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Housing Authority
Of the City of San Buenaventura
REQUEST FOR PROPOSALS
TRANSLATION & INTERPRETATION SERVICES
Issue Date:
February 20, 2014
Proposals Due:
March 13, 2014
4:00pm
Issued by:
Housing Authority of the City of san Buenaventura
995 Riverside St.
Ventura, CA 93001
The responsibility for submitting a response to this RFP at the Offices of the Housing Authority of the
City of San Buenaventura (the “Agency”) on or before the stated time and date will be solely and strictly
the responsibility of the Offeror. The Agency will in no way be responsible for delays caused by the
United States Mail delivery or caused by any other occurrence.
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REQUEST FOR PROPOSALS
TRANSLATION & INTERPRETATION SERVICES
Table of Contents
I. INTRODUCTION ...............................................................................................................3
II. PURPOSE ............................................................................................................................4
III. BOARD................................................................................................................................4
IV. ADMINISTRATIVE PERSONNEL ...................................................................................4
V. SCOPE OF SERVICES .......................................................................................................4
VI. RFP INSTRUCTIONS..................................................................................................... 4-6
VII. RFP QUESTIONS FOR PROVIDERS ...............................................................................7
VIII. RFP REVIEW ......................................................................................................................8
IX. COMPANY QUALIFICATIONS .......................................................................................8
X. SELECTION CRITERIA ....................................................................................................9
XI. RFP REQUIREMENTS AND CONDITIONS ...................................................................9
XII INSURANCE REQUIREMENTS ............................................................................... 10-12
XIII CONTRACT CONDITIONS....................................................................................... 12-13
XIV. REGISTRATION FOR NOTIFICATION OF CHANGES………………………………13
EXHIBITS:
A. SCOPE OF WORK
B. CONTACT INFORMATION FORM
C. PROPOSAL FORM
D. HUD FORM 5369 B AND C
E. EXERCISE TO TRANSLATE PUBLIC NOTICE TO SPANISH
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HOUSING AUTHORITY OF THE CTY OF SAN BUENAVENTURA
(HACSB)
Translation & Interpretation Services
BACKGROUND
The mission of the HOUSING AUTHORITY OF THE CITY OF SAN BUENAVENTURA (HACSB),
hereinafter referred to as the "Authority", is to provide and develop quality affordable housing for eligible low-
income residents of Ventura County and to establish strong partnerships necessary for HACSB customers to
achieve personal goals related to: literacy and education; health and wellness; and job training and employment
leading to personal growth and economic self-sufficiency.
The Authority has served the needs of low income residents since 1949 with 716 public housing units (ranging
from multi-story complexes to single-family units) and 1,501 Section 8 vouchers, and prides itself in providing
decent, safe and affordable housing to approximately 2000 low and moderate income families in the City of
Ventura. Its associated non-profit owns 25 affordable units. Through tax credit funded partnerships it owns 110
very low-income senior/disabled apartment units and 46 very-low income family units. It has a growing
pipeline of real estate development projects including a family farmworker development, one supportive
housing development and additional public housing conversions to project based Section 8.
I. INTRODUCTION
Language for Limited English Proficiency Persons (LEP) can be a barrier to accessing important benefits or
services, understanding and exercising important rights, complying with applicable responsibilities, or
understanding other information provided by the HACSB’s programs. In certain circumstances, failure to
ensure that LEP persons can effectively participate in or benefit from federally-assisted programs and activities
may violate the prohibition under Title VI against discrimination on the basis of national origin. This part
incorporates the Final Guidance to Federal Assistance Recipients Regarding Title VI Prohibition against
National Origin Discrimination Affecting Limited English Proficient Persons, published January 22, 2007, in
the Federal Register. The HACSB is taking affirmative steps to communicate with people who need services or
information in a language other than English.
ORAL INTERPRETATION
In a courtroom, a hearing, or situations in which health, safety, or access to important benefits and services are
at stake, the HACSB will generally offer, or ensure that the family is offered through other sources, competent
services to the LEP person.
The HACSB will analyze the various kinds of contacts it has with the public, to assess language needs and
decide what reasonable steps should be taken. “Reasonable steps” may not be reasonable where the costs
imposed substantially exceed the benefits.
Where feasible, the HACSB will train and hire bilingual staff to be available to act as interpreters and
translators, will pool resources with other PHAs, and will standardize documents. Where feasible and possible,
the HACSB will encourage the use of qualified community volunteers.
Where LEP persons desire, they will be permitted to use, at their own expense, an interpreter of their own
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choosing, in place of or as a supplement to the language services offered by the HACSB. The interpreter may be
a family member or friend.
WRITTEN TRANSLATION
Translation is the replacement of a written text from one language into an equivalent written text in another
language. In order to comply with written-translation obligations, the HACSB takes the following steps:
The HACSB will provide written translations of vital documents for each eligible LEP language group that
constitutes 5 percent or 1,000 persons, whichever is less, of the population of persons eligible to be served or
likely to be affected or encountered. Translation of other documents, if needed, can be provided orally; or
If there are fewer than 50 persons in a language group that reaches the 5 percent trigger, the HACSB may not
translate vital written materials, but will provide written notice in the primary language of the LEP language
group of the right to receive competent oral interpretation of those written materials.
The HACSB is seeking proposals from interested, qualified, companies/individuals to provide Translation &
Oral Interpretation Services for various Agency/HUD documents, provide interpretation services via telephone
and in-person, and narrative and editing of translated and interpreted documents. Oral interpretation in Spanish
and may require up to 4 additional languages. These 5 languages are listed in Exhibit “A” Scope of Work.
