Mississippi Department of Health

Procurement Dorthy Young, -

570 East Woodrow Wilson Drive, Jackson, MS 39216

(855) 767-0170

QUESTION & ANSWER REPORT

Invitation For Bid - Translation and Transcription Services

QUESTION & ANSWER REPORT

IFB No. 3160008084

Translation and Transcription Services

RESPONSE DEADLINE: July 13, 2026 at 10:00 am

Wednesday, June 24, 2026

Approved, Unanswered Questions

Approved, Answers Provided

1. Incumbent Rates

Jun 12, 2026 3:13 PM

Question: Can you provide any information on your incumbent vendor and rates?

Jun 12, 2026 3:13 PM

Answered by Dorthy Young: All state agency contracts are available on the DFA Transparency public website.

Jun 24, 2026 6:07 PM

2. Scope of Services

Jun 17, 2026 1:58 PM

Question: The IFB does not specify whether vendors must bid on all service lines (OSI, OPI, VRI, ASL, Written Translation) or whether partial bids covering only select service lines are permissible. Can MSDH confirm whether partial bidding is allowed?

Jun 17, 2026 1:58 PM

Answered by Dorthy Young: The bid should be inclusive of all services.

3. Scope of Services

IFB No. 3160008084

Jun 17, 2026 11:47 AM

Question: As an out of state bidder, are in-person services a mandatory requirement of this solicitation, or can the proposed services be delivered exclusively via virtual platforms?

Jun 17, 2026 11:47 AM

Answered by Dorthy Young: The on-site services are included in the scope and bid form.

4. Scope of Services

Jun 17, 2026 1:57 PM

Question: The IFB title references "Transcription Services," however no transcription line items appear in the Bid Form and no transcription scope is described in Section 4. Can MSDH confirm whether transcription services are included in this contract, and if so, provide the applicable scope, format requirements, and pricing structure?

Jun 17, 2026 1:57 PM

Answered by Dorthy Young: Document translation items in the bid form are located in the third section of the bid form.

5. Scope of Services

Jun 17, 2026 1:58 PM

Question: The IFB does not include estimated volume for any service line. Can MSDH provide historical or anticipated usage data for interpretation sessions (by modality) and document translation (by language and word volume) to assist vendors in preparing competitive pricing?

Jun 17, 2026 1:58 PM

Answered by Dorthy Young: MSDH is not able to provide this information at this time.

6. Security

Jun 17, 2026 1:59 PM

Question: Section 8.3.u requires vendors to make an executive summary of their most recent information security audit available upon request. Can MSDH clarify what forms of security audit documentation are acceptable to satisfy this requirement (e.g., internal audit report, third-party assessment, SOC 2 summary)?

Jun 17, 2026 1:59 PM

Answered by Dorthy Young: All listed are acceptable options.

7. Transcription Services

Jun 18, 2026 8:24 AM

Question: The IFB title refers to “Translation and Transcription Services,” but the Bid Form appears to include pricing only for onsite interpreting, OPI/VRI/ASL, and document translation. Should bidders provide pricing for transcription services? If yes, please identify the required unit of measure, pricing line item, expected transcription types, and whether transcription pricing should be included in the Bid Form or uploaded as additional information. If no, please confirm that transcription services are not required under this solicitation despite the IFB title.

Jun 18, 2026 8:24 AM

Answered by Dorthy Young: Document Translation is the correct terminology, rather than transcription.

8. New Contract vs. Renewal / Incumbent

Jun 18, 2026 8:26 AM

Question: Is this solicitation for a new requirement, or is it a rebid, renewal, or replacement of an existing MSDH contract for language access services? If it replaces an existing contract, please identify the incumbent vendor(s), the current contract number(s), the current contract term, and whether MSDH intends this procurement to continue the same scope of services or expand/change the prior scope.

Jun 18, 2026 8:26 AM

Answered by Dorthy Young: All state agency contracts are available on the publicly available Transparency website.

