REQUEST FOR QUALIFICATIONS (RFQ) Spanish Interpretation & Translation Services

Transcription

1 REQUEST FOR QUALIFICATIONS (RFQ) Spanish Interpretation & Translation Services Date Issued: January 12, 2017 Response Due Date: January 30, 2017 by 4:00 p.m. Contact: Send Statements of Qualifications to: Rebecca Calija, CC Spanish RFQ Manager of Administrative Services San Joaquin Council of Governments 555 E. Weber Avenue Stockton, CA Questions: Questions may be directed to Christine Corrales at or by at The RFQ is available online at

2 I. PROJECT OVERVIEW San Joaquin County is a diverse region in which over 40% of residents speak a language other than English at home. The 2016 update to the San Joaquin Council of Governments (SJCOG) Limited English Proficiency (LEP) Plan found that 26% of those residents speak Spanish, making up the most significant population of LEP individuals in the region. In order to ensure meaningful access to services provided by SJCOG, the agency determined that vital documents and information about services must be provided in Spanish. SJCOG is soliciting Statements of Qualification from experienced interpreters and translators to provide professional services for public engagement, community outreach, education, marketing, and advertising initiatives. SJCOG seeks contractors to provide an array of as-needed, culturally and linguistically competent language services. This may include in-person consecutive and simultaneous interpretation at public meetings and workshops, interpretation of oral communication to and from English and Spanish, and translation of written, electronic and multi-media material to assist SJCOG in meeting the language access needs of residents and visitors. The purpose of this RFQ is to invite interested organizations and individuals to demonstrate their background, qualifications, competence, and capabilities, which will be used to establish a shortlist of up to five Spanish interpreters/translators that can be utilized at any time through June 30, In order to be considered, responses must demonstrate experience in related areas described above and project experience shall be provided to reflect the record of performance and operation in this field for a three (3) year period of time immediately preceding this RFQ. Short list selection does not guarantee work. SJCOG is a joint-powers authority comprised of the County of San Joaquin and the cities of Stockton, Lodi, Manteca, Tracy, Ripon, Escalon, and Lathrop. SJCOG serves as the regional transportation planning agency, which provides a forum for regional decision-making on issues such as growth, transportation, environmental management,

3 housing, open space, air quality, fiscal management, and economic development. SJCOG also takes a look at population statistics, airport land use, habitat and open space planning, and other regional issues. SJCOG is overseen by a Board of Directors which makes allocations of funding to build transportation improvements. The Board also establishes regional transportation policies and programs. More information can be found at II. ELIGIBILITY SJCOG seeks to identify qualified Spanish interpreters and translators in San Joaquin County who meet the following requirements, in general: Possess technical expertise, knowledge and/or vocabulary in English and Spanish on the general subject areas of public law, government affairs and administration, urban planning, transportation planning, sustainable communities, and public decision-making processes Intimately familiar with the cultures of both the original language and the target language Ability to express thoughts clearly and accurately in Spanish Excellent note-taking skills (when consecutive interpreting) Have access to the necessary equipment and capacity to perform assignments Can provide the required deliverables in desired format, depending on assignment (e.g. Microsoft Word or PowerPoint; Adobe InDesign, Illustrator, Photoshop; video or voice recordings; etc.) Will assign rights to SJCOG to use translated or interpreted media for an unlimited time Certified by a nationally recognized language testing organization for language proficiency in both English and Spanish desirable, but not required. III. GENERAL SCOPE OF SERVICES The scope of services anticipated by this RFQ will be determined on a case-by-case basis, throughout the 3-year period, depending on the assignment. It may include some or all of the following Spanish interpretation and translation services: In-person consecutive or simultaneous interpretation at public meetings and workshops Interpretation of oral communication to and from English and Spanish Translation of written, electronic, website, and multi-media material Travel within San Joaquin County Provision of all equipment One or multiple - day assignments, depending on need

4 IV. SUBMISSION REQUIREMENTS In response to this RFQ, you must clearly and accurately demonstrate your specialized knowledge and experience required for consideration. Submit a statement of qualifications of along with work samples on CD or DVD that demonstrate your abilities as a Spanish interpreter and/or translator to the address shown as Contact on page 1 of this RFQ. The statement of qualifications should include the following items: 1. Cover letter Please indicate individual authorized to enter into a contract, summary of experience, statement of how you can fulfill the requirements of this RFQ, and three professional references with contact information. 2. Samples of work Samples of work or relevant projects, for example, high quality document translations from English to Spanish, video or voice recording of interpretation services provided, etc. Samples will not be returned. 3. Resume Your resume should include clients and should list three references with details about relevant projects or assignments you completed. 4. Pricing Please include rate schedule for interpretation and translation services. Include not just the hourly rate, but also details on price per word and price per page. If applicable, include costs of similar assignments. 5. DUNS # - The DUNS number identifies an agency as registered to do business with government agencies using federal funds. Please provide your agency DUNS number in your response (if applicable). There is no page limitation but applicants are encouraged to provide straightforward, concise information that satisfies the requirements specified. Emphasis should be on brevity, conformity to instructions, and clarity. V. SELECTION PROCESS/CONTRACT AWARD The interpreter/translator statement responses will be evaluated in the following manner: 1. Understanding of services needed by SJCOG; 2. Experience providing similar language services; 3. Quality of sample work; 4. Ability to provide the required scope of services; and 5. Positive references and background check

