Interpretation and Translation Services

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Agency: City of Lincoln/Lancaster County
State: Nebraska
Level of Government: State & Local
Category:
  • R - Professional, Administrative and Management Support Services
Opps ID: NBD17470949277518880
Posted Date: Apr 15, 2024
Due Date: Apr 26, 2024
Solicitation No: 24-024
Source: Members Only

Bid Information



Type
Notice to Bidders
Status
Issued
Number
24-024 Addendum 2 (Interpretation and Translation Services)
Issue Date & Time
4/5/2024 02:00:02 PM (CT)
Close Date & Time
4/26/2024 02:00:00 PM (CT)
Time Left
10 days 18 hours 18 minutes 48 seconds
Notes
The City of Lincoln, Lancaster County and Lincoln-Lancaster County Public Commission are requesting bids from qualified companies to provide interpretation and translation services.

Contact Information
Name
Brianne Crooks
Address
440 South 8th Street
Suite 200
Lincoln, NE 68508
Phone
(402) 441-8314
Fax
Email
bcrooks@lincoln.ne.gov




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Bid Invitation

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8 items in 1 pages

24-024 Specifications.pdf
Specifications 79 KB

Interpretation_HIPAA Business Associate Agreement.pdf
Exhibit A - HIPAA Business Associate Agreement 202 KB

24-024 Insurance Requirements.pdf
Insurance Requirements 39 KB

Instructions to Bidders 11-2023.pdf
Instructions to Bidders 170 KB

Special Provisions for Term Contracts - City & County.pdf
Term Contract Provisions 50 KB

Proprietary-Info-Bids-2018.pdf
Proprietary Information - Bids 97 KB

Contract - County_City_PBC Annual with combined expenditure.pdf
SAMPLE CONTRACT 195 KB

attestation-form.pdf
Attestation Form 37 KB



Bid Questions
















Question
Will the city be rewarding the project to multiple vendors?
Answer Yes.
Submitted 4/12/2024 12:35:50 PM (CT)


Question
For Document Translation, what is the City's interpretation of High Complexity vs Low Complexity?? How many words, the type of document, images that need to be translated within that document? Requesting further explanation so we can quote correctly. Thank you.
Answer Please see previous questions for this answer.
Submitted 4/12/2024 12:35:11 PM (CT)


Question
10.        For document translation, can you provide the differentiate between high complexity and low complexity?
Answer A low complexity example would be a flier, or something used for promotion. A high complexity example would be instructions for a home COVID-19 test kit.
Submitted 4/12/2024 10:34:48 AM (CT)


Question
9.        What file types, content type, etc. will be submitted for translation?
Answer The City provides documents in MS Word 95% of the time. Historically, Lancaster County has submitted brochures for translation.
Submitted 4/12/2024 10:34:42 AM (CT)


Question
8.        What percentage of your interpreting assignments are rush request, with less than 2 full business days’ notice?
Answer The City utilizes interpretation services for medical and dental clinic visits and community meetings for other programs in the Department. 95% of these would be planned with more than 48 hours notice. The rush requests are estimated at 5% and are unplanned walk-in situations.
Submitted 4/12/2024 10:34:36 AM (CT)


Question
7.        What is the average length of an interpreting service requested?
Answer The City estimates that most needs can be covered in one hour.
Submitted 4/12/2024 10:34:28 AM (CT)


Question
6.        What is the approximate number of calls per language for the last year for each of the required languages?
Answer We do not track data in this manner. The City will estimate that Ukranian was most requested this past year.
Submitted 4/12/2024 10:34:20 AM (CT)


Question
5.        What challenges have you faced with similar scope of work from vendors you worked with?
Answer The City experiences include lack of availability of interpreters from time to time and securing vendors who can accommodate new languages that occur with refugee influx.
Submitted 4/12/2024 10:34:15 AM (CT)


Question
4.        Based on historical data from past years and projections for 2024: What is the approximate volume of work needed per language per service (translation, over the phone interpretation, Video Remote interpretation)? If the data per language is not available, please provide any volume breakdowns you have
Answer Please see previous questions for this answer.
Submitted 4/12/2024 10:34:07 AM (CT)


Question
3.        Is there an incumbent currently providing these services? If so, can you share the rates?
Answer Please see previous questions for this answer.
Submitted 4/12/2024 10:33:57 AM (CT)