9. Historical Spend / Usage

Jun 18, 2026 8:27 AM

Question: Please provide the historical spend and usage volume for the services covered by this IFB for the most recent three fiscal years, broken down if available by service category: onsite interpreting, OPI, VRI, ASL, document translation, and any transcription-related services. If exact historical data is not available, please provide MSDH’s best estimate of annual spend, expected annual usage, or budgeted amount for the resulting contract.

Jun 18, 2026 8:27 AM

Answered by Dorthy Young: All state agency contracts are available on the publicly available

10. No subject

Jun 18, 2026 8:47 AM

Question: MSDH issued SOQ 2025-SOQ-489 in December 2025 for ASL Interpretation Services, including ASL services for mandated public meetings, EHDI meetings, the EHDI-MS Conference, and early intervention service delivery. The current IFB RFx 3160008084 also includes ASL services as part of a broader language access scope. Please clarify whether the contract resulting from IFB RFx 3160008084 will replace, supplement, or operate alongside any contract awarded under SOQ 2025-SOQ-489.

Jun 18, 2026 8:47 AM

Answered by Dorthy Young: Yes.

11. Submission Requirements

Jun 18, 2026 10:34 AM

Question: Please confirm whether bidders are required to submit a separate technical proposal, narrative response, qualifications statement, references, or capability documentation with the bid, or whether submission is limited to the required OpenGov response fields, certifications, attachments, and completed bid/pricing form.

Jun 18, 2026 10:34 AM

Answered by Dorthy Young: The bidders should complete required fields, certifications, attachments, and pricing forms.

12. Spend / Contract Value

Jun 18, 2026 10:35 AM

Question: What is the total annual spend and total contract value under the current contract(s) for translation, transcription, and interpreting services?

Jun 18, 2026 10:35 AM

Answered by Dorthy Young: All state agency contracts are available on the publicly available

13. Historical Data

Jun 18, 2026 10:36 AM

Question: Can MSDH provide historical utilization data for the last three fiscal years, including the number of onsite interpreting assignments, telephonic interpreting minutes, VRI minutes, ASL assignments, translated words by language, and transcription projects?

Jun 18, 2026 10:36 AM

Answered by Dorthy Young: All state agency contracts are available on the publicly available Transparency website. MSDH is not able to provide additional information at this time.

14. Language Utilization

Jun 18, 2026 10:36 AM

Question: Can MSDH provide a language utilization report showing the most frequently requested languages and their annual volumes?

Jun 18, 2026 10:36 AM

15. Service Request Timing

Jun 18, 2026 10:37 AM

Question: What percentage of service requests historically have been same-day, emergency, after-hours, weekend, or holiday assignments?

Jun 18, 2026 10:37 AM

16. Partial bids

Jun 19, 2026 8:02 AM

Question: Are bidders required to provide pricing and services for all line items and service categories identified in the IFB, or will MSDH accept partial bids for only selected services, languages, or line items?

Jun 19, 2026 8:02 AM

Answered by Dorthy Young: The bid form should be completed as published.

17. Service Delivery Approach and Volume Estimates

Jun 19, 2026 8:04 AM

Question: Please indicate whether the majority of anticipated service requests are expected to be onsite or remote and provide any available volume estimates by service category.

Jun 19, 2026 8:04 AM

18. Evaluation methodology

Jun 19, 2026 8:05 AM

Question: For purposes of bid evaluation, please describe the methodology MSDH will use to determine the lowest overall evaluated price. Will estimated quantities or usage assumptions be applied to the proposed rates for each line item, and if so, will those estimated quantities be provided to bidders?

Jun 19, 2026 8:05 AM

Answered by Dorthy Young: The lowest price provided by bidders in the pricing form will be used to determine the lowest bidder.

19. Historical utilization data

Question: Please provide historical utilization data, estimated annual volumes, or projected usage for each service category, including onsite interpretation, over-the-phone interpretation (OPI), video remote interpretation (VRI), ASL services, and document translation.

