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Request for Proposal Simultaneous Interpretation Services for Anaheim Police Department Date: April 8, 2015 Responses Due By: May 7, 2015 Anaheim Police Department 425 S. Harbor Blvd. Anaheim, CA. 92805 Ruben Perez – Staff Analyst [PHONE REDACTED] [EMAIL REDACTED] ---PAGE BREAK--- City of Anaheim RFP 2 April 2015 City of Anaheim: Simultaneous Interpretation Services for APD Contents 1.1 Purpose of the Request for Proposal 3 1.2 Background 3 1.3 Scope of Work 3 1.4 General Requirements 5 1.5 RFP Deadline 5 1.6 Certificate of Insurance/Indemnity Clause 6 1.7 Non-Collusion Clause 6 1.8 City’s Requirement for Business License 6 1.9 Evaluation Factors for Award 6 1.10 Submission of Proposal 7 Appendix I – Standard Insurance Language 11 Appendix II – Standard Indemnification Provision 14 Appendix III – Non-Collusion Affidavit 15 ---PAGE BREAK--- City of Anaheim RFP 3 April 2015 City of Anaheim: Simultaneous Interpretation Services for APD 1.1 Purpose of the Request for Proposal The City of Anaheim (City), Police Department (Department) is soliciting proposals from qualified and experienced language service providers to provide Simultaneous Interpretation Services for the Anaheim Police Department. Interested vendors, whether previously contacted, or not, are invited to submit proposals in accordance with the conditions outlined in this Request for Proposal (RFP). 1.2 Background The City of Anaheim Police Department is seeking a Vendor to provide Simultaneous Interpretation Services for Community Education Meetings and for the Chief’s Neighborhood Advisory Council meetings, at various City facilities. The selected vendor should also have the ability to provide miscellaneous related services such as document translation, phone interpretation, and sign language, as needed. 1.3 Scope of Work Contract Term The Department intends to enter into an Agreement with a qualified V e n d o r offering simultaneous interpretation services for a one year period, renewable for three additional periods of one year each. The Agreement would be subject to termination, without cause, by either party upon thirty (30) days written notice or immediately for cause. 1. The Vendor will provide simultaneous interpretation service for approximately 100 meetings at various City facilities throughout each year of the contract period. Meetings are normally 1 - 3 hours, and held in the evening. There is no guarantee of minimum or maximum meetings per year. 2. The Vendor shall be available to provide services Monday through Friday. Vendor shall not modify hours of operation without prior written approval from the Department. 3. Vendor shall have the ability, at minimum, to provide English to Spanish interpretation. ---PAGE BREAK--- City of Anaheim RFP 4 April 2015 City of Anaheim: Simultaneous Interpretation Services for APD 1.4 General Requirements Minimum Requirements A. The Vendor must have any/all required licenses (i.e. City of Anaheim Business License) to operate an interpreting service. B. The Vendor must have similar experience providing onsite simultaneous interpretation service. C. The Vendor has no conflict of interest with regard to any of the work performed by the firm for the City. D. The Vendor adheres to the highest professional standards and ethics, including the security, care, and control of City’s sensitive information. E. The Vendor adheres to the instructions in this request for proposals on preparing and submitting the proposal. 1.5 RFP Deadline Your proposal will be reviewed and evaluated on Vendor’s general qualifications and the proposed costs for interpretation services. Please submit the final response/proposal by 4:00 p.m. Pacific Standard Time, on May 7, 2015, electronically to Ruben Perez at [EMAIL REDACTED] Proposals received after the required time and date specified are considered late and non-responsive and will not be evaluated for award. Proposals that are incomplete or non-responsive may not be considered during the evaluation process. All questions regarding this RFP must be submitted to Ruben Perez at ruperez @anaheim.net and must be submitted no later than ten (10) days prior to the submission deadline. Answers, if any, made by the City will be via e-mail to all known proposal holders. ---PAGE BREAK--- 5 April 2015 City of Anaheim: Simultaneous Interpretation Services for APD City of Anaheim RFP 1.6 Certificate of Insurance/Indemnity Clause The Agreement between Anaheim and the successful Proposer will contain Anaheim’s standard insurance provisions for Agreements of this type. This language is set forth in Appendix I (attached). The Agreement between Anaheim and the successful Proposer will contain Anaheim’s standard indemnification provisions for Agreements of this type. This language is set forth in Appendix II (attached). 