INVITATION FOR BIDS

IFB RFx Number: 3160008084

Translation and Transcription Services Issue Date: June 10, 2026

CLOSING TIME AND DATE

Bids must be received before:

10:00 am CST, July 13, 2026

BID COORDINATOR

Tricia Slack

Telephone: (601) 576-7954 E-mail: procurement@msdh.ms.gov

1. Introduction and Overview

1.1. Purpose and Goals

The Mississippi State Department of Health (hereinafter “MSDH” or “Agency”) has issued this solicitation for the purpose of soliciting sealed bids from qualified Bidders to provide Translation and Transcription Services.

The Mississippi State Department of Health (MSDH) is seeking to procure comprehensive language access services to support across its public health programs. This initiative involves soliciting itemized quotes from qualified vendors for services including onsite and remote interpretation (via phone and video), American Sign Language (ASL), and multilingual document translation. The project emphasizes the importance of real-time interpretation platforms, data analytics capabilities, and flexible service availability, including after-hours and emergency coverage. The ultimate goal is to ensure that all residents, including individuals with Limited English Proficiency (LEP) and the deaf or hard of hearing community, have meaningful access to health services and information.

A copy of this IFB, including all appendices and attachments, and any subsequent amendments, including the Question-and-Answer amendment, if issued, will be posted to the MSDH OpenGov Procurement portal at https://procurement.opengov.com/portal/msdh under the “Active ” projects list. It is the responsibility of all interested Bidders to monitor the website for updates regarding this procurement.

Before the award of any contract, the Bidder will be required to document to MSDH that it has the necessary capabilities to provide the core services specified in this IFB. The Bidder may also be required to provide additional client references, as well as related project experience detail in order to satisfy MSDH that the Bidder is qualified. MSDH may make reasonable investigations, as it deems necessary and proper, to determine the ability of the Bidder to perform the work, and the Bidder shall be required to furnish to MSDH all information that may be requested for this purpose. MSDH reserves the right to reject any bid if the Bidder fails to provide the requested information and/or fails to satisfy MSDH that the Bidder is properly qualified to carry out the obligations of the contract and to complete the work described in this IFB.

1.2. Bid Submission Period

Bids must be submitted electronically through the MSDH OpenGov Procurement portal no later than 10:00 am Central Standard Time (CST), Monday, July 13, 2026. Timely submission of the bid package is the responsibility of the Bidder. Any bid received after the deadline will be considered late and will be rejected and will not be considered for award. The Bidder shall be notified as soon as practicable if their bid was rejected and the reason for such rejection.

Failure to submit a bid on the bid form provided will be considered cause for rejection of the bid. Modifications or additions to any portion of the bid document may be cause for rejection of the bid. The MSDH reserves the right to decide, on a case-by-case basis, whether to reject a bid with modifications or additions as non-responsive. MSDH may request the Bidder to withdraw or modify non-responsive portions that do not affect the service’s quality, quantity, price or delivery.

1.3. Important Dates

Invitation for Bid Issue Date: June 10, 2026

Request for Reconsideration of the Terms of the Solicitation:

June 16, 2026

Questions Submission Deadline: June 23, 2026, 10:00am https://procurement.opengov.com/portal/msdh

Anticipated Posting of Written Answers to Questions:

June 24, 2026, 12:00pm

Bid Package Submission Deadline: July 13, 2026, 10:00am

Anticipated Bid Opening: 07/13/2026 at 11:00 am

Anticipated Date of Notice of Intent to Award:

July 14, 2026

Request for Reconsideration of the Intent to Award:

July 16, 2026

NOTE: Adjustments to the schedule may be made as deemed necessary by MSDH.

1.4. Questions and Answers

Questions must be submitted electronically through the MSDH OpenGov Procurement portal through the "Question & Answer" tab of this project, (RFX3160008084) - Translation and Transcription Services. Questions must be submitted before 10:00 am, on Tuesday, June 23, 2026, to ensure a response by MSDH. Responses to questions will be posted to the project page on the MSDH OpenGov Procurement portal at https://procurement.opengov.com/portal/msdh. Questions received after the due date and time of questions may be considered for response, although there is no guarantee as to if or when a response will be provided. It is the Bidder’s sole responsibility to regularly monitor the website for amendments and/or announcements concerning this IFB.

1.5. Acknowledgment of Amendments

Should an amendment to the IFB be issued, it will be posted on the Procurement Portal and the MSDH OpenGov Procurement Portal in a manner that all bidders will be able to view. Bidders shall acknowledge receipt of any amendment to the IFB by electronically signing the amendment in the MSDH OpenGov Procurement Portal, or by email.

Should any bidder fail to submit all necessary acknowledgement(s) with its bid, the Agency shall have the sole discretion as to whether to request a bidder to submit the required acknowledgement(s) after the bid submission deadline but prior to issuance of the Notice of Intent to Award. The Agency shall exercise that discretion in a manner that is fair to all bidders. Any bidder who does not provide the Agency acknowledgement(s) of every amendment issued may be deemed non-responsive and not eligible for award.

