Addendum 1 00002690 Proposal Packet.docx

RFP Number 00002690 Goods and Services January 26, 2026 Request for Proposals (RFP) for Language Interpretation and Translation Services Addendum 1 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 26, 2026, before 4:00 p.m. Pacific Time. Late proposals are not accepted.

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.

Insurance Requirements

· I acknowledge the insurance requirements for the resulting Contract have been read, and either currently have or will be able to obtain insurance at level required if awarded the Contract.

· I request insurance reductions.

List requested insurance reductions:

RFP Response Criteria You may draft a separate document as your response to these criteria or type directly into this document at the end of each criteria section.

Proposer Capabilities

1. General Firm Description Describe your company’s area of expertise? Do you perform both interpretation and translation services? Do you perform American Sign Language services?

Which services will you perform if awarded a contract?

How long has your company been in business?

What other information helps describe how your firm can help the City with its interpretation and translation needs?

2. Describe your company’s management and organizational capabilities Describe your company’s management approach and how you manage staff for the three languages most often provided. How are responsibilities divided among staff? How to you handle changes to a scope of work? Do you have an organizational chart and copies of standard reports you can provide?

3. Describe your firm’s resources available to perform the work for the duration of this project and other ongoing projects What resources does your company employ in providing the services described above?

The City intends to issue work through Task Orders (see the Project Information Packet, Section 5: Sample Contract). If your company has a different method or system for accepting orders for services, please describe it and, in brief, the process to utilize it. Does your system require user logins or other technical requirements? Does your system require any special equipment to utilize?

4. Culture, Ethics, and Professionalism Do you have a Code of Ethics for your staff? If so, please describe the major tenets of the code including Conflict of Interest, Confidentiality, and ongoing professional development standards.

How do you evaluate the behavioral skills of the Interpreters that you employ? 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 continue learning of changes that affect language.

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

5. Use of AI software The City requires that any use of AI software to perform services includes QA by a human. Does your company utilize any AI software for performance of services? If so, what software do you employ and what is your human quality assurance process? Provide an example quote for AI generated work.

6. Describe at least three interpretation or translation tasks your firm has done within the last 5 years, which best characterize your firm’s capabilities, work quality, customer service, and cost control.

For each example, please provide the following information:

· Client name

· Name and email address of the client project manager or contact that was involved in the work

· Type of work performed

· Your proposed budget amount

· Whether the work was completed

· Was the work completed under or at the budget estimate?

Project Team How are your company officers involved in the services to be provided?

Do you retain full time staff to perform services? What are their specialties and qualifications?

If you retain contract or freelance staff as needed, describe what qualifications you seek and how you verify them.

How many staff that you employ, whether full time or contract, that hold an Oregon Health Care Interpreter Certification? How many staff that you employ hold an Oregon Court Interpreter Certification?

Do any staff hold certifications other than the Oregon Health Care Interpreter or Oregon Court Interpreter Certifications? Can you provide proof of Interpreters possess successful scores on standard interpreting testing instruments? If yes, please name the test and the KSAs the test evaluates.

If you will provide interpretation services, how many interpreters do you employ that have been tested in simultaneous or consecutive interpreting skills? How many in sight translation skills?

Please provide resumes for all key staff, officers and language specialists.

Pricing Proposal You may enter your rates for the following items for which you will provide services or provide your own pricing proposal. If awarded a contract, invoices will be submitted against rates in your pricing proposal.

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 or women owned businesses? Please tell us which partners or subcontractors with which you have performed services during the last three years.

Describe the project scope, the budget, and the percentage of work you and the partner or subcontractor performed.

How does your company determine partner or subcontracting opportunities?

Do you provide any mentoring or technical assistance to subcontractors?

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).

Describe your Equal Opportunity Employer recruitment and retention procedures and/or policies. How does your company approach internal professional advancement and related training?

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.

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.

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