NYSED / P-12 / Competitive Procurement Contracts / 23-006 Translations of New York State Examinations and Related Materials

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RFP #23-006

Translations of New York State Examinations and Related Materials

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Recent Updates Questions and Answers – Posted 4/6/23

RFP Documents

Application in PDF | Application in Word
Cost Proposal Worksheet
Submission Documents
Attachment A - Sample Test Pages to Be Translated (Zip File)
Questions and Answers – Posted 4/6/23

The New York State Education Department (NYSED), Office of State Assessment, is seeking proposals from highly qualified respondents with expertise in providing written translations for New York State examinations and exam-related materials into eight (8) languages. This request pertains to secure State-developed and State-approved exams and exam-related materials including examination reference tables and parent reports on individual student test performance. Translations will include the following eight (8) languages: Arabic, Bengali, Chinese-Simplified, Chinese-Traditional, Haitian Creole, Korean, Russian, and Spanish. Not all documents will require translations into every language. For the purposes of this contract, services are to be provided on an as-needed, if-needed basis.

Subcontracting will be limited to forty percent (40%) of the total contract budget. Subcontracting is defined as non-employee direct personal services and related incidental expenses, including travel.

NYSED will award one contract pursuant to this RFP. The contract resulting from this RFP will be for a term anticipated to begin September 1, 2023, and to end August 31, 2028.

Subcontracting will be limited to forty percent (40%) of the total contract budget. Subcontracting is defined as non-employee direct personal services and related incidental expenses, including travel.

Bidders are required to comply with NYSED’s Minority and Women-Owned Business Enterprises (M/WBE) participation goals for this RFP through one of three methods. Compliance methods are discussed in detail in the Minority/Women-Owned Business Enterprise (M/WBE) Participation Goals section below.

Statewide

See Mandatory Requirements section of the RFP.

1. Description of Services to Be Performed
2. Submission
3. Evaluation Criteria and Method of Award
4. Assurances
5. Attachments
6. Submission Documents (separate document)

• Questions and Answers – Posted 4/6/23

Questions regarding the request must be submitted by email to AssessmentRFP@nysed.gov no later than the close of business March 23, 2023. Questions regarding this request should be identified as Program, Fiscal or M/WBE. A Questions and Answers Summary will be posted here no later than April 6, 2023. The following are the designated contacts for this procurement:

The following are the designated contacts for this procurement:

Program Matters	Fiscal Matters	M/WBE Matters
McKenzie Johnson	Thomas McBride	Brian Hackett
AssessmentRFP@nysed.gov

The following documents should be submitted by email as separate files, as detailed in the Submission section of the RFP, and must be received at CAU@nysed.gov no later than April 27, 2023, by 3:00 PM Eastern Time:

1. Submission Documents labeled [name of bidder] Submission Documents RFP #23-006
2. Technical Proposal labeled [name of bidder] Technical Proposal RFP #23-006
3. Sample Test Page Translations [name of bidder] Sample Test Page Translations – RFP #23-006.

The quality of each bidder’s translations of the Sample Test Pages will be evaluated as part of the Technical Proposal score. Attachment A: Sample Test Pages to be Translated by Bidder is posted here as a separate compressed (zip) file containing Adobe InDesign, PDF, and associated editable Adobe Illustrator art files.

Each bidder should submit, with their Technical Proposal, translations of all six (6) Sample Test Pages into the following eight (8) languages: Arabic, Bengali, Chinese-Simplified, Chinese-Traditional, Haitian Creole, Korean, Russian, and Spanish. The six (6) sample test pages consist of two (2) pages each for the subjects of mathematics, science, and social studies. The translations must be submitted containing the final files for Adobe InDesign; PDF; and associated, editable Adobe Illustrator art file and be password-protected press-ready (high resolution), grayscale PDF files with all fonts embedded for each translated examination page. The files should generate only process black plate, be no lower than 1200 dpi, and have no art compression.

4. Cost Proposal labeled [name of bidder] Cost Proposal RFP #23-006
5. M/WBE Documents labeled [name of bidder] M/WBE Documents RFP #23-006

The email address for all the documentation is CAU@nysed.gov.

Instructions for Submitting an Electronic Bid: 

1. Technical proposal documents should be submitted in Microsoft Office, and the cost proposal should be submitted in Excel format, using the template provided by NYSED. PDF files that are editable and Optical Character Recognition (OCR) searchable are acceptable. Please do not submit the technical or cost proposal as a scanned PDF. 
2. Submission documents requiring a signature must be signed using one of the methods listed below, and may be submitted in as a Microsoft Office, PDF, or JPG document. A scanned PDF is acceptable for these documents.
3. The following forms of e-signatures are acceptable:
1.  handwritten signatures on faxed or scanned documents
2. e-signatures that have been authenticated by a third-party digital software, such as DocuSign and Adobe Sign
3. stored copies of the images of signatures that are placed on a document by copying and pasting or otherwise inserting them into the documents 
4. Unacceptable forms of e-signatures include:
1. a typed name, including a signature created by selecting a script or calligraphy font for the typed name of the person “signing”
5. To identify the signer and indicate that the signer understood and intended to agree to the terms of the signed document, the signer will sign beside or provide by email the following attestation: "I agree, and it is my intent, to sign this document by [describe the signature solution used] and by electronically submitting this document to [name of recipient individual or entity]. I understand that my signing and submitting this document is the legal equivalent of having placed my handwritten signature on the submitted document and this attestation. I understand and agree that by electronically signing and submitting this document I am affirming to the truth of the information contained therein."
6. In order to ensure the timely receipt of your bid, please use the subject line "BID SUBMISSION RFP #23-006" - failure to appropriately label your bid or submitting a bid to any email address other than the one identified above may result in the bid not being received by the deadline or considered for award.
7. Bids received after April 27, 2023, will be disqualified.

Application in PDF | Application in Word
Cost Proposal Worksheet
Submission Documents
Attachment A - Sample Test Pages to Be Translated (Zip File)
Questions and Answers – Posted 4/6/23

Last Updated: April 6, 2023