9290 RFP FINAL.pdf

STATE OF OREGON

COVER PAGE

Oregon Housing and Community Services

Is issuing this Request For Proposals (RFP) under OregonBuys Bid # S-91400-00016847 for

LANGUAGE AND ACCESSIBILITY SERVICES

Date of Issue: May 5, 2026

Opening Date and Time: May 28, 2026 @ 5:00PM PST

Single Point of Contact (SPC): Andrea Gentry

Address: 725 Summer Street NE, Ste B

City, State, Zip Salem, OR

E-mail: Andrea.Gentry@hcs.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION……………………………………………………..……………………….4

1.1 INTRODUTCTION…………………………………………………….……………..……………………..……4

1.2 SCHDEULE…………………………………………………………………………………………………………..4

1.3 SINGLE POINT OF CONTACT (SPC)………………………………………………..……………….…….5

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE………………………..……………...……….…………5

2.1 AUTHORITY AND METHOD…………………………………………………………………….…..………5

2.2 DEFINITION OF TERMS…………………………………………………..…….………………..………5

2.3 OVERVIEW AND PURPOSE………………………………………………...…………………..………7

2.4 SCOPE OF WORK/SPECIFICATIONS………………………………….………………………..…….9

2.5 LANGUAGES……………………………………………………………………………………………………12

SECTION 3: MINIMUM QUALIFICATIONS……………………………………………………..……………12

3.1 LICENSING AND CERTIFICATION REQUIREMENTS………………………..……………….12

3.2 EXPERIENCE………………………………………………………………………………………………….14

3.3 QUALITY ASSURANCE AND CUSTOMER SERVICE…………………………………………..14

3.4 CODE OF ETHICS…………………………………………………………………………………………..14

3.5 MINIMUM SUBMISSION REQUIREMENTS…………………………………………………….14

3.6 AUTHORIZED REPRESENTATION……………………………………………………………………16

3.7 PROPOSAL REQUIREMENTS………………………………………………………………………….16

SECTION 4: SOLICITATION PROCESS……………………………………………………………..……………19

4.1 PUBLIC NOTICE……………………………………………………………………………….……….……19

4.2 QUESTIONS/REQUEST FOR CLARIFICATION………………………………………..…………19

4.3 SOLICITATION PROTEST………………………………………………………………………..……….20

4.4 PROPOSAL DELIVERY OPTIONS……………………………………………………………..………20

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL……………………………………..……….21

4.6 PROPOSAL DUE…………………………………………………………….……………………….……..21

4.7 PUBLIC OPENING………………………………………………………………………………..………..21

4.8 PROPOSAL REJECTION……………………………………………………………………..…………..21

4.9 EVALUATION PROCESS………………………………………………………..………………………..22

4.10 ROUND 1: PROPOSAL EVALUATION AND REFERENCES……………..…………………..24

4.11 POINT AND SCORE CALCULATIONS………………………………………………..……………..24

4.12 RANKING OF PROPOSERS…………………………………..…………………………...……………24

4.13 NEXT STEP DETERMINATION………………………………..……………….…...….…………….25

4.14 SCORING AND RANKING PROPOSERS FOR SUBSEQUENT ROUNDS……………

SECTION 5: AWARD AND NEGOTIATION……………………………………………………….……………25

5.1 AWARD NOTIFICATION PROCESS……………………………………………………….………….25

5.2 INTENT TO AWARD PROCESS…………………………………………………………….………….26

5.3 APPARENT SUCCESSFUL PROPOSER……………………………………..………….…………..27

5.4 CONTRACT NEGOTIATIONS…………………………………………………………………………..28

SECTION 6: ADDITIONAL INFORMATION………………………….………………………………………..28

6.1 CERTIFIED FIRM PARTICIPATION…………………………………….……………………………..28

6.2 GOVERNING LAWS AND REGULATIONS………………………………………….……………..29

6.3 OWNERSHIP/ PERMISSION TO USE MATERIALS……………………………………………..29

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES……….…..….29

6.5 COST OF SUBMITTING A PROPOSAL………………………………………………..…….……..29

6.6 STATEWIDE E-WASTE/RECOVERY PROCEDURE…………………………..………….………29

6.7 RECYCLABLE PRODUCTS………………………………………………………………….…….………30

6.8 PRINTING, BINDING, AND STATIONERY WORK………………………..…..…….………….30

6.9 CHECKLIST DISCLAIMER……………………………………………………..……..…….……………30

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE CONTRACT

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E COBID CERTIFICATION/OUTREACH PLAN

ATTACHMENT F RESPONSIBILITY INQUIRY

ATTACHMENT G LANGUAGES SPOKEN AT HOME: OREGON AND COUNTIES, 2022

ATTACHMENT H NON-ENGLISH LANGUAGES SPOKEN AT HOME BY PERSON WITH LIMITED

ENGLISH PROFICIENCY (LEP): OREGON AND COUNTIES, 2022

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Oregon Housing and Community Services Department, (“Agency” or “OHCS”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for Translation, Interpretation, Transcription, and Subtitling Services.