Bidders are responsible for monitoring both websites for any updates or amendments to the IFB. Each Bidder shall submit a written acknowledgment of every amendment to the MSDH on or before the submission deadline.

1.6. Expenses Incurred in the Procurement Process

All parties participating in the procurement process in regard to this IFB shall bear their own costs of participation, pursuant to Section 1.4.4 of the OPSCR Rules and Regulations. All costs incurred by the Bidder in preparing and delivering its bid, making presentations, and any subsequent time and travel to meet with MSDH regarding its bid shall be borne exclusively at the Bidder’s expense.

1.7. Cancellation of Solicitation or Rejection of Individual Bids

At MSDH’s sole discretion, an IFB may be canceled or any or all responses to the solicitation may be rejected, in whole or in part, when MSDH determines that it is in the Agency’s best interest to do so.

1.8. Registration with Mississippi Secretary of State

By submitting a bid, the Bidder certifies that it is registered to do business in the State of Mississippi as prescribed by Mississippi law and the Mississippi Secretary of State or, if not already registered, that it will do so within five (5) business days of being offered an award. Sole proprietors are not required to register with the Secretary of State.

1.9. Debarment

By submitting a bid, the Bidder certifies that it is not currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi or Federal government and that it is not an agent of a person or entity that is currently debarred from submitting bids for contracts issued by any political subdivision or agency of the State of Mississippi.

1.10. Right to Consider Historical Information

MSDH reserves the right to consider historical information regarding the Bidder, whether gained from the Bidder’s bid, conferences with the Bidder, references, or any other source during the evaluation process. This may include, but is not limited to, information from any state or federal regulatory entity.

1.11. State Approval

It is understood that this contract may require approval by the PPRB. If required and if this contract is not approved by PPRB and/or OPSCR, it is void and no payment shall be made hereunder.

1.12. Property Rights

Property rights do not inure to any Bidder until such time as services have been provided under a legally executed contract. No party responding to this IFB has a legitimate claim of entitlement to be awarded a contract or to the provision of work thereunder. MSDH is under no obligation to award a contract and may terminate a legally executed contract at any time.

1.13. Contract Rights

Contract rights do not vest in any party until a contract is legally executed. MSDH is under no obligation to award a contract following issuance of this IFB.

1.14. Bids as Public Record

If a redacted copy is not submitted, MSDH shall consider the entire Bid to be public record. The redacted copy should identify which section or information has been redacted and the Bidder should provide the specific statutory authority for the exemption. Per Mississippi Code Annotated §25-61-9(7), the type of service to be provided, the price to be paid and the term of the contract cannot be deemed confidential.

The redacted copy shall be considered public record and immediately released, without notification of the Bidder, pursuant to any request under the Mississippi Public Records Act, Miss. Code Ann. §§25-61-1 et seq. and Miss. Code Ann. §79-23-1. Redacted copies shall also be used/released for any reason deemed necessary by MSDH, including, but not limited to, submission to the PPRB, posting to the Transparency Mississippi website, etc.

All documentation submitted in response to this IFB and any subsequent requests for information pertaining to this IFB shall become the property of MSDH and will not be returned to the Bidder.

All information requested is considered important. Failure to provide all requested information and in the required format may result in disqualification of the Bid. MSDH has no obligation to locate or acknowledge any information in the bid that is not presented under the appropriate outline and in the proper location according to the instructions herein.

1.15. Certification of Independent Price Determination

By submitting a bid, the Bidder certifies that the prices submitted in response to the solicitation have been arrived at independently and without any consultation, communication, or agreement with any other Bidder or competitor for the purpose of restricting competition.

1.16. Applicable Law

The contract shall be governed by and construed in accordance with the laws of the State of Mississippi, excluding its conflicts of laws provisions, and any litigation with respect thereto shall be brought in the courts of Mississippi.

1.17. Approval

It is understood that if this contract requires approval by the Public Procurement Review Board (“PPRB”) and/or the Department of Finance and Administration Office of Personal Service Contract Review (“OPSCR”), and this contract is not approved by PPRB and/or OPSCR, it is void and no payment shall be made hereunder.

1.18. Availability of Funds

It is expressly understood and agreed that the obligation of MSDH to proceed under this agreement is conditioned upon the appropriation of funds by the Mississippi State Legislature and the receipt of the appropriated funds. If the funds anticipated for the continuing time fulfillment of the agreement are, at any time, not forthcoming or insufficient, regardless of the source of funding, MSDH shall have the right upon ten

(10) business days written notice to Contractor, to terminate this agreement without damage, penalty, cost or expense to the MSDH of any kind whatsoever. The effective date of termination shall be as specified in the notice of termination.

1.19. Compliance with Equal Opportunity in Employment Policy

Contractor understands that the MSDH is an equal opportunity employer and therefore, maintains a policy which prohibits unlawful discrimination based on race, color, creed, sex, age, national origin, physical handicap, disability, genetic information, or any other consideration made unlawful by federal, state, or local laws. All such discrimination is unlawful, and Contractor agrees during the term of the agreement that Contractor will strictly adhere to this policy in its employment practices and provision of services.