II. PURPOSE
The purpose of this Request for Proposals is to solicit responses from qualified companies and/or
individuals to furnish services to the HACSB as identified in the “Scope of Work” of this request.
III. BOARD
The powers of the HACSB are vested in its Board of Commissioners.
IV. ADMINISTRATIVE PERSONNEL
Denise Wise is the CEO of the HACSB.
V. SCOPE OF SERVICES
Respondents will be expected to provide Translation & Oral Interpretation Services as outlined in the
attached Exhibit A Scope of Work that has been provided.
VI. RFP INSTRUCTIONS
a. Contact Information
This RFP is being issued, as will any addenda, by the HACSB. The contact person for the
HACSB is:
Barbara Chavez, Assisted Housing Manager
995 Riverside St.
Ventura, CA 93001
(805) 647-5990 Ext. 3226
[email protected]
b. RFP Submission and Format
By this Request for Proposals, the HACSB solicits proposals to be received by 4:00 p.m. (PST)
on Thursday, March 13, 2014 in the form outlined below. Late submittals will not be
accepted.
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1. Proposals must be submitted by mail or in person with one (1) signed original and three (3)
copies. Any general information not specifically relevant to the proposal shall be omitted or
bound in a separate document. At a minimum, the proposal shall include the following:
Identification of the company or individual(s) including name, address, telephone
number, fax number, and email address;
Name, title, address and telephone number of contact person during the period of the
evaluation process;
2. Proposal shall be submitted by mail or in person to:
Housing Authority of the City of San Buenaventura
Attn: Barbara Chavez
995 Riverside St.
Ventura, Ca. 93001
The envelope must be sealed and include the following notation on the bottom left hand
corner of the proposal, “Request for Proposal for Translation & Interpretation
Services Enclosed.” Please also include company/individual name on outside of
envelope. The proposals will be evaluated based on the criteria established in this
document. Proposals received after the specified date and time will not be accepted. Two
or more companies may be selected for an interview.
3. Facsimile Copies or emails will not be accepted. All proposals will become property of the
HACSB upon submission.
c. RFP Terms and Conditions
The HACSB reserves the right to select more than one respondent (and will accept joint venture
proposals), to select a respondent(s) for specific purposes or for any combination of specific
purposes, and to defer the selection of any respondent(s) to a time of the HACSB’s choosing.
d. Board and Staff Communications
Under no circumstances may any member of the HACSB or any staff member other than the
contact specified in Section VI. a. above be contacted during this RFP process by any entity
intending to submit a response to this RFP. Failure to comply with this request will result in
disqualification. All questions should be in writing and directed to the individuals identified in
Section VI. a above.
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e. Timetable (tentative)
If you have questions regarding this proposal, you must submit them in writing to
[email protected] no later than 4:00 PM PST on Thursday, March 6, 2014.
Event Date
Request for Proposal Released February 20, 2014 @ 4PM PST
Due Date for Questions March 6, 2014 @ 4PM PST
Posting of Responses for Questions March 10, 2014 @ 4PM PST
Proposals Due March 13, 2014 @ 4PM PST
Evaluation Process March 20, 2014 @ 4PM PST
Board Approval (if required) March 26, 2014 @ 4PM PST
Award Contract March 31, 2014 @ 4PM PST
Responses to all appropriately submitted questions will be posted on the HACSB website on or
before Monday, March 10, 2014.
The deadline for submissions in response to this Request for Proposals is 4:00 p.m. (PST),
Thursday, March 13, 2014. Telephone or fax responses will not be accepted for this request. It
is the intent of the HACSB to select a Translation & Interpretation Services Provider no later
than the end of March 2014.
f. Release of Information
Information submitted in response to this RFP will not be released by the HACSB during the
proposal evaluation process or prior to a contract award.
g. Proprietary Information
If a respondent does not desire certain proprietary information in their response disclosed, the
respondent is required to identify all propriety information in the response, which identification
shall be submitted concurrently with the response. If the respondent fails to identify proprietary
information, it agrees by submission of its response that those sections shall be deemed
nonproprietary and may be made available upon public request after a contract award.
h. Term of Contract
HACSB intends to award a contract to one or multiple vendors for its requirements as follows:
The contract period of performance is for one (1) year, beginning on or about April 1, 2014 and
expiring on March 31, 2015 with two (2) single year options to extend the contract or until such
time as terminated per the terms of the agreement.
Contractor shall perform its services hereunder in a prompt and timely manner and shall
commence performance upon receipt of a written Notice to Proceed from HACSB. The Notice
to Proceed shall set forth the precise date of commencement of the work.
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Contractor shall make its non-exclusive services available during the entire contract period.
HACSB may award the contract at a time other than that stated in the Schedule. In such a case,
HACSB, at its option, may shorten the duration of the contract or change the beginning and end
dates, but in no case will the contract exceed the duration in as aforementioned.
i. HACSB Reserves the Right to:
1. Request an oral interview with, and additional information from, companies prior to final
selection of a provider.
2. Consider information about a company in addition to the information submitted in the
response or interview.
3. Reject any and all responses and waive any irregularities.
VII. RFP QUESTIONS FOR PROVIDERS
a. Organizational and Personnel Background
Provide an overview of your company, emphasizing its qualifications and major organizational
strengths.
b. Experience Discuss your experience, in serving as a provider of Translation & Interpretation Services.
c. Miscellaneous Discussion Questions
1. Identify the specific individuals who would be assigned to work with the HACSB and
specify which person would be the primary contact person with the HACSB. Please
include their level of expertise in the languages or services and certifications held by
staff.
