Interpretation/Translation Services

Agency:	University of Louisville
State:	Kentucky
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Posted:	Apr 23, 2024
Due:	Apr 25, 2024
Solicitation No:	RP-034-24
Publication URL:	To access bid details, please log in.

Bid Detail: Interpretation/Translation Services

Bid Number:
RP-034-24

Issue Date: 4/1/2024

Closing Date and Time: 4/25/2024 @ 2:00PM EST

Contact:
Jamie Peck
Contract Administrator
Email: jamie.peck@louisville.edu

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PROCUREMENT SERVICES

Request for Proposal

RP-034-24

Interpretation / Translation Services

Proposal Due Date

04/18/2024 at 2:00 PM, EST

Page 1 of 25

PROCUREMENT SERVICES

Request for Proposal (RFP)

Proposal Number: RP-034-24

DELIVER ORIGINAL COPY OF PROPOSAL TO:

Speed type: n/a

University of Louisville

Issue Date: April 1st, 2024

Procurement Services

RFP Title: Interpretation and Translation Services

2215 S Brook St., Room 107

Contract Administrator:Jamie Peck

Louisville, KY 40208

Contact Email: Jamie.peck@louisville.edu

Method of Award: Competitive Negotiation per KRS 45A.085

IMPORTANT: PROPOSALS MUST BE RECEIVED BY 04/18/2024 at 2:00 PM, EST

NOTICE OF REQUIREMENT

1. The University’s General Terms and Conditions, viewable at Procurement Terms and Conditions apply to this RFP, as do the terms and conditions

set forth in Section 5 of this RFP. No other terms should be included.

2. Contracts resulting from this RFP must be governed by and in accordance with the laws of the Commonwealth of Kentucky.

3. Any agreement or collusion among offerors or prospective offerors, which restrains, tends to restrain, or is reasonably calculated to restrain

competition by agreement to bid at a fixed price or to refrain from offering, otherwise, is prohibited.

4. Any person who violates any provision of KRS 45A.325 shall be guilty of a felony and shall be punished by a fine of not less than five thousand

dollars, nor more than ten thousand dollars or be imprisoned not less than one year nor more than five years, or both such fine and imprisonment.

Any firm, corporation, or association who violates any of the provisions of KRS 45A.325 shall, upon conviction, be fined not less than ten thousand

dollars or more than twenty thousand dollars.

AUTHENTICATION OF BID AND STATEMENT OF NON-COLLUSION AND NON-CONFLICT OF INTEREST

I hereby swear (or affirm) under the penalty for false swearing as provided by KRS 523.040:

1. That I am the offeror (if the offeror is an individual), a partner, (if the offeror is a partnership), or an officer or employee of the bidding corporation having

authority to sign on its behalf (if the offeror is a corporation).

2. That the attached proposal has been arrived at by the offeror independently and has been submitted without collusion with, and without any agreement,

understanding or planned common course of action with, any other contractor of materials, supplies, equipment, or services described in the RFP,

designed to limit independent bidding or competition.

3. That the contents of the proposal have not been communicated by the offeror or its employees or agents to any person not an employee or agent of the

offeror or its surety on any bond furnished with the proposal and will not be communicated to any such person prior to the official closing of the RFP.

4. That the offeror is legally entitles to enter into contracts with the University of Louisville and is not in violation of any prohibited conflict of interest,

including, but not limited to, those prohibited by the provisions of KRS 45A.330, KRS 45A.335, KRS 45A.340, and KRS 164.390;

5. That the offeror, and its affiliates, are duly registered with the Kentucky Department of Revenue to collect and remit the sales and use tax imposed by KRS

Chapter 139 to the extent required by Kentucky law and will remain registered for the duration of any contract award;

6. That I have fully informed myself regarding the subject of the statements made above and all such statements are true and accurate.

SWORN STATEMENT OF COMPLIANCE WITH CAMPAIGN FINANCE LAWS

In accordance with KRS 45A.110 (2), the undersigned hereby swears under penalty of perjury that he/she has not knowingly violated any provision of the

campaign finance laws of the Commonwealth of Kentucky and that the award of a contract to an offeror will not violate any provision of the campaign finance

laws of the Commonwealth of Kentucky.

CONTRACTOR REPORT OF PRIOR VILATIONS OF KRS CHAPTERS 136, 139, 141, 337, 338, 341 & 342

The Contractor, by signing and submitting a proposal, agrees as required by KRS 45A.485 to submit final determination of any violations of the provisions of KRS

Chapters 139, 139, 141, 337, 338, 341 and 342 that have occurred in the previous five (5) years prior to the award of a contract and agrees to remain in

continuous compliance with the provisions of the statutes during the duration of any contract that may be established. Final determinations of violations of

these statutes must be provided to the University by the successful Contractor prior to the award of a contract.

