Translation and Interpretation Services Addendum #1

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Agency:	Wichita State University
State:	Kansas
Level of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Opps ID:	NBD16373111234795571
Posted Date:	Apr 8, 2024
Due Date:	Apr 12, 2024
Solicitation No:	B0001847
Source:	Members Only

Closing Date	Bid Number	Buyer	Description	Department	Addendum
04/12/24	B0001847	RAM	Translation and Interpretation Services Addendum #1	Heartland Environmental Justice Center

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WICHITA STATE UNIVERSITY

REQUEST FOR PROPOSAL (RFP)

RFP Number:

RFP Issuance Date:

RFP Question Deadline:

RFP Closing Date:

Procurement Officer:

Item / Service:

Agency:

Agency Location:

Service Locations:

Period of Contract:

Guarantee:

RFP Scope:

Procurement Type:

B0001847

Friday, March 22nd, 2024

Friday, March 29th, 2024 @ 5:00pm CST

Friday, April 12th, 2024 @ 2:00pm CST

Robby Murray

316-978-5185

purchasing.office@wichita.edu

Wichita State University

Office of Purchasing

1845 Fairmount, Campus Box 38

Wichita, KS 67260-0038

Translation and Interpretation Services

Wichita State University (“WSU”)

1845 Fairmount, Campus Box

Wichita, KS 67260-0038

Heartland Environmental Justice Center

April 1st, 2024, through March 31st, 2028

No Monetary Guarantee Required

WSU is issuing this Request for Proposal (“RFP”) to solicit

proposals (“Proposals”) from a qualified translation and

interpretation professional (“Bidders”) to provide translation

and interpretation services as needed throughout the duration

of our grant project period. Projects may vary in scope, scale

and occurrence.

Sealed Bid (See Section 2.1)

READ THIS RFP CAREFULLY AND CHECK FOR UPDATES

This RFP (Number B0001847) was posted to WSU Office of Purchasing Internet website and may be downloaded at:

www.wichita.edu/purchasing.

It shall be the Bidder's responsibility to monitor this website on a regular basis for any changes or addenda.

Please view the file posted on WSU Bid Solicitations Page:

https://www.wichita.edu/services/purchasing/Bid_Documents/BidDocuments.php, Boilerplate of Request for Quotation:

Terms and Conditions/Bidding Instructions for a sample of WSU’s standard terms and conditions to a Request for

Quotation. Such terms and conditions are subject to change depending on the size, nature, and requirements of each

project.

SECTION I

CONDITIONS TO BID

1.1. Bid Specifications. Bidder must be able to meet all bid specifications set forth in this RFP as well as the minimum

qualification and performance specifications set forth in Attachment 5: Minimum Qualifications and Performance

Specifications.

1.2. Bid Proposal. Bidder’s Proposal must include fully completed RFP attachments, except that Bidder may complete

Attachment 7: Bidder Signature Sheet by referencing separately attached documents or information.

1.3. Proposal Reference Number: The RFP Number identified on the first page of this RFP (the “RFP Cover Page”) has

been assigned to this RFP and MUST be shown on all correspondence or other documents associated with this RFP, including

any Proposal, and MUST be referred to in all verbal communications. Any communication or submission that does not

reference the RFP Number may be rejected or not considered by WSU, in WSU’s sole discretion.

1.4. Communication with WSU During RFP Process: All inquiries, written or verbal, shall be directed only to the

Procurement Officer at the contact information identified on the RFP Cover Page. No communication is to be had with any

other WSU employee regarding this RFP except: (1) in the course of RFP negotiations; (2) during RFP site inspections or

visits; (3) at the time of negotiation and signing of any contractual documents resulting from the Proposal; and (4) as otherwise

specified in this RFP. Violations of this provision by Bidder or WSU personnel may result in the rejection of the Proposal.

1.5. Exceptions: By submission of a Proposal, Bidder acknowledges and accepts all terms and conditions of the RFP

unless clearly avowed and wholly documented in a separate section of the Technical Proposal that must be marked as:

“Exceptions”. If the Bidder will not or cannot comply with any of the terms and conditions contained within this RFP,

it will be the Bidder’s responsibility to make specific mention of conflicting terms in a separate section of the Proposal

as set forth above; otherwise, the terms and conditions of this document will prevail.

1.6. No Bid Revisions: No additional revisions to Proposals shall be made after the Closing Date unless requested by

WSU.

1.7. Cost of Preparing Proposal: The cost of developing and submitting the Proposal is entirely the responsibility of the

Bidder. This includes costs incurred by Bidder to determine the nature of the engagement, Bidder’s preparation and submission

of their Proposal, the negotiation of the resulting Contract and/or terms and conditions, and other costs associated with this

RFP or post-award efforts to enter into a Contract.