1.7 Non-Collusion Clause The Contractor agrees to sign a non-collusion affidavit to be executed by the bidder and submitted with the bid. The non-collusion affidavit will be included as part of the bid documents. See Appendix III (attached). 1.8 City’s Requirement for Business License During the term of the Agreement, the Vendor shall obtain and keep in full force and effect, all business licenses required by the City. For additional information regarding the applicability of the City’s business licenses, contact the Business License Division at (714) 765-5194. 1.9 Evaluation Factors for Award The proposals submitted by the finalists will be evaluated by the Selection Committee, comprised of representatives from certain City Departments. The City Selection Committee may require oral presentations where the finalists will be given an opportunity to discuss prices in detail, at no additional cost to the Department. The short list of respondents, as determined by the evaluation process, will be notified and invited to participate, if oral presentations are required. Evaluating Criteria Your proposal will be evaluated by the Selection Committee on the following: a. Overall simultaneous interpretation skills by way of demonstration at scheduled meeting b. Pricing c. Valid Business License *The Anaheim Police Department will furnish headphones and microphone for meetings. ---PAGE BREAK--- 6 April 2015 City of Anaheim: Simultaneous Interpretation Services for APD City of Anaheim RFP 1.10 Submission of Proposal To achieve a uniform review process and obtain the maximum degree of comparability, it is requested that your proposal be organized as follows: 1. Cover Letter A letter of introduction, a maximum of two printed pages in length, to include: the name and address of the respondent; the name, address, and telephone number of the person or persons to contact; and, the name of the person authorized to represent the respondent. The letter should include the principal place of business and whether the respondent does business as a corporation, partnership, limited partnership, or sole proprietorship. This letter must be signed by an officer of the responding firm authorized to bind the Vendor to all commitments made in the proposal. 2. Table of Contents List all materials included in the proposal identified by sequential page number and section reference number. 3. Qualifications and Experience 1. Must have minimum 2 years of simultaneous interpretation experience 2. Must have the ability to represent a sense of the entire message 3. Solid general education and extensive vocabulary in English/Spanish languages 4. Ability to express thoughts clearly and concisely in English/Spanish 5. Three references from current customers ---PAGE BREAK--- 7 April 2015 City of Anaheim: Simultaneous Interpretation Services for APD City of Anaheim RFP 4. Indemnity and Insurance These provisions are set forth in Appendices I and II. Indicate in your proposal your ability to comply with these provisions. If a proposer has any concerns regarding any of the City’s insurance or indemnity language or requirements that would render the proposer unable or unwilling to enter into an Agreement, the proposer shall identify these concerns. Deviations from the City’s standard language may be considered in its evaluation of the responsiveness of a proposal. ---PAGE BREAK--- 8 April 2015 City of Anaheim: Simultaneous Interpretation Services for APD City of Anaheim RFP Appendix I – Standard Insurance Language Note: The following represents the City’s standard language for the insurance provisions in its contracts. With few exceptions, the language in the final Agreement will be as shown here. If a proposer has any concerns regarding any of the City’s insurance language or requirements, which would render the proposer unable or unwilling to enter into an Agreement with the City, the proposer shall identify these concerns in its proposal. Be specific. Deviations from the City’s standard language may be considered by the City in its evaluation of the responsiveness of a proposal. INSURANCE Without limiting ANAHEIM’s right to indemnification, it is agreed that CONTRACTOR shall secure, prior to commencing any activities under this Agreement, and maintain, during the term of this Agreement, insurance coverage as follows: Workers’ Compensation Insurance as required by California law and Employers Liability Insurance in an amount not less than $1,000,000 per occurrence. Commercial General Liability Insurance, including coverage for Premises and Operations, Contractual Liability, Personal Injury Liability, Products/Completed Operations Liability, and Independent Contractor’s Liability, in an amount not less than $1,000,000 per occurrence, $2,000,000 annual aggregate, written on an