CERTIFICATION OF NON-SEGREGATED FACILITIES

The Contractor, by submitting a proposal, certifies that he/she is in compliance with the Code of Federal Regulations Title 41 CFR 60-1.8(b) that prohibits the

maintaining of segregated facilities.

SIGNATURE REQUIRED: This proposal may not be considered valid unless signed and dated below by an authorized agent of the offeror. Offers signed by an

agent are to be accompanied by evidence of his/her authority unless such evidence has previously been furnished to the issuing office.

NAME OF COMPANY:

FEDERAL EMPLOYER ID NO:

DUNS#:

ADDRESS:

CITY, STATE & ZIP CODE:

PHONE#:

PAYMENT TERMS: NET 30

SHIPPING TERMS: FOB DESTINATION

E-MAIL:

SIGNATURE:

PRINTED NAME & TITLE:

DATE:

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1. GENERAL OVERVIEW

1.1. University Information

The University is a state-supported research university located in Kentucky’s largest metropolitan area. It was a municipally supported

public institution for many decades prior to joining the university system in 1970. The University has three (3) campuses. The 287-acre

Belknap Campus is three (3) miles from downtown Louisville and houses eight (8) of the university’s twelve (12) colleges and schools.

The Health Sciences Center (HSC) is situated in downtown Louisville’s medical complex and houses the university’s health-related

programs and the University Hospital. The 243-acre Shelby-Hurst Campus located in eastern Jefferson County.

1.2. Mission Statement

The University pursues excellence and inclusiveness in its work to educate and serve its community through:

• Teaching diverse undergraduate, graduate, and professional students to develop engaged citizens, leaders, and scholars;

• Practicing and applying research, scholarship, and creative activity, and;

• Providing engaged service and outreach that improve the quality of life for local and global communities.

The University is committed to achieving preeminence as a premier anti-racist metropolitan research university.

1.3. Vision Statement

The University will be recognized as a great place to learn, a great place to work, and a great place in which to invest because we

celebrate diversity, foster equity, and strive for inclusion.

1.4. Supplier Diversity and Procurement

The University is committed to serve as an advocate for diverse businesses in their efforts to conduct business. Minority Owned and

Woman Owned Business Enterprises (MBE/WBE) consist of minority, women, disabled, veteran, and disabled veteran owned business

firms that are at least fifty-one percent (51%) owned and operated by an individual(s) of the categories. Also included in this category

are disabled business enterprises and non-profit work center for the blind and severely disabled.

The University is committed to increasing the amount of goods and services acquired from businesses owned and controlled by diverse

persons. The University expects its suppliers to support and assist in this effort.

Among the University’s goals for MBE/WBE participation in procurement are:

• To ensure the absence of barriers that reduce the participation of diverse suppliers.

• Educate suppliers on “how to do business” with the University.

• Support diverse suppliers seeking to do business with the University in the areas of goods, services, construction, and other

areas of procurement.

• Encourage participation of qualified diverse suppliers by directing them to agencies that can benefit from their product or

service.

• Provide resources for diverse suppliers.

• Sponsor events to assist diverse suppliers in becoming active, responsible, and responsive participants in the University’s

procurement opportunities.

For additional information regarding how diverse suppliers may participate in this RFP, submit any questions to the Contract

Administrator as indicated in Section 4.4 by the deadline for written questions date.

2. PROPOSAL FORMAT AND REQUIREMENTS

2.1. Key Event Dates*

Release of RFP

Deadline for Written Questions

RFP Proposals Due

Offeror Presentations (If needed)

Desired Contract Effective Date

04/01/2024

04/12/2024 at 2:00 pm, EST

04/18/2024 at 2:00 pm, EST

Week of 04/29/2024

Week of 05/06/2024

*All dates are subject to change

2.2. Intent and Scope of Work

The University of Louisville (“The University”) requests proposals from qualified suppliers (“Contractor”) with the intent to enter

into a Contract for Interpretation and Translation Services and Related Solutions. University of Louisville is seeking a provider

that has the depth, breadth, and quality of resources necessary to complete all phases of the Contract. Awarded Offeror(s)

shall deliver products and services under the terms of this agreement. While this solicitation specifically covers Interpretation

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and Translation Services and Related Solutions, each awarded Offeror may offer their complete product and service offering,

or balance of line. University of Louisville reserves the right to accept or reject any or all balance of line items offered.

CUSTOMER SUPPORT

Contractor shall provide timely and accurate technical advice and sales support to University of Louisville staff and

Participating Agencies. Contractor shall respond to such requests within one (1) working day after receipt of the request.

PRODUCT / SERVICES SPECIFICATIONS

The University is seeking highly qualified Offerors for Interpretation and Translation Services and Related Solutions to

accommodate a demand for products/services and to fulfill obligations as needs emerge.

The intent of this solicitation is to establish a contract for a comprehensive products and services offering with the ability to

provide faculty and staff with multiple solutions to meet their needs. Offeror may include a total catalog or balance of line

offering.