Jun 19, 2026 8:05 AM

Answered by Dorthy Young: MSDH is not able to provide this information at this time. All state agency contracts are available on the publicly available Transparency website.

20. Multiple awards

Question: If multiple awards are made, how will work be distributed among awarded contractors?

Answered by Dorthy Young: This will be determined by MSDH upon award of the procurement and execution of the agreement.

21. Incumbent Relationship and Pricing

Jun 19, 2026 8:07 AM

Question: Is there an incumbent currently providing these services? If yes, please identify them and how long you have been working with them. How much are you currently paying for the services?

Jun 19, 2026 8:07 AM

Answered by Dorthy Young: All state agency contracts are available on the publicly available

22. Budget

Jun 19, 2026 8:08 AM

Question: Is there a budget allocated to this contract? If yes, how much?

Jun 19, 2026 8:08 AM

Answered by Dorthy Young: MSDH is unable to provide this information at this time.

23. Past challenges

Jun 19, 2026 8:10 AM

Question: What challenges have you faced with similar scope of work from vendors you worked with?

What improvements are you looking to implement moving forward with regards to language access provision?

Jun 19, 2026 8:10 AM

Answered by Dorthy Young: MSDH is not aware of any challenges.

24. Insurance requirements

Jun 19, 2026 8:10 AM

Question: Are the insurance requirements stated in the IFB negotiable after award, or are all listed coverage types and limits mandatory and non-negotiable for contract execution?

Jun 19, 2026 8:10 AM

Answered by Dorthy Young: Negotiation is not anticipated following award.

25. Minimums

Jun 19, 2026 8:11 AM

Question: It is an industry-standard to charge a minimum of 2 hours or the duration of requested time if exceeding 2 hours, for all scheduled interpreting assignments, including remote. Please confirm that the contract will include minimum charges for scheduled video remote interpreting services.

Jun 19, 2026 8:11 AM

Answered by Dorthy Young: The scope of work and contract terms are included in the public posting for this IFB.

26. Technical proposal

Jun 19, 2026 8:12 AM

Question: The IFB appears to require completion of the Bid Form, certifications/attestations, pricing schedules, and any supporting documentation necessary to demonstrate compliance with the minimum qualifications and requirements. Can MSDH please confirm that bidders are not required to submit a separate technical proposal, technical narrative, management approach, staffing plan, or other written proposal volume beyond the forms and documentation expressly requested in the IFB?

Jun 19, 2026 8:12 AM

Answered by Dorthy Young: This is confirmed.

27. Travel and mileage

Question: The pricing schedule does not appear to include a separate field for travel time, mileage reimbursement, or other travel-related expenses associated with onsite interpretation assignments.

Please include a line item for travel costs or kindly confirm that we can edit and modify the pricing table to include all relevant terms.

Answered by Dorthy Young: MSDH will not be amending the pricing form.

28. After-hours service rates

Jun 19, 2026 8:13 AM

Question: Could MSDH confirm that bidders may propose separate rates for after-hours, weekend, holiday, emergency, or expedited service requests? If so, where should such pricing be provided?

Jun 19, 2026 8:13 AM

29. Legal interpreting services

Jun 19, 2026 8:13 AM

Question: The scope references community, legal, medical, and administrative settings. Can MSDH clarify whether legal interpretation services are anticipated under this contract and, if so, whether separate pricing may be submitted for legal interpreting assignments?

Jun 19, 2026 8:13 AM

Answered by Dorthy Young: MSDH will not be amending the pricing form or the scope of work as published.

30. Desktop publishing (DTP)

Jun 19, 2026 8:14 AM

Question: The solicitation includes document translation services but does not appear to address desktop publishing (DTP), formatting, graphics recreation, or multilingual document layout. Please confirm that bidders can add separate pricing for DTP services in the pricing table.

