DOER RFQ-ENE-2027-007 Telephonic Interpretation and Video Remote Interpretation Services Request for Quotes - PRF88 Category 1.pdf

REQUEST FOR QUOTES (RFQ)

PRF88 FOREIGN LANGUAGE INTERPRETATION AND TRANSLATION SERVICES

DOER RFQ-ENE-2027-007 // COMMBUYS BD-27-1041-ENE01-ENE01-134403

THE COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF ENERGY AND

ENVIRONMENTAL AFFAIRS

DEPARTMENT OF ENERGY RESOURCES

ELIZABETH MAHONY, COMMISSIONER

100 Cambridge Street, 9th Floor Boston, MA 02114

Request for Quotes (RFQ)

Document Title: DOER RFQ-ENE-2027-007 Telephonic Interpretation & Video Remote Interpretation Services Request for Quotes - PRF88 Category 1

COMMBUYS Bid Number: BD-27-1041-ENE01-ENE01-134403

Agency Document Number: RFQ-ENE-2027-007

Issued: October 15th, 2026

Please note: This is a single document associated with a complete Solicitation that can be found on COMMBUYS. All Bidders are responsible for reviewing and adhering to all information, forms, and requirements found in all tabs and related forum records for the entire Solicitation. To locate the Solicitation associated with this document, go to www.commbuys.com, select the “Search for solicitations” link, enter the above Document Number in the “Document Number field, and select the “Search” button. Bidders who need help regarding COMMBUYS navigation may refer to the COMMBUYS Resource Center at www.mass.gov/osd for documents and guides. Bidders may also contact the COMMBUYS Helpdesk at commbuys@state.ma.us or the COMMBUYS Helpline at 1-888-627- 8283. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight Time, as applicable, except on federal, state, and Suffolk County holidays.

http://www.commbuys.com/ http://www.mass.gov/osd mailto:commbuys@state.ma.us

Request for Quote (RFQ) PRF88: Foreign Language Interpretation and Translation Services

Category 1 – Telephonic Interpretation & Video Remote Interpretation Services

DOER RFQ-ENE-2027-007 Telephonic Interpretation & Video Remote Interpretation Services

Request for Quotes - PRF88 Category 1

COMMBUYS Bid Number: BD-27-1041-ENE01-ENE01-134403 Project Number: RFQ-ENE-2027-007

Date: October 15th, 2025

Purchasing Department Department of Energy Resources Address 100 Cambridge Street, 9th Floor City, State Zip Code Boston, MA 02114 RFQ Name/Title DOER RFQ-ENE-2027-007 Telephonic Interpretation & Video

Remote Interpretation Services Request for Quotes - PRF88 Category 1

Project Number RFQ-ENE-2027-007 COMMBUYS Bid Number BD-27-1041-ENE01-ENE01-134403

1. Description or Purpose of Procurement:

The Massachusetts Department of Energy Resources (DOER) is soliciting bids under PRF88 (Foreign Language Interpretation and Translation Services) Category 1 – Telephonic Interpretation and Video Remote Interpretation Services. The selected vendor will provide on-demand and scheduled Over-the-Phone Interpretation services for non-English speakers, focusing on the Commonwealth’s most common languages, which include but are not limited to Spanish, Portuguese (Brazilian), Chinese (Mandarin and Cantonese), Haitian Creole, Vietnamese, Russian, Khmer, Cape- Verdean Creole, French, Arabic, and Korean by persons with limited English proficiency (LEP). This RFQ sets forth the basic scope and shall form the basis of the contract between DOER and the selected bidders.

2. Applicable Procurement Law

Check Appropriate Box (“X”):

Type of Purchase Applicable Laws

Executive Branch Goods and Services

Goods and Services MGL c. 7, § 22; c. 30, § 51, § 52; 801

CMR 21.00

Human and Social Services MGL c. 7, § 22, § 22N; c. 30, § 51, § 52;

801 CMR 21.00; 808 CMR 1.00

Legal Services MGL c. 30, § 51, § 52 and § 65; c. 7, § 22;

and 801 CMR 21.01(2) (b)

Grants MGL c. 7A, § 7; St. 1986 c. 206, § 17; 815

CMR 2.00

3. Acquisition Method:

Check All Applicable (“X”): Category Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

Other:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

Single Contractor

Multiple Contractors

a. Estimated Number of Awards

The target maximum number of Contractors is two; the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

b. Adding Contractors after initial Contract Award

If, over the life of the contract, the Purchasing Department determines that additional Contractors may be added, these may be drawn from qualified companies that responded to this Solicitation and not awarded Contracts. If necessary to meet the requirements of the Commonwealth, the Solicitation may be reopened to obtain additional Bids.