The purpose of this RFP is to solicit proposals from qualified vendors to provide language and accessibility services that aid the Agency’s in ensuring equitable access to its services and programs by Oregonians with limited English proficiency and disabilities.

The American Community Survey (ACS) shows that one in every six or seven Oregonians speaks a language other than English at home, which equates to about 15.2% of Oregon’s residents ages five and older. Of them, about 35% self-identify as having limited English proficiency in the ACS, meaning they report having limited ability to read, write, and speak English well. On the other hand, the Oregon Legislative Policy and Research Office (LPRO) states that about 4.6% of Oregonians are hard of hearing, deaf, or deaf-blind. These Oregonians require accommodation and assistive technology to communicate and access public services.

The selected vendor(s) will support OHCS’s inclusive and multilingual communications by delivering services in one or several of the following categories:

• Translation of electronic and printed materials

• Interpretation of spoken languages

• Interpretation of American Sign Language (ASL)

• Transcription of audio content to text

• Subtitling and Captioning

• Braille & Large Print Transcription, and

• Communication Access Real Time Translation (CART) Services

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section.

Agency anticipates the award of one or more Contracts from this RFP.

The initial term of the Contract is anticipated to be two years with options to renew up to a cumulative maximum of 10 years in five (5), two (2) year increments, with similar terms and conditions. Agency and Vendor will review the service cost for extensions before renewing the contract.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that the event is not applicable to this RFP.

Event Date Time

Pre-Proposal Conference

Register in advance for this meeting:

https://us02web.zoom.us/meeting/register/41aYgIqbQJy-23Ji-BiOsQ

After registering, you will receive a confirmation email containing information about joining the meeting.

May 8, 2026 11:00AM PST

Questions / Requests for Clarification Due May 14, 2026 2:00PM PST

Answers to Questions / Requests for Clarification Issued (approx.) May 19, 2026

RFP Protest Period Ends

7 calendar days prior to RFP Opening

Opening (Proposal Due) See RFP cover page

Opening of Proposal

Register in advance for this meeting:

https://us02web.zoom.us/meeting/register/yRVXBL6YSbiW1NwJYr0ysg

After registering, you will receive a confirmation email containing information about joining the meeting.

June 2, 2026 11:00AM PST

Issuance of Notice of Intent to Award (approx.) June 26, 2026

Award Protest Period Ends 7 calendar days after Notice of Intent to Award

1.3 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under Oregon Administrative Rule (OAR), including but not limited to Oregon Revised Statutes (ORS) chapters 456 and 458, OAR chapter 813, divisions 5 and 6, as well as applicable rules.

Agency is using the Competitive Sealed Proposal method, pursuant to OAR 813-006-0025. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 137-046-0110 or as defined below.

Access: Refers to the ability or the means necessary for a person to read or communicate information, or to use https://us02web.zoom.us/meeting/register/41aYgIqbQJy-23Ji-BiOsQ https://us02web.zoom.us/meeting/register/yRVXBL6YSbiW1NwJYr0ysg any state data, network, information systems, and information assets.

Accessibility: Refers to the design and provision of products, services, environments, and facilities that can be used by everyone, regardless of their age, ability, or status. It aims to eliminate barriers, ensuring equal access and participation for all individuals, including those with disabilities, limited mobility, or diverse backgrounds.

Accessibility encompasses various aspects, including physical, digital, and communication accessibility.

American Sign Language (ASL): ASL is a visual language that uses hand, face, and body movements. It is the language most commonly used by the Deaf and Hard of Hearing people in the United States.

Braille: Braille is a tactile writing system and a form of written language for people who are blind or who have low vision. In Braille, characters are represented by patterns of raised dots that are felt by the reader with the fingertips.