5 Those interpreters and translators who are selected will be placed on a list of approved service providers that SJCOG can select from. Placement on the list does not guarantee future work. When SJCOG has specific projects, the staff will provide a request for proposal to the approved interpreters/translators to bid upon, or SJCOG may choose to select one interpreter off the list to perform the work. The requests will be sent via . The actual contract award, if any, will be made by SJCOG. The contract will not be in force until it is awarded and executed by the Board of Directors identified designees. Assignments, if any, will be set forth in a contract for specific services. VI. SUBMITTAL PROCEDURE Please submit three (3) hard copies of your Proposal to: Rebecca Calija, CC RFQ Spanish Manager of Administrative Services San Joaquin Council of Governments 555 E. Weber Avenue Stockton, CA Submittals must be received by 4:00 p.m. on January 30, Postmarks and s are not accepted. VII. SOLICITATION DISCLAIMER This request is not a commitment or contract of any kind. SJCOG reserves the right to pursue any and/or all ideas generated by this request. Costs for developing the statements are entirely the responsibility of the applicants and shall not be reimbursed. SJCOG has the right to reject any or all of the Statement(s) of Qualification received as a result of this request. Solicitation of statements in no way obligates SJCOG to contract with any company or individual. VIII. DISADVANTAGED BUSINESS ENTERPRISE (DBE Policy) A recent court decision has spurred policy changes to the federally mandated DBE Program. As a recipient of federal funds, SJCOG participates in this program and will adhere to the recommended policy changes. On May 1, 2006, SJCOG implemented the DBE Race-Neutral Implementation Contract that establishes Annual Anticipated DBE Participation Levels (AADPL) for the Agency and DBE Availability Advisories for Individual Contracts. Although the amended policy no longer requires Contractors to follow Good Faith Efforts Guidelines, Consultants should note that SJCOG strongly encourages

6 participation in bidding by DBE firms whenever possible. More information on recent policy changes to the federal DBE Program is available on Caltrans website at IX. NONDISCRIMINATION SJCOG will never exclude any person from participation in, deny any person the benefit of, or otherwise discriminate against anyone in connection with the award and performance of any contract covered by 49 CFR, Part 26 on the basis of race, color, sex, or national origin. SJCOG will not, directly or through contractual or other arrangements, use criteria or methods of administration that have the effect of defeating or substantially impairing the accomplishment of the objectives of the Caltrans DBE Program Plan with respect to individuals of a particular race, color, sex, or national origin. XI. CONTRACT PROVISIONS Insurance Requirements: Without limiting SJCOG s right to obtain indemnification from the consultant or any third parties, the selected consultant, at its sole expense, shall maintain in full force and affect the following insurance policies throughout the term of the contract, if any will be awarded: A. Comprehensive general liability insurance with coverage of not less than $1,000,000 combined single limit per occurrence of bodily injury, personal injury, and property damage. Comprehensive general liability insurance policies shall name SJCOG, its officers, agents, and employees, individually and collectively, as additional insured, but only insofar as the operations under the terms of the contract are concerned. Such coverage for additional insured shall apply as primary insurance or self-insurance and any other insurance, maintained by SJCOG, its officers, agents, and employees, shall be given excess only and not contributing with insurance provided under the Contractor s policies herein. B. Comprehensive automobile liability insurance with limits for bodily injury of not less than $25,000 per person, $250,000 per accident and for property damages of not less than $50,000, or such coverage with a combined single limit of $250,000. Professional liability insurance of at least $1,000,000 is required. Workers compensation insurance is also required by law. This insurance shall not be canceled or changed without a minimum of thirty (30) days advance, written notice given to SJCOG. The selected consultant shall provide certification of said insurance to SJCOG within twenty-one (21) days of the date of the execution of the contract. Such certification shall show, to SJCOG s sole satisfaction, that such insurance coverage s have been obtained and are in full force; that SJCOG, its officers, agents, and employees individually and collectively as additional insured

7 (comprehensive and general liability only), but only insofar as the operations under the contract are concerned, that such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by SJCOG, its officer, agents, and employees, shall be excess only and not contributing with insurance provided under the consultant's policies herein; and that this insurance shall not be canceled or changed without a minimum of thirty (30) days advance, written notice given to SJCOG. In the event the selected consultant fails to keep in effect at all times insurance coverage as herein provided, SJCOG may, in addition to other remedies it may have, suspend or terminate the contract upon the occurrence of such event.