5. Entities Eligible to Use the Resulting Contract

Check One (“X”): Eligible Entities

Limited User Contract – Restricted to Use by Defined Entities Only. Any Contract(s) resulting from this Bid will be open for use by the issuing Purchasing Department and the following other entities:

Limited User Contract – Restricted to Use by Issuing Entity Only.

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Contract Duration Number of Options Number of

Years/Months Initial Duration

One Year

Renewal Options

One Year

Total Maximum Contract Duration

Two Years

7. Anticipated Expenditures, Funding, or Compensation:

N/A

8. Contract Performance and Business Specifications:

Scope of Services:

The purpose of this RFQ is to solicit quotes from qualified bidders to provide DOER with interpretation services over the phone.

Performance Measures:

• Vendor shall provide on-demand and scheduled over-the-phone interpreter services to support DOER staff in communicating with non-English speakers, whether in the field or the office.

• DOER prioritizes over-the-phone interpretation services into the most common languages spoken in the Commonwealth as noted above. However, the vendor shall be capable of fulfilling requests in any required languages.

• Vendor shall be available to provide both scheduled and unscheduled over-the-phone interpretation services for non-English speakers 24 hours a day and 7 days a week.

Customer Support line should be attended to by live representatives.

• Vendor shall provide, at no extra cost to DOER, with a dedicated, toll-free, number to access interpretation services. All costs for this toll-free access will be borne by the Vendor.

• Vendor shall not require DOER to purchase or obtain a specific type of equipment or software to access over-the-phone interpretation services.

• Interpreters must be fluent in both English and their native language.

9. Terms and Requirements Pertaining to Awarded Contracts

Additional Finance Terms

Bidders understand and agree that the following terms may be incorporated into any engagement stemming from this procurement. By submitting a bid, bidder certifies their ability and willingness to comply with these terms and requirements.

Executive Branches: Executive Branch entities listed Appendix C will each manage their own payments, and that any associated satellite agencies will process payment through their respective Executive Branch?

Invoicing Schedule: Contractor agrees to submit invoices no less frequently than monthly for the duration of this engagement. Contractor agrees to issue an invoice for performance through June 30th of each year no later than July 31st of the same calendar year.

Submitting Invoices: Contractor agrees to submit all invoices via email directly to the Commonwealth’s Contract Manager.

Required Documentation: In addition to performance documentation as required by this agreement and the Commonwealth’s Standard Terms and Conditions, Contractor agrees to note the “MMARS Doc ID(s)” and “RFR/Procurement or Other ID Number” as specified on Page 1 of this agreement on each invoice.

Form of the Required Invoice: Contractor shall submit a system-generated or otherwise formal vendor invoice on company letterhead, including remittance information, and bearing a unique invoice number and date of issuance.

Required Information on the Invoice: Each invoice shall include the applicable department reference numbers as assigned at the time of contract execution, a detailed description of services rendered or goods delivered, the corresponding charges, and the specific dates of service.

Financial Reporting: Annually, and no later than April 30th, Bidder agrees to provide Contract Manager with a summary of expenses incurred since the prior July 1st and projected costs through the upcoming June 30th.

10. Small Business Purchasing Program

Program Background

The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

SBPP Award Preference

While all businesses, no matter the size or principal place of business, may submit responses to this solicitation, should an SBPP participant respond and meet the best value criteria as described in this solicitation, the SBPP participant shall be awarded the contract. The Strategic Sourcing Services Team (SSST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility

To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP-registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting https://www.commbuys.com/bso/

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements

It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance

Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

11. Environmentally Preferable Products

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

12. Evaluation Criteria

Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored, and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

Quotes will be evaluated based on the following criteria:

• Price competitiveness (15 points) http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759 https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy?_ga=2.237660352.1741219494.1633353146-758386467.1632336759

• Product quality (25 points)

• Ability to meet deliverables (30 points)

• Experience providing interpretation services for government agencies (30 points)

13. Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFQ.

Responses must be sent via the “Create Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission that fails to meet the submission requirements of the RFQ will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and may be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

14. Estimated Procurement Calendar

Procurement Activity Date Time:

Bid Release Date October 15th, 2026

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in

COMMBUYS)

October 21st, 2026 5:00 PM EST

Notification of Apparent Successful Bidder(s) (Estimated)

October 28th, 2026

Contract Start Date (Estimated) November 1st, 2026

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

Bid Amendment Deadline

The Purchasing Department reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for amendments, addenda, or modifications to this Bid, and any Bid Q&A records related to this Bid. The Purchasing Department and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

Quotes (Bid Responses) Deadline (Bid Opening Date/Time)

See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

Estimated Contract Start Date

November 1st, 2026 is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.