Closed Captions: Adding Closed Captions to a video means converting the audio content into text and displaying it on the screen or monitor. Closed Captions are primarily used to help viewers who are Deaf or

Hard of Hearing and cannot hear the video. Closed Captions include descriptions of non-dialogue information needed to understand the content, for example, sound effects, music description, and speaker identification.

Communication Access Real Time Translation (CART): A service in which a certified Vendor listens to speech and uses captioning equipment and software to instantaneously translate the speech into text in

English or other spoken languages.

Community Outreach: Means an activity of providing services to any population who might not otherwise have access to those services. In addition to delivering services, Community Outreach has an educational role, raising awareness about existing services.

Culturally Responsive Services: Means service that:

a. Is adapted to maximize the respect of and relevance to the beliefs, practices, culture, and linguistic needs of the diverse client populations and communities being served, including clients and communities of color.

b. Has the capacity to respond to the issues of diverse communities, experiences, frames of reference, values, norms, and performance styles of clients and communities to make services and programs more welcoming, accessible, appropriate, and effective for all eligible and intended recipients.

Goods: Items other than real property or services, including any combination of supplies, equipment, materials, personal property, including any tangible, intangible, and intellectual property, and rights and licenses related to the item. See also Products.

Interpretation: Interpretation is the act of conveying a message from a spoken or signed language to a different signed or spoken language.

Language Access Plan (LAP): A set of policies, procedures, and implementation steps established to provide the most effective services for individuals who prefer to communicate in languages other than

English.

Language Assistance Services: Refers to oral, visual, and written language services that are used to provide individuals with LEP or disabilities meaningful access to, and an equal opportunity to participate fully in, the services, activities, and other programs administered by public organizations.

Limited English proficiency (LEP): A term first adopted by the United States Department of Education and

Office of Civil Rights to refer to individuals who are not fluent in the English language, often because it is not their native language.

Meaningful Access: According to the United States Department of Justice, “language assistance that results in accurate, timely, and effective communication at no cost to the individual with LEP needing assistance” and that is not significantly delayed, restricted, or inferior to access provided to individuals who are proficient in English.

Organizations can provide meaningful access to programs, services, and information by proactively eliminating communication barriers and ensuring that any individual can effectively communicate in their preferred language.

Proposer: A person, firm, or corporation that submits a proposal, bid, or statement of qualifications in response to a solicitation, such as a Request for Proposals (RFP), Request for Qualifications (RFQ), or Request for Quotations (RFQ).

Subtitling: An audiovisual modality of translation that consists of converting a video's dialogue into written text on the screen in a different language. Subtitles assume viewers can hear the audio and are typically used when the viewer does not speak the language(s) in the video.

Translation: Translation is the conversion of written text into equivalent written text in a different language.

Translation Memory (TM): Means a database that stores "segments", which can be sentences or paragraphs, that have previously been translated, to aid human translators. The translation memory stores the original language, known as the “source text”, and its corresponding translation in language pairs called "translation units".

Transcription: The process of converting spoken or recorded audio/video content into written text in the same language.

Vendor: An individual an individual or organization providing Goods or services under this RFP.

Vital Documents: Forms and informational materials published and maintained by local governments that are critical for communication, access to resources and services, and civic participation. Vital documents are generally considered priority documents for translation, since they are crucial for residents’ access to activities, services, programs, and other resources. Vital documents include but are not limited to:

applications; consent forms; complaint forms; intake forms; letters or notices about eligibility for benefits;

letters or notices that require a response; documents that must be provided by law; and notices regarding the availability of free language assistance services for individuals who prefer to speak languages other than English.

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

Oregon Housing and Community Services (Agency) is Oregon's housing finance agency. It provides financial and program support to create and preserve opportunities for quality, affordable housing for Oregonians with lower and moderate incomes. OHCS financial support and programs help Oregon address poverty and provide opportunities for housing stability, rental housing, homeownership, and community action programs.

The core functions and services of OHCS include:

• Housing Finance: Financing the building and preservation of affordable multifamily rental housing and encouraging homeownership.

• Housing Stability: Administering programs to prevent and end homelessness, including providing resources for emergency shelters and rapid rehousing.

• Community Services: Assisting with utility bills and weatherization to help maintain housing stability for low-income residents.

• Policy and Advocacy: Developing and implementing integrated statewide policies and the Statewide Housing Plan to address the housing continuum.

• Program Delivery: Delivering services primarily through grants, contracts, and loan agreements with local partners and community-based vendors.

