B In section B.13, under Mandatory Requirements for Evaluation, there are several items, including the Cost Response, which must be submitted in a sealed package from all other attachments. First, did you need a separate compact disk for these sections as well, or is it only the printed materials that must be separated? Second, do we need to actually mail these Page 4 of 6 See pages 17-19, Section B.35. Respondents must submit one CD for each Technical Response and one CD for each Cost Response. The Technical Response and Cost Response must be sealed separately from each other. However, they may be mailed together inside the mail mailing.

5 items separately, or can they be in a separate envelope inside the main mailing? 28 B Section B.26 addresses the need for automobile insurance. Translators work from their home and therefore aren t driving anywhere. Why is this required, please, and can this section be waived? See the second paragraph, last sentence that states: (Comprehensive automobile liability coverage is not a requirement under this solicitation.) 29 C C B B In the Scope of Work, are there hardware of character limitations that would affect translation of the screens or error messages? Also in the Scope of Work, how many words is the screens portion of the project estimated at? We found this information for the other document types, but not this one. Under C.3, line item 3, the Scope of Work states audio recordings of the translated scripts are also needed; however, there is nowhere on the price grid that we found to place this information only a line for the translation itself. Where does this information need to go, please? Do the references returned need to be separately sealed? Attachment J asks for the return of MBE certificates. Does this mean that MBE s will be given preference over DBE s and/or WBE s? If we are a DBE or WBE, do you want that certificate as well? No There are 286 screens, which were provided. The word count varies by screen. See attached Addendum Acknowledgement Form, Addendum No. 1. No, the Department will attempt to contact each selected reference by phone up to four (4) times. No Page 5 of 6

6 34 Attachment K 42 Attachment K says that we are to submit this form in accordance with the instructions provided in B.6; however, B.6 is intentionally left blank. Please help. The correct section reference is B B.35.1, Tab 2 18 Is Attachment M to be translated as a sample and returned with the bid or is it simply enclosed for our reference? See page 18, Section B.35.1, Tab 2 Page 6 of 6