RP018-17 Page 1 of 18 July 25, 2017 ADDENDUM #2 RP018-17, Provision of Interpreter Services for the Gwinnett Judicial Circuit on an Annual Contract ***REVISED FEE SCHEDULE ATTACHED.*** Please replace Page 8 in the original Invitation with the revised Fee Schedule attached. The Pre-Proposal Sign In Sheet is attached. Q1. How should the bound proposal copies be bound? A1. Gwinnett County Administrative Office of the Courts (AOC) does not have a preference on how proposals are bound. Q2. Will the AOC accept written translation rates to be provided at a per-word rate? A2. Yes. Please see the attached Revised Fee Schedule. Q3. Are service providers required to submit proof of insurance with proposal responses? A3. No. Proof of insurance does not have to be submitted with proposals. However, service providers should review to make sure they can meet the requirements per the RFP if selected. Per Section VI, Item D; Successful vendor is required within ten (10) days of the Notice of Award to provide the following: Certificate of Insurance as specified in the proposal document. Two (2) properly executed contract documents. Q4. Will the transcript from the Pre-Proposal conference be released as an addendum? A4. All questions and clarifications addressed at the Pre-Proposal Conference are included in this addendum. Q5. What minimum duration does Interpretek currently charge for sign language interpreting? A5. Please refer to the Court Interpreter Guidelines for Sign Language sheet provided in Addendum 1. Q6. What does Translation Station charge per hour for a State-certified spoken language interpreter? A6. Please refer to the Court Interpreter Guidelines for Translation Station sheet provided in Addendum 1. Q7. Will the AOC accept hourly rates broken down on the pricing sheet by categories of State-certified, Conditionally-approved and qualified? A7. If you have different hourly rates dependent on the license type, please utilize the language and rate column accordingly. Q8. Please provide the rate sheets from the other service providers. A8. All rate sheets that are in AOC s possession were included as attachments in Addendum #1. Q9. Will the County be issuing an addendum to the RFP Invitation via email? A9. The addendum will be emailed to the vendor list and posted to our website. However, providers are responsible for monitoring our website for addenda.
RP018-17 Page 2 of 18 Q10. The contract can be a single or a multiple service provider award. How does this affect the failure rate? A10. It is the AOC s intent for this contract to be awarded to a single service provider for each section of the RFP. It is possible that one service provider will be awarded both sections, or it could be one service provider for spoken language and one service provider for sign language. However, award will be made in the best interest of the AOC. Q11. How many hours are anticipated for the initial contract term? A11. The number of hours is dependent on the individuals that will be called to court whom require interpreter services and the duration of the proceedings, which cannot be predicted. Q12. How much was budgeted in 2016 for interpreter services? A12. For 2016, $630,000.00 was budgeted. This included ALL interpreter services for Gwinnett County, not just the services covered by this RFP for Administrative Office of the Courts. Q13. What service provider has contract currently and number of hours used? A13. The AOC does not currently have a formal contract in place for interpreter services. See Addendum #1, A7 for a list of vendors that have provided services previously. Q14. Page 31, Section XII DELIVERY FAILURE refers to products. How does delivery failure apply to this RFP as interpreters are seen as a service and not a product? A14. That language is part of Gwinnett County s standard terms and conditions and applies to goods and services. The successful service provider will be required to perform per the requirements of this contract. Q15. Due to the nature of competition, interpreters information is held confidential. Would it be acceptable to provide interpreters qualifications and information upon award? A15. Resumes are required for key staff members of the agency that will be coordinating the services. Resumes are not required for the interpreters. However, you must provide proof that you have the interpreters available to meet the qualifications, requirements and needs pursuant to the RFP. Q16. Will there be one centralized requestor for all onsite sign language interpreter services? A16. No. However, the majority of the requests will come from the Administrative Office of the Courts. Q17. Page 3, Section III, Interpreter/Translator Requirements, Item H. refers to the AOC s procedures for the scheduling and invoicing system. What are the scheduling procedures? How does the AOC s invoicing system work? A17. The AOC receives requests for interpreters from multiple divisions throughout the organization. The requests will include a language, date/time needed, location, proceeding type, and any additional information needed to fulfill the request. Once the AOC has a request, they send it to the service provider to schedule a specific interpreter to attend the proceeding. The AOC is in the process of implementing an electronic invoicing system, but at this time still accepts paper invoices to be submitted. Once an interpreter has fulfilled the assignment as requested, the service provider can submit an invoice for those services. It is acceptable to submit itemized invoices with multiple assignments and multiple interpreters, rather than submitting separate invoices for each assignment or interpreter. Q18. Page 3, Section III, Interpreter/Translator Requirements, Item A. states, Professional and qualified bilingual interpreters and translators who are registered and in good standing with the Georgia Commission on Interpreters. The Georgia Commission on Interpreters applies to spoken language interpreters. Is there a process for American Sign Language interpreters to register with the Georgia Commission on Interpreters? A18. American Sign Language interpreters need to be registered with the National Registry of Interpreters for the Deaf.