OHCS is committed to advancing housing equity by addressing the institutional and systemic barriers that maintain disparity in housing and economic prosperity. Accessibility and language services play a significant role in the agency’s work for equity. Breaks in communication with Oregon’s communities represent breaks in OHCS’s ability to serve all Oregonians equitably and provide meaningful and accessible opportunities to all.

Additionally, lacking these services hinders access to housing opportunities by Oregonians with limited English proficiency and disabilities and their right to non-discrimination under the Civil Rights Act and the Americans with Disabilities Act (ADA).

2.3.2 Project Overview and Background

OHCS's original Language Access Plan (LAP) was developed in 2015. This plan emphasized the Agency’s requirement to provide language and accessibility services under federal law. As a result, the services were offered primarily by the agency’s federally funded programs. Less priority was given to ensuring access to other areas of service or operations. However, a lot has changed in the last ten years. At the state level, housing affordability and stability have become a priority in Oregon, and the agency’s array of funding sources, programs, and services has grown and diversified. OHCS has also developed greater awareness of the diversity of backgrounds and needs of the state’s residents and identified goals and strategies to address systemic and program barriers and to provide equitable and inclusive opportunities for all Oregonians.

OHCS received the first allocation dedicated to providing language services during the 2021 State Legislative Session. The infusion of these resources ($1.7M) allowed the agency to hire dedicated staff to lead and implement the language accessibility work during the 2021-23 budget cycle. With this, the agency was able to establish an agency-wide Language Access Program, cover the cost of language services, and update the agency’s Language Access Plan. The updated Language Access Plan reflects the agency’s learning and renewed commitment to removing barriers that persist and can prevent Oregonians from accessing public services. More recently, OHCS has allocated resources from its operating budget to meet the goals of the LAP and ensure the continuation of expanded and better services.

This solicitation for services reflects OHCS’s reassessment of the services needed to bridge communication gaps and to ensure meaningful and equitable access and participation by community members speaking languages other than English or who have disabilities and require assistive technology to communicate.

2.3.3 Purpose

The purpose of this RFP is to solicit proposals from qualified vendors to provide Accessibility and Language

Assistance Services to support OHCS in communicating important program and participation information with the community in the languages and formats they prefer and understand best. OHCS shares information with the community through printed and electronic materials (including the agency’s webpage and social media), and through online and in-person events.

To ensure that Accessibility and Language Assistance Services are available through all Agency’s communication channels, and to a wider range of Oregonians, OHCS is seeking qualified vendors to provide the following services:

• Translation of written, printed, and electronic materials

• Language Interpretation, including ASL

• Transcription of audio content to text

• Subtitling and Captioning

• Braille & Large Print Transcription, and

• Communication Access Real Time Translation (CART) Services

2.4 SCOPE OF WORK/SPECIFICATIONS

Selected Vendors will offer one or more of the following services:

2.4.1 Translation Services

• Vendors will offer qualified Translation services for Agency’s printed and electronic written information, which includes but is not limited to:

o Program eligibility documents, forms, education, and outreach materials.

o Agency operation reports, public notices, and legal disclaimers.

o Content for Agency’s webpages.

o Email correspondence with program participants or potential program participants.

o Community engagement materials such as surveys, community feedback, and press releases.

• Vendors will offer technical assistance to designated Agency staff and maintain collaborative working relationships to:

o Develop and maintain the Agency’s glossary of terms and Translation Memory.

o Adapt legal and technical terms to equivalent terms in the target languages when it is necessary for clear, accurate, and culturally relevant communications.

o Facilitate a smooth exchange of files with the Agency, edit documents to match the original format and meet ADA Accessibility standards for electronic materials, and ensure effective project implementation and delivery of services.

o Plan and prepare for emergency response. Occasionally, Translations may be needed to respond to public emergencies, crises, natural disasters, and other situations that demand a fast response. In these cases, Vendor’s services will be required during non-traditional business hours.

• Vendors will support Agency’s efforts to document the provision of language services by submitting, or otherwise making available, periodic reports of the services provided, the service costs, and the languages utilized. When requested by Agency, Vendor will provide oral reports to the Agency Language Access Program and other OHCS staff.

2.4.2 Interpretation Services

• Vendors will help OHCS staff and community partners communicate verbally or through ASL with Oregonians who have Limited English Proficiency or use American Sign Language.

• Vendors will offer on-demand and/or scheduled Interpretation over the telephone, in person, and through electronic meeting platforms.

• Vendors will offer consecutive and simultaneous Interpretation and will supply the necessary equipment to ensure effective Interpretation at in-person events.

