Interpretation System

August 17, 2026
RFP Number: 9451.1
Due Date: October 5, 2026
Open Time: 2:00 p.m.
To: Prospective Respondents:
Interpretation services represent a critical framework designed to ensure that Limited English
Proficient (LEP) parents have "meaningful access" to critical information to support school-
to-home communication, support during important meetings, and language access during
school and system events. The landscape of these services is currently transitioning from a
transactional, agency-dependent model toward integrated digital systems that use cloud-based
Software-as-a-Service (Saas) platforms to orchestrate language access on a scale. This Request
for Proposal represents two primary use cases. Interpretation services for large events and one-
on-one interactions between school staff and community members.
The contractor must submit their offer per the instructions under the RFP, Section 9.0
Mandatory Submissions. The submission must be signed by an official having authority to
contract with MCPS. The firm and official's name shall be used. This solicitation does not
commit the district to pay any costs incurred in the submission of proposals or guarantee that
an award will be made.
In the event of emergency closing of the MCPS Board of Education offices, this RFP will open
at the same time on the next regular working day.
Sincerely,
Angela McIntosh Davis, Director
Department of Procurement
AMD: se
Copy to:
RFP File

Division of Financial Management
MONTGOMERY COUNTY PUBLIC SCHOOLS
Department of Procurement, Suite 3100
45 West Gude Drive
Rockville, Maryland 20850
Request for Proposal #9451.1
Interpretation System
1.0 INTENT
Interpretation services represent a critical framework designed to ensure that Limited English
Proficient (LEP) parents have "meaningful access" to critical information to support school-to-home
communication, support during important meetings, and language access during school and system
events. The landscape of these services is currently transitioning from a transactional, agency-
dependent model toward integrated digital systems that use cloud-based Software-as-a-Service (Saas)
platforms to orchestrate language access on a scale. This Request for Proposal represents two primary
use cases. Interpretation services for large events and one-on-one interactions between school staff and
community members.
2.0 INTRODUCTION
Montgomery County Public Schools (MCPS) is the 15th largest school system in the United States,
and the largest in the state of Maryland. During the 2025-2026 school year, it is projected that MCPS
will serve more than 156, 000 students from 157 countries speaking 162 languages. With a Fiscal
Year (FY) 2026 Operating Budget of approximately $3.6 billion, MCPS employs more than 25,000
employees. Among the 211 schools that MCPS operates, 39 are National Blue-Ribbon schools. Six
MCPS high schools rank in the top 200 of The Washington Post's 2015 High School Challenge, and
all 25 MCPS high schools appear on this list, which only includes the top 11 percent of high schools
in the country. MCPS has one of the highest graduation rates among the nation's largest school
districts, according to an Education Week report. In 2010, MCPS was the recipient of the Malcolm
Baldrige National Quality Award, the highest presidential honor given to American organizations for
performance excellence. The student demographics of MCPS in 2016 are as follows:
Hispanic/Latino: 35.3%
White: 23.9%
Black or African American: 21.6%
Asian: 13.7%
Two or more races: 5.3%
American Indian or Alaskan Native: 0.2%
Native Hawaiian or other Pacific Islander: 0.1%
In alignment with our strategic priorities, MCPS believes that each and every student matters;
outcomes should not be predictable by race, ethnicity, or socioeconomic status; equity demands the
elimination of all gaps; and creating and maximizing future opportunities for students and staff is

