RFP Number 00002690 Goods and Services January 26, 2026 Request for Proposals (RFP) for Language Interpretation and Translation Services Proposal Response Packet Section 7: Submission Instructions Section 8: Required Proposal Components

RFP at a Glance Summary:

The City of Portland seeks to engage qualified professionals to provide Language Interpretation and Translation Services to better communicate with Portland residents and customers and meet the needs of Portland’s diverse and growing customer base. Please see the City’s Language Access webpage for more information: https://www.portland.gov/officeofequity/language-access.

Proposal due date:

Proposals are due February 19, 2026, before 4:00 p.m. Pacific Time. Late proposals are not accepted.

Optional Pre-Proposal Meeting:

February 3, 2026, at 1:00 P.M. Pacific Time Microsoft Teams Meeting link: https://teams.microsoft.com/meet/21122934830308?p=eav6h6BIeZkSzwKmoA Meeting ID: 211 229 348 303 08 Passcode: ef6kt9p4

Have Questions or Need Help? Contact the Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by 7 days before proposals are due. Any questions received after that date may not be answered.

Jeff Blade Procurement Supervisor Procurement Services

(503) 823-8338 jeff.blade@portlandoregon.gov

Section 7: Submission Instructions By submitting a proposal, you accept the general terms and conditions and the insurance identified in the Project Information Packet.

Proposal Page Limit is 20 Pages The Evaluation Committee will not read or consider additional pages of the proposal beyond the page limit.

Not all parts of the proposal are included in the page limit. The Proposal Checklist in Section 8 of this document lists which parts are included in the page limit.

Proposal Contents and Organization You must provide all information requested in this RFP in your response. Your response must follow the format outlined in Section 8: Proposal Checklist of this RFP.

Proposal Submission Instructions Submit your proposal through the City’s Online Procurement Center (BuySpeed) at:

https://procure.portlandoregon.gov/ The entire proposal must be submitted before the due date. Allow extra time to upload proposal documents.

Instructions for submitting through BuySpeed are available at:

https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download Modifying or Withdrawing Your Submission You can modify or withdraw your submission through BuySpeed, any time before the proposal due date.

Section 8: Required Proposal Components Proposal Checklist

Proposer Information Form Proposer’s Full Legal Name

(If Applicable) Doing Business As

Proposer’s Address

Authorized Representative Name

Authorized Representative Title

Authorized Representative Phone

Authorized Representative Email

Authorized Representative Mailing Address

(If Different) Local Contact

Local Contact Phone

Local Contact Email

City of Portland Business Tax Account?

https://www.portland.gov/revenue/business-tax

· Y

· N

State of Oregon Registry Number?

https://egov.sos.state.or.us/br/pkg_web_name_srch_inq.login

· Y

· N

State of Incorporation

· Name common parent:

Redaction for Public Records

· I acknowledge that I may request redactions by including a redacted copy and a summary of redactions in the proposal.

Open Data Requirements https://efiles.portlandoregon.gov/Record/10879908/

· I acknowledge the goals of the City of Portland’s Open Data Policy and will work with the City to meet the goals of the Policy, as is applicable to this project.

· I request insurance reductions.

List requested insurance reductions:

Proposer Capabilities Provide the following information. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

1. General Firm Description

Firm’s areas of expertise

Firm’s length of time in business

· Translation

· ASL Interpretation

Include any other information that helps describe your firm

2. Staff Qualifications

Number each of staff available to provide services

How many Interpreters have tested simultaneous interpreting skills?

How many Interpreters have tested consecutive interpreting skills?

How many Interpreters have tested sight translation skills?

How many Interpreters have been tested in interpreting ethics based on a professional code of ethics?

How many Interpreters hold an Oregon Health Care Interpreter Certification?

How many Interpreters hold an Oregon Court Interpreter Certification?

