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1 RFP 2020-08 Q&A #2 February 20, 2020 QUESTION 1: What is the volume of translated words in each language combination expected for this contract or in case the numbers are unknown, from earlier contracts? ANSWER 1: Requests for translation will be submitted to the selected proposer(s) on an as- needed basis. QUESTION 2: Would it be possible to know the estimated value of the contract, the value for the whole scope of translation services or rather, earlier contracts as well? ANSWER 2: The City does not have a current or incumbent translation service. QUESTION 3: Under the FOIA, is there an incumbent currently providing the City with translation services? If yes, please identify them and how long the City has been working with them? ANSWER 3: The City does not have a current or incumbent translation service. QUESTION 4: Under the FOIA, how much are you currently paying for translation services? ANSWER 4: The City does not have a current or incumbent translation service. QUESTION 5: Why are you considering changing vendors? ANSWER 5: The City is not changing vendors; there is no current translation service. QUESTION 6: What are you looking to improve in the provision of language services moving forward? ANSWER 6: The City does not have a current or incumbent translation service. QUESTION 7: Based on historical data, what is the approximate volume of translation projects the City expects to require per language? ANSWER 7: Requests for translation will be submitted to the selected proposer(s) on an as- needed basis. ---PAGE BREAK--- 2 QUESTION 8: What is the typical turnaround time that the City grants for translation projects? ANSWER 8: The City is looking for a turnaround time of no more than five business days for each translation project. QUESTION 9: Please clarify where in the proposal we should include the translation samples requested in Section 4.2 Technical Specifications? ANSWER 9: All proposers may include translation samples. The samples will not count towards the ten-page limit assigned to the Statement of Qualifications. QUESTION 10: Is there an incumbent vendor for these services? ANSWER 10: No. QUESTION 11: If [there is an incumbent vendor], what rates do they provide? ANSWER 11: The City does not have a current or incumbent translation service. QUESTION 12: What is the expected volume of this contract? ANSWER 12: Requests for translation will be submitted to the selected proposer(s) on an as- needed basis. QUESTION 13: Is there any historical data for the Document Translation Services? ANSWER 13: There is no limit to the number or type of translation requests contemplated by the prospective contract. The City anticipates it will request the translation of documents, including but not limited to, legal documents, regulations, maps, forms, informational flyers, etc. QUESTION 14: Is this RFP open to out of state vendors? ANSWER 14: Yes. QUESTION 15: Is this a multiple source award contract? ANSWER 15: Yes. The proposer may offer separate bids for each language and area of document translation. In addition, the City may award this contract to as many entities as the City deems appropriate upon budget approval. ---PAGE BREAK--- 3 QUESTION 16: Statement of qualification should include resumes of the staff assigned to this engagement. Can we include only summarization not complete resumes (which would exceed our 10 page limit)? Should the resumes be for immediate staff such as Project Coordinators, Project Managers and the technical personnel or the translators as well? If translators resumes should be included I am afraid even with the summarization the 10 page limit is not possible taking into account that there are 5 languages (2 translators per language combination). ANSWER 16: The City will accept summaries of the resumes. Kindly detail the staff translators’ years of experience in translating specific languages and which, if any, certifications each staff translator holds. QUESTION 17: Please specify the dialect of Spanish. ANSWER 17: The City does not seek translation of a specific dialect of Spanish. QUESTION 18: In SOW item 4.4: Will all translations be from English into all five critical languages or will you also require translation from the 5 languages into English? What are the expected volumes for translation for same work-day per language combination? How often do you have this need? ANSWER 18: Requests for translation may be to English from any and all of the five critical languages, and may be from English into any and all of the five critical languages. Requests for translation will be submitted to the selected proposer(s) on an as-needed basis. QUESTION 19: Our understanding of item 4.5 is that we can quote on any and all combinations. Does it mean for example we can quote for Spanish and only one type of translation described in 4.4? ANSWER 19: The City seeks to award this contract to proposer(s) who can translate the five listed languages. A proposer may submit quotes that differ based on the translated language. For example: Language translated (to or from English) Rate (indicate hourly or by letter/word) Spanish Chinese (Traditional) Chinese (Simplified) Arabic Sgaw Karen Pashto ---PAGE BREAK--- 4 QUESTION 20: In the industry of translation, the volume of words per project plays heavily into price. Are you able to give us an