2. Identify the specific languages and specific services for which you are proposing to
provide.
3. Provide an estimate of the time that will be required to be connected to an interpreter for
a telephone oral interpretation, as well as an estimate of time required to begin all other
Translation & Interpretation Services as outlined in Exhibit A.
4. Discuss your company’s policy regarding minimum charges.
d. Price
Provide your cost as listed in the Bid Proposal form for the rendering of the services and clearly
specify if any additional expenses will be charged to the HACSB in connection with this
proposal.
e. Affirmative Action
The HACSB requires that each respondent be an Equal Opportunity Employer:
State that the respondent complies fully with all government regulations regarding
nondiscriminatory employment practices.
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VIII. RFP REVIEW
At a HACSB meeting, scheduled after such review, some of the companies that have responded may be
asked to be available for interviews. If so, those companies will be given not less than three (3) business
days notice, along with the date, time and place for the interviews. Expenses will be the responsibility of
the respondent.
IX. COMPANY QUALIFICATIONS
Proposals shall be considered from responsible organizations or individuals engaged in the performance
of Translation & Oral Interpretation Services. Proposals must include information on competency in
performing comparable Translation & Interpretation Services, demonstration of acceptable financial
resources, and personnel staffing. The vendor shall furnish detailed information on references, as well as
background and experience with projects of a similar type and scope to include as a minimum:
a. Brief history of the company
b. A listing of five (5) references where similar services were performed. The client reference shall
include the name of organization, contact person, address, and telephone numbers.
c. Vendor shall describe their understanding of the project scope, their proposed approach to
performing the services, and submit a proposed schedule. Offerors shall include information on
past experience with similar projects. Offerors shall describe how their organization can meet
the requirements of this RFP and shall include the following:
The number of years the Offeror has provided these services; and
The number of clients and geographic locations that the Offeror currently
Provide the names and titles of the key management personnel directly involved with
supervising the services rendered under this Contract along with their resumes.
Provide the name and resume of the Offeror’s Contractor Representative who, if the
Offeror is selected for award, would be responsible for the daily oversight of the Contract
from the Contractor’s perspective.
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X. SELECTION CRITERIA
Proposals will be evaluated based on the selection factors listed below; the relative weight that each
factor will receive in the evaluation is shown below.
Selection Factors: Maximum Points:
a. Experience of the company:
Including number of years providing Translation &
Interpretation Services. The HACSB reserves the right to
contact any party that the proposer has worked for in the
past and to reject a proposer based on past poor
performance.
25 points
b. Organizations qualifications: Training experience and
longevity of staff; training programs; quality of operating
policies and personnel procedures.
35 points
c. Cost (fees):
weighted, based on lowest price
35Pr'
Pr'
icesBidder
icesBidderLowestScore
35 points
d. Ownership:
Certification of MBW/WBE ownership
5 points
TOTAL POINTS 100
XI. RFP REQUIREMENTS AND CONDITIONS
Minimum Requirements
This RFP sets forth the minimum requirements that all submissions shall meet. Failure to submit
proposals in accordance with this request may render the proposal unacceptable.
Cost of the Proposal
Costs incurred by any proposer in the preparation of its response to the RFP are the responsibility of the
proposer and will not be reimbursed by the HACSB. Proposers shall not include any such expenses as
part of their proposals.
Submission Requirements
Forms included within this Request for Proposal must be included with proposal. HUD form 5369-B and
5369-C. Failure to submit mandatory forms could result in rejection of the company’s proposal.
Clarification to Proposals
The HACSB reserves the right to obtain clarifications of any point in a company’s proposal or to obtain
additional information necessary to properly evaluate a particular proposal. Failure of a proposer to
respond to such a request for additional information or clarification could result in rejection of the
company’s response or responses.
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Waiver of Informalities
The Contracting Officer may waive minor informalities or allow the bidder to correct them. Minor
informalities are defined as minor deviations, insignificant mistakes, and matters of form rather than
substance of the bid, proposal, or contract document which can be waived or corrected without prejudice
to other’ offerors, potential offerors, or the governmental body.
Cancellation of the RFP
The HACSB reserves the right to cancel this RFP at any time, for any reason, and without liability if
cancellation is deemed to be in the best interest of the HACSB. The proposer assumes the sole risk and
responsibility for all expenses connected with the preparation of its proposal.
Collusion
Proposer, by submitting a proposal, hereby certifies that no officer, agent, or employee of the HACSB
has a pecuniary interest in this Proposal; that the Proposal is made in good faith without fraud, collusion,
or connection of any kind with any other proposer; and that the proposer is competing solely in its own
behalf without connection with, or obligation to any undisclosed person or company.
Contacts
All questions concerning the RFP shall be directed to Barbara Chavez whose contact information is
provided above. To avoid all appearances of impropriety proposer should only contact the above
referenced staff person and should not attempt to contact any HACSB Commissioner or the CEO. No
oral request for clarification or information will be accepted. All such requests must be in writing (by
email, mail, fax, or hand delivery) and submitted to the HACSB no later than 4:00 PM PST on
Thursday, March 6, 2014. All questions and clarifications shall be answered in one written addendum,
to be issued no later than Monday, March 10, 2014 to all respondents who have been duly recorded as
having received a copy in the HACSB’s RFP distribution log.
