ORAL INTERPRETATION SERVICES AND WRITTEN/AUDIO TRANSLATION AND TRANSCRIPTION SERVICES

Agency: City of Tucson
State: Arizona
Type of Government: State & Local
NAICS Category:
  • 541930 - Translation and Interpretation Services
  • 561410 - Document Preparation Services
Posted Date: Dec 31, 2019
Due Date:
Solicitation No: 202372
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
Number title prebid date open date
202372 ORAL INTERPRETATION SERVICES AND WRITTEN/AUDIO TRANSLATION AND TRANSCRIPTION SERVICES 12/10/2019 Open and Continuous
posted: 11/27/2019
Contract Officer: Nora Corral
amendment: 12/30/2019
attachment: _202372_202372.docx
attachment: _202372_202372 Attachment A.pdf
attachment: _202372_202372 Attachment B.pdf
attachment: _202372_202372 Attachment C.pdf
attachment: _202372_202372 5369-B Non-Construction.pdf
attachment: _202372_202372 5369-C Non-Construction.pdf
attachment: _202372_202372 5370-C1 Non-Construction.pdf
attachment: _202372_202372 Attachment E Assumption of Risk _Liability Release_Procurement.pdf

Attachment Preview

CITY OF TUCSON
REQUEST FOR PROPOSAL
REQUEST FOR PROPOSAL NUMBER:
FIRST PROPOSAL REVIEW DATE:
PROPOSAL DUE DATE:
PROPOSAL SUBMITTAL LOCATION:
202372
JANUARY 7, 2020 AT 2:00 P.M. LOCAL AZ TIME
OPEN AND CONTINUOUS
Department of Procurement
255 W. Alameda, 6th Floor, Tucson, AZ 85701
MATERIAL OR SERVICE:
ORAL INTERPRETATION SERVICES
WRITTEN/AUDIO
TRANSLATION
TRANSCRIPTION SERVICES
AND
AND
PRE-PROPOSAL CONFERENCE DATE:
DECEMBER 10, 2019
TIME:
2:00 P.M. LOCAL AZ TIME
LOCATION:
255 W. Alameda, 5th Floor Conference Room,
Tucson, AZ 85701
SENIOR CONTRACT OFFICER:
TELEPHONE NUMBER:
NORA CORRAL
(520) 837-4143
Nora.Corral@tucsonaz.gov
A copy of this solicitation and possible future amendments may be obtained from our Internet site at:
http://www.tucsonprocurement.com/ by selecting the Bid Opportunities link and the associated solicitation
number. The City does not mail out Notices of available solicitations via the U.S. Postal Service. Email
notifications are sent to those interested offerors who are registered with us and who have selected email as
their preferred delivery method. To register, please visit www.tucsonprocurement.com, click on Vendors, then
click on Vendor Registration. To update an existing record, click on Vendors, click on What's New?, and read
the section titled "Notice of Solicitations." You may also call (520) 791-4217 if you have questions.
Competitive sealed proposals for the specified material or service shall be received by the Department of
Procurement, 255 W. Alameda, 6th Floor, Tucson, Arizona 85701, until the date and time cited.
Proposals must be in the actual possession of the Department of Procurement at the location indicated, on or
prior to the exact date and time indicated above. Late proposals shall not be considered. The prevailing clock
shall be the City Department of Procurement clock.
Proposals must be submitted in a sealed envelope. The Request for Proposal number and the offeror's name
and address should be clearly indicated on the outside of the envelope. All proposals must be completed in ink
or typewritten. Questions must be addressed to the Contract Officer listed above.
****ALERT****
All visitors to City Hall are now required to show picture identification when going through the security
checkpoint in the main lobby. Visitors should plan accordingly.
NC/JM
PUBLISH DATE:
November 27, 2019
Revised 1/2018
CITY OF TUCSON DEPARTMENT OF PROCUREMENT
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
INTRODUCTION
REQUEST FOR PROPOSAL NO. 202372
PAGE 2 OF 27
SENIOR CONTRACT OFFICER: NORA CORRAL
PH: (520) 837-4143 / FAX: (520) 791-4735
The City of Tucson (hereinafter referred to as the "City") is requesting proposals from qualified firms and individuals to
provide Oral Interpretation Services (including American Sign Language (ASL) and Written and Audio Translation
and Transcription Services for foreign languages, and Communication Access Real Time Translation (CART), hereafter
referred to as “interpreters”, on an as needed, if needed basis.