idea of the total word count for the proposed translation projects? If so, we can apply a volume discount on the five proposed languages. ANSWER 20: Requests for translation will be submitted to the selected proposer(s) on an as- needed basis. QUESTION 21: What is the anticipated/historical volume per month? ANSWER 21: Requests for translation will be submitted to the selected proposer(s) on an as- needed basis. The City does not have a current or incumbent translation service. QUESTION 22: What is the anticipated contract value/current rate? ANSWER 22: The City does not have a current or incumbent translation service. QUESTION 23: Could you please tell who the current incumbent is? ANSWER 23: The City does not have a current or incumbent translation service. QUESTION 24: How do you currently process your documents? ANSWER 24: The City does not have a current or incumbent translation service. QUESTION 25: The RFP states, “Proposers who should provide samples of translated documents described herein, including, but not limited to translating, formatting, and field testing of foreign language forms; translating and formatting of foreign legal documents and contracts, translation and formatting of posters, brochures and other informative leaflets/notices and websites/selected web pages, translating and formatting of correspondence, and/or the conversion of technical or complex forms into “Plain Language” information in the public domain (ie: Forms, Marketing Materials, Applications; Marriage, Permit, Licenses).” Does this mean that we can submit a sample of just one of those listed file types per language? For example, could we only submit a sample translation of a legal document in each language? ANSWER 25: Yes, one sample translation of a legal document in each language shall suffice. ---PAGE BREAK--- 5 QUESTION 26: Mandarin is a spoken form of Chinese. For written Chinese, the options are Simplified or Traditional. Will you require translations into Simplified Chinese, Traditional Chinese, or both? ANSWER 26: The City may request simplified Chinese, traditional Chinese translations, or both based on the target audience. Respondents are welcome to submit samples and quotes for one or the other or both. A Respondent’s ability to provide both simplified and traditional Chinese translations will be considered in the City’s evaluation of RFP responses. QUESTION 27: Can we select which language(s) we will send our response to this opportunity? If so, do we need to present a proposal per language or can we include 3 or 4 languages on the same proposal? ANSWER 27: A responsive proposal will be made per each language requested since this will be a multi-award contract. Pursuant to Section 4.2 and 4.5 of the RFP, proposals must include a sample translated document in all of the five critical languages and the proposer may offer separate bids for each language and area of document translation services. For further instruction, please see Answer 20 within this document. QUESTION 28: Do you need a sample translation previously translated by us? ANSWER 28: The sample translation may be a work previously translated by the proposer or a work translated specific for submission of the proposal. QUESTION 29: We are located in Washington state and as translation services can be performed remotely at our home state. Can we be exempted to complete form “Living Wage Compliance.” ANSWER 29: No. Pursuant to the City of Albany’s Living Wage Ordinance, codified in Section 42-161 of the Albany City Code, a contract awarded to a contractor by the City primarily for furnishing services to or for the City and involves an expenditure of at least $20,000 during a period of one year shall be subject to the City’s Living Wage Ordinance. The location in which the work is conducted is not a recognized exemption to the ordinance. QUESTION 30: Do you need Traditional or Simplified Chinese (as Mandarin is a spoken language)? ANSWER 30: The City may request simplified Chinese, traditional Chinese translations, or both based on the target audience. Respondents are welcome to submit samples and quotes for one or the other or both. A Respondent’s ability to provide both simplified and traditional Chinese translations will be considered in the City’s evaluation of RFP responses. ---PAGE BREAK--- 6 QUESTION 31: Our home state manages and provides Workers Compensation, yet they do not issue certificates. Can we be exempted of this particular subject? ANSWER 31: The City will review each proposal in its entirety. If a proposer is unable to meet the insurance requirements, the proposer may subject an explanation within its proposal regarding its inability to meet the insurance requirements. QUESTION 32: Our industry does not require licenses per se for translations. We have certifications which we will include in our proposal but again we have no formal licenses. Is there anything we can substitute for this request? ANSWER 32: Proposer must provide appropriate licenses and/or certifications. QUESTION 33: In the industry of translation, the volume of words per project plays heavily into price. Are you able to give us an idea of the total word count for the proposed translation projects? If so, we can apply a volume discount on the five proposed languages. ANSWER 33: Requests for translation will be submitted to the selected proposer(s) on an as- needed basis.