2 RFP 9451.1
necessary. Therefore, MCPS holds high expectations for all students and staff; distributes resources as
necessary to provide extra supports and interventions so all students can achieve; identifies and
eliminates any institutional barriers to students' success; and ensures that equitable practices are used
in all classrooms and workplace.
MCPS also believes that we must engage every student, every day; learning is achieved by cultivating
curiosity and encouraging determination, focus, and hard work; and adult learning and engagement
are key to student learning. Therefore, MCPS encourages and support critical thinking, problem
solving, active questioning, and risk taking to continuously improve; stimulate discovery by engaging
students in relevant and rigorous academic, social, and emotional learning experiences; and challenge
ourselves to analyze and reflect upon evidence to improve our practices.
MCPS is focused on ensuring that all students receive the same level of opportunities to learn while
aligning experiences to our students' potential. With the advent of more rigorous standards for
college and career readiness in recent years, the rollout of the Next Generation Science Standards, and
new assessments aligned to these standards, there is great potential to focus teaching and learning on
what all students need to know and be able to do to thrive in college, careers, and life in a global
society. Whereas these standards and curricula serve as an important force in getting all students-not
just some-to the highest levels of attainment, access to hands-on, outside of the classroom
experiences must be expanded to serve under-represented populations.
3.0 SCOPE OF SERVICES
3.1 Large Scale Meetings or Events (Graduations, school-informational meetings)
3.1.1 Software Capabilities and Al Modalities
3.1.1.1 Adaptive Machine Translation (MT): The system must utilize "Adaptive MT,"
which is defined as technology that learns and adjusts in real time from human
feedback, rather than standard MT, which is purely probability-based.
3.1.1.2 Al-Driven Remote Simultaneous Interpretation {RSI): The platform must
provide real-time, Al-generated audio streams in multiple languages, allowing
participants to select their preferred language channel via a virtual interface.
3.1.1.3 Automated Captions, Subtitles, and Audio: The solution should provide
automated closed captioning, subtitles, and audible spoken word to enhance
"universal design" for all attendees and ensure confidentiality for sensitive
meetings where human intervention is not desired.
3.1.1.4 Web Integration: Public-facing web content must be structurally compatible with
leading translation engines (e.g., Google Translate or Microsoft Translator) to allow
instant, on-demand translation of digital materials.
3.1.2 Quality Assurance and Accuracy Standards
3.1.2.1 Moderated Machine Translation: The proposed interpretation solution shall
utilize advanced speech-to-speech and/or speech-to-text-to-speech models
designed to deliver high levels of real-time linguistic accuracy, fluency, and
contextual appropriateness. The system shall include administrative controls and

3 RFP 9451.1
moderation safeguards to prevent the transmission of inappropriate, harmful, or
non-compliant content in educational or professional settings.
3.1.2.2 Accuracy Disclosure: Vendors must clearly describe their interpretation quality
assurance and evaluation methodologies. Responses shall include, at minimum:
* The testing framework(s) used to evaluate interpretation accuracy and
performance.
* Metrics used to measure quality (e.g., word error rate (WER), semantic
accuracy, latency, human evaluation scores, or comparable industry
benchmarks).
* Performance results across supported languages, accents, dialects, and
common educational settings.
* Methods used to validate accuracy in real-time interpretation scenarios,
including low-bandwidth or noisy environments where applicable.
* Processes for continuous monitoring, model updates, and performance
improvement.
3.1.2.3 Vendors must explain how accuracy metrics are calculated and how consistent
performance is ensured across languages and use cases.
3.1.2.4 Human-in-the-Loop Options: While primarily automated, the system should
include optional human interpreter escalation or handoff capabilities for situations
requiring higher accuracy, sensitivity, or compliance.
3.1.2.5 Limitations and Risk Disclosure
3.1.2.6 Vendors must clearly disclose known limitations of automated interpretation
technologies, including but not limited to challenges with idiomatic
expressions, specialized terminology, overlapping speech, and diverse accents
or dialects. Vendors must describe how these limitations are mitigated within
the system and communicated to users.
3.1.2.7 Legal and Accessibility Compliance
The solution must support compliance with applicable federal, state, and local
accessibility requirements, including Title VI of the Civil Rights Act, the
Americans with Disabilities Act {ADA), and Section 504 of the Rehabilitation
Act.
3.1.2.8 Vendors must acknowledge that automated interpretation and speech recognition
technologies may not consistently provide functionally equivalent access for all
users, including Deaf and Hard of Hearing individuals or in complex communication
environments. Vendors must describe how their solution ensures access to qualified
human interpreters when automated interpretation is insufficient to meet
accessibility or legal obligations.

4 RFP 9451.1
3.1.3 Data Privacy and Al Ethics
3.1.3.1 Prohibition on Training Models: A critical requirement for non-human
solutions is a strict prohibition on using member data, student behavior, or any
session input to train Large Language Models (LLMs) or other machine-
learning tools without explicit written consent.
3.1.3.2 Security Standards: Automated systems must maintain HIPAA and FERPA
compliance, utilizing end-to-end encryption to ensure that Al processing does
not lead to unauthorized disclosure of personally identifiable information (Pll).
3.1.3.3 Deidentification: All data used for software development, research, or product
improvement must be completely de-identified.
3.1.4 Pre-Event Preparation for Al
3.1.4.1 Glossary and Terminology Banks: Clients should have the ability to
upload agency-specific glossaries and style guides into the Translation
Management System (TMS) to ensure the Al correctly applies preferred
terminology during the event.
3.1.4.2 Script Ingestion: To improve ASR and RSI accuracy, the system should be able
to ingest meeting materials, slide decks, and scripts in advance.
3.1.5 Technical Infrastructure and Cost
3.1.5.1 High-Quality Audio Capture: Because ASR accuracy is highly dependent on
audio quality, the requirement for venues must include multi-directional or
lapel microphones and wireless transmitters to ensure a clear feed for the
software.
3.1.5.2 Latency Requirements: For real-time RSI and ASR, the system must
maintain connection and processing speeds that result in a "very short lag
time" comparable to human simultaneous interpretation.
3.1.5.3 Usage-Based Pricing: Rather than hourly rates typical for humans, pricing
for Al solutions should be based on usage volume (e.g., minutes used) or
flat software licensing fees with "not-to-exceed" caps.
3.2 One-on-One Technology Assisted Interpretation
For one-on-one interpretation between school staff and a parent-standard
for parent-teacher conferences, office visits, and counseling appointments-
the requirements focus on specific interpretation modalities, strict
certification standards, and logistical safeguards to ensure "meaningful
access".