Can you provide proof of Interpreters possess successful scores on standard interpreting testing instruments?

i) If yes, please name the test.

ii) If the test is not the Oregon Certified Court Interpreter or the Oregon Certified Healthcare Interpreter exam, describe which interpreting KSAs the test evaluates.

Do you have a Code of Ethics that your Interpreters must abide by? If so, please describe the major tenets of the code including Conflict of Interest, Confidentiality, and ongoing professional development standards.

What is your process for managing customer complaints about your interpreters regarding 'no shows', tardiness, quality of interpreting, professionalism, or violations of your adopted code of ethics?

How do you evaluate the behavioral skills of the Interpreters that work with you? Behavioral skills include the ability to:

i) practice and follow ethical standards and professional protocols; ii) conduct business in a professional manner; iii) have knowledge and awareness of cultural aspects that affect languages; iv) work in various settings, situations, or conditions;

v) project self-confidence and self-awareness when interpreting; and vi) have knowledge of and continued learning of changes that affect language.

3. Describe similar projects your firm has done within the last 5 years, which best characterize your firm’s capabilities, work quality, customer service, and cost control.

Project 1

Project client name

Name and email address of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Was the project completed?

Was it over or under budget?

Project 2

Project client name

Name and email address of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Was the project completed?

Was it over or under budget?

Project 3

Project client name

Name and email address of a person who can be contacted regarding your performance on the project

Describe the type of work performed

Describe the size of the project

Was the project completed?

Was it over or under budget?

(Optional) Add additional projects as needed below

4. Describe your firm’s resources available to perform the work for the duration of this project and other ongoing projects

If Proposer has their own established system for ordering services that they would like to have considered as an alternative to issued Task Orders, provide a detailed description of such system, how it should be accessed or utilized by a City Project Manager, training that can be provided to City staff, and any additional details that will help City staff determine whether it is a practical alternative to Task Orders. City reserves the right to require Task Orders for issuing work.

5. Describe your firm’s management and organizational capabilities

A description of your firm’s management approach and how it will manage staff for various languages

Organizational chart and a statement regarding lines of authority and responsibility

A statement about how your firm is prepared to respond promptly to problems or changes to the Scope of Work

Copies of standard reports used by your firm in existing contracts

6. Describe your firm’s specific experience in:

Use of AI software for translation. What are they? Human verification of AI translations is required. How will you verify correctness of AI work? What is your Q&A process?

Provide an example quote for services.

Project Team Provide the following information. You can type in the form below or format this information in a separate document. Boxes will expand as you type.

Project Team Information

Involvement of the company’s principal member(s).

Identify any training requirements for key personnel to keep current on industry best practices.

Describe qualifications and relevant experience of subcontractor/subconsultants and/or partnership entities, if any.

Provide resumés for key staff, especially those that will provide language related services.

Pricing Proposal Enter your rates for the following items for which you will provide services:

Interpretation Services

In-person interpretation

Telephonic interpretation

Video interpretation

Other pricing considerations

Translation Services

Minimum fee (if applicable)

Per word cost

Per 1,000 words

Proofreading City document

Desktop publishing

Glossary building

Emergency – 2 hour turnaround

Expedited – 24 hour turnaround

Rush – 48 hour turnaround

Other pricing considerations

ASL Interpretation Services

In person ASL interpretation

Video ASL Interpretation

Other pricing considerations

Corporate Responsibility The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses. The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local contractors, including those owned by people of color and women.

Equal Employment Opportunity and Access in Subcontracting How are you providing equal opportunity and access in subcontracting for all businesses, including minority- and women-owned businesses? Your approach and description must, at a minimum, address the following:

For three (3) projects worked during the past three (3) years, for either public agency or non-public agency projects, list:

Project 1

Project name

All subcontractors/subconsultants utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subcontractors/subconsultants

Project 2

Project name

All subcontractors/subconsultants utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subcontractors/subconsultants

Project 3

Project name

All subcontractors/subconsultants utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subcontractor

Subcontracting Practices

Describe your firm’s approach and methodology for identifying subcontractor opportunities (including suppliers, manufacturers, and services) as an equal opportunity employer.