Jun 19, 2026 8:14 AM

31. Accessibility

Jun 19, 2026 8:14 AM

Question: Can MSDH clarify whether translated documents are required to be delivered in an accessible/Section 508-compliant format? If accessibility remediation services (e.g., ADA-compliant PDF remediation) are required, please advise where pricing for these services should be provided in the pricing table, as they are billed separately from translation services.

Jun 19, 2026 8:14 AM

Answered by Dorthy Young: Yes, this format could potentially be needed in the future. MSDH will not alter the published pricing form.

32. Over-the-Phone Interpretation (OPI) vs Video Remote Interpretation (VRI)

Jun 19, 2026 8:15 AM

Question: The pricing schedule combines Over-the-Phone Interpretation (OPI) and Video Remote Interpretation (VRI). Because these services typically have different staffing, processes, delivery costs and market rates, please provide separate pricing fields for OPI and VRI services.

Jun 19, 2026 8:15 AM

33. Scheduled remote interpreting services

Jun 19, 2026 8:16 AM

Question: While the Pricing Table specifies pricing for Video Remote Interpreting (VRI), could you please clarify whether there is also an anticipated need for scheduled remote interpreting services (e.g., via Zoom or Microsoft Teams)? If scheduled services are within scope, we kindly request consideration to revise the pricing table to include a separate category for scheduled interpreting, as the service delivery model and cost structure differ from on-demand VRI. Additionally, please note that for scheduled appointments, a two-hour minimum billing increment is typically applied in accordance with prevailing industry standards.

Jun 19, 2026 8:16 AM

Answered by Dorthy Young: MSDH will not be amending the pricing form. Remote services via Zoom or Teams have not historically been required, but MSDH is not able to determine if that would be required in the future.

34. Per hour pricing

Jun 19, 2026 8:16 AM

Question: The pricing sheet lists the unit of measure for interpreting services as "per interpreter."

However, industry-standard pricing is typically structured per hour for onsite and pre-scheduled remote interpreting services, and per minute for on-demand interpreting services. Could you please edit the pricing table to reflect this?

Jun 19, 2026 8:16 AM

35. Potential Modification to 1.22 E-Verification

Jun 19, 2026 9:26 AM

Question: Regarding "1.22 E-Verification", statement in last sentence of paragraph "In the event of such termination, Contractor would also be liable for any additional costs incurred by the Agency due to Contract cancellation or loss of license or permit to do business in the state." We request to remove or modify this sentence to exclude contractor liability for these consequential and uncapped costs. We are fully committed to complying with all E-Verification requirements. However, we can not accept open-ended financial liability for agency costs or state licensing impacts resulting from a termination.

Jun 19, 2026 9:26 AM

Answered by Dorthy Young: MSDH will not make the amendment.

36. No subject

Jun 22, 2026 11:45 AM

Question: Can MSDH share historical annual volumes (for the last three years) by service type, language, locations, and expected fill rates?

Jun 22, 2026 11:45 AM

Answered by Dorthy Young: All state agency contracts are available on the publicly available Transparency website. MSDH is not able to provide the additional information at this time.

37. No subject

Jun 22, 2026 11:47 AM

Question: Industry standards for interpreter pricing are by the minute for over the phone and video remote interpreting. Can the pricing sheet be amended to reflect this measurement for pricing. Industry standard for In-person is also by the hour, so could pricing be amended to reflect this?

Jun 22, 2026 11:47 AM

38. No subject

Jun 22, 2026 11:48 AM

Question: What types of interpreting might be needed? Is the State looking for Medical and Legal interpreters?

Jun 22, 2026 11:48 AM

Answered by Dorthy Young: The scope of work, deliverables, pricing form and contract terms are included in the public posting for this IFB.

39. No subject

Jun 22, 2026 3:21 PM

Question: Can MSDH provide estimated annual volumes for each service type (onsite interpretation, OPI, VRI, ASL, and translation) by language or category?

Jun 22, 2026 3:21 PM

Answered by Dorthy Young: All state agency contracts are available on the publicly available

40. No subject

Jun 22, 2026 3:21 PM

Question: Are there historical usage reports or prior contract volumes available to help inform pricing assumptions?

