On-site Interpretation

Location:	Vermont
Posted:	Dec 29, 2025
Due:	Jan 6, 2026
Agency:	State of Vermont
Type of Government:	State & Local
Category:	Q - Medical Services
Publication URL:	To access bid details, please log in.

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

ON-SITE INTERPRETATION SERVICES

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

December 1, 2025

December 12, 2025 – 4:30 PM (ET)

January 6, 2026 – 4:30 PM (ET)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS RFP WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS RFP.

STATE CONTACT:

E-MAIL:

USE SUBJECT :

Kyle Emerson, State Purchasing Agent

sov.thepathforward.com@vermont.gov

ON-SITE INTERPRETATION

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Department of Buildings

and General Services, Office of Purchasing and Contracting (hereinafter the “State”) is seeking to

establish contracts with one or more companies that can provide ON-SITE INTERPRETATION

SERVICES

1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of 2 YEARS with an option to

renew for up to three additional twelve-month periods. The State anticipates the start date will be April 1,

2026.

1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing

to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other

individual from the State concerning this RFP is strictly prohibited and may result in disqualification.

1.4. BIDDERS’ CONFERENCE: A bidders’ conference will not be held.

1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP or

wishing to comment on any requirement of the RFP must submit specific questions in writing no later than

the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the point

of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last

day of the question period are thereafter waived. At the close of the question period a copy of all

questions or comments and the State's responses will be posted on the State’s web site

http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort will be made to post this information as soon as

possible after the question period ends, contingent on the number and complexity of the questions. All

information provided by vendors during this process will be public and bidders shall not provide

confidential information, except as described in 4.1 below.

1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the

issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .

Modifications from any other source are not to be considered.

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:

2.1. On-site Interpretation Requirements:

2.1.1.The State of Vermont is soliciting proposals from qualified and experienced vendors to provide on-site

spoken language interpretation. These services will support communication needs across multiple

departments to ensure accessibility for individuals with language access needs.

2.1.2.Contractor shall provide video remote interpretation services for languages found in the table of

Section 2.3.1.

2.1.3.Contractor must have an established network of interpreters within Vermont.

2.1.3.1.

Bidders are requested to describe the capacity of interpreters to travel to remote areas

within Vermont. Provide as much detail as possible on the geographic availability of

languages. Include details in your pricing on travel reimbursement or other associated

costs.

2.1.4.Contractor shall provide interpreters that are capable of performing one or more of the following

modes of interpretation as required by the service request:

2.1.4.1.

Consecutive Interpreting - rendering a message from the source language to the target

language after the speaker has paused.

2.1.4.2.

Simultaneous Interpreting – rendering a message from the source language to the target

language at the same time the speaker is communicating.

Revised: March 18, 2025

Page 2 of 25

2.1.4.3.

Sight Translation – rendering a message from the source language to the target language

from written material

2.1.5.The State shall provide five (5) working days’ notice prior to needing the service. Upon request, the

Contractor shall make every effort to respond to shorter time frames, notably for but not limited to:

Governor’s Office, Department for Children and Family Services, Department of Corrections, Agency

of Commerce and Community Development, Agency of Natural Resources, Department of Public

Safety, Office of Disaster Recovery, and the Communications and Marketing Office.

2.1.6.Sign Language

2.1.6.1.

Contractor shall use interpreters that are certified by the National Registry of Interpreters

for the Deaf (RID) and/or certified by Board of Evaluating Interpreters (BEI).

2.1.6.2.

Bidders shall describe their screening process for Sign Language interpreters and the

general minimum requirements for experience, education, proficiency and certification.

2.1.7.Contractor shall ensure that all sub-contractors follow required protocol as advised by the State of

Vermont in regard to protecting the public health. This may include such protocol as on-site sub-

contractors receiving vaccines, adhering to social distancing and masking, and other advisories as

relevant.

2.2. Additional Services

2.2.1.Upon request and subject to interpreter/translator availability, the State may request the following

services:

2.2.1.1. Video Remote Interpretation

2.2.1.1.1.

Contractor shall provide video remote interpretation services for languages found

in the table of Section 2.3.1.

2.2.1.1.2.

Contractor shall be capable of providing real-time, full-motion video and audio

interpretation services over a dedicated high-speed internet connection that

delivers high-quality video and audio without lags or irregular pauses in

communication.

2.2.1.1.3.

Contractor shall charge a flat rate per-minute for all languages, with charges

rounded to the nearest minute.

2.2.1.1.4.

Sign Language

2.2.1.1.4.1.

Contractor shall use interpreters that are certified by the National Registry

of Interpreters for the Deaf (RID) and/or certified by Board of Evaluating

Interpreters (BEI).

2.2.1.2. Telephonic Interpretation

2.2.1.2.1.

Contractor shall provide telephonic interpretation services for languages found in

the table of Section 2.3.1.

2.2.1.2.2.

Contractor shall charge a flat rate per-minute for all languages, with charges

rounded to the nearest minute.

2.2.1.3. Document Translation

2.2.1.3.1.

Contractor shall provide written document translation services for languages found

in the table of Section 2.3.1.

Revised: March 18, 2025

Page 3 of 25

2.2.1.3.2.

2.2.1.3.3.

2.2.1.3.4.

Contractor shall provide an estimated turn-around time within 1 business day of a

request before State confirms to proceed. Contractor shall provide the option of

expedited service upon request (1-day, 2-day,etc).

Contractor shall include translator credit in documents upon request. An ID number

is acceptable in lieu of the translator’s full name.

Bidders shall specify if they utilize a document translation management system

and include details and pricing in their proposal.