How outreach will be conducted to inform subcontractors opportunities.

Any mentoring and technical assistance to be made available to subcontractors.

Any strategies, methods, initiatives, or examples of innovation to provide equal opportunity and access which may be utilized in the execution of the work.

Equal Opportunity Employer and Community Involvement List the top three actions or ongoing practices your firm has implemented to ensure you provide opportunities for, and remove barriers to, employment in your workforce for everyone, including women and people of color, at all levels of your firm (e.g., upper management, middle management and lower-level management).

Action/Ongoing Practice 1

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 2

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 3

Describe the action or ongoing practice

Describe when you started and any timelines for implementation

Describe any performance metrics that characterize these achievements or third-party awards/recognition

Equal Opportunity Employer Practices

Describe your Equal Opportunity Employer recruitment and retention procedures and/or policies.

How do you approach internal on-the-job training, mentoring, technical training, and/or professional development and advancement opportunities for your workforce?

Describe your firm’s employee compensation structure, (e.g., living wages, healthcare coverage, employee leaves, dependent care, etc.)

Describe your firm’s commitment to community service (e.g., charitable programs, scholarships, economic development, etc.)

Sustainable Business Practices Portland Public Contracting Rule 5.33.010 defines “Sustainable Procurement” as a “procurement that has the greatest positive environmental, social, and economic impacts possible over the entire life cycle.” Sustainable procurement involves the sustainability aspects related to the goods, services, and suppliers along the supply chains. Sustainable Procurement contributes to the achievement of organizational sustainability objectives and to overall sustainable development.

Sustainability Questions Specific to this RFP

What policies or practices does your firm have to encourage energy reduction in performance of services?

Does your firm have a travel policy that incorporates strategies for reducing greenhouse gas (GHG) emissions? If so, attach a copy of the policy (does not contribute to your proposal page limit) or provide a web-link to online documentation; highlight whether the policy includes purchasing carbon offsets to offset travel-related GHG emissions.

Does your firm hold any third-party certifications related to sustainable business operations? (e.g. B-Corp certification or similar)

Civil Rights Data Collection The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.

Proposer Information

· No, and my firm does not qualify.

Describe your firm’s workforce demographics

Approximate number of women and people of color to be assigned to the project, and their roles

Subcontractor/Subconsultant Information (please identify all subcontractors/subconsultants to be used)

Firm’s legal name

· Yes Certification #:

· No

Email

Phone number

BuySpeed Vendor #, if applicable

Firm’s legal name

· Yes

Email

Phone number

BuySpeed Vendor #, if applicable

Firm’s legal name

· Yes

Email

Phone number

BuySpeed Vendor #, if applicable

Add additional rows for additional Subcontractors/Subconsultants as needed

Exceptions and Deviations to the Sample Contract The Sample Contract is available in Section 5 of the RFP Information Packet. It contains the terms and conditions that will govern the resulting Contract between the City and the Contractor.

As part of the Evaluation Phase 2, shortlisted proposers will be required to submit exceptions and deviations to the City’s Sample Contract. Proposers must make exception and deviation requests through this form.

Only requests submitted on the form will be considered. Requests that state the entire Contract be negotiated will not be considered.

Contract Exceptions and Deviations Form

Proposal Redactions for Public Records Purposes If you want to request redactions to your proposal, you must:

1. Include a separate “Redacted for Public Disclosure” copy of the proposal in unprotected Microsoft Word format, with the requested redactions highlighted in yellow

a. When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in a way that allows the disclosure of the non-exempt information

b. Any portion of a proposal you claim as exempt from disclosure must meet the requirements of ORS 192.345, ORS 192.355 and/or ORS 646.461 et seq.

2. Complete the table below and submit it with your proposal.

Redaction Summary Form

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