5 RFP 9451.1
3.2.1 Interpretation Modality
3.2.1.1 Consecutive Interpretation: This is the industry standard for smaller,
one-on-one settings. The interpreter waits for the staff member or
parent to pause before rendering the message, allowing for dialogue-
based communication.
3.2.1.2 On-Demand Remote Access: Platforms should provide Video Remote
and/or Audio Interpreting or Over-the-Phone Interpretation (OPI}.
3.2.1.3 VRI is often preferred because it allows participants to see facial
expressions and body language, which provides greater reassurance
during sensitive discussions.
3.2.1.4 Response Time: For remote services, systems should connect a staff
member to a qualified interpreter in under 30 seconds on average.
3.2.2 Interpreter Qualifications and Vetting.
3.2.2.1 Educational Certification: For K-12 settings, interpreters typically must
have a minimum score (often 3.5 or higher) on the Educational
Interpreter Performance Assessment (EIPA).
3.2.2.2 Professional Experience: Many districts require a minimum of three
years of documented professional interpretation experience.
3.2.2.3 Subject Matter Expertise: Interpreters must be proficient in specialized
educational terminology, particularly concepts related to special
education, student discipline, and enrollment.
3.2.2.4 Background Clearances: A criminal background check and sex offender
registry check are mandatory for anyone working in school settings or
with students.
3.2.3 Ethical and Operational Protocols
3.2.3.1 "I Speak" Identification: Front-line staff should use "I Speak" cards or
posters to help parents identify their primary language at the start of an
engagement.
3.2.3.2 Prohibition on Training Models: A critical requirement for non-human
solutions is a strict prohibition on using member data, student behavior,
or any session input to train Large Language Models (LLMs) or other
machine-learning tools without explicit written consent.
3.2.3.3 Security Standards: Automated systems must maintain HIPAA and FERPA
compliance, utilizing end-to-end encryption to ensure that Al processing
does not lead to unauthorized disclosure of personally identifiable

6 RFP 9451.1
information (PII).
3.2.3.4 De-identification: All data used for software development, research, or
product improvement must be completely de-identified.
3.2.4 Technical and System Requirements
3.2.4.1 Device Interoperability: Remote translation solutions must be accessible
via standard devices already in school, such as laptops, tablets, or mobile
phones, whenever possible.
3.2.4.2 Vendor Device Interoperability: Remote translation solutions that
operate on a required vendor device must be compatible with MCPS
hardware and software requirements.
3.2.4.3 Itemized costs for any vendor-provided devices should be included in
the proposal.
3.2.4.4 Detailed technical specifications for any vendor-provided devices should
be included in the proposal.
3.2.4.3 Privacy Compliance: Any digital system used for one-on-one parent
meetings must be fully compliant with FERPA and HIPAA to protect
sensitive student and health information.
3.2.4.4 Itemized Records and Tracking: The system should generate records that
specify the requesting user, the site (school name), the type of service,
and a description of the engagement.
3.3 Technical Requirements and Vendor Experience
The vendor shall have proven experience working with pre-K, elementary,
middle, and high school students, families, or school/central-based staff in the
selected service area. In addition, the vendor's proposal shall provide examples
of similarly completed service delivery/capacity-building sessions, or
services/sessions in progress, that demonstrate the responding firm's expertise
and capabilities in each of the selected above-listed areas. Examples might
include, for example, detailed descriptions supported by printed screen shots,
references to websites or apps that MCPS will be able to review online,
participant impact data etc.
3.3.1 Real-time Access:
3.3.1.1 MCPS will require access to all data twenty-four hours a day, seven days
a week.
3.3.1.2 The vendor shall provide MCPS statistics regarding usage of the system
by the district and its authorized users according to the then-current