2.2.1.3.5.

Contractor must not use Artificial Intelligence (A.I.) in the provision of translation

services in any way unless prior written approval is obtained from the State and it

is approved by the State contact at the time of requesting services. Any use of A.I.

must be in accordance with the State of Vermont’s Artificial Intelligence Code of

Ethics

(https://digitalservices.vermont.gov/sites/digitalservices/files/documents/AI%20Cod

e%20Of%20Ethics%20V1.pdf)

2.2.1.3.6.

Upon request, Work Product provided under this Contract shall comply

with the State of Vermont Brand Standards and Guidelines and with Section

504 Rehabilitation Act of 1973 and Title II of the Americans with Disabilities Act of

1990 (28 CFR Part 35), which requires adherence to Web Content Accessibility

Guidelines Version 2.1 Conformance Levels A and AA, and all applicable

standards, orders and regulations issued or adopted thereunder.

2.2.1.3.6.1.

Bidders shall provide separate pricing for web content accessibility

formatting services in order to distinguish those costs from the translation

service costs.

2.3. Requirements for All Interpretation and Translation Services

2.3.1.Contractor shall, at a minimum, provide translation and/or interpretation services for core languages

in the following table (denoted with ‘*’ and bold text). Contractor shall provide translation and/or

interpretation services for non-core languages in accordance with their available languages list as

provided to the State.

Akan

Albanian

Amharic

Arabic*

Armenian

Bangla

Bengali

Bosnian*

Bulgarian

Burmese*

Cambodian

Chinese (Cantonese)*

Chinese (Mandarin*

Chuukese

Croatian*

Czech

Dari*

Dutch

Farsi

Filipino

Finnish

French*

Hakka-Chinese

Hebrew

Hindi

Hmong

Hungarian

Ibo

Indonesian

Italian

Japanese

Karen*

Karenni

Kinyarwanda*

Kirundi

Kisii

Korean

Kurdish

Laotian

Lingala

Lithuanian

Maay Maay*

Macedonian

Malayalam

Punjabi

Quiche

Rohingya

Romanian*

Russian*

Samoan

Serbian

Serbo-Croatian*

Somali*

Spanish*

Swahili*

Tagalog

Tamil

Tedim

Thai

Tibetan

Tigrinya

Tongan

Turkish

Twi

Ukrainian*

Urdu

Revised: March 18, 2025

Page 4 of 25

Fulani

Fuzhounese

Georgian

German

Greek

Gujarati

Haitian Kreyol*

Hakha-Chin

Mongolian

Marshallese

Nepali*

Oromo

Pashto*

Persian

Polish

Portuguese*

Vietnamese*

Yoruba

Zomi, Zou

Other African Languages

Other Asian Languages

American Sign Language

Other Sign Language

2.3.2.Contractor shall maintain an up-to-date list of languages that are available for interpretation or

translation services. The list of languages can be made available online or provided to the State via

email. Contractor shall notify the state when there are changes made to the list of available languages

or if there is a reduction in the level of qualifications of interpreters/translators for a language.

2.3.3.Contractor shall provide the State with a monthly report of Interpreter and/or Translator usage data.

The data shall be broken down by department or division, service type (remote, telephonic, or

written), and language served. Contractor shall provide the report by the tenth day of the following

month.

2.3.4.The Contractor shall offer an on-call cell phone number and website through which the State may

request an interpreter for emergency and short notice situations after hours. If services are not

available, the contractor shall immediately notify the state official requesting the service. Contractor

shall provide services during regular and outside working hours. State working hours are 7:45am to

4:30pm Monday through Friday.

2.3.5.If an assigned interpreter becomes unavailable before the appointment happens, Contractor shall

make every effort to ensure that another interpreter is available for the scheduled appointment.

Contractor shall keep requesting staff informed of interpreter availability if there is a change in status.

2.3.6.Upon request, Contractor shall work with agencies to accommodate scheduling interpreters to provide

service on a regularly scheduled basis such as monthly or weekly.

2.3.7.Contractor shall specify the parameters that would cause multiple interpreters to be required for a

service order.

2.3.8.The Contractor interpreter and the State staff member requesting services under this contract shall

sign a work order for each interpreting job. If there is disagreement on the scope of the work

performed, the State staff member may refuse to sign the work order. In such occurrence, the

Contractor shall contact the State to discuss the situation and negotiate an agreement for payment.

2.3.8.1.

Bidders may opt to use the work order template form found in Exhibit B or provide their

own work order form with their bid.

2.3.9.The following list of settings is not all-inclusive and other situations requiring interpretation services

may be expected by the Contractor:

2.3.9.1.

2.3.9.2.

2.3.9.3.

2.3.9.4.

2.3.9.5.

2.3.9.6.

2.3.9.7.

2.3.9.8.

2.3.9.9.

Interpretation for programs and services provides by the Agency of Human Services

(https://humanservices.vermont.gov/our-work)

Interpretation of a legal nature, for example, in an administrative hearing, court room or trial

setting.

Interpretation involving social services.

Interpretation during protective services investigations.

Interpretation for field work (including but not limited to: interpretation for a meeting with

farmworkers on a farm, interpretation for a work site safety inspection, etc)

Interpretation for health care services.

Interpretation involving vocational rehabilitation.

Interpretation for education & training programs.

Interpretation at public meetings with large audiences.

Revised: March 18, 2025

Page 5 of 25

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
On-site Interpretation Price Schedule (MSWord)	12/12/2025 04:30PM	Q&A - On-site Interpretation. (12/29/2025)	01/06/2026 04:30PM