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Barbier International Portland OR rfp@barbierinc.com (503) 430-7710
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Culturalink, LLC Norcross GA Yolanda Robles Yrobles@theculturalink.com (404) 480-4455
CyraCom International, Inc. Tucson AZ (520) 745-9447
Language Bridge LLC lincoln NE Khalil Sultani info@languagebridgellc.com (402) 314-8433
Lazar Translating & Interpreting Woodland Hills CA Frank Gallegos frank@lazar.com (310) 453-3302
LetzChat, Inc. West Hills CA Matthew Weisman matt@letzchat.com (855) 967-1337
Lobato Construction, LLC Brighton CO JD Adam jdadam@lobatoconstruction.com (720) 708-6534
Lutheran Family Services of Nebraska, Inc. Omaha NE (402) 342-7038
Nebraska Printing Center Lincoln NE Brad Bargen brad@npcenter.com (402) 466-8521
Optime Services LLC Dover DE public-procurement@NETORGFT9878643.onmicrosoft.com (302) 760-9248
PGLS, LLC Arlington VA (703) 691-6180
Pitsco Education Pittsburg KS (800) 835-0686
Priority Transportation & Language Services Slidell LA Carlos Ayestas cayestas@my-priority.com (800) 971-0428
Rapport International LLC Sudbury MA Wendy Pease wmpease@rapportintl.com (978) 443-2540
Superior Text LLC YPSILANTI MI Diane Goldsmith sales@superiortext.com (186) 648-2876
Terra Translations LLC Whitefish Bay WI Noelia solutions@terratranslations.com (414) 850-7142
Unipak Corp. West Long Branch NJ (888) 808-5120
Volatia Language Network, Inc. Roanoke VA (540) 562-8600

