On-Call Translation Services

Agency: Sedgwick County
State: Kansas
Type of Government: State & Local
Category:
  • R - Professional, Administrative and Management Support Services
Posted: Apr 19, 2021
Due: Apr 27, 2021
Solicitation No: 21-0027
Publication URL: To access bid details, please log in.
RFB/RFP Due Date Description Document Pre-bid Conference
21-0027 4/27/2021 1:45:00 PM On-Call Translation Services

Attachment Preview

SEDGWICK COUNTY, KANSAS
DIVISION OF FINANCE
Purchasing Department
525 N. Main, Suite 823 ~ Wichita, KS 67203
Phone: 316 660-7255 Fax: 316 383-7055
https://www.sedgwickcounty.org/finance/purchasing/
requests-for-bid-and-proposal/
April 2, 2021
REQUEST FOR BID
RFB #21-0027
ON-CALL TRANSLATION SERVICES
Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide On-Call Translation
Services. If your firm is interested in submitting a response, please do so in accordance with the instructions contained
within the attached Request for Bid. Responses are due no later than 1:45 pm CDT, April 27, 2021.
All contact concerning this solicitation shall be made through the Purchasing Department. Bidders shall not contact
county employees, department heads, using agencies, evaluation committee members or elected officials with questions or
any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the Purchasing
Department in writing. Failure to comply with these guidelines may disqualify the Bidder’s response.
Sincerely,
Place signature block here
Jaimee Witmer
Purchasing Agent
JW/ch
RFB #21-0027
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Sedgwick County….Working for You
Table of Contents
I.
Purpose
II. Submittals
III. Scope of Work
IV. Sedgwick County’s Responsibilities
V. Bid Terms
A. Questions and Contact Information
B. Minimum Firm Qualifications
C. Request for Bid Timeline
D. Contract Period and Payment Terms
E. Insurance Requirements
F. Indemnification
G. Confidential Matters and Data Ownership
H. Bid Conditions
VI. Required Response Content
VII. Response Form
RFB #21-0027
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Sedgwick County….Working for You
I. Purpose
Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population
estimated at more than 514,000 persons. It is the sixteenth largest in area, with 1,008 square miles, and reportedly has the
second highest per capita wealth among Kansas’ counties. Organizationally, the County is a Commission/Manager entity,
employs nearly 2,800 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works,
criminal justice, recreation, entertainment, cultural, human/social, and education.
The requested services will consist of providing foreign language interpretation on an as-needed basis for County and
District Court programs and services at various county facilities, including but not limited to: Sedgwick County
Developmental Disability Organization, Adult Detention Facility, COMCARE, Department on Aging, Health
Department, District Court, EMS, and 911 Emergency Communications. The detention facility is a 24 hours per day, 7
days per week, 365 days per year operation and is obligated to provide foreign language interpreters upon request to non-
English speaking individuals who are housed in the facility. In addition to the Detention Facility, there are other county
programs or services that operate 24-7 and may require interpreting services after standard business hours. Where services
are required within two (2) hours of notice, these are considered emergency services. These include services in settings
where the need for interpretation services cannot be planned for in advance and may include interpreting in area settings
of booking and/or the infirmary, which would be considered on-call emergency notice. Interpretation is also requested for
standard services, which would include meetings and appointments that are scheduled with advance notice. These include
ongoing social service programs like: Anger Management, Alcoholics Anonymous, or other meetings/appointments that
are planned in advance. If proposers are unable to provide both standard services and emergency services, Sedgwick
County reserves the right to award contracts to one (1) or more vendors to provide either standard services or emergency
services.
Sedgwick County is seeking bids for On-Call Translation Services, in accordance with the specifications outlined, for
various Sedgwick County departments.
II. Submittals
Carefully review this Request for Bid. It provides specific technical information necessary to aid participating firms in
formulating a thorough response. Should you elect to participate, submit one (1) original AND one (1) electronic copy
(PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:
Jaimee Witmer
Sedgwick County Purchasing Department
525 N. Main, Suite 823
Wichita, KS 67203
SUBMITTALS are due NO LATER THAN 1:45 pm CDT, TUESDAY, April 27, 2021. Responses must be sealed and
marked on the lower left-hand corner with the firm name and address, bid number, and bid due date. Late or incomplete
responses will not be accepted and will not receive consideration for final award. Bids/proposals that arrive late due to the
fault of the U.S. Postal Service, United Parcel Service, DHL, FedEx, any delivery/courier service, or any other carrier of
any sort are still considered late and shall not be accepted by the county.
Bid responses will be acknowledged and read into record at bid opening, which will occur at 2:00 pm CDT, on the due
date.
RFB #21-0027
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Sedgwick County….Working for You
III. Scope of Work
The following are minimum requirements for services provided to Sedgwick County in order to assist Limited English
Proficiency (LEP) individuals using the following methodologies: oral language interpretation, document translation