The City’s intent is to develop a Qualified Vendor List for translation and interpretation services (hereinafter referred to as
the "QVL"). This Request for Proposal will establish the QVL that will fulfill the City’s annual requirements for services as
defined in the Scope of Work for City departments in accordance with the provisions, specifications, and instructions as
stated in this solicitation. The City makes no guarantee that Interpreters on the QVL will receive work. Each City
department will schedule work under this contract on an as needed, if needed basis. QVL providers will be asked for
availability. To ensure adequate Contract coverage, multiple awards will be made for each category to offerors who are
evaluated with a passing score on the designated evaluation criteria.
The City is accepting proposals from any and all firms and individuals with the demonstrated ability to provide
written/audio translation and oral/ASL interpretation services. Firms may submit on any or all of the services by
completing the price page, and indicating those services they propose to provide based upon the scope of work.
Firms proposing individual translators or interpreters (herein references to “interpreter” or “interpreting” includes both
Interpreters and Translators) must provide availability and qualifications/experience for each interpreter proposed. In
addition, for each interpreter proposed, a firm must indicate which category(s) and service level that specific /interpreter is
proposed for (as required on the Price Page).
A firm must also specify the type of support they will provide, and demonstrate that each proposed interpreter has the
capability and certifications to provide interpretation/translation services. All offerors must identify the categories of
services they are proposing. The categories of services are:
For entire scope of work.
For the Specific Service Level for each proposed
For one or more category (City Court, Public Safety, County Jail and/or other City Departments).
Proposals received by the first proposal due date of January 7, 2020 will be evaluated pursuant to the Proposal
Evaluation Requirements. Approved proposals will establish the new City-wide QVL Interpreters list. Following that date,
proposal responses to this solicitation will be received on an ‘open and continuous’ basis’. Subsequent submissions will
be reviewed in approximately 60 90 days after receipt. Approved proposals will be added to the City’s QVL list. All
approved contracts will expire December 31, 2024 unless terminated by the City of Tucson.
Housing and Urban Development (HUD) funding will be utilized on some of the individual projects under this Contract and
will be identified when request for services is made. Therefore, all HUD, federal, state and local requirements will be
followed as necessary. HUD Forms HUD 5369-B, HUD 5369-C, HUD 5370-C1, Section 3 Documents are included as
Attachment D and will be incorporated into any resulting contract(s). Offerors must complete and submit with their
proposal.
BACKGROUND
The City requires translation and interpretation services for written and audio translation and oral interpretation of a variety
of languages, primarily Spanish, and American Sign Language (ASL) for the hearing impaired. These services are
primarily used by City Courts and the Tucson Police Department.
All City departments are required to provide translation and interpretation services. Although primary users are City Courts
and Tucson Police Department, the City is expecting that the need for interpretation services will rise city-wide.
CITY OF TUCSON DEPARTMENT OF PROCUREMENT
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
REQUEST FOR PROPOSAL NO. 202372
PAGE 3 OF 27
SENIOR CONTRACT OFFICER: NORA CORRAL
PH: (520) 837-4143 / FAX: (520) 791-4735
SCOPE OF WORK
The Scope of Work is written as if directed to firms. However, individuals are encouraged to submit and should tailor their
response to this scope of work in the manner in which they conduct business.
I. INTERPRETING SERVICE LEVELS
A. For the purposes of this solicitation, three Service levels have been established. Offerors may propose services
for one or more categories based upon individual availability or a firm’s staff.
B. The three service levels are:
1) Certified or Licensed Interpreter
2) Certified or Licensed Interpreter with Specialty
3) Non-Certified or Non-Licensed Qualified Interpreter
C. The City reserves the right to determine at the time of work assignment which level is appropriate or necessary for
the particular interpreting service need. The City reserves the right to interview all prospective interpreters and to
accept or reject any or all based upon skills required and the experience of each individual for any given
assignment.