Disputes
In case of any doubt or differences of opinions as to the participation sought hereunder, or the
interpretation of the provisions of the RFP, the dispute process shall apply.
Contractors may appeal the recommended award, provided the appeal is in writing, contains the RFP
number, is delivered to the address listed in Section VI, a. of this RFP, and is submitted according to the
time requirements listed below. The following shall apply to protests (unless otherwise specified, this
section will use the term “protest” to also include disputes and appeals):
Solicitation: Contractors may protest a solicitation issued by HACSB. It must be received by the
Contracting Officer before the bid or proposal submittal deadline, or it will not be considered.
Award RFP: Any protest against the award of a contract based on an RFP must be received by the
Contracting Officer no later than two full business days after the bid submittal deadline, or before
award of the contract, whichever is earlier, or the protest will not be considered.
Award RFP/RFQ: Any protest against the award of a contract based on an RFP or RFQ or appeal of
a decision by HACSB to reject a proposal, must be received by the Contracting Officer within three
business days after notification to an unsuccessful proposer that they were not selected, or the protest
will not be considered.
Rejection of Bid: Any protest of a decision by HACSB to reject a bid submitted in response to an
RFP must be received by the Contracting Officer within two business days after being notified in
writing of HACSB’s decision, or the appeal will not be considered.
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A written response will be directed to the appealing Contractor within fourteen (14) calendar days of
receipt of the appeal, advising of the decision with regard to the appeal and the basis for the decision.
The decision of the HACSB shall be final and binding upon all parties.
XII. INSURANCE REQUIREMENTS
A. Proof of Insurance, shall not be terminated or expire without thirty (30 days written notice,
and are required to be maintained in force until completion of the contract. The Contractor
shall require all subcontractors used in the performance of this contract to name HACSB as an
additional insured. Following are the standard types and minimum amounts.
General Liability: $1,000,000; per occurrence for bodily injury, personal injury and
property damage liability; HACSB Additional Insured or,
Commercial General Liability: $3,000,000; combined single limit bodily and property
damage liability per occurrence; HACSB additional named insured.
Comprehensive Automobile Liability: $1,000,000; combined single limit bodily and
property damage liability per occurrence and aggregate; HACSB Additional Insured.
Errors and Omissions Liability: $1,000,000; combined single limit bodily and property
damage liability per occurrence and $3,000,000 aggregate or,
Professional Liability: $1,000,000; per occurrence and aggregate.
Workers’ Compensation: statutory limits or,
Self Insurance Program: a State Approved program in an amount and form that meets
all applicable requirements of the Labor Code of the State of California.
Environmental Liability: $500,000; per occurrence and aggregate; HACSB Additional
Insured.
Owner’s Liability: 100% of insurable value of the work, Builder’s Risk, Extended
coverage for Vandalism and Malicious Mischief, if required; HACSB additional named
insured.
Fire Insurance with Extended Coverage: 100% of insurable value of the work;
Builder’s Risk, Extended coverage including Vandalism and Malicious Mischief, if
required; HACSB Additional Insured.
B. Failure to provide proof of insurance or failure to maintain insurance as required in this bid, or
by law; are grounds for immediate termination of the contract. In addition, the awarded bidder
should be liable for all re-procurement costs and any other remedies under law.
C. Indemnification and Insurance Requirements
1. Indemnification
The Contractor agrees to indemnify, defend and hold harmless HACSB and its authorized
officers, employees, agents and volunteers from any and all claims, actions, losses, damages,
and/or liability arising out of this Contract from any cause whatsoever, including the acts, errors
or omissions of any person and for any costs or expenses incurred by HACSB on account of any
claim therefore, except where such indemnification is prohibited by law.
2. Additional Named Insured
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All policies, except for the Workers' Compensation, Errors and Omissions and Professional
Liability policies, shall contain additional endorsements naming HACSB and its officers,
employees, agents and volunteers as additional named insured with respect to liabilities arising
out of the performance of services hereunder.
3. Waiver of Subrogation Rights
The Contractor shall require the carriers of the above required coverages to waive all rights of
subrogation against HACSB, its officers, employees, agents, volunteers, Contractors and
subcontractors.
4. Policies Primary and Non-Contributory
All policies required above are to be primary and non-contributory with any insurance or self-
insurance programs carried or administered by HACSB.
5. Proof of Coverage
The Contractor shall immediately furnish certificates of insurance to HACSB Procurement
Department administering the Contract evidencing the insurance coverage, including the
endorsements above required, prior to the commencement of performance of services
hereunder, which certificates shall provide that such insurance shall not be terminated or expire
without thirty (30) days written notice to the Department. Contractor shall maintain such
insurance from the time Contractor commences performance of services hereunder until the
completion of such services. Within sixty (60) days of the commencement of this Agreement,
the Contractor shall furnish certified copies of the policies and all endorsements.
6. Insurance Review
The above insurance requirements are subject to periodic review by HACSB. HACSB's Risk
Manager is authorized, but not required, to reduce or waive any of the above insurance
requirements whenever the Risk Manager determines that any of the above insurance is not
available, is unreasonably priced, or is not needed to protect the interests of HACSB. In
addition, if the Risk Manager determines that heretofore, unreasonably priced or unavailable
types of insurance coverage or coverage limits become reasonably priced or available, the Risk
Manager is authorized but not required, to change the above insurance requirements, to require
additional types of insurance coverage or higher coverage limits, provided that any such change
is reasonable in light of past claims against HACSB, inflation, or any other item reasonably
related to HACSB's risk. Any such reduction or waiver for the entire term of the Agreement
and any change requiring additional types of insurance coverage or higher coverage limits must
be made by amendment to this Agreement. Contractor agrees to execute any such amendment
within thirty (30) days of receipt.