Jun 22, 2026 3:21 PM

Answered by Dorthy Young: All state agency contracts are available on the publicly available

41. No subject

Jun 22, 2026 3:22 PM

Question: The IFB references a 2-hour minimum for onsite interpretation. Will this apply for prescheduled remote services as well?

Jun 22, 2026 3:22 PM

42. No subject

Question: Will there be a minimum allowed for on demand OPI and VRI, translation services and project management as well?

Jun 22, 2026 3:22 PM

43. No subject

Question: Are there any minimum billing increments for OPI/VRI services (e.g., per minute, 15-minute increments)?

Jun 22, 2026 3:22 PM

Answered by Dorthy Young: No. The rate should be listed per minute.

44. No subject

Question: Would the agency be willing to separate out simultaneous and consecutive for in person rates?

Jun 22, 2026 3:22 PM

45. No subject

Question: Would the agency be willing to separate out Over the Phone and Video Remote for remote rates?

Jun 22, 2026 3:22 PM

46. No subject

Question: There is not a line item for project management - can you please explain what project management entails for your agency?

Jun 22, 2026 3:22 PM

Answered by Dorthy Young: Please refer to the published IFB scoring and pricing form. Project management is not included in the published pricing form.

47. No subject

Jun 22, 2026 3:23 PM

Question: Does MSDH have a cancellation policy for prescheduled interpretation (e.g., billing thresholds for cancellations within 24 hours)?

Jun 22, 2026 3:23 PM

Answered by Dorthy Young: Not at this time.

48. No subject

Question: For scheduled OPI/VRI appointments, is there a defined cancellation window or compensation structure?

Jun 22, 2026 3:23 PM

Answered by Dorthy Young: The published bid pricing form should be utilized.

49. No subject

Question: Are vendors expected to support same-day or emergency onsite requests statewide, and if so, what is the expected response timeframe?

Jun 22, 2026 3:23 PM

Answered by Dorthy Young: To date, emergency onsite support has not occurred at MSDH.

50. No subject

Question: What are the expected file formats for written translation deliverables (e.g., Word, PDF, editable formats)?

Jun 22, 2026 3:23 PM

Answered by Dorthy Young: The format would be dependent upon the document being translated.

51. No subject

Jun 22, 2026 3:24 PM

Question: Should pricing for OPI/VRI be submitted as per-minute, per-hour, or flat rates, given the “rate per interpreter” language?

Jun 22, 2026 3:24 PM

52. No subject

Question: Is MSDH intending to award multiple vendors by service category or geographic region, or will all awarded vendors be used interchangeably?

Jun 22, 2026 3:24 PM

Answered by Dorthy Young: There will be no partial awards.

53. No subject

Question: The title of the document mentions transcription, but it is not noted anywhere else in the bid.

Is transcription included in this bid and, if so, will the agency amend the pricing schedule to include that category?

Jun 22, 2026 3:24 PM

Answered by Dorthy Young: Document translation should be utilized instead of transcription.

54. No subject

Question: If transcription is included, will transcription only be in English?

Jun 22, 2026 3:24 PM

Answered by Dorthy Young: Document translation should be utilized instead of transcription.

55. No subject

Question: For on demand services, will the agency be able to use our platform for VRI services?

Jun 22, 2026 3:24 PM

Answered by Dorthy Young: Yes, if the system is compliant with IFB and contract requirements.

56. No subject

Question: The deliverables mentions that interpreters are to be in uniform. As our linguists are independent contractors, would professional attire be sufficient with identification?

Jun 22, 2026 3:24 PM

57. No subject

Question: Are there any specific certifications required for linguists? If yes, please provide.

Jun 22, 2026 3:24 PM

Answered by Dorthy Young: No requirements exist aside from those in the published IFB.

58. No subject

Jun 23, 2026 8:18 AM

Question: Please provide historical and/or estimated interpretation usage by modality and language, including on-demand OPI minutes, scheduled OPI minutes, VRI minutes, onsite spoken-language assignments/hours, and onsite ASL assignments/hours.