D. If the City requests an interpreter by name and the individual is available to meet the City’s need, or if an
interpreter is on site providing services, no substitution can be made without notification to and approval by the
City.
II. GENERAL REQUIREMENTS
A. The Interpreter shall confirm or decline a request for service within twenty four (24) hours from when a request is
made. The City will attempt to request services at least forty eight (48) hours in advance of the required
assignment. Interpreters will be paid a minimum of two (2) hours for regularly scheduled assignments. On an
emergency basis, the City may call the same day that services are required.
B. The City reserves the right to cancel service without charge providing the City notifies the Interpreter by close of
business the preceding day of the requested service. If the City fails to give the Interpreter sufficient notice of
cancellation, the City shall pay the Interpreter for two (2) hours of service.
C. If the scheduled service is delayed based upon circumstances that are beyond the control of the City and through
no fault of the Interpreter, the Interpreter may be compensated for the time of the delay.
D. The City shall pay interpreters for up to one hour of standby time. Breaks between service assignments longer
than one hour shall not be paid. However, the City department and interpreter may schedule a full day’s or half
day’s work which would include payment for standby time during that work period.
E. If an interpreter fails to appear at the time and place specified for service or the interpreter fails to satisfy the
qualification requirements, the City may procure the services of a substitute.
F. An interpreter that is late on an assignment shall be paid a pro-rated fee by deducting the amount of time late from
the time originally requested by the City.
III. SPECIFIC REQUIREMENTS
The City requires various types of service category. These services are categorized by City department. A description
of the type of services required by each department is outlined below. Offerors may elect to respond on specific types
of service they can provide according to the capabilities of the firm or the individual.
A. CITY COURT
1) American Sign Language Interpreters must have a current State License or National Association, and should
have considerable knowledge of foreign/sign language and their idiomatic and legal terminology, ethical
standards of the interpreter profession, guidelines and protocol of courtroom interpretation.
2) Court Interpreters must review, sign and acknowledge receipt of the Tucson City Court “Policies and
Procedures Guide” (see Attachment A) prior to being given a City Court assignment.
3) Interpreter should have skill in rendering precise simultaneous and consecutive interpretations.
4) Interpreter should have the ability to communicate effectively in foreign language and /or sign language.
5) Interpreter should demonstrate a minimum of three (3) years of foreign language interpretation experience,
including at least one (1) year of experience in court interpretation. Additionally, sign language interpreters
must be certified. Exotic language interpreters should have a minimum of three (3) years of foreign language
interpretation experience.
6) Interpreter will provide services for defendants, jurors, and witnesses as necessary at all non-custodial
misdemeanor arraignments, custodial weekday misdemeanor arraignments, custodial weekend and holiday
arraignments, pretrial sessions, bench and jury trials, hearings, domestic violence interviews, attorney
CITY OF TUCSON DEPARTMENT OF PROCUREMENT
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
REQUEST FOR PROPOSAL NO. 202372
PAGE 4 OF 27
SENIOR CONTRACT OFFICER: NORA CORRAL
PH: (520) 837-4143 / FAX: (520) 791-4735
eligibility interviews, counseling services and probation interviews. Interpreter will also provide interpretation
service for Court Public Services counter as needed.
7) Interpreter will work closely with the Pima County Pretrial Services to determine whether interpretation will be
necessary at the forthcoming arraignment sessions at the Pima County Jail.
8) Interpreter will maintain the necessary contact with the Court Administrator to ensure that the Court’s
requirements for services are promptly met.
9) At Court request and expense, each Interpreter must submit to a criminal background investigation prior to
beginning work at City Court.
10) Specific Court related services will be paid at the standard rate established by Pima County Court for
consistency see Attachment C - Arizona Superior Court in Pima County Per Diem Interpreter Rates which
outlines the specific services and pay schedule.
11) Interpreters are also contracted for court-ordered treatment. Treatment appointments can be scheduled after
5 p.m. and/or weekends. Information regarding the agency location for said treatment will be provided to the
interpreter accepting the assignment.
