Question 1:
We have done this type of translation work in the past here in another state; in fact, we are currently working on another similar contract. We also do an audible version of these test, and we have the ability, as well as the voice talent to create these test in Audible formats for all of the languages in the RFP. Would this be an additional service that you would like us to quote with in the proposal, or are the translations of the test all that you wish to see in the proposal?
No, we cannot accept an additional service of audible formatting. The Mandatory Requirements state that: "The vendor must provide NYSED with final proof hard copy and a high-resolution pdf format files with all fonts embedded in the pdf file. The pdf files must be in black plate with no colors and no lower than 600dpi (dots per inch) and no art compression. In addition, the vendor must submit the final translated QuarkXpress file of the exam and all related art files (either in Freehand MX or Illustrator CS2 or higher) to NYSED." Mandatory Requirements cannot be negotiated.
Question 2:
Is there an incumbent and if yes what is the name of the company? What are the current rates you are paying for this service?
Question 3:
Who is the current vendor of these services “Translation of New York State Examinations”?
Question 4:
What is the current vendors fee per page in the five requested languages?
NYSED cannot provide this information. A Freedom of Information Request (FOIL) would have to be made to NYSED to obtain this information. The request can be submitted NYSED’s Records Access Officer, either by mail, e-mail or facsimile to: Records Access Officer, NYS Education Department, 89 Washington Ave., Room 128, Education Building Albany, New York 12234, or Foil@mail.nysed.gov, or Facsimile (518) 486-5776.
Question 5:
We regularly do work on confidential documents provided to us by the United States Government. We are in compliance with all Department of Defense data use agreements, HIPAA and many similar regulations. Indeed, we worked on highly confidential work for the United States Embassy in Baghdad. Unless the work is labeled Top Secret - SCI (Secure Compartmentalized Information), we use translators at unique remote locations and only transfer the work to and from them using a secure FTP site. We never use commercial email and all of our translators sign strict Confidentiality Agreements. Would this be acceptable in lieu of performing ALL translation work at company owned or leased locations? Would it be acceptable to perform all translated work at a location other than company owned or leased locations?
No, it would not be acceptable. As the Mandatory Requirement in the RFP states “All translations of all languages must be physically performed in a secure, company-leased or owned location”. Mandatory Requirements are not negotiable.
Question 6:
Standard industry practice is to have a variety of subcontractors in remote locations that can specialize in a wide variety of fields. For example, it would not make sense to employ a Russian translator with a Ph.D. in Mathematics as a full time employee, since not all Russian work coming into our office requires this specialization. The next project might require a Ph.D. in Science and we would have to hire an entirely different Russian translator for this. We would have to employ many specialized translators for the same language, in the hopes that we would need their particular specialization in sufficient quantity to merit having them as full time employees. By using subcontractors we can insure that a specialist will be found to work on each examination or document. Is it possible to waive the 30% subcontracting requirement for the purpose of having access to just the right translator?
No, it is not possible to waive the 30% subcontracting requirement.
Question 7:
When is the due date to submit this proposal April 28 (as stated in p.2 of RFP) or April 21 (p.10) of 2008?
Question 8:
On page 2 the due date for responding to the RFP is: April 28, 2008 at 3:00 PM. While on page 10 the due date is: April 21, 2008 at 3:00 PM. Which is correct?
The proposal must be received by 3 PM, April 28, 2008.
Question 9:
What is the contract quantity for the entire period (3 years)?
NYSED is not releasing this information at this time.
Question 10:
Does the State of New York require the translators to be located in a specific geographic location, e. g., within New York State?
No, NYSED does not require the translators to be located in a specific geographic location.
Question 11:
It our understanding that if translations errors are grievous enough they would affect the students answer to a question. This type of error would only incur a 25% penalty. Does this mean that minor errors will not be penalized i.e. punctuation, formatting, etc.? What is the procedure for determining errors? What is the procedure for dispute resolution?
As stated in the first paragraph of the RFP “Eligible applicants include companies that have a minimum of three (3) years of professional experience in providing error-free translations of secure standardized achievement tests and test related materials…” In addition, under Mandatory Requirements: Deliverables item 11 states, “Original translations must be checked by a second reviewer, proofread and discrepancies resolved before submission to NYSED. Given these statements in the RFP minor errors could result in a monetary penalty.
The process for determining errors consists of NYSED’s educational consultants for translations reviewing the deliverables the translation vendor submits to NYSED and identifies any corrections the vendor will need to make.
If the vendor disagrees with NYSED, the vendor can appeal to the Director of the Office of State Assessment.
Question 12:
If there is a change in the Project Manager what is the NYSED process for approving the new Project Manager?
The vendor must notify NYSED as soon as the company is aware of the change. The vendor must submit the resume of the new individual to NYSED for review and approval.
Question 13:
Would it be possible to have you post a copy of the Change Order form with the responses to these questions?
No, each company usually has its own version.
Question 14:
Translated sample examination pages… For the vendor’s convenience, electronic file copies of both native English-version QuarkXpress file (Mac) and pdf file of the sample examination pages are being transmitted with this RFP. All we were able to retrieve were the pdfs. Is there another link to get to the QuarkXpress files?
The electronic file copies of both native English-version QuarkXpress (Mac) file and pdf file of the sample examination pages are linked in the RFP (Project Submission section). The link is: http://www.emsc.nysed.gov/compcontracts/compcontracts.htm