Remote Interpretation and Translation Services

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

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Office of Purchasing and Contracting

Department of Buildings and General Services

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

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

http://bgs.vermont.gov/purchasing

SEALED BID

REQUEST FOR PROPOSAL

REMOTE INTERPRETATION AND TRANSLATION

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@vermont.gov

REMOTE TRANSLATION AND INTERPRETATION

1. OVERVIEW:

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

and General Services (hereinafter the “State”) is seeking to establish contracts with one or more

companies that can provide remote interpretation and translation services.

1.2. PURCHASING ENTITIES: The State intends that contract(s) resulting from this RFP shall be available

for use by Purchasing Entities as explained in Section 9 of the Standard State Contract attached to this

RFP.

1.3. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of two years with an option to

renew for up to three additional twelve-month periods. The State anticipates the start date for such

contract(s) will be March 1, 2026.

1.4. 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.

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

1.6. 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.

1.7. 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. Document Translation Service Requirements

2.1.1.Contractor shall provide written document translation services for languages found in the table of

Section 2.4.1.

2.1.2.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).

2.1.3.Contractor shall have the ability to provide desktop publishing services that incorporate graphic

layouts into the formatting of translated materials.

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

lieu of the translator’s full name.

2.1.5.Bidders shall specify if they utilize a document translation management system and include details

and pricing in their proposal.

2.1.6.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%20Code%20Of%20Ethics

%20V1.pdf)

2.1.7.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

Revised: March 18, 2025

Page 2 of 24

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

orders and regulations issued or adopted thereunder.

2.1.7.1. Bidders shall provide separate pricing for web content accessibility formatting services in

order to distinguish those costs from the translation service costs.

2.2. Video Remote Interpretation Service Requirements:

2.2.1. Contractor shall have the ability to provide service 24 hours per day, 7 days per week, 365 days a

year.

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

Section 2.4.1.

2.2.3.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.

2.2.4.Average connect time shall be less than 30 seconds for essential languages.

2.2.5.Contractor shall charge a flat rate per-minute for all languages, with charges rounded to the nearest

minute.

2.2.6.Sign Language

2.2.6.1. 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).

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

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

2.3. Telephonic Interpretation Service Requirements:

2.3.1.Contractor shall have the ability to provide service 24 hours per day, 7 days per week, 365 days a

year.

2.3.2.Contractor shall have the capability to provide service for 911 emergency operations.

2.3.3.Contractor shall provide telephonic interpretation services for languages found in the table of Section

2.4.1.

2.3.4.Contractor shall provide tailored supplemental information fields for call tracking and trending by

location.

2.3.5.Contractor shall provide a dedicated toll-free access number and unique security ID for service

access. The phone system should allow for menu navigation in multiple languages or offer distinct

access numbers for multiple languages.

2.3.6.Average connect time shall be less than 30 seconds for essential languages.

2.3.7.Contractor shall charge a flat rate per-minute for all languages, with charges rounded to the nearest

minute.

Revised: March 18, 2025

Page 3 of 24

2.4. Requirements for all interpretation and translation services:

2.4.1.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*

Fulani

Fuzhounese

Georgian

German

Greek

Gujarati

Haitian Kreyol*

Hakha-Chin

Hakka-Chinese

Hebrew

Hindi

Hmong

Hungarian

Ibo

Indonesian

Italian

Japanese

Karen*

Karenni

Kinyarwanda*

Kirundi*

Kisii

Korean

Kurdish

Laotian

Lingala

Lithuanian

Maay Maay*

Macedonian

Malayalam

Mongolian

Marshallese

Nepali*

Oromo

Pashto*

Persian

Polish

Portuguese*

Punjabi

Quiche

Rohingya

Romanian*

Russian*

Samoan

Serbian

Serbo-Croatian*

Somali*

Spanish*

Swahili*

Tagalog

Tamil

Tedim

Thai

Tibetan

Tigrinya*

Tongan

Turkish

Twi

Ukrainian*

Urdu

Vietnamese*

Yoruba

Zomi, Zou

Other African Languages

Other Asian Languages

American Sign Language

Other Sign Language

2.4.2.Account Relationship Coordinator: Contractor shall assign a designated account coordinator that will

be assigned to facilitate account management; support and maintain account activities, coordinate

dispute review and resolutions, and administer monthly quality review and needs assessment

courtesy calls with client-designated representatives.

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

translation services. The list of available languages can be made accessible 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.

2.4.4.Contractor and interpreters should be experienced with serving governments in a professional setting.

2.4.5.The following list of settings is not all-inclusive and other situations requiring translation or

interpretation services may be expected by the Contractor:

2.4.5.1.

2.4.5.2.

2.4.5.3.

2.4.5.4.

Programs and services provided by the Agency of Human Services

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

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

setting.

Settings involving social services.

Protective services investigations.

Revised: March 18, 2025

Page 4 of 24

2.4.5.5.

2.4.5.6.

2.4.5.7.

2.4.5.8.

2.4.5.9.

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)

Health care services.

Vocational rehabilitation.

Education & training programs.

Public meetings with large audiences.

2.4.6.Contractor shall have the ability to interpret and/or translate health and medical technical terms.

2.4.7.Contractor shall ensure all translators and interpreters are trained and adherent to all privacy and

confidentiality standards, including HIPAA compliance requirements

2.4.8. Contractor shall ensure that interpretation and translation services are provided in a technically

correct and culturally appropriate manner.

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

service order.

2.4.10. Upon request, Contractors shall work with agencies to accommodate scheduling interpreters to

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

2.4.11. Contractor shall provide a feedback mechanism for each interpreter or translator's assignment and

take steps, when necessary, to ensure quality performance. The Contractor shall provide a contact

person and process to handle complaints. Contractor shall maintain documentation of each

interpreter or translator’s competency level and make it available to the State upon request.

Contractor shall respond to complaints within 24 hours of reported incident and resolve complaints

within 72 hours or response time.

2.4.12. 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 via email or through an access portal. The reports must not contain any personally identifiable

information.

2.4.13. Contractor shall provide professional interpreters and translators qualified through a documented

process of credentialing performed by the Contractor. Contractor shall provide an overview of their

quality control and training processes, including the number of interpreters trained and the frequency

of trainings.

2.4.14. Contractor shall provide complete customer training and 24X7 customer support.

2.4.15. Contractor shall have the ability to offer multiple user PINs, secure IDs, or other secure access

options per account.

2.4.16. Contractor shall provide built-in technological redundancy ensuring uninterrupted service.

2.4.17. Contractor shall provide remote training upon request with an unlimited number of sessions at no

cost. Contractor shall provide a user’s guide and language identification card upon request at no cost

in electronic or hard copy format.

2.4.18. Contractor shall provide monthly invoices as follows:

2.4.18.1. Provide monthly invoices by Account ID code to each account’s business manager.

2.4.18.2. Monthly statements are issued “electronically” by the fifth business day of the following

month

2.4.19. There shall be no monthly minimums or other service charges.

2.4.20. Contractor shall agree to extend services and pricing to Purchasing Entities as written in Section 9

of the Standard State Contract attached to this RFP.

2.5. Quality and Experience

2.5.1.The State requests bidders provide background information on the following:

2.5.1.1. Provide an overview of the qualification process

Revised: March 18, 2025

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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
Remote Interpretation and Translation Services Price Schedule (MSWord)	12/12/2025 04:30PM	Q&A - Remote Interpretation and Translation Services. (12/29/2025)	01/06/2026 04:30PM

Remote Interpretation and Translation Services

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See also