Offerors are encouraged to offer their complete catalog of product and services which may include:

• Telephone and On-site speech interpretation.

• Communication Access Real-Time Translation (CART)

• Video Remote: Interpreting and CART

• Sign Language Interpretation

• Written translation or interpretation

• Create documents, training, presentation, manual materials.

• Transcription including converting live, recorded speech (audio, video, and phone)

• Open and Closed Caption

• Court reporting, dictation, and shorthand

• Social Media and Graphic Design Literature

• Other services, as related to interpretation, transcription, training, testing, intercultural consulting, etc.

GENERAL REQUIREMENTS

Use universally acceptable software compatible with the source documents such as Microsoft Word, Excel, PageMaker, etc.

Furnish telephone and related equipment, including the maintenance of such equipment.

Utilize interpreters who are United States citizens or legal residents of the United States.

Offer, at a minimum, the following languages: Spanish, Chinese (Mandarin and Cantonese), French, Japanese, Korean,

Russian, Vietnamese, Armenian, Cambodian, German, Haitian Creole, Italian, Polish, Portuguese, Tagalog, Thai, and

Arabic. Offeror can include any additional languages and the availability of those languages.

INTERPRETER AND TRANSLATOR REQUIREMENTS

Screened and tested for proficiency in both written English and the target language(s) with affiliation/accreditation by the

American Translators Association (www.atanet.org) or have other credentials or certifications that are comparable to or

exceed the standards of the American Translators Association.

Able to write at an appropriate reading level for target audience and are linguistically accurate, culturally appropriate,

and technically consistent with the original documents and ensure that a single translator is used to complete each

document to ensure continuity and consistency in terminology, syntax, and style.

Knowledgeable about U.S. domestic culture. Translators utilized from a foreign country are not acceptable unless the

potential translator was raised within the U.S. or has spent significant recent time in this country and is directly

knowledgeable regarding U.S. domestic culture. Any potential issue regarding this requirement/prohibition for a particular

translation request must be brought identified in any submitted proposal for resolution.

Interpreters who can act as a bridge, providing the University with feedback not only on grammatical and linguistic accuracy, but also on

cultural appropriateness.

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Knowledgeable of and comply with HIPAA related privacy guidelines.

Aware of affidavits and statements of truth in reference to the validity of the translation.

TELEPHONE SERVICES

Provide telephone equipment with a single, toll-free, nationwide 800-number to access all services and have conference-

calling services and capabilities.

Emergency Interpretation Services: Provide interpretation services in an emergency such as a natural disaster, during or

after regular hours. Emergency situations including but are not limited to the capacity to support an increased volume of

calls and provide accurate information to callers from the public that may call Region 4 or Participating Public Agencies for

information. The Offeror must be willing and able to participate in briefing activities related to emergency operations

when/if it becomes activated.

ONSITE SERVICES

Provide interpreters in person, on site or otherwise, when required. The requirement for in-person interpreters will be

scheduled in advance and the Offeror will provide services within forty-eight (48) hours unless otherwise scheduled at a

later date and time.

If it is anticipated that interpreter services will be needed more than eight (8) hours for a single session, the University and

the Offeror will mutually determine if more than one interpreter shall be required.

Be proficient in consecutive interpretation in which the interpreter listens to spoken statements of varying length in one

language, and at the conclusion of the statement, translates it orally into another language. The interpreter must be

proficient in absorbing the information, mentally retaining it, and accurately transferring it into another language from

which it is spoken.

When more than one interpreter is available for an assignment, the Offeror shall assign the interpreter closest to the site

where services are needed, unless a specific interpreter is requested by the University.

Expedited onsite interpreter services shall be provided by the Offeror for requests received with less than forty-

eight (48) hours’ notice.

An interpreter shall be physically present at the location specified by the University, including locations with

security or other special requirements, and shall abide by all such security or special requirements.

The University shall have the ability to request a specific interpreter for a specific language interpretation for onsite service

if the request is placed in advance of the actual time it is needed, in the manner detailed in Offeror’s proposal.

WRITTEN SERVICES

Provide written document translation services for the languages it offers and provide a listing of any additional languages it

offers. The Offeror shall provide document translation services from English to source language and/or source language

translation to English.

Provide review, editing, and proofreading services for previously translated documents.

Manage document translations electronically.

Be capable of receiving source language documents by e-mail, facsimile, or other electronic means (i.e. PDF or flat

files, standard word processing languages, etc.), U.S. postal service or courier delivery. The typical delivery is expected to be

by e-mail, facsimile, or other electronic means.

Completed orders should be returned electronically, preferably by email, to the address specified in the request. If the

resulting document is too large to be transmitted via email or in a compressed format, documents will be accepted on a

Read/Write CD or DVD or a flash drive. Rarely, a printed copy may be requested by mail or overnight courier. Overnight

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Interpretation/Translation Services

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