XIII. CONTRACT CONDITIONS
Americans with Disabilities Act
Proposer must comply with all applicable requirements of federal and state civil rights law and
rehabilitation statues.
Law of the State of California
The resulting contract will be entered into within the State of California and the law of said state,
whether substantive or procedural, shall apply to the contract, and all statutory, charter and ordinance
provisions that is applicable to public contracts within the City of San Buenaventura and the State of
California shall be followed with respect to the contract.
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Contract Terms and Final Selection
The selected company will be expected to sign the HACSB’s Contract Agreement, which will specify
the term of service, likely to be annually. If the selected applicant and the HACSB cannot come to terms
with respect to the contract, the HACSB reserves the right to select the next most qualified applicant or
to terminate this RFP and to re-issue a new RFP if no Proposer is acceptable to the HACSB.
XIV. REGISTRATION FOR NOTIFICATION OF CHANGES
Potential respondents who would like to register with the HACSB in order to receive any changes to the
Request for Proposals should email contact information to Barbara Chavez at [email protected] using
“RFP for Translation & Interpretation Services” in the subject line.
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EXHIBIT A
Translation & Interpretation Services
Scope of Work
Introduction
It is the intent of this RFP is to establish a term contract, with a vendor or multiple vendors for the Housing
Authority of the City of San Buenaventura (HACSB) capable of providing competent telephonic language
interpretation services, a vendor or multiple vendors capable of providing competent written document language
Translation Services and a vendor or multiple vendors capable of providing competent on-site language
interpretation services, and a vendor or multiple vendors capable of providing competent on-site sign language
interpretation services. All services shall be continuously available. These language interpretation services, as
described below, shall be provided on-demand to HACSB personnel. The HACSB offers no guarantee of any
amount of work to be performed under the Contract.
HACSB currently administers 1,501 vouchers under the Housing Choice Voucher (HCV) program, has 572
Public Housing units and owns and manages hundreds of affordable housing units in the City of Ventura. The
primary need is for Spanish written translation services; however, there may be a need for translation or
interpretation to other languages as well, at least the following languages must be available:
Spanish (primary) Chinese Arabic
Korean Tagalog Vietnamese
When documents are translated for limited English proficiency persons, HUD requires the documents to be
provided in the languages spoken by at least 5% or 1,000 persons of the population eligible to be served by the
agency. Currently based on the demographics of the City of Ventura, written translation services are needed in
the following languages:
Spanish
The repeated failure of any Contractor to provide service when contacted shall result in that Contractor's
contract termination for nonperformance. The HACSB shall document failure to respond, and the
Contractor may not be permitted to participate in future contracts for these services.
A. Definitions
Translation shall mean the act or process of converting written words from one language into
their complete, accurate, and intended meaning in another language.
Such services are to be provided on an as-needed basis.
Source Language shall mean the language in which a document is written prior to translation.
Target Language shall mean the language into which a document is translated from the source
language.
Native Speaker shall mean a person who has learned and been educated in a given language
from an early age and who has full mastery of that language, including all norms of syntax,
grammar, orthography and usage.
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Dialect shall mean regional or class variations of a given language.
Interpretation shall mean oral translation for parties conversing in different languages.
Simultaneous Interpretation shall mean real time interpreting. The interpreter speaks at the
same time as the speaker, usually in a conference of meeting. The interpreter listens to one
language and speaks in another. The voices overlap as they are speaking at the same time.
Consecutive Interpretation shall mean that the interpreter is physically present in the room and
verbally translates short utterances, normally a sentence or two at a time. Such interpretation is
usually bi-directional between two languages.
Sign Language Interpretation shall mean the Interpreter is physically present in the room and
verbally interprets communication from an individual who is deaf and utilizes physical
movements; usually hand signals, to convey their messages or information.
Sight Translation shall mean reading a document during an interpretation session and providing
an on-the-spot oral translation of the document.
Over-the-phone interpretation normally shall mean consecutive, but in some cases, if the
technology is available, it may be simultaneous interpretation.
Narration shall mean that while being recorded in a studio, one reads aloud a script written in
one’s native language.
Editing/Proofreading shall mean the act or process of reviewing a translated document and of
making revisions and/or corrections to the translated copy in order to bring the translation into
better agreement with the meaning of the English original.
Desktop Publishing shall mean the act or process of designing, re-creating, or formatting
electronic documents using a computerized software package to prepare a document for printing
or electronic display.
B. Languages
The contractor shall provide native speakers and language professionals qualified to perform translation and
interpretation (into and from English), for the languages listed below as well as less common languages, as
the need arises. As new groups of eligible residents which exceed the HUD threshold of 5% or 1000
persons; whichever is less; there may be need for other languages not listed here. HUD requires that
federally funded agencies provide access to programs and services to limited English proficiency persons.
Oral interpretation is the primary access used for clients and must be available in at least the 8 languages
listed below. These languages will include:
Spanish (primary) Chinese Arabic
Korean Tagalog Vietnamese
Thai Hmong
Offeror must be able to provide services in one/or all of the listed languages. In addition to these languages,
offeror shall list the additional languages that they are qualified to provide services in. Currently based on
the demographics of the City of Ventura, written translation services are needed in the following language:
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Spanish
C. Range of Services
This RFP is soliciting proposals from qualified offerors to provide a variety of primary and secondary
language services. Primary services are those that HACSB envisions requiring on an on-going basis.