• Vendors will assign court-certified or other specialized interpreters when requested by the Agency.

• When communications involve technical, financial, or legal vocabulary, Vendors will ensure comprehension by program applicants or participants and explain English terms, or adapt them for cultural relevance.

• Vendors will facilitate effective communication and accurate Interpretation in conversations with program applicants or participants who are accompanied or assisted by adult bilingual friends or family members.

• Vendors will offer technical assistance to designated Agency staff and maintain collaborative working relationships to:

o Identify the languages of program applicants or participants when needed.

o Determine the type of Interpretation and equipment that is needed and suitable for specific events.

o Strategize with Agency staff and community partners, if needed, to respond to public emergencies, crises, natural disasters, and other situations that demand a fast response. These services may be needed during business and/or non-traditional business hours.

• Vendors will support Agency’s efforts to document the provision of language services by submitting, or otherwise making available, periodic reports of the services provided, the service costs, and the languages utilized. When requested by Agency, Vendor will provide oral reports to the Agency Language Access Program and other OHCS staff.

2.4.3 Transcription Services

• Vendors will convert audio content, such as voicemails and recorded meetings, into written text in English and other languages needed.

• Vendors will offer technical assistance to designated Agency staff and maintain collaborative working relationships to:

o Complete projects effectively and facilitate a smooth exchange of files with the Agency.

o Plan and prepare for emergency response. Occasionally, Transcriptions may be needed in the context of responding to public emergencies, crises, natural disasters, and other situations that demand a fast response. In these cases, Vendor’s services will be required during non-traditional business hours.

• Vendors will support Agency’s efforts to document the provision of language services by submitting, or otherwise making available, periodic reports of the services provided, the service costs, and the languages utilized. When requested by Agency, Vendor will provide oral reports to the Agency Language Access Program and other OHCS staff.

2.4.4 Braille Transcription Services

• Vendors will transcribe Agency’s printed and electronic written information into Braille and will return embossed documents or electronic files to Agency as needed. Documents to be Transcribed include:

o Program eligibility documents, forms, education, and outreach materials.

o Agency operation reports, public notices, and legal disclaimers.

o Content for Agency’s webpages.

o Email correspondence with program participants or potential program participants.

o Community engagement materials such as surveys, community feedback, and press releases.

• Vendors will offer technical assistance to designated Agency staff and maintain collaborative working relationships to:

o Deliver Transcriptions that are accurate and meaningful elements for people with visual impairments or blind.

o Strategize with Agency staff and community partners, if needed, to respond to public emergencies, crises, natural disasters, and other situations that demand a fast response. These services may be needed during business and/or non-traditional business hours.

• Vendors will support Agency’s efforts to document the provision of language services by submitting, or otherwise making available, periodic reports of the services provided and the service costs. When requested by Agency, Vendor will provide oral reports to the Agency Language Access Program and other OHCS staff.

2.4.5 Captioning and Subtitling

• Vendors will edit videos to add Closed Captions and/or Subtitles in English, Spanish, and other languages needed, match the video logically, and maintain the meaning and tone of the original English speech.

• Vendors will offer technical assistance to designated Agency staff and maintain collaborative working relationships to:

o Complete projects effectively and facilitate a smooth exchange of files and media formats with the Agency.

o Plan and prepare for emergency response. Occasionally, Closed Captions and Subtitles may be needed to respond to public emergencies, crises, natural disasters, and other situations that demand a fast response. In these cases, Vendor’s services will be required during non-traditional business hours.

• Vendors will support Agency’s efforts to document the provision of language services by submitting, or otherwise making available, periodic reports of the services provided and the service costs. When requested by Agency, Vendor will provide oral reports to the Agency Language Access Program and other OHCS staff.

2.4.6 Communication Access Real Time Translation (CART) Services

• Vendors will produce real-time output of the speaker’s messages at Agency’s virtual and in-person events and meetings to ensure that the needs of the community are met.

• Vendor will identify and provide the appropriate hardware and software needed to display the text in English, or other languages needed, on screens or mobile devices, depending on the event.

• Vendors will offer technical assistance to designated Agency staff and maintain collaborative working relationships to:

o Complete projects effectively and facilitate a smooth exchange of files and media formats with the agency.

o Plan and prepare for emergency response. Occasionally, CART Services may be needed in the context of responding to public emergencies, crises, natural disasters, and other situations that demand a fast response. In these cases, Vendor’s services will be required during non-traditional business hours.