occurrence form. Such insurance shall be written on a primary basis, without a self-insured retention, but may include a deductible of not more than $10,000 per occurrence, provided that such deductible is disclosed to ANAHEIM, in writing, at the inception of this Agreement. Comprehensive Automobile Liability Coverage including—as applicable— owned, non-owned, and hired autos, in an amount not less than $1,000,000 per occurrence, combined single limit, as required by California law. Professional Liability Insurance in an amount not less than $1,000,000 per occurrence, and CONTRACTOR shall maintain such coverage for at least one year from the termination of this Agreement. Such insurance shall be written on a primary basis, without a self-insured retention, but may include a deductible of not more than $10,000 per occurrence, provided that such deductible is disclosed to ANAHEIM, in writing, at the inception of this Agreement. Each insurance policy required by this Agreement shall contain the following clause or shall otherwise provide for the following conditions: “This insurance shall not be cancelled, or limited in scope or coverage, until after thirty (30) days prior written notice has been given to the City Clerk, City of Anaheim, 200 S. Anaheim Blvd., Anaheim, CA 92805, except in the event of cancellation for non-payment of premium which shall provide for not less than ten (10) days notice.” ---PAGE BREAK--- 9 April 2015 City of Anaheim: Simultaneous Interpretation Services for APD City of Anaheim RFP Each insurance policy required by this Agreement, except policies for Professional Liability and Workers’ Compensation, shall contain the following clauses or shall otherwise provide for the following conditions: “It is agreed that any insurance maintained by CONTRACTOR pursuant to this Agreement shall be primary to, and not contribute with, any insurance or self- insurance maintained by the City of Anaheim.” “The City of Anaheim, its officers, agents, employees, representatives and ANAHEIM-designated volunteers are added as additional insured as respects the acts, omissions, operations and activities of, or on behalf of, the named insured, in regard to products supplied to, or work or services performed for, or related to, the City of Anaheim.” Prior to commencing any work under this Agreement, CONTRACTOR shall deliver to ANAHEIM insurance certificates confirming the existence of the insurance required under this Agreement, and including the applicable clauses referenced above. Also, within thirty (30) days of the execution date of this Agreement, CONTRACTOR shall provide ANAHEIM endorsements to the insurance policies which add to these policies the applicable clauses referenced above, or (ii) in lieu of said endorsements, documentation acceptable to ANAHEIM evidencing that the coverage, terms, and conditions set forth in the above-referenced clauses are otherwise included in said insurance policies. Insurance required hereunder shall be placed with insurers admitted to write insurance in California, (ii) possessing an A. M. Best’s rating of A VII or higher, or (iii) otherwise acceptable to ANAHEIM, with prior written permission from ANAHEIM. In the event that a claim or other legal action is filed against ANAHEIM, and if ANAHEIM, in its good faith opinion, believes it may have coverage under any of the insurance required herein, then ANAHEIM has the right to demand, and to receive within a reasonable time period, copies of the insurance policies related to such required insurance; provided, however, that this provision shall not apply if the parties agree that CONTRACTOR shall fully defend, hold harmless, and indemnify ANAHEIM against any such claim or other legal action. In addition to other remedies ANAHEIM may have if CONTRACTOR fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, ANAHEIM may, at its sole option: Order CONTRACTOR to stop work under this Agreement and/or withhold any payment(s) which become due to CONTRACTOR hereunder until CONTRACTOR demonstrates compliance with the requirements hereof; Terminate this Agreement. Exercise of any of the above remedies, however, is an alternative to other remedies ANAHEIM may have and is not the exclusive remedy for CONTRACTOR’s failure to maintain insurance or secure appropriate endorsements. Nothing herein contained shall be construed as limiting in any way the extent to which CONTRACTOR may be held responsible for payments of damages to persons or property resulting from CONTRACTOR’s, (or CONTRACTOR’s contractors/subcontractor, if any) performance of the work covered under this Agreement. ---PAGE BREAK--- 10 April 2015 City of Anaheim: Simultaneous Interpretation Services for APD City of Anaheim RFP In the event CONTRACTOR hires other persons or firms to perform some of the work related to this