Q + A: Translations and Other Language Access Services RFP #2018-02
Translation & Other Language Access Services RFP #2018-02
Questions and Answers
Deadline to submit questions: October 26, 2018 3:00 PM PDT
UPDATED 10/29/18
1. Q: Can we attend the pre-bid conference via phone?
A: No.
2. Q: Do we get extra points for attending the pre-bid conference?
A: No.
3. Q: Is attending the pre-bid mandatory to submit a proposal?
A: No.
4. Q: Will there be an option to attend the pre-bid remotely?
A: No.
5. Q: Is there an LBE subcontracting requirement?
A: No.
6. Q: Can we submit other language services that are not mentioned specifically in the scope of work (i.e. in-person interpretation, telephonic or over the phone interpreting)?
A: No.
7. Q: Will we receive confirmation that our proposal was received?
A: Yes.
8. Q: Is there a preference for proposers that can do all 3 scopes of work?
A: No.
9. Q: Can you provide an example of types of services encompassed by facilitation scope of work?
A: Conducting focus groups, outreach assistance, etc.
10. Q: What kind of certification do you require for facilitators?
A: See page 6 of the RFP information packet.
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Utilize facilitators that have written and oral fluency in English and one or more of the Core Languages.
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Technical expertise in public law, government affairs and administration, low income housing, social services, law enforcement, medical terminology, immigration and other areas in connection with the administration of public services.
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Facilitator should have facilitated a minimum of 10 sessions in language.
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Facilitators must have fluency in English and target language and knowledge of cultural nuances in English and target language.
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Certification from the International Association of Facilitators, or the International Institute of Facilitation, IAF Certified™ Professional Facilitator (CPF), or other nationally and internationally recognized facilitation program or certificate is desirable.
11. Q: How should we provide pricing for facilitation?
A: Provide pricing on an hourly basis. Include any foreseeable pricing i.e. preparation time, travel time, etc.
12. Q: Does facilitation include strict interpretation?
A: No. However, some departments may request transcription or an interpreted recording.
13. Q: Can we include prices for other services?
A: Yes. But, they will not be part of the proposal grading.
14. Q: What pricing items should we include for translation?
A: Include all foreseeable pricing, i.e. rush pricing, typesetting, layout, etc.
15. Q: Will city departments be mandated to use the resulting contract(s) from this RFP?
A: No.
16. Q: Will departments still be able to use the 10,000 contracting or purchase order outside of the resulting contract(s) from this RFP?
A: No. Once a term contract is in place, other City departments should not be doing their own under $10k (Prop Q) purchase orders.
17. Q: Do we have to certify Health Insurance Portability and Accountability Act (HIPAA) for the City?
A: This requirement may be needed for city departments. You should have a policy for safeguarding personal identifying information and any sensitive information provided to you by city agencies.
18. Q: What happens when budget runs out?
A: No further services will be ordered.
19. Q: Is this a new contract?
A: Yes.
20. Q: Are there incumbents to this contract?
A: No.
21. Q: Is the character limit in the application on purpose?
A: Yes. Please be concise.
22. Q: Will there be any samples for evaluation?
A: Your application and the types of project descriptions you provide will serve to evaluate your proposal. You can supplement your answer by 2 pages that will be evaluated.
23. Q: How will you evaluate the quality of the application?
A: The application is how proposers will be evaluated.
24. Q: What does the oral interview consist of?
A: More information will be provided to those candidates advancing to this phase.
25. Q: Will each scope of work be evaluated separately?
A: Yes.
26. Q: Should we submit multiple applications or one application?
A: No. Please see revised application
27. Q: Can we expand upon the processes sections of the application with an attachment?
A: Yes. Supplementary information up to 2 pages will be graded.
28. Q: Can you partner with a sub-contractor to offer proposed scope of works if the prime proposer does not have that capacity?
A: Yes, but the prime contractor will be responsible for all services and making sure that the sub-contractor complies with all city rules and laws.
29. Q: Is it possible to submit the same project as a sample project and as a reference?
A: Yes.
30. Q: Can an out of state firm apply to this RFP?
A: Yes.
31. Q: Is there a loss leader prohibition?
A: No.
32. Q: What is considered an LBE?
A: A Local Business Enterprise (LBE) is a small business with a principal place of business in SF that is certified by the SF Contract Monitoring Division as an LBE by the proposal due date.
33. Q: To be an LBE do you have to be based in SF?
A: An LBEs principal place of business must be in SF. Please contact the LBE Certification Unit at 415-581-2310 to ask about your firm’s particular situation.