1.8. Contract Formation: No contract shall be considered to have been entered into by WSU until all statutorily required

signatures and certifications have been rendered, funds for the contract have been encumbered, and a Contract is deemed

formed or executed as set forth in Section 3.3 (Award) of this RFP.

1.9. Proposals Open to the Public:

1.9.1.

Proposals as WSU Property: All Proposals become the property of WSU upon submission. With few exceptions,

the Kansas Open Records Act (K.S.A. 45-215, et seq.) requires all information contained in Proposals to become

open for public review once a Contract is formed or all Proposals are rejected. Please note: Bidders will NOT be

notified prior to release of any documents submitted in response to this RFP.

1.9.2.

Submission of Proprietary Information: Trade secrets or proprietary information legally recognized as such

and protected by law may be requested to be withheld if clearly labeled “Proprietary” on each individual page and

provided as separate from the main Proposal. Pricing information is not considered proprietary and the Bidder’s

entire Proposal will not be considered proprietary. All information requested to be handled as “Proprietary” shall

be submitted electronically, separately from the main Proposal, and clearly identified in the subject line of the

email or DropBox submission. The Bidder shall provide detailed written documentation justifying why this material

should be considered proprietary. WSU reserves the right to accept, amend, or deny such requests for maintaining

information as proprietary in accordance with Kansas law. WSU does not guarantee protection of any information

which is not submitted as required.

1.10. Federal, State, and Local Taxes - Governmental Entity: Unless otherwise specified, the Proposal price shall include

all applicable federal, state, and local taxes. The successful Bidder is solely responsible for, and shall pay, all taxes lawfully

imposed on it with respect to any product or service delivered in accordance with this RFP. WSU does not agree to reimburse

or pay Bidder for any taxes assessed unless itemized in Bidder’s bid. WSU is exempt from state sales or use taxes and

federal excise taxes for direct purchases made in Kansas. These taxes should not be included in the Bidder's price

quotations.

1.11. Tax Clearance: WSU strongly supports the State of Kansas Tax Clearance Process. Bidders submitting Proposals

which exceed twenty-five thousand dollars ($25,000.00) shall include a copy of a Tax Clearance Certification Form with their

submittal as set forth in Attachment 1: Tax Clearance Information. Failure to provide this information may be cause for

rejection of Bidder’s Proposal.

1.12. Debarment of Bidders: Pursuant to K.S.A. 75-37,103, a Bidder may be debarred from consideration for award of

contracts for a period of up to three (3) years for any of the reasons set forth in K.S.A. 75-37,103(b).

1.13. Immigration Reform: The Bidder agrees, if awarded a Contract, it shall comply with the Immigration and Reform

Control Act of 1986 (IRCA; 8 C.F.R. Ch. 1, Sub Ch. B, Pt. 245a), as may be amended from time to time. As a condition of this

Proposal, Bidder must certify, by completing and submitting Attachment 2: Certification Regarding Immigration Reform &

Control, that Bidder has complied with all federal and state laws relating to immigration and reform.

1.14. Sexual Harassment and Retaliation Prohibited: In accordance with Kansas Executive Order 18-04, upon selection

for a Contract, Bidder will be expected to receive and read of a copy of Executive Order 18-04, and, further, will agree to

comply with all applicable provisions of this Executive Order, and all applicable state and federal laws, including but not limited

to all laws prohibiting sexual harassment. WSU’s policies prohibiting sexual harassment, discrimination, and retaliation provide

for confidentiality and anonymous reporting. To view these policies or to make a report of sexual harassment, discrimination,

or retaliation, please visit https://www.wichita.edu/about/policy/ch_03/ch3_06.php.

SECTION II

PROCUREMENT TYPE, PROCESS, SELECTION, AND AWARD

2.1. Procurement Type: WSU’s competitive procurement types include: (1) Sealed Bid; (2) Negotiated Bid; and (3)

Simplified Acquisitions. The type of procurement for this RFP is noted on the RFP Cover Page.

2.1.1.

A Sealed Bid process includes: (1) a solicitation to bid; (2) publication of solicitation; (3) Proposals submitted

under seal by Bidders and the Proposals are not opened or reviewed until the Closing Date; (4) Proposals are

reviewed by WSU after the Closing Date and are generally evaluated without discussion without the Bidders;

and (5) WSU awards the work to the “Responsible Bidder” whose Proposal is determined to be the most

advantageous to WSU based on the neutral criteria established by WSU.

2.1.2.

A Negotiated Bid is a more flexible bidding procedure that includes the receipt of Proposals and permits

negotiations between WSU and Bidders. This process usually affords the Bidders an opportunity to revise

their Proposal before award of a Contract to account for changes in scope of services or goods, timelines, or

value-added changes to a project. “Negotiation” includes discussion, persuasion, and alteration of initial

assumptions and positions, and give-and-take may apply to price, schedule, technical requirements, type of

contract, or other terms of a proposed contract. “Best and final offers” are frequently required under the

Negotiated Bid procurement.