Agreement, CONTRACTOR shall ensure that the acts or omissions of such persons or firms are covered under the above-referenced liability insurance, or (ii) that such firms maintain insurance equal to or better than, and subject to the same limits, terms and conditions as, the insurance required of CONTRACTOR under this Agreement (except for firms which are not performing professional services—such firms shall not be required to carry the above-referenced professional liability insurance); and in either instance, CONTRACTOR shall provide, or cause to be provided, evidence of such insurance coverage, reasonably acceptable to ANAHEIM. ANAHEIM’s Risk Manager is hereby authorized to reduce the requirements set forth herein in the event he determines that such reduction is in ANAHEIM’s best interest. ---PAGE BREAK--- 11 April 2015 City of Anaheim: Simultaneous Interpretation Services for APD City of Anaheim RFP Appendix II – Standard Indemnification Provision The following represents the City’s standard language for the indemnification, defense, and hold harmless provisions in its contracts. With very few exceptions, the language in the final Agreement will be as shown here. If a proposer has any concerns regarding any of the City’s indemnification language which would render the proposer unable or unwilling to enter into an Agreement with the City, proposer shall identify these concerns in his proposal. Be specific. Deviations from the City’s standard language may be considered by City in its evaluation of the responsiveness of a proposal. [Note: Proposer should also be aware it is the City’s practice not to enter into Agreements that contain a limitation of liability provision.] INDEMNIFICATION As respects acts, errors or omissions in the performance of professional services, CONTRACTOR agrees to indemnify and hold harmless ANAHEIM, its officials, officers, and employees from and against any and all claims, losses, damages, defense costs, or liability, of any kind or nature, arising directly out of CONTRACTOR’s (or CONTRACTOR’s contractors’ or subcontractors’, if any) negligent acts, errors or omissions in the performance of professional services under this Agreement. As respects all acts, errors or omissions which do not arise directly out of the performance of professional services, including but not limited to those acts, errors or omissions typically covered by general and automobile liability insurance, CONTRACTOR agrees to indemnify, defend (at ANAHEIM's option), and hold harmless ANAHEIM, its officials, officers, employees, agents, and representatives from and against any and all claims, losses, damages, defense costs, or liability, of any kind or nature (collectively referred to hereinafter as “Claims”), arising out of or in connection with CONTRACTOR’s (or CONTRACTOR's contractors’ or subcontractors’, if any) acts, errors, omissions, or work, relative to this Agreement; except for those Claims which arise out of the sole negligence or willful misconduct of ANAHEIM. The obligations set forth in this indemnification provision shall be in effect without regard to whether or not ANAHEIM, CONTRACTOR, or any other person maintains, or fails to maintain, insurance coverage, or a self-insurance program, for any such Claims; and (ii) shall survive the termination of this Agreement. ---PAGE BREAK--- 12 April 2015 City of Anaheim: Simultaneous Interpretation Services for APD City of Anaheim RFP Appendix III – Non-Collusion Affidavit Note: To be executed by Proposer and submitted with proposal. STATE OF CALIFORNIA County of , being first duly sworn deposes and says that he/she is of , the party making the foregoing bid that such bid is not made in the interest of or on the behalf of any undisclosed person, partnership, company, association, organization or corporation; that such bid is genuine and not collusive or sham; that said bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid and has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that said bidder has not in any manner directly or indirectly sought by agreement, communication, or conference with anyone to fix the bid price of said bidder or of any other bidder or to fix any overhead profit, or cost element of such bid price, or of that of any other bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in such bid are true, and further, that said bidder has not directly or indirectly submitted his bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid and will not pay any fee in connection therewith, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, or to any other individual except to any person or persons as have a partnership or other financial interest with said bidder in the general business. By Subscribed and sworn to before me this day of , 20 Notary Public in and for said County and State