• Vendors will support Agency’s efforts to document the provision of language services by submitting, or otherwise making available, periodic reports of the services provided, the languages utilized, and the service costs. When requested by Agency, Vendor will provide oral reports to the Agency Language Access Program and other OHCS staff.

2.5 LANGUAGES

OHCS strives to provide services in the languages needed or preferred by Oregon residents. Vital Documents and information are translated into Spanish first and then into other languages requested by the public, community partners, or staff. Emergency planning and response information is translated more widely into Arabic, Chinese (Simplified), Japanese, Khmer, Korean, Nepali, Romanian, Russian, Somali, Spanish, Tagalog, Thai, Ukrainian, and Vietnamese first, and then into any other languages requested.

The most commonly requested languages for Interpretation in the last four years have been: Spanish, Russian, Chinese, Vietnamese, Korean, Arabic, Romanian, Ukrainian, and American Sign Language (ASL). Other, less frequently requested, languages include Oromo, Haitian Creole, Portuguese, Farsi, Mayan, German, Japanese, Swahili, Somali, and Tagalog. However, the ACS shows more than 75 languages spoken in Oregon.

Interpretation may be needed for any of them or for languages not reflected in the ACS.

Exhibits G and H show the languages spoken at home in Oregon by county, and the languages spoken by persons with Limited English Proficiency.

SECTION 3: MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1 LICENSING AND CERTIFICATION REQUIREMENTS

3.1.1 Translation:

Agency Translation Vendors must have verifiable credentials to endorse their status as qualified professional translators. These include, but are not limited to:

• Proof of American Translator Association Certification,

• Diploma or graduate certificate from an accredited Translation program or school,

• Paid Translation work for a public body, nonprofit organization, educational institution, or social service agency for a minimum of 2 years.

For the many languages in which no formal certification assessments exist, other qualifications will be considered, including, but not limited to:

• Level of experience and participation in professional training and activities,

• Membership in a professional Translation association.

3.1.2 Interpretation:

Agency Interpretation Vendors must have verifiable credentials to endorse their status as qualified professional interpreters. These include, but are not limited to:

• Proof of Oregon Court Interpreter Certification or other state or national equivalent,

• Proof of Oregon Healthcare Interpreter Certification or other state or national equivalent

• Proof of paid Interpretation work for a public body, nonprofit organization, educational institution, or social service agency for a minimum of two years.

Interpreters of American Sign Language (ASL) must endorse their status as qualified professional interpreters through credentials, including but not limited to:

• Registry of Interpreters for the Deaf (RID)

• National Association for the Deaf (NAD)

• National Interpreter Certification (NIC)

• Certified Deaf Interpreter Certification (CDI)

• Other equivalents.

For the many languages in which no formal certification assessments exist, other qualifications will be considered, including, but not limited to:

• Level of experience and participation in professional training and activities,

• Membership in a professional interpreters' association.

3.1.3 Transcription:

Agency Transcription Vendors must have verifiable credentials to endorse their status as qualified professionals.

These include, but are not limited to credentials issued by:

• American Association of Electronic Reporters and Transcribers (AAERT),

• National Court Reporters Association (NCRA),

• Other equivalents from an accredited school.

Vendors must have the skills, software, and equipment necessary to perform all tasks in the scope of work.

3.1.4 Braille, Captioning, Subtitling, and CART Services:

Vendors of Captioning, Subtitling, and CART Services have applicable verifiable credentials for their profession that endorse their status as qualified professionals. Braille transcribers must endorse their status as qualified professionals through credentials, including but not limited to those issued by:

• National Federation of the Blind (NFB)

• U.S.A Library of Congress

• National Braille Association (NBA)

Membership in a professional association such as the National Federation of the Blind (NFB) or the National Braille Association (NBA) can also be considered as proof of qualified professional status.

Vendors must have the skills, software, and equipment necessary to perform all tasks in the scope of work.

3.2 EXPERIENCE

OHCS Vendors must demonstrate experience providing inclusive language and communication services in the context of public services such as housing, welfare, healthcare, courts, education, etc. Inclusive, accurate, culturally affirming, trauma and poverty-informed communications are an essential part of public service.

Vendor’s experience in these areas will extend OHCS’s ability to foster equity and maintain strong relationships with Oregonians who may benefit from the Agency’s programs and services, particularly with those with limited English proficiency and with disabilities that pose barriers to communication.