Secondary services are those that will be requested less frequently, on an “as-needed” basis. All the
primary and secondary services specified in this RFP are mandatory and must be included for a
proposal to be deemed complete and responsive. The offeror must provide an affirmative statement
that they can provide services in all the primary and secondary languages.
The Primary Services are:
Translation of written documents (including forms, notices, public information materials,
correspondence, web pages, etc.)
Desktop publishing of translated materials in a variety of electronic formats.
Editing/proofreading materials previously translated.
Comparison/evaluation of translated documents.
Secondary Services are:
Interpretation, either on-site in various locations throughout the City of Ventura or via telephone.
Narration in languages other than English for public information materials.
Sign language interpretation on site in various locations throughout the City of Ventura
All services shall be carried out by technically qualified and experienced native-speaking language
specialists. The persons designated by the contractor to provide Translation & Interpretation Services must
be native speakers of the target language who possess sufficient education, training, skill and experience in
both the target and the source language to proficiently provide the services requested.
D. Translation Services (Primary Service)
At the request of HACSB, the contractor shall provide translations of source texts, with the meaning and
intent, and, to the extent possible, the format and layout of the original source text retained. Preferably, a
single translator shall be used to complete each document to ensure continuity and consistency in
terminology. The contractor shall translate documents in a culturally sensitive manner and at the same
reading level as the source material. Unless HACSB requests a translation be written in a specific regional
or class dialect, documents must always be translated into standard language.
Accuracy, completeness, consistency, and cultural appropriateness are critical in the published work. The
contractor must document how accuracy will be ensured and a quality product delivered. In addition, the
contractor shall provide comprehensive support, including project management, consultation, and
deliverables. Translated documents shall be delivered in the electronic format specified by HACSB. (See
Section E below.)
Services must be provided within a reasonable time after the request is made, as specified by the HACSB at
the time of assignment. If a translated document is needed in less than five working days, it will be
considered a rush job, and the vendor may impose a reasonable rush charge. Proposed rush charges should
be specified in the proposal as a percentage added on to the total cost of a given job.
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The majority of the materials translated are in the area of housing and human services, and law, however,
content may occasionally be of a technical nature. Additionally, the contractor may be translating HUD
documents into the required language. The contractor must be equipped to respond to any request. The types
of documents typically translated include, but are not limited to:
forms, application materials, notices
manuals, informational booklets
pamphlets, flyers, posters, signs
audio scripts
handwritten correspondence, client-directed correspondence
court or other legal documents
The Contractor shall be capable of receiving Source Language documents by facsimile, e-mail 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 facsimile, e-mail or other electronic means.
When interpreting from the Source Language to the Target Language, the written text of the Target Language
shall be typed on single-spaced, 8 ½ x 11” or 8 ½ x 14” white paper with a 1” margin on all sides. Text shall be
transcribed in Times New Roman, 12 point font, double spaced with an average of at least 250 words per page.
The Contractor shall submit a copy of its Source Document Requirements to the Contract Administrator at the
time of Contract award. Source Document Requirements refer to a document containing a list of the
Contractor’s requirement(s) associated with written material that the requesting agency or entity’s
representative summits for written document interpretation.
Required Written Document Core Language Translation & Interpretation Services:
In Expedited situations written document translation shall be Continuously Available. Expedited Written
translation requirements shall be completed within 1 day from the day the HACSB sends the Source Language
to the Contractor for up to 10 pages of Target Language translation. One additional day shall be permitted for
each additional 10 pages, or portion thereof, of Target Language translation.
Routine Written document translation shall be completed as follows:
For Source documents which would require 20 or fewer pages of Target Language translation, the
translation shall be completed within 1 week.
The timeframe for completion of written translations requiring more than 20 pages of Target Language
translation shall be 1 week, plus 1 additional day for each additional 10 pages, or portion thereof, of
Target Language translation.
Written document language translation service will be billed at a minimum increment of one (1) page for the
first page and every half (1/2) page thereafter (half the per page price). Overall pricing for written document
translation will be based on the number of output pages produced.
No travel time or mileage will be paid for written document interpretation service.
If the written document being translated is a tri-fold brochure, pamphlet, signage, etc. (not a straight text
document), for each section that is less than 50 words, billing will occur at ¼ page rates. For each section that is
more than 50 words, billing will occur at the page or ½ page rates.
E. Desktop Publishing Services and Other Technical Requirements (Secondary Service)
The contractor must be equipped to deal with all the most commonly used electronic formats and must
be able to deliver final products that mirror the layout and form of the English originals. HACSB may
require the contractor to work with either PC or a Mac computer on any given project. The contractor must
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be competent in the use of a number of word processing and design software programs, including, but not
limited to: Word, Excel, PowerPoint, Publisher, Quark Express, Photoshop, InDesign, Adobe Acrobat and
Illustrator, etc. Contractors must be able to handle translation and production web-ready formats, including
HTML files.
F. Editing/Proofreading Services (Secondary Service)
From time to time, HACSB may call on the contractor to proofread and/or edit materials previously
translated elsewhere. The same quality standards that apply to written Translation & Interpretation Services
will apply for editing/proofreading services.