7 RFP 9451.1
standards in the industry.
3.3.2 System Modifications:
3.3.2.1 District functional and technical contacts will receive a 30-day notification
of any substantive system modifications, including but not limited to
Artificial Intelligence features/functionality.
3.3.2.2 The district will have the option of disabling any system modification
for 365 days from release.
3.3.3 Data Backup, Retention, and deletion:
3.3.3.1 The vendor shall conduct daily backups of District data, either
incremental or full, and must conduct full weekly backups.
3.3.3.2 Data for each individual student shall be retained in the vendor's online
system for a minimum of five years following the creation of each
student account and one year following the graduation of each student,
unless otherwise specified or directed by MCPS.
3.3.3.3 All District data must be deleted from the system within 30 days of
written notification.
3.3.4 Data Export and Format:
3.3.4.1 Export Functionality: Capability to easily export all reporting data for
further analysis or archiving purposes.
3.3.4.2 File Formats: Data should be exportable in common, machine-readable
formats such as CSV, Excel (.xlsx), or PDF documents.
3.3.4.3 Ad-Hoc Reporting: Provide tools for generating ad-hoc or customized
reports based on specific administrative queries.
3.3.4.4 Real-time Access: Provide administrators and teachers with real-time
access to student performance data and progress metrics.
3.3.4.5 Customizable Dashboards: Offer intuitive, customizable dashboards
that visualize student and class performance against specific MCCRS

8 RFP 9451.1
learning objectives.
3.3.4.6 Data Granularity: Reports must provide granular data at multiple levels:
individual student, class, grade level, school, and district aggregate.
3.3.4.7 Assessment Reporting: Detailed reporting on formative and summative
assessments, including question analysis, identification of specific skill
gaps, and mastery tracking of individual standards.
3.3.5 Student Data Privacy and Security:
3.3.5.1 Security Audits: The vendor must provide a current SOC 2 Type 2 report
to verify the effectiveness of their security controls and commitment to
data integrity and confidentiality over a sustained period.
3.3.5.2 Compliance with all applicable federal and state student data privacy
laws, including the Family Educational Rights and Privacy Act (FERPA)
and local Maryland data governance policies.
3.3.5.3 Data storage and transmission must be secure and encrypted both in
transit and at rest.
3.3.5.4 Disclosure of how/where MCPS data will be securely stored, including
but not limited to the hosting and access to data.
3.3.5.5 The vendor must commit to not selling, sharing, or using student data
for any purpose other than providing the educational service outlined in
the contract.
3.3.5.6 The tool only collects the data that is essential for its functionality.
3.3.5.7 The tool is independently evaluated through trusted sources such as
Common-Sense Privacy Seal or iKeep Safe.
3.3.5.8 There is regular penetration testing, and breach history is disclosed.
3.3.6 Hardware and Software Requirements:
3.3.6.1 System technical requirements, technical media resources, and
copyright and licensing status provided in writing

9 RFP 9451.1
3.3.6.2 Hardware, software, processing, or other requirements that will be
necessary in order for MCPS and its users to fully utilize the vendor's
product and service
3.3.6.3 Recommended technological configuration necessary to efficiently
access and perform all online functions the capacities and capabilities
of its services related to ease of use and implementation, school/district-
wide, and support for an unlimited number of users and possible roles,
as well as legally compliant customizable permissions to secure access
to student data.
3.3.6.4 Complete compatibility with Chrome as well as other common
browsers (i.e., Edge, Safari) using only default installation settings, as
well as any system hardware and software components required on
individual end-users' devices.
3.3.6.5 Capacity to support automated data exchange between the vendor's
platform and MCPS's student information system(s) as appropriate.
3.3.6.6 How data is updated and synced on a daily basis.
3.3.6.7 How the vendor will operate a secure log-in system for all MCPS users
that allows MCPS staff to determine the levels of user access and delete
or restrict use as necessary.
3.3.7 Vendor Experience: the vendor's proposal shall provide examples of similarly
completed projects, or projects in progress, that demonstrate the responding firm's
expertise and capabilities in each of the above-listed areas. Examples might
include, for example, detailed descriptions supported by printed screenshots,
references to websites or apps that MCPS will be able to review online, etc.
3.3.8 Data Integration and Interoperability:
3.3.8.1 Ability to support single sign-on configuration for online content for
students and staff, and administrative users.
3.3.8.2 Rostering:
3.3.8.2.1 Support for the Clever single sign-on (SSO) and secure
rostering platform, which is the district's preferred method
for data synchronization.
3.3.8.2.2 Support for secure, automated daily or nightly student and