services, and automated systems (phone, video, and other electronic devices) which allow the requester to call the
service and obtain an interpreter upon immediate request. Specific locations for providing such services will be cited at
the time of the initial request for service from the department or authorized County agent to the selected vendor.
Oral language interpretation is the provision of interpretation services working directly with an individual who
does not speak English in departmental facilities, public facilities, courtrooms, correctional facilities, medical
facilities, or client residences (K.S.A. 75-4351). Some county departments and District Court require interpreters
with experience and/or training in medical or legal interpretation. Interpretation services are usually pre-arranged
by phone call, fax or e-mail from authorized personnel in one of the county’s departments or agencies; however,
occasionally services will be needed with relatively short notice and a prompt response is necessary. The District
Court interpreters are generally on site at the Main Courthouse each morning to cover the criminal and traffic
dockets. The required volume of interpreter services varies significantly between departments. COMCARE, the
community mental health center, requires interpreters with medical experience or training and averages around 35
to 40 hours per month of in-person interpretation. Payment is normally based on an hourly rate but providers
may propose alternative payment methods if desired.
Document translation involves either the translation of foreign language documents into English or the
translation of English documents into a foreign language. Typically, the documents will be forwarded to the
vendor by a mutually agreed upon method and the vendor will do the translation in their facility. Final versions
shall be delivered to the authorized requester at their specified site and in the form specified in the request.
Payment is normally based on a per-word or per-page basis but providers may propose alternative payment
methods if desired.
Automated systems (phone, video and other electronic devices) involve systems that allow the requester to call
the service and obtain an interpreter online to work with the individual and county staff over the phone or by
means of other electronic devices. Response may be immediate (upon demand) and can be accessed without
making any prior arrangements. The required volume of services varies greatly between departments.
A. COMCARE
The community mental health center requires interpreters with medical experience or training and averages
nearly 102 calls per month each lasting around 15 minutes. Payment is normally based on a per-minute basis
but providers may propose alternative payment methods if desired.
B. Emergency Medical Service and 911 Emergency Communications
EMS and 911 Emergency Communications operate 24 hours/day, 365 days a year, responding immediately to
calls for emergency medical care, and requires translation services immediately upon request via phone
(preferably to include video but not required). All discussions are considered protected health information.
RFB #21-0027
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Sedgwick County….Working for You
C. The 18th Judicial District Court
The 18th Judicial District Court requires a flat monthly fee to cover all foreign language interpreting services,
including the following types of hearings, meetings, and interviews. This list serves as an example only and is
not comprehensive. Sedgwick County is not limited to the list provided when requesting services for the 18th
Judicial District Court. The approximate amount of hours is estimated at 250. This is strictly an estimate.
Traffic Court Hearings
Juvenile Court Hearings
1st Appearances
Witness Testimony
PFA Docket
Small Claims
Family Law Court
Civil Court
Misdemeanor and Felony Criminal Cases
Care and Treatment Cases
Extradition Hearings
Other Misdemeanor Cases
Diversion
Limited Case Management Meetings
Sedgwick County Jail/Clinic
Probation Office Interviews
Vendors shall be expected to meet the county requirements as described in this document and as outlined in the terms and
conditions. The county expects that services be provided in a timely and highly professional manner. The quality of the
translation and interpretation shall reflect a general knowledge of terminology and concepts related to subjects pertaining
to individual departments, which include but are not limited to: Sedgwick County Developmental Disability
Organization, Adult Detention Facility, COMCARE, Department on Aging, Health Department, District Court,
EMS, and 911 Emergency Communications.
Many of the county’s services and departments operate on a 24/7 basis and require on-call services to align with such
hours. Be sure to include in your bid the rates (hourly, per word, per page, or per minute) based on normal operational
hours (8:00 am – 5:00 pm, Monday – Friday), outside of normal operational hours (includes weekends and holidays)
and emergency services (within 1-2 hours).
IV. Sedgwick County’s Responsibilities
Provide information, as legally allowed, in possession of the county, which relates to the county’s requirements or
which is relevant to this project.
Designate a person to act as the County Contract Manager with respect to the work to be performed under this
contract.
RFB #21-0027
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Sedgwick County….Working for You
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* Disclaimer: Information regarding bids, requests for proposals (RFPs), or requests for qualifications (RFQs) is provided on this website only as a convenience and does not constitute official public notice. Persons wishing to respond to or inquire about bids, RFPs, or RFQs should contact the appropriate government department.