Multilingual Media Production Services

Location:	Vermont
Posted:	Aug 6, 2026
Due:	Aug 27, 2026
Agency:	State of Vermont
Type of Government:	State & Local
Category:	T - Photographic, Mapping, Printing, and Publications Services
Publication URL:	To access bid details, please log in.

Attachment Preview

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

Multilingual Media Production Services

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

August 6, 2026

August 14, 2026 – 4:30 PM (ET)

August 27, 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 webpage for any and all

notifications, releases and addendums associated with this RFP.

STATE CONTACT: Kyle Emerson, State Purchasing Agent II

E-MAIL: sov.thepathforward@vermont.gov

USE SUBJECT: MULTILINGUAL MEDIA PRODUCTION SERVICES

OVERVIEW:

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

Purchasing and Contracting (hereinafter the “State”) is seeking to establish contracts with one

or more companies that can provide Multilingual Media Production Services. Vendors with an

active contract for Interpretation and Translation services are invited to submit a full response to

this RFP to be considered for the services required by this RFP. The State may opt to amend

the active contract with the services required by this RFP, upon mutual agreement between the

parties.

1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of three years with

an option to renew for one additional two-year period. The State anticipates the start date for

such contract(s) will be as soon as practicable.

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.

1.7. SOURCE OF FUNDS: State and Federal funds.

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:

2.1.

Multilingual Media Production Services

2.1.1. The State seeks contractors that can provide the following multilingual media production

services. Bidders do not need to provide all services in order to bid, but preference may be

given to bidders that can provide more than one type of service:

Service A - Full-service multilingual media production – creation of multilingual

video or audio files “from scratch” including developing a script and content,

recording video, editing, interpreted audio and/or translated subtitles, and

overlaying graphics into the final product.

Service B - Pre-recorded multilingual media production – contractor is

provided with previously recorded video or audio files for which interpreted audio

and/or translated subtitles needs to be added to or created from the media. This

may also include updates to media that has previously been produced through this

service.

Revised: February 13, 2026

Page 2 of 22

Service C - Live captioning service – live video captioning in English or other

languages for press conferences or other public information events.

2.1.2. Users of the contract shall collaborate with the Contractor on the requirements for their

service needs. This may include script development, providing graphics, informational

content or other items as needed. The Contractor shall revise and address any feedback

provided by the requesting agency.

2.1.3. Contractor shall provide a quote for the service requirements which must be approved by

the State prior to work beginning.

2.1.4. Contractor shall provide multilingual video production services for as many languages in

the following table as possible (core languages are denoted with ‘*’ and bold text).

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*

Sign Language

Somali*

Spanish*

Swahili*

Tagalog

Tamil

Tedim

Thai

Tibetan

Tigrinya*

Tongan

Turkish

Twi

Ukrainian*

Urdu

Vietnamese*

Yoruba

Zomi, Zou

American Sign Language

Other African Languages

Other Asian Languages

2.1.5. Contractor shall maintain an up-to-date list of languages that are available for multilingual

video production 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.

2.1.6. Contractor shall use professional interpreters and translators for the media production

services that are qualified through a documented process of credentialing performed by

the Contractor. Bidders shall provide an overview of their quality control and training

processes, including the number of interpreters trained and the frequency of trainings.

Revised: February 13, 2026

Page 3 of 22

2.1.7. The Contractor shall provide the final media file(s) in an agreed-upon video format with the

interpretation and/or translated subtitles synchronized to the source material.

2.1.8. All work product and associated media files produced from this service shall belong

exclusively to the State for its own use.

2.1.9. The Contractor shall ensure that the interpretation and/or translation is culturally

appropriate and convey the intended message of the source material.

2.1.10. The Contractor must have the ability to translate technical terminology related to health

and medicine.

2.1.11. The Contractor must have the capacity to adhere to HIPAA (Health Insurance Portability

and Accountability Act) requirements.

2.1.12. The Contractor shall provide an option for rapid turnaround upon request when possible.

2.1.13. If the requested media will require additional time due to its length, the Contractor shall

provide the State in advance with a reasonable estimate of the additional turnaround time.