1.20. Compliance with Laws

Contractor shall comply with, and all activities under this agreement shall be subject to, all applicable federal, state, and local laws and regulations, as now existing and as may be amended or modified.

1.21. E-Payment

Contractor agrees to accept all payments in United States currency via the State of Mississippi’s electronic payment and remittance vehicle. The Agency agrees to make payment in accordance with Mississippi “Timely Payments for Purchases by Public Bodies” laws, which generally provide for payment of undisputed amounts by the Agency within forty-five (45) calendar days of receipt of invoice. Mississippi Code Annotated § 31-7-301, et seq.

1.22. E-Verification

If applicable, Contractor represents and warrants that it will ensure its compliance with the Mississippi Employment Protection Act and will register and participate in the status verification system for all newly hired employees. Mississippi Code Annotated §§ 71-11-1 and 71-11-3. Contractor agrees to provide a copy of each verification upon request of the MSDH subject to approval by any agencies of the United States Government.

Contractor further represents and warrants that any person assigned to perform services hereafter meets the employment eligibility requirements of all immigration laws. The breach of this clause may subject Contractor to the following: (1) termination of this contract and exclusion pursuant to Chapter 15 of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations; (2) the loss of any license, permit, certification or other document granted to Contractor by an agency, department, or governmental entity for the right to do business in Mississippi; or (3) both. 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.

1.23. Offeror's Representation Regarding Contingent Fees

By responding to the solicitation, the Bidder represents that it has not retained any person or agency on a percentage, commission, or other contingent arrangement to secure this contract. If the Bidder cannot make such a representation, a full and complete explanation shall be submitted in writing with the Bidder's response.

1.24. Procurement Regulations

This solicitation shall be governed by the applicable provisions of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations, a copy of which is available on the Mississippi Department of Finance and Administration’s website (www.dfa.ms.gov). Any bidder or offeror responding to a solicitation for personal and professional services and any contractor doing business with a state Agency is deemed to be on notice of all requirements therein.

1.25. Representation Regarding Gratuties

Bidder represents that it has not, is not, and will not offer, give, or agree to give any employee or former employee of MSDH a gratuity or offer of employment in connection with any approval, disapproval, recommendation, development, or any other action or decision related to the solicitation and resulting contract.

Bidder further represents that no employee or former employee of MSDH has or is soliciting, demanding, accepting, or agreeing to accept a gratuity or offer of employment for the reasons previously stated; any such action by an employee or former employee in the future, if any, will be rejected by bidder. Bidder further represents that it is in compliance with the Mississippi Ethics in Government laws, codified at Mississippi Code Annotated §§ 25-4-101 through 25-4-121, and has not solicited any employee or former employee to act in violation of said law.

1.26. Required Public Records and Transparency

Upon execution of a contract, the provisions of the contract which contain the personal or professional services provided, the unit prices, the overall price to be paid, and the term of the contract shall not be deemed to be a trade secret or confidential commercial or financial information pursuant to Mississippi Code Annotated § 25-https://www.dfa.ms.gov/

61-9(7). The contract shall be posted publicly on www.transparency.ms.gov and shall be available for at the Agency for examination, inspection, or reproduction by the public. The Bidder acknowledges and agrees that the MSDH and this contract are subject to the Mississippi Public Records Act of 1983 codified at Mississippi Code Annotated §§ 25-61-1, et seq. and its exceptions, Mississippi Code Annotated § 79-23-1, and the Mississippi Accountability and Transparency Act of 2008, codified at Mississippi Code Annotated §§ 27-104-151, et seq.

1.27. Stop Work Order

The MSDH may, by written order to Contractor at any time, require Contractor to stop all or any part of the work called for by this contract. This order shall be for a period of time specified by the MSDH. Upon receipt of such an order, Contractor shall forthwith comply with its terms and take all reasonable steps to minimize any further cost to the MSDH. Upon expiration of the stop work order, Contractor shall resume providing the services which were subject to the stop work order, unless the MSDH has terminated that part of the agreement or terminated the agreement in its entirety. The MSDH is not liable for payment for services which were not rendered due to the stop work order.

1.28. Termination

Termination for Convenience. The MSDH may, when the interests of the Agency so require, terminate this contract in whole or in part, for the convenience of the Agency. The MSDH shall give written notice of the termination to Contractor specifying the part of the contract terminated and when termination becomes effective. Contractor shall incur no further obligations in connection with the terminated work and on the date set in the notice of termination Contractor will stop work to the extent specified. Contractor shall complete the work not terminated by the notice of termination and may incur obligations as are necessary to do so.

Termination for Default. If the MSDH gives the Contractor a notice that the personal or professional services are being provided in a manner that is deficient, the Contractor shall have thirty (30) days to cure the deficiency. If the Contractor fails to cure the deficiency, the MSDH may terminate the contract for default and the Contractor will be liable for the additional cost to the MSDH to procure the personal and professional services from another source. Termination under this paragraph could