B. PUBLIC SAFETY WHICH INCLUDES: TUCSON PUBLIC SAFETY COMMUNICATIONS DEPARTMENT
(PSCD), POLICE DEPARTMENT (TPD) & FIRE DEPARTMENT (TFD)
PSCD require telephonic audio interpretation for various languages associated with the purpose of acquiring
information from 9-1-1 callers. TPD and TFD require on-site and on-scene translation and interpretation services
for the deaf and hard of hearing.
1) Interpreters must provide current licensure with the state of Arizona or National Association for the Deaf rating
Level 5, Registry of Interpreters for the Deaf certification.
2) Interpreter should have a criminal background investigation prior report available to the City at the City’s
request.
3) Interpreter shall provide all equipment, materials and personnel necessary to provide the following services to
Public Safety:
A. Contact phone number and access code for the use of telephonic audio services.
B. Interpret all requested languages and with the deaf and hard of hearing for any member of the Public
Safety staff.
C. Assist by interpreting on investigations of any kind. Examples of the types of investigations might
include, but are not limited to: homicides, sexual crimes, arson, thefts, robberies, public assists,
natural disasters, traffic accidents, crime prevention and community relations, handling prisoners,
domestic disputes, and lost persons. Interpreting services may be delivered to victims, witnesses,
non-involved citizens, suspects or arrested persons.
D. Have the ability to respond to a Public Safety related site at any time of the day or night using
privately owned transportation. Most often the response location will be within the city limits;
however, there may be an occasion where the location will not be within the city limits. Interpreter
must be able to adhere to the following response times:
0600 (6:00 a.m.) to 1800 (6:00 p.m.) - 45 minutes
1800 (6:00 p.m.) to 0600 (6:00 a.m.) - 60 minutes
E. Interpreters and translators must prevent unauthorized disclosure of all privileged or other confidential
information that they obtain during the course of their professional duties.
C. PIMA COUNTY SHERIFF'S DEPARTMENT ADULT DETENTION COMPLEX
In consideration for services provided at the Jail for ALL languages, Interpreters shall be compensated at the rate
of $90.00 per visit. Interpreters shall not receive additional compensation for these services for any reason.
1) Interpreters must complete Pima County Adult Detention Center Cleared Corrections Visitation (CCV)
Request and Professional and Program Entry (see Attachment B) to be considered for this category.
D. OTHER CITY DEPARTMENTS
1) Interpreter will provide interpretation services in all languages approved as required by City departments.
2) Firms or individual interpreters will possess:
A. Considerable knowledge of foreign/sign language and ethical standards of the interpreter profession.
B. Skill in rendering precise simultaneous and consecutive interpretations and translations.
C. Ability to communicate effectively in foreign/sign language, both orally and in writing.
D. America Sign Language interpreters must be licensed by the State of Arizona.
CITY OF TUCSON DEPARTMENT OF PROCUREMENT
255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701
REQUEST FOR PROPOSAL NO. 202372
PAGE 5 OF 27
SENIOR CONTRACT OFFICER: NORA CORRAL
PH: (520) 837-4143 / FAX: (520) 791-4735
E. WRITTEN TRANSLATION/AUDIO TRANSCRIPTION SERVICES CITY-WIDE
1) The Interpreter shall be capable of receiving and securing source language documents by facsimile, e-mail or
U.S. postal service as per the service.
2) The Interpreter shall provide translated/transcribed documents in electronic format (i.e. PDF, Word, etc.). The
City department requesting the service shall determine which format is acceptable.
3) Interpreter shall translate/transcribe (dependent upon service required) all documents within the standard
turn-around time of seven business days. In cases when a document requires special skills, is of urgent
nature or otherwise critical, the City and the Interpreter may agree upon an alternate acceptable delivery time.
If the City determines that a shorter turn-around time is necessary, the Interpreter may charge an expedited
service fee. However, expedited service must be requested by and approved by the City in writing prior to
work beginning.
4) Interpreter must adequately review, edit the translated/transcribed document(s), secure all City provided
documents and return City provided source media.
5) The City reserves the right to perform some translations/transcriptions with its own staff, and/or to retain the
services of a different contractor or contractors to perform, as deemed necessary by the City, for
supplemental translation/transcription services.
6) Braille Services; proposed Braille providers must have current certification of industry standard for literacy
NLS (National Library Srvice) Certificate in Literacy Braille Transcribing or equivalent.

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