RP018-17 Page 3 of 18 Q19. Would the use of 1099 interpreters be considered subcontracting? A19. No. Q20. How much was budgeted in 2016 to cover ASL interpreter needs? A20. For 2016, the total interpreter budget was $630,000.00. This included ALL interpreter services, not just the services covered by the RFP. Q21. Who is the current incumbent for sign language interpreting services? A21. The AOC does not currently have a contract in place for interpreter services. However, the service providers that have been used are included in Addendum #1. Q22. Should individuals be listed as subcontractors? A22. If a service provider subcontracts with other agencies, the agency should be listed on the List of Subcontractors. It is not necessary to include each individual interpreter. Q23. Can Professional Linguistics rate sheet be provided? A23. The AOC does not have a rate sheet for Professional Linguistics. However, all invoices from 2016 are attached. Q24. Can a mileage rate and a hourly travel rate be added to the fee schedule? A24. It is not the AOC s desire to allow for mileage and/or an hourly travel rate. However, a column for a flat rate travel fee has been added to the attached Revised Fee Schedule to be used if applicable. There is also a column for fees not included in the listed rates. This will be taken into consideration when scoring cost. Q25. How many non-spanish requests did the AOC receive in 2016? A25. Please see the table below that breaks down the requests received in 2016. These figures include ALL of Gwinnett County, not just the AOC. Q26. Can service providers submit a proposal for translations only? A26. No. Service providers are to submit proposals for Section A and/or Section B as a whole. It is AOC s intent for this contract to be awarded to a single service provider for each section of the RFP. It is possible that one service provider will be awarded both sections, or it could be one service provider for spoken language and one service provider for sign language. However, award will be made in the best interest of the County.
RP018-17 Page 4 of 18 Q27. Can proposals be submitted via email? A27. No. Proposals should be submitted per Section VI, Item D: One (1) unbound original (designated as ORIGINAL-SINGLE SIDED) and four (4) copies of your proposal should be submitted and one CD with a PDF file as described in the invitation page. All copies of the proposal must be identical. The full cost of the proposal preparation is to be borne by the proposing firm. Proposals must be signed in ink by a company official who has authorization to commit company resources. If proposer is interested in proposing on both sections, they should submit two separate proposals clearly identified and labeled with the appropriate Section. Proposals shall be submitted in a sealed envelope/package. The fee schedule is to be submitted in a separate sealed envelope with your proposal. If proposing on both sections, two separate fee schedules should be submitted. Envelopes/packages shall be addressed to Gwinnett County Purchasing Division, Gwinnett Justice and Administration Center, Second Floor, 75 Langley Drive, Lawrenceville, Georgia 30046 and should be identified with the proposal number, section, date of opening, and company name on the outside. Q28. May companies outside the USA submit a proposal? A28. Proposals will be scored based on the provider s ability to provide quality in person service pursuant to the RFP. Interpreters must be licensed through the Georgia Commission on Interpreters. Q29. May services be performed outside of USA? A29. No. This RFP requires in person interpreter services. Q30. Can a column for a formatting fee be added to the Fee Schedule? A30. No. If a service provider wishes to include this fee, or any other fees not included in the listed rates, they may do so in the column provided and it will be scored accordingly. Q31. Per Section VI, Item D., One (1) unbound original (designated as ORIGINAL-SINGLE SIDED) and four (4) copies of your proposal should be submitted and one CD with a PDF file as described in the invitation page. All copies of the proposal must be identical. Is a jump drive an acceptable method of turning in the PDF copy of the proposal? A31. Yes. C1. The Invitation Page on Page 1, Paragraph 3 should read; A pre-proposal conference is scheduled for 10:00 a.m. on July 17, 2017 at the Gwinnett County Purchasing Office. All service providers are urged to attend. Questions regarding proposals should be directed to Kaley Ivins, Purchasing Associate II, at kaley.ivins@gwinnettcounty.com or by calling 770-822-8732, no later than 4 p.m. on July 18, 2017. Proposals are legal and binding upon the bidder when submitted. One unbound original and four (4) copies should be submitted and one CD/jump drive with a PDF file. Fee schedule to be submitted in a separate sealed envelope. This replaces any mention of instructions regarding number of copies and format in the original invitation. This addendum should be signed in the space provided below and returned with your bid. Failure to do so may result in your bid being deemed non-responsive. Company Name Authorized Representative
RP018-17 REVISED Page 8 FAILURE TO RETURN THIS PAGE AS PART OF YOUR PROPOSAL DOCUMENT MAY RESULT IN REJECTION OF BID. REVISED FEE SCHEDULE ***TO BE SUBMITTED IN A SEPARATE SEALED ENVELOPE*** SUBMIT ONE FEE SCHEDULE PER SECTION IF BIDDING ON BOTH SECTIONS In-Court Interpretation Out-of-Court Interpretation Translation (Document) Transcription (Audio/Video) Flat Rate Travel Fee Disclose and describe any other fees associated with these services not included in the listed rates. Language Hourly Rate Minimum # of Hours Hourly Rate Minimum # of Hours Per Word Rate Minimum # of Words Hourly Rate Minimum # of Hours Note: Add pages if additional space is needed.