G. Interpretation Services (Including Sign Language Interpretation Services
(Primary Service)
The contractor shall provide support services to HACSB by providing interpretation services on a
periodic basis, as requested by HACSB. Interpreter services will be provided in the following different
venues:
over the phone
On-site at meetings, conferences, seminars, legal proceedings, briefings, trainings, etc..
Interpreter services shall be performed by professional and experienced interpreters that possess a high
level of proficiency in the language pair, meaning the interpreter can effectively participate in formal and
informal conversations on practical, social and professional topics. Interpreters must adhere to professional
norms and ethical standards and must maintain a proper level of accuracy and professional neutrality in the
interpretation process. Interpreters must be able to establish a satisfactory rapport with HACSB clients who
may be emotionally affected by circumstances. The interpreter must maintain professional objectivity and
non-judgmental demeanor. Maturity and emotional stability is required. They must also be proficient in the
type of interpretation required by HACSB for each occasion (simultaneous, consecutive, sight translation).
Services will be performed “on-site” at the location indicated by the HACSB and may be required at
virtually any time and in any location within the City of Ventura. If interpreters are required to travel to
fulfill the HACSB request, they will be reimbursed for their mileage and per diem costs (over and above the
cost of the interpretation service) at the State rate prevailing at the time the services are rendered.
For telephonic interpretation services the contractor shall provide a single, toll-free nationwide “800”
number to access all services. The vendor shall possess conference-calling services and capabilities. The
contractor shall provide an interpreter within 10 minutes from placement of a call for request for services.
HACSB staff shall be able to contact contractor 24 hours in advance to arrange an appointed time for on-site
meetings, conferences, seminars, and legal proceedings, etc. The contractor shall not require HASCB to
purchase or obtain a specific type of equipment to access telephonic interpreter services.
H. Narration Services (Secondary Service)
Periodically, HACSB may also request native speakers of languages other than English to provide
narration for recorded public information materials, educational videos, etc. As with interpreter services,
narration services will be performed “on-site” at the location indicated by the HACSB and may be required
at virtually any time and in any location within the City of Ventura. If narrators are required to travel to
fulfill the HACSB request, they will be reimbursed for their mileage and per diem costs (over and above the
cost of the narration service) at the Agency’s rate prevailing at the time the services are rendered.
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I. Comparison/Evaluation of Translated Documents
On very rare occasions, the HACSB may request that the contractor review and provide a written
analysis comparing two or more translations of a given text. The analysis will compare the translations
weighing criteria such as: completeness, accuracy, syntax, grammar, orthography, and style.
J. Hours of Operation
It is anticipated that telephonic interpretation and narrator services will be required only during regular
business hours: i.e., 7:30 am to 5:30 pm, Monday through Thursday.
K. Guaranteed Minimum
The HACSB is not obligated to request a guaranteed minimum total number of words for Translation &
Interpretation Services or hours for interpretation services over the course of the contract resulting from this
RFP.
The HACSB is not obligated to reimburse the Contractor a minimum amount for any of the services
required in this RFP.
L. Performance Standards
The Contractor must ensure that the performance standards set forth throughout this RFP are met. Most
specifically, the Contractor must assure that the translators and interpreters carrying out work under this RFP
meet the HACSB’s strict professional standards for education and skill level. Also, translations must be
submitted on time and must meet HACSB’s requirements for accuracy, completeness, consistency, and
cultural appropriateness. Failure to meet these standards may result in HACSB withholding payments until
such time as the problem is remedied to HACSB’s satisfaction. HACSB reserves the right to acquire the
services from a different contractor if the contractor’s performance does not meet the standards listed in the
RFP.
M. Contractor Compensation
Payment will be made by the HACSB to the Contractor, for full and proper performance of the
requirements referred to in this RFP. The contractor will submit invoices for reimbursement monthly.
Payment shall be based on the rate structure and pricing schedules contained in Appendix B, Cost
Proposal Bid Form in accordance with Section VI H of this RFP.
Translated documents needed quicker than within three working days may be considered a rush job and
an additional rush charge may be applied by the vendor. The vendor must discuss the appropriateness of
imposing a rush charge for a given job with the HACSB project manager at the time a job is assigned. The
Cost Proposal Bid form (Appendix B) has a blank for Offeror’s to fill showing the proposed rush charge
expressed as a percentage add-on to the cost of the individual job. This will not be factored into the bid.
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N. Service Area Locations include but not limited to:
Service /Area Offices:
Service /Area Offices:
Housing Authority of the City of San
Buenaventura- Main Office
995 Riverside St. Ventura, CA 93001
Housing Authority of the City of San
Buenaventura – HCV Office
11122 Snapdragon St. Ventura, CA 93004
Housing Authority of the City of San
Buenaventura – Satellite office (Vista Del
Mar Commons)
137 South Palm St. Ventura, CA 93001
Housing Authority of the City of San
Buenaventura – Satellite office
9050 Telephone Rd. Ventura, CA 93004
Housing Authority of the City of San
Buenaventura – Satellite office
1055 Johnson Dr. Ventura, CA 93003
Housing Authority of the City of San
Buenaventura – Satellite office
9620 Telephone Rd. CA 93004
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EXHIBIT B
Contact Information Form
To: Barbara Chavez, Assisted Housing Manager
(805) 647-5990 ext. 3226, (805) 647-4691 Fax, or email
[email protected]
This fax is to acknowledge that we are in receipt of your Translation and Interpretation Services and
have noted our intention to bid.