2.1.14. The Contractor should be able to include interpreter and/or translator credits in the video

upon request. A translator/interpreter ID # is acceptable in lieu of their name.

2.1.15. Contractor shall provide a feedback mechanism for each assignment and take steps,

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

person and process to handle complaints.

2.1.16. Contractor shall agree to extend services and pricing to Purchasing Entities as written in

Section 8 of the Standard State Contract attached to this RFP.

2.1.17. Bidders must complete the Artificial Intelligence (A.I.) Disclosure Form (Exhibit A) if they

have the capability to use A.I. in any way when providing multilingual media production

services. Bidders that do not use A.I. should state that in their bid response.

2.1.17.1. If A.I. may be used, bidders shall provide pricing for services that include the

usage of A.I., as well as a pricing option that does not utilize A.I.

2.1.17.2. Contractor must not use Artificial Intelligence (A.I.) in the performance of services

in any way unless 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%2

0Of%20Ethics%20V1.pdf)

2.2. Quality and Experience

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

2.2.1.1. Provide an overview of the interpreter and translator qualification process

2.2.1.2. Provide an overview of the QC process.

2.2.1.3. List experience with governments entities

2.2.1.4. List years firm has been in business.

2.2.1.5. Provide complete current language catalog.

Revised: February 13, 2026

Page 4 of 22

2.2.1.6. Samples of previously produced multilingual media production recordings.

Recordings may be provided via web links or via email if maximum attachment size

allows.

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs

that Bidder wishes the State to consider must be submitted for consideration. If applicable, all

equipment pricing is to include F.O.B. delivery to the ordering facility. No request for extra

delivery cost will be honored. All equipment shall be delivered assembled, serviced, and ready

for immediate use, unless otherwise requested by the State.

3.1.1. Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy

submitted by Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the

full spectrum of materials and/or services required.

3.1.2. Cooperative Agreements. Bidders that have been awarded similar contracts through a

competitive bidding process with another state and/or cooperative are welcome to submit

the pricing in response to this solicitation.

3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select

the Bidder(s) as may be determined to be in the best interest of the State and consistent with the

goals and performance requirements outlined in this RFP. The State of Vermont reserves the

right to obtain clarification or additional information necessary to properly evaluate a proposal.

Failure of bidder to respond to a request for additional information or clarification could result in

rejection of that bidder's proposal. To secure a project that is deemed to be in the best interest of

the State, the State reserves the right to accept or reject any and all bids, in whole or in part, with

or without cause, and to waive technicalities in submissions. The State also reserves the right to

make purchases outside of the awarded contracts where it is deemed in the best interest of the

State.

3.2.1. Best and Final Offer (BAFO). At any time after submission of Responses and prior to the

final selection of Bidder(s) for Contract negotiation or execution, the State may invite

Bidder(s) to provide a BAFO. The state reserves the right to request BAFOs from only those

Bidders that meet the minimum qualification requirements and/or have not been eliminated

from consideration during the evaluation process.

3.2.2. Presentation. An in-person or webinar presentation by the Bidder may be required by the

State if it will help the State’s evaluation process. The State will factor information presented

during presentations into the evaluation. Bidders will be responsible for all costs associated

with providing the presentation.

3.3. CONFLICTS OF INTEREST:

3.3.1. Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a

business entity has interests (for example, customers, partners, contracts) that could

undermine, or reasonably be perceived to undermine, its faithful and unbiased performance

of a contract with the State that may result from this solicitation.

3.3.2. Personal Conflict of Interest (PCOI): A PCOI arises when an interest held by an

individual, agent or employee of a bidder could undermine, or reasonably be perceived to

undermine, its faithful and unbiased performance of a contract with the State that may result

from this solicitation.

3.3.3. Requirements: The State does not seek to contract with any individual or business entity

having a conflict of interest which cannot be mitigated to the State’s satisfaction. To ensure

Revised: February 13, 2026

Page 5 of 22

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
Multilingual Media Production Services	08/14/2026 04:30PM		08/27/2026 04:30PM