34. Q: Do team members listed in CMD attachment need to be employees?
A: Anyone who will be a paid employee or consultant must be listed on CMD Form 5- Employment Form.
35. Q: Website localization may require a city agency to acquire additional software or technology in order to complete website localization. Will this be a violation of the “do not require any requesting City Agency to purchase or obtain a specific type of equipment to access services” under the “General Requirements” pg.5 of the RFP?
A: No.
36. Q: Can we bid on simply translation of website content and not the technology needed for changing the website into different languages?
A: No. You may submit an application for translation services.
37. Q: Does not bidding on all three scope of services affect a bidder’s chances or points?
A: No.
38. Q: Will localization be done on entire websites or portions of websites?
A: Yes. Localization may be done on entire websites or portions of websites.
39. Q: Can you describe in more detail what is the expectation for the scope of work for website localization? This term covers a variety of tasks, everything from translation of html/xml, localizing images/banners/forms/etc. to actually hosting a language version of the site.
A: It is expected that all or part of the above mentioned items may be services requested by a city agency under this RFP.
40. Q: What is the historical volume for translation?
A: The volume depends on departmental needs.
41. Q: What is the approximate average word count and maximum word count for the documents?
A: Unknown. Departments have different needs from a short flyer to a several page document.
42. Q: Will a translation memory database (TM) or previously translated materials be supplied to the chosen vendor?
A: No, a translation memory database will not be supplied. However, departments may be able to supply past translations and glossaries if available.
43. Q: Will all questions prepared by vendors and responses made by the City be published to all vendors?
A: All questions received by the RFP designated deadline will be answered and published.
44. Q: What challenges do you anticipate in fulfilling services under this contract?
A: Receiving proposals from qualified vendors. A persistent challenge across departments is inconsistent translation quality.
45. Q: Besides the core languages as defined in the Information Packet, does the City have other languages within its diverse Limited-English Proficiency Population?
A: Yes. Based on the needs of their constituents, Departments may have requests for languages beyond the core languages.
46. Q: Does Chinese (Simplified and traditional) refer to Mandarin, or other languages within the family?
A: Based on the Chinese speaking population in San Francisco, the default interpretation and translation is Cantonese and traditional characters.
47. Q: We are not an LBE, what forms do we have to fill out?
A: CMD Form 3 and 5.
48. Q: All our translators/interpreters are independent contractors, many of our linguist reside in San Francisco, but our company is not based in San Francisco. Do we need to fill out CMD forms?
A: Yes. Please fill out CMD 3 and 5.
49. Q: Will the city be requesting actual translation samples as vendors pass on to next steps.
A: It is possible. The Department is still determining the oral interview process.
50. Q: Who can we contact for CMD/LBE specific questions?
A: Lupe Arreola, 415-558-4059, lupe.arreola@sfgov.org
51. Q: What is the service requested studio and/or video transcription?
A: Both.
52. Q: Regarding sample projects, will the City be requesting actual translation samples as vendors pass on to next steps?
A: It may be a possibility.
53. Q: What action beyond filling out the CMD forms is required from vendors in connection with CMD/LBE requirements?
A: No further action is required. Be sure to follow the instructions on Attachment G: Local Business Enterprise (LBE) Requirements
54. Q: How do you characterize the level of engineering expertise and experience with translation management systems and memory content management systems?
A: Limited.
55. Q: Please clarify the fields under Firm Qualifications – Sample Projects, do we list our staff or the client staff?
A: Please see the revised application form.
56. Q: What Attachments need to be submitted with the Application?
A: Read all files carefully. Return all applicable files. Application, CMD Forms and any Addendums issued.
57. Q: Will the City provide assistance to vendors regarding specific subject matter knowledge?
A: Yes. Many departments have existing glossaries that can be provided to translation vendors.
58. Q: Regarding the number of rounds of translation edits, what has been the City’s experience/expectation to date?
A: Typically, two or three rounds of edits provide departments with an opportunity to review translations.
59. Q: Regarding FSHP, is the expectation that the responsive bidders will make employment available in the City?
A: Please contact Office of Economic and Workforce Development at https://oewd.org/first-source.
60. Q: As a registered San Francisco do we still need to submit S.F. Administrative Code Chapters 12B & 12 C?
A: Go to your vendor profile in F$P/Peoplesoft, click on the "Compliance Summary" tab at the top of the page, drop down the 12B Compliance menu, and if it states that you are 12B compliant you do not need to re-submit the 12B & 12C information. If the space is blank, then you need to complete the 12B compliance before you can be issued a City contract.