2.1.3.

Simplified Acquisitions is the most flexible form of procurement. Simplified Acquisitions can only occur if the

procurement expenditure does not exceed the WSU established threshold. A Simplified Acquisition affords

WSU the ability to call upon qualified vendors, contractors, and individuals for a quote and to negotiate a final

agreement.

2.2. RFP Committee Selection: Final evaluation and selection will be made by designated representatives of WSU who

have been designated as potentially utilizing the goods and/or services solicited in this RFP, referred to collectively as the

Procurement Negotiation Committee (PNC).

2.3. Appearance Before Committee: The PNC may award to the low Bidder without question or negotiation. The PNC

reserves the right to request information from Bidders as needed. If information is requested, the PNC is not required to request

the information of all Bidders. The PNC may require, as a condition of bidding, that Bidders be required to appear before the

PNC to explain the Bidder's understanding and approach to the RFP and/or to respond to questions from the PNC concerning

the Proposal. Meetings with and appearances before the PNC are not subject to the Kansas Open Meetings Act. Bidders are

prohibited from electronically recording these meetings.

2.4. Pre-Proposal On-Site Visit: No Pre-Proposal conference is scheduled for this RFP.

2.5. Pre-Proposal Questions: Questions requesting clarification of the RFP, if allowed, must be submitted in WRITING

to the Procurement Officer by email prior the RFP Question Deadline indicated on the RFP Cover Page. Failure to notify the

Procurement Officer of any conflicts or ambiguities in the RFP may result in items being resolved in the best interest of WSU.

Any modification to this RFP as a result of Pre-Proposal Questions shall be made in writing by addendum and sent

electronically to all Bidders who received the original request. Only written communications are binding.

2.6. Acceptance or Rejection: WSU reserves the right to accept or reject any or all Proposals or part of a Proposal; to

waive any informalities or technicalities; clarify any ambiguities in this RFP; modify any criteria in this RFP; and unless

otherwise specified, to accept any item in a Proposal.

2.7. Selection Criteria: Award shall be made in the best interest of WSU as determined by the PNC. WSU reserves the

right to make an award based on any of the following factors and is not required to make the determination based solely on

cost. Consideration will be given, but is not limited, to each of the following criteria:

1. Proposal cost [NOTE: Bidders are not to inflate prices in the initial Proposal as cost is a factor in determining who

may receive an award or be invited to formal negotiations]

2. Any poor performance experienced by WSU with Bidder within the five (5) year period prior to Proposal.

3. Documented experience in providing the same products / services to third parties that are solicited in this RFP.

4. Product, service, and performance.

5. Equipment owned by Bidder to be used in providing requested services.

6. Qualified staff and/or subcontractors.

7. Adequacy and completeness of Proposal.

8. Compliance with the terms and conditions of the RFP; and

9. Response format as required by this RFP.

10. Bidder’s anticipated ability to meet RFP requirements.

2.8 Proposal Disclosures:

2.8.1

In the event this is a Sealed Bid, at the time of closing, only the names of those who submitted Proposals shall be

made public information. No price information will be released. Bid tab results will not be given to individuals over the

telephone. Results may be obtained after contract finalization by obtaining a bid tabulation from the Office of

Purchasing. Bid results can be obtained by sending a written request, referencing the Solicitation name and number

to the following:

Wichita State University

Office of Purchasing

1845 Fairmount St, Campus Box 38

Wichita, KS 67260-0038

purchasing.office@wichita.edu

2.8.2 Copies of individual Proposals may be obtained under the Kansas Open Records Act (KORA), K.S.A. 45-215, et seq.,

by submitting an Open Records Request at https://openrecords.wichita.edu. . Once your request is received, you will be

provided an estimate of the cost. Upon receipt of that amount, the documents will be transmitted to you electronically, except

that no information in any Proposal file shall be released until a Contract has been executed or all Proposals have been

rejected.

2.9 Retention of Proposals: WSU reserves the right to destroy all Proposals if the RFP is withdrawn, the RFP does not

result in an agreed Contract, or in accordance with Kansas law. Late Proposals will not be considered a valid Proposal and

shall not be retained unless deemed necessary by WSU.

2.10 Award: An RFP is not considered to be “awarded” until a Contract is executed between WSU and the Contractor. A

Contract may be formed upon a Bidder’s formal acceptance of WSU’s notice of award where it is made clear that no other

contractual document shall be presented subsequently for signature.

2.11 Notice of Award: Generally, WSU will notify all Bidders of an award made contingent on a fully executed Contract

between the Contractor and WSU. Only WSU is authorized to issue news releases relating to this RFP, its evaluation, award,

and/or performance of the Contract, unless express written permission is obtained by WSU.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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