3.3 QUALITY ASSURANCE AND CUSTOMER SERVICE

All language and Accessibility service Vendors must have internal practices to evaluate the quality and effectiveness of their work, and their services are performed in accordance with the agreed-upon scope of work and the professional standards of their area of work. These practices must include procedures to identify, prevent, and ensure the non-occurrence and recurrence of defective or insufficient services.

Additionally, Vendors must have internal policies and practices related to customer service that aid in developing a collaborative and effective relationship with OHCS and support effective and timely delivery of services.

3.4 CODE OF ETHICS

Adherence to a professional code of ethics or other recognized standards of practice is required. Agency information and documents used in providing language and Accessibility services may have significant financial and social impacts on the individuals and organizations that rely on them, and may include sensitive or personally identifiable information. This responsibility includes promptly identifying and reporting any actual or potential conflicts of interest, as well as situations that could reasonably be perceived by the public as a conflict of interest. Doing so helps protect the integrity of clients, partners, the Vendor, and the Agency.

3.5 MINIMUM SUBMISSION REQUIREMENTS

3.5.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Cover Sheet

• Service Proposal

• Price Proposal

• Work Samples

• References

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• Reference Check Form (Attachment D)

• COBID Certification / Outreach Plan (Attachment E)

• Responsibility Inquiry (Attachment F)

3.5.2 Proposal Page Limits

Proposal is limited to 10 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Cover Sheet

• Price Proposal

• Work Samples

• References

• Disclosure Exemption Affidavit (Attachment B)

• Proposer Information and Certification Sheet (Attachment C)

• COBID Certification / Outreach Plan (Attachment E)

• Responsibility Inquiry (Attachment F)

3.5.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section.

Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys.

Proposer should follow the procedures outlined in See: https://www.oregon.gov/das/ORBuys/Pages/Index.aspx for electronic submission.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure https://www.oregon.gov/das/ORBuys/Pages/Index.aspx

The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature.

3.6 AUTHORIZED REPRESENTATIVE

Proposer must designate an authorized representative with authority to bind the Proposer. Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency.

3.7 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP.

Proposer shall describe the goods to be provided or the services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested.

Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.7.1 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

3.7.2 Service Proposal

Proposer shall address each of the items listed in this section to describe their organizations and services.

3.7.2.1 Organizational Profile and Capacity

Overview of the organization and services being offered; Number of interpreters or translators on staff;

Overview of the team that will support the contract with OHCS; Overview of staff’s qualifications and professional skills; List of Languages supported and not supported; Vendor’s experience working with local governments or social service vendors; Ability to provide services in Oregon.

3.7.2.2 Service Process and Approach

Overview of the organization’s project management and delivery processes; Description of the billing process from client’s perspective; Overview of tools typically used to deliver the services (e.g. types of software, glossaries, interpretation equipment, etc.); Typical turnaround times; Ability to prioritize short projects (e.g.

email correspondence with clients or Transcription of voicemails), or projects that require a faster than usual turn around (e.g. critical public information or emergency related); Description of the organization’s quality assurance policy and process; Description of the organization’s records retention policy; List of reports that can be delivered to OHCS to support service tracking.

3.7.3 Price Proposal

All price proposals must include a clear, detailed, and transparent description of the costs of the services offered to OHCS through this solicitation. Please address the following items in the proposal for each service you are offering to OHCS.

• Translation Services:

• Per-word/page rate and applicable variations (e.g., standard vs. rushed; certified vs. qualified translator; new word vs. repeated, AI and machine vs. human, etc.). Please define average turnaround thresholds.

• Desktop publishing (DTP), formatting, and project management.

• Minimum charge per job (if applicable).

• Glossary development and maintenance (if applicable)

• Additional fees or anticipated costs (if any).

• Discounts or incentives (if available).

• Preferred invoice timing (upon completion of work, monthly, or other).

• Interpretation Services:

• Per-minute/hourly rate and applicable variations (e.g., scheduled or on-demand Interpretation; in-person and remote; common and less common languages; ASL, etc.).

• Cost of equipment rental for in-person events.

• Minimum charge per job (if applicable).

• Additional fees or anticipated costs (if any).

• Discounts or incentives (if available).

• Preferred invoice timing (upon completion of work, monthly, or other).

• Subtitling Services:

• Per-minute/hourly rate for Subtitling, production, and editing. Please define average turnaround thresholds.

• Cost variations if applicable (e.g., English and other languages; standard vs rush; etc.).