Attachment Preview

24-024 Addendum 2
Interpretation and Translation Services
Issue Date: 4/5/2024
Questions Deadline: 4/12/2024 02:00 PM (CT)
Response Deadline: 4/26/2024 02:00 PM (CT)
Lincoln Purchasing
Contact Information
Contact: Brianne Crooks
Address: Purchasing
440 South 8th Street
Suite 200
Lincoln, NE 68508
Phone: (402) 441-8314
Email: bcrooks@lincoln.ne.gov
Page 1 of 98 pages
Deadline: 4/26/2024 02:00 PM (CT)
24-024 Addendum 2
Event Information
Number:
24-024 Addendum 2
Title:
Interpretation and Translation Services
Type:
Notice to Bidders
Issue Date:
4/5/2024
Question Deadline: 4/12/2024 02:00 PM (CT)
Response Deadline: 4/26/2024 02:00 PM (CT)
Notes:
The City of Lincoln, Lancaster County and Lincoln-Lancaster County Public
Commission are requesting bids from qualified companies to provide interpretation
and translation services.
Bid Attachments
24-024 Specifications.pdf
Specifications
Interpretation_HIPAA Business Associate Agreement.pdf
Exhibit A - HIPAA Business Associate Agreement
24-024 Insurance Requirements.pdf
Insurance Requirements
Instructions to Bidders 11-2023.pdf
Instructions to Bidders
Special Provisions for Term Contracts - City & County.pdf
Term Contract Provisions
Proprietary-Info-Bids-2018.pdf
Proprietary Information - Bids
Contract - County_City_PBC Annual with combined expenditure.pdf
SAMPLE CONTRACT
attestation-form.pdf
Attestation Form
Download
Download
Download
Download
Download
Download
Download
Download
Page 2 of 98 pages
Deadline: 4/26/2024 02:00 PM (CT)
24-024 Addendum 2
Bid Attributes
1 Agreement to Addendum No. 2
Addenda are instruments issued by the Purchasing Department prior to the date for receipt of offers which will
modify or interpret the specification document by addition, deletion, clarification or correction. Vendor
must acknowledge receipt of this addendum in the space provided at time of bid submission.
Be advised of the following clarifications and changes to the Specification and bidding documents:
1. Line Item quantity and unit of measure was updated from 1 hour to 30 minutes for Line 6 in each Package
(ie.. 2.6, 3.6, 4.6, 5.6...etc).
All other terms, conditions, and requirements of the request remain the same as originally indicated in the document
or as modified on previous addenda.
Buyer
Brianne Crooks
Yes
(Required: Check if applicable)
2 Agreement to Addendum No. 1
Addenda are instruments issued by the Purchasing Department prior to the date for receipt of offers which will
modify or interpret the specification document by addition, deletion, clarification or correction. Vendor
must acknowledge receipt of this addendum in the space provided at time of bid submission.
Be advised of the following clarifications and changes to the Specification and bidding documents:
1. Attribute No. 8 was added regarding the acknowledgment and understanding of the Confidentiality
clause.
All other terms, conditions, and requirements of the request remain the same as originally indicated in the document
or as modified on previous addenda.
Brianne Crooks
Buyer
Yes
(Required: Check if applicable)
3 Solicitation Notification
How did you learn about this solicitation?
Please select from the option below: Ebid/Ionwave Newspaper
Other Websites/Databases
(Required: Check only one)
Word of Mouth
Other
4 Instructions to Bidders
I acknowledge reading and understanding the Instructions to Bidders.
Yes
(Required: Check if applicable)
Page 3 of 98 pages
Deadline: 4/26/2024 02:00 PM (CT)
24-024 Addendum 2
5 Insurance Requirements and Endorsements
Vendor agrees to provide insurance coverage and comply with each provision listed in the Insurance
Requirements form, including the submission of the Certificate of ACORD and the applicable endorsements.
Insurance Certificate and required endorsements are required at time of contract execution by awarded vendor.
Vendors are strongly encouraged to send the insurance requirements and endorsement information to
their insurance agent prior to bid closing in order to expedite the contract execution process.
Yes
(Required: Check if applicable)
6 Special Provision Term Contract Provisions
I acknowledge reading and understanding the Special Provision Term Contract Provisions.
Yes
(Required: Check if applicable)
7 Specifications
I acknowledge reading and understanding the specifications.
Yes
(Required: Check if applicable)
8 HIPAA Business Associate Agreement
I acknowledge reading and understanding the HIPAA Business Associate Agreement. This will be submitted by
awarded suppliers in addition to the Contract documents.
Yes
(Required: Check if applicable)
9 Confidentiality
I acknowledge reading and understanding the Confidentiality clause below that will be incorporated into the
awarded supplier(s) contract.
CONFIDENTIALITY. “Confidential Information” hereunder shall mean any materials, written information, non-written
information and data identified as “Confidential” by Owner and includes medical records and other protected health
information. Vendor acknowledges that it may come into contact with Confidential Information during Vendor’s
performance of services and agrees not to divulge, disclose, or communicate any Confidential Information without
Owner’s prior authorization, and in the case of medical records and other protected health information, without
patient consent. This shall not prohibit or restrict the divulgence, disclosure, or communication made pursuant to an
order of a court of competent jurisdiction, or to sworn affidavits, depositions, or other testimony, or otherwise
required by law.
Yes
(Required: Check if applicable)
1 Bid Documents
0 I acknowledge and accept that it is my responsibility as a Bidder to promptly notify the Purchasing Department Staff
prior to the close of the bid of any ambiguity, inconsistency or error which I may discover upon examination of the
bid documents including, but not limited to the Specifications.
Yes
(Required: Check if applicable)
Page 4 of 98 pages
Deadline: 4/26/2024 02:00 PM (CT)
24-024 Addendum 2
1 Contract Contact
1 The Purchasing Department issues Contracts via email to a designated contact person of the awarded Bidder. This
designee should be the primary contact with the department through the delivery of the product/services. Please list
the name, email address and phone number of the person who will be the contact person for the contract to be
awarded.
(Required: Maximum 1000 characters allowed)
1 Term Clause of Contract
2 I acknowledge that the term of the contract is for a one (1) year term with the option for three (3) additional one (1)
year terms from the date of the executed contract. The Owner(s) reserves the right to extend the contract beyond
the renewal term upon written approval by both parties.
(Required: Maximum 1000 characters allowed)
1 Pricing
3
Net costs of all goods and services requested and all bids shall include all transportation FOB destination and
inside delivery.
The contract unit prices shall remain fixed for the first year of the contract. After the initial one-year period, any
request for an increase must be submitted in writing to the Purchasing Department a minimum of 90 days prior to
the end of the current contract period with the request on company letterhead with an authorized signature and
documentation for such increase.
The City reserves the right to deny any requested price increase. No price increases are to be billed to
the Department prior to written amendment of the contract by the parties.
The City will be given full proportionate benefit of any decreases for the term of the contract.
Yes
(Required: Check if applicable)
1 Assignment
4 Vendor shall not assign, transfer, convey, sublet, or otherwise dispose of any award or any or all of its rights, title, or
interest therein, or delegate the duties hereunder without the prior written consent of the City.
Yes
(Required: Check if applicable)
1 Bid Award
5 I acknowledge and understand that the City, County and/or Public Building Commission reserve the right to award
bids item-by-item, with or without alternates/options, by groups, or "lump sum" such as shall best serve the
requirements and interests of the City, County and/or Public Building Commission.
a) Do you agree and understand? Yes/No_____
b) Is your pricing based on all-or-nothing basis? Yes/No_____
(Required: Maximum 1000 characters allowed)
Page 5 of 98 pages
Deadline: 4/26/2024 02:00 PM (CT)
24-024 Addendum 2
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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