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HomeMy WebLinkAboutRFP - 7451 TRANSLATION SERVICES (2)Addendum 2 – 7451 Translation Services Page 1 of 4 ADDENDUM No. 2 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 7451: Translation Services OPENING DATE: 3:00 PM (Our Clock) December 10, 2012 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Please contact James B. O'Neill, FNIGP, CPPO at (970) 221-6779 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 2 – 7451 Translation Services Page 2 of 4 EXHIBIT 1 – QUESTIONS & ANSWERS 1. Will the City give preference to businesses who are DBE certified? If so if this preference limited to DBE businesses who are local to city of Fort Collins or State of Colorado? We are DBE certified business located in CA, will this count toward any preference? No, but the City encourages proposals from the entire vendor community. 2. The solicitation indicates that it is acceptable to submit a proposal via email or mail, and then requests for a sealed original and six copies. Please confirm the following: Is it acceptable to submit a proposal via email and not to submit any hard copies? Yes Is it acceptable for the emailed submission to be in PDF format? Yes 3. Is this a new or renewing contract? If renewing who is the incumbent for this contract and what rates were offered in the last contract period? This is a new, City-wide contract. 4. What is the anticipated contract value for this RFP? Unknown. 5. Is it acceptable to bid for one service and not all service offerings (ex: Document Translation only)? Yes. Will preference be given to bidders who provide all required services? Yes. 6. Does the City intend to make multiple awards or only award to a single vendor? The City prefers to make only one award to a single vendor but may have to make multiple awards, depending on the proposals received. 7. If multiple awards will be made please describe how work will be distributed among vendors? This is unknown until proposals are received and award(s) made. 8. The sample agreement in the RFP mentions ‘Exhibit A Scope of Work’ however, this was not included in the RFP. Can you please provide Exhibit A and/or a detailed description of the City’s specific SOW? The scope of the rfp and the response will be the basis for Exhibit A Scope of Work Addendum 2 – 7451 Translation Services Page 3 of 4 9. The RFP mentions that languages other than Spanish may be required on occasion. Do you have any data/historical information about what other languages may be needed? While Spanish is the most common language called upon for interpretation, translation, and assessment, the City anticipates that there will also be a need for these services in Asian languages, especially Korean, as well as others. 10. Is there a specific pricing format that you would like bidders to follow? No 11. The RFP mentions under Review & Assessment criteria ‘Availability: “Is the Project Team available to attend meetings as required by the Scope of Work?” Can these meetings be conducted via teleconference or video conference? Yes. On average, how frequently are these meetings required? Unknown. 12. The Sample Service Agreement mentions the vendor submitting Monthly reporting. Can you please elaborate on what type of information needs to be provided in this reporting? Because this will be a new, City-wide contract, the City does not yet have specific information about its monthly reporting requirements, except that it’s anticipated that it would be helpful to have information about how many telephonic interpretation calls the vendor receives, the average response time, how many documents were translated, and which languages were requested. 13. Is reporting specific for telephone interpreting services or needed for all required services? The reporting would likely be needed for all required services. 14. Is there any existing translation memory or glossaries that may be leveraged for cost savings? No. 15. Written translation services can be provided by a sole translator or by a team of linguists including a translator, editor and proofreader. Which approach is requested for this bid? Would you like pricing for both options? Please provide pricing for both options. 16. Is there provision to provide pricing desktop publishing services as a separate price as formatting charges will vary based on the format of the source file? No. Addendum 2 – 7451 Translation Services Page 4 of 4 17. Are there any specific translation tools that you require we use in completing the new translation? No, but if you have information about specific translation tools that your company would use, please provide that in your proposal. 18. What are the typical project sizes, in number of words? The City anticipates that approximately 50% of the documents will be fewer than five pages in length. The City does not have additional information about the average length of document translations. 19. What are the typical file types (ex. InDesign, Word, Illustrator, etc)? Most will be Word documents but a few may be in other Microsoft program formats. 20. What level of professional qualifications are required for interpreters and translators? Please provide as much information as possible about any certifications or qualifications of the linguists your company would use to provide the necessary services. Also, please provide information about any continuing education received by the linguists your company would use to provide the necessary services. 21. What is the City’s expectation for turnaround on translation projects? This information is not available but the City anticipates that the translation turnaround time would be consistent with industry standard for a municipality. 22. What is the anticipated written translation volume? Because this is a new, City-wide contract, the City is not able to provide specific information about this but does anticipate that over 50% of its translation volume will occur within the first one or two years of a contract award. 23. What is the anticipated call volume on a monthly or annual basis? This is the City’s first effort at centralizing telephonic interpreting for the entire City organization. Therefore, this information is not available. 24. 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? This is a new, City-wide contract so the challenges will relate to implementing these services for the entire organization for the first time. 25. What is the anticipated start date? The City anticipates having the services operational in the first quarter of 2013. 26. What is the anticipated award date? This is unknown. The City anticipates having the services operational in the first quarter of 2013.