• Minimum charge per job (if applicable).

• Additional fees or anticipated costs (if any).

• Discounts or incentives (if available).

• Preferred invoice timing (upon completion of work, monthly, or other).

• Captioning Services:

• Per-minute/hourly rate for Closed Captioning (live and recorded), production, and editing.

Please define average turnaround thresholds.

• Cost variations if applicable (e.g., English and other languages; standard vs rush; format; etc.).

• Minimum charge per job (if applicable).

• Additional fees or anticipated costs (if any).

• Discounts or incentives (if available).

• Preferred invoice timing (upon completion of work, monthly, or other).

• Braille Services:

• Per-word/page rate for Braille Transcription (e.g., standard vs. rushed; English and other languages; paper or binding type; etc.). Please define average turnaround thresholds.

• Mailing costs.

• Formatting and project management.

• Minimum charge per job (if applicable).

• Additional fees or anticipated costs (if any).

• Discounts or incentives (if available).

• Preferred invoice timing (upon completion of work, monthly, or other).

• Communication Access Real-Time Translation (CART) Services:

• Per-hour rate for live CART Services and cost variations, if applicable (e.g., Remote vs. on-site).

• Minimum charge per job (if applicable).

• Additional fees or anticipated costs (if any).

• Discounts or incentives (if available).

• Preferred invoice timing (upon completion of work, monthly, or other).

3.7.4 Work Samples

Vendors must include two samples of work as part of the proposal. The files should be submitted electronically through OregonBuys according to the following type and size specifications:

• PNG: 50005 KB max

• PDF: 30,000 KB max.

• MP3: 3,000 KB max.

• MP4: 4,000 KB max

• JPG: 10,000 KB max.

3.7.5 References

Proposer shall send the Reference Check Form (Attachment D) to its references. All three references must be filled out. Reference forms must be completed by the reference, returned to the Proposer, and submitted with the Proposal.

SECTION 4: SOLICITATION PROCESS

4.1.1 Public Notice

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

4.1.2 Pre-Proposal Conference

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

• Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in writing.

Interested parties may participate in the Pre-Proposal Conference by:

When: May 8, 2026 11:00 AM Pacific Time (US and Canada)

Register in advance for this meeting:

https://us02web.zoom.us/meeting/register/41aYgIqbQJy-23Ji-BiOsQ

After registering, you will receive a confirmation email containing information about joining the meeting.

4.2 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline, or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered to the SPC via an OregonBuys submission only;

• Reference the OregonBuys bid number; S-91400-00016847

• Identify Proposer’s name and contact information;

• Refer to the specific area of the RFP being questioned (i.e., page, section, and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

https://oregonbuys.gov/ https://us02web.zoom.us/meeting/register/41aYgIqbQJy-23Ji-BiOsQ

4.3 SOLICITATION PROTESTS

4.3.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to the RFP process, Specifications, Scope of Work, and the Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest as provided below.

4.3.2 Protests to Amendment(s)

Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered.

Protests of matters not added or modified by the Amendment will not be considered.

4.3.3 Requirements for Protests

All protests must:

• Be delivered to the SPC via email;

• Reference the OregonBuys bid number; S-91400-00016847

• Identify prospective Proposer’s name and contact information;

• Be sent by an authorized representative;

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and o evidence or documentation that supports the grounds on which the protest is based;

and

• State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment or by 5:00 p.m.

Pacific Time on the second Business Day following the issuance of the Amendment, if no due date is specified in the Amendment.

4.4 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys

Proposer must submit its Proposal electronically through OregonBuys at https://oregonbuys.gov/bso/. Detailed instructions on how to submit Proposal can be found on the Internet at:

https://oregonbuys.gov/bso/ https://www.oregon.gov/das/ORBuys/Pages/Index.aspx. Look under “Vendors and Suppliers” for a link to a document entitled “How to Submit an Electronic Response to an Opportunity”.

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must first withdraw a submitted Proposal and submit a revised Proposal in one of the authorized methods listed in Section 4.4 (Proposal Delivery Options prior to Opening).

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to the Opening in accordance with OAR 137- 047-0440. To be effective the notice must include the OregonBuys bid number.

4.6 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

4.7 PUBLIC OPENING

A public Opening will be held on the date and time listed in the Schedule set forth in Section 1.2 and in the manner stated on the Cover Page. Only the name of the Proposer will be read at the Opening, no other information will be made available at that time. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125- 247-0630.

4.8 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

• Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are…