Vendor Name: _______________________________________________
Address: _____________________________________________________
Contact/Title: _________________________________________________
Phone: ______________________________________________________
Fax: ________________________________________________________
Email: ______________________________________________________
I PLAN TO SUBMIT A BID. Yes, I will be submitting a bid.
Maybe, I need to research and get more information (contact HACSB-information listed above)
NO BID. Indicate any of the following. We:
Do NOT desire to be retained on the vendor list.
Desire to be retained on the vendor list, but decline to bid based on the following:
Cannot comply with specifications/scope of work, Explain:
________________________________________________________________________
________________________________________________________________________
___________________________________
Cannot meet delivery requirements, Explain:
__________________________________________________________________
Do not regularly provide this type of product/service
Other, Explain:
Please update my information as listed above.
HOW YOU FOUND OUT ABOUT THE BID. Indicate any of the following. We:
Checked the agency website
Received notice by fax or e-mail
Newspaper Ad, please list paper:
Trade Publication, please list:
Plan Room, please list:
Other, Explain: __________________________________________
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EXHIBIT C
PROPOSAL FORM
Proposal: TRANSLATION & INTERPRETATION SERVICES
Vendor Name: ______________________________________________________________
To: Housing Authority of the City of San Buenaventura
995 Riverside St.
Ventura, CA. 93001
1. The undersigned, having familiarized themselves with the local conditions affecting the cost of the
work, and with the Specifications, if any thereto, hereby proposes to furnish all labor, materials, equipment and
services required to provide such service(s) described in the Scope of Work (Exhibit A) in accordance
therewith, for the sum of:
Primary Services:
Bid For this
Service
(Yes/No):
Price Per
Minute/Hour or
Per Word (specify)
Word
Minimum
(if applicable)
2014-15
Total:
2015-16
Total:
Written Translation: of the
8 languages listed in
Exhibit “A”, section B
$ $
On-Site Interpretation:
Spanish, Chinese, Korean,
Thai, Arabic, Vietnamese,
Tagalog, Hmong
$ $
Sign Language $ $
Secondary Services:
Bid For this
Service
(Yes/No):
Price Per Page or
Per Word (specify)
Word
Minimum
(if applicable)
2014-15
Total:
2015-16
Total:
Telephone Interpretation:
Spanish, Chinese, Korean,
Thai, Arabic, Vietnamese,
Tagalog, Hmong
$ $
Editing/Proofreading: of
the 37 languages listed in
Exhibit “A”, section B
$ $
Desktop Publishing: of the
37 languages listed in
Exhibit “A”, section B
$ $
Comparison/Evaluation:
of the 37 languages listed
in Exhibit “A”, section B
$ $
Rush Charges: Please
note: approximately 5%
are rush requests.
% %
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2. In submitting this proposal it is understood that the right is reserved by the Housing Authority of the
City of San Buenaventura to reject any and all proposals. If written notice of the acceptance of this proposal is
mailed, telegraphed, faxed, or delivered to the undersigned within thirty (30) days after the opening thereof, or
at any time thereafter before this proposal is withdrawn, the undersigned agrees to a contract/agreement in the
prescribed form and furnish any required insurance requirements within ten (10) days after the contract is
presented to him for signature.
NOTE: The penalty for making false statements in offers is prescribed in 18 U.S.C. 1001.
Date , 20
(Company Name)
(Official Address) (By)
(Title)
(Contractors State License Number) (Telephone Number)
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EXHIBIT D
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EXHIBIT E
Exercise: Please translate to Spanish as part of bid review
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CURRENT CLIENT REFERENCES (REQUIRED) – TRANSLATION & INTERPRETATION
SERVICES
Submit this form with the BID, failure to do so is grounds for disqualification.
Company
Address
City, ST, Zip
Fax/Phone/Email
Contact Name/Title
Type of Engagement
Company Address
City, ST, Zip
Fax/Phone/Email
Contact Name/Title
Type of Engagement
Company Address
City, ST, Zip
Fax/Phone/Email
Contact Name/Title
Type of Engagement
Company Address
City, ST, Zip
Fax/Phone/Email
Contact Name/Title
Type of Engagement
Company Address
City, ST, Zip
Fax/Phone/Email
Contact Name/Title
Type of Engagement
Bidder’s Company Name
Legal Structure (corp./partner/proprietor)
Principle Office Address
City, ST, Zip
Phone Number & Fax Numbers
Email
Federal Employer Identification Number
Title of Person Authorized to Sign
Print Name of Person Authorized to Sign
Date Signed and Authorized Signature
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Translation & Interpretation Services
Checklist – Please include the items below to ensure a complete proposal package
Document
Organizational and personnel background, experience,
and misc. discussion questions
Brief history of your company
Include 5 references
Proof of Insurance
Contact information form
Proposal form with pricing
Service are locations
Complete Signed Bid
Translation Exercise to Spanish
HUD form 5369 B & C
Please remember:
1. If you plan to submit a bid, please email the completed contact information form located on page 21
immediately to [email protected]
2. All questions need to be submitted in writing ONLY to [email protected] no later than:
March 6, 2014 @ 4PM PST.
3. Bid copies – One (1) original and three (3) copies.
4. Bids must be in a sealed envelope delivered by mail or in person only. Envelope must have “Request for
Proposal for Translation and Interpretation Services” written on the bottom left hand corner.
5. Please verify that all requested documents are complete and included in your bid.
6. Bids are due no later than: Thursday March 13, 2014 @ 4PM PST