Jun 23, 2026 8:18 AM

Answered by Dorthy Young: MSDH is not able to provide this information.

59. No subject

Question: For statewide onsite spoken-language interpretation and onsite ASL, please provide the expected service locations, including facility names, cities, and partner locations, along with historical or estimated assignment volume by location, language, and request type.

Jun 23, 2026 8:18 AM

Answered by Dorthy Young: MSDH locations are listed on the agency public website.

60. No subject

Question: May we submit a rate sheet that includes the listed languages in the IFB, but also lists the language minimum, rush fee, and transcription rate?

Jun 23, 2026 8:18 AM

Answered by Dorthy Young: No. The published pricing form must be completed.

61. No subject

Question: Is there another rate sheet that we should submit for transcription rates?

Jun 23, 2026 8:18 AM

Answered by Dorthy Young: Document translation should be substituted for the term transcription.

62. No subject

Question: What is the standard file type for written translation? (Word, InDesign, Excel, PDF, etc.)

Jun 23, 2026 8:18 AM

Answered by Dorthy Young: The format is dependent upon the document being translated.

63. No subject

Jun 23, 2026 8:19 AM

Question: What is the average size of a written translation request (pages, words, etc.)

Jun 23, 2026 8:19 AM

Answered by Dorthy Young: MSDH is unable to provide this information at this time.

64. No subject

Question: Please provide the name(s) of the current incumbent vendor(s) providing OPI, VRI, ASL, and Onsite Interpreting services, along with the current contract rates, contract term, and annual spend by service category, if available.

Jun 23, 2026 8:19 AM

Answered by Dorthy Young: All state agency contracts are available on the publicly available

65. No subject

Question: Will vendors be allowed to submit proposals for specific service categories only, such as OPI, VRI, ASL, or Onsite Interpreting, or are vendors required to bid on the full scope of services requested in the RFP?

Jun 23, 2026 8:19 AM

Answered by Dorthy Young: Bidders should complete the required fields in the IFB.

66. Historical Utilization

Jun 23, 2026 9:17 AM

Question: Can you provide historical utilization metrics for each service category over the preceding 12- 24 months? Can you provide historical information by language? Can you provide historical information on scheduled, after-hours, and emergency requests?

Jun 23, 2026 9:17 AM

Answered by Dorthy Young: All state agency contracts are available on the publicly available

67. Areas of Concent

Jun 23, 2026 9:18 AM

Question: Does the organization have any pain points it would like to address?

Jun 23, 2026 9:18 AM

Answered by Dorthy Young: MSDH is not aware of pain points.

68. Geographic Location

Jun 23, 2026 9:19 AM

Question: Are there any geographic location requirements for firms or linguists?

Jun 23, 2026 9:19 AM

Answered by Dorthy Young: Not at this time.

69. Pricing Sheets

Jun 23, 2026 9:22 AM

Question: May we attach our rate sheets?

Jun 23, 2026 9:22 AM

Answered by Dorthy Young: No. MSDH will not be amending the pricing form.

70. No subject

Question: Will your agency require desktop publishing?

Jun 22, 2026 3:23 PM

Answered by Dorthy Young: MSDH is not able to answer the question as posed.

Invitation for Bids

IFB Number: RFx: 3160008084

Amendment One

Issue Date: June 10, 2026

The Mississippi State Department of Health (MSDH), through this Amendment One, modifies the original MSDH IFB RFx 3160008084 issued on June 10, 2026.

The attached Questions and Answers document is incorporated fully as part of MSDH IFB RFx 3160008084.

ACKNOWLEDGEMENT OF AMENDMENTS

Please acknowledge receipt of this amendment and all others by signing this form and returning it, along with your solicitation response.

Failure to submit this acknowledgement may result in rejection of your Bid.

Acknowledged by (signature): _______________________________

Company and Title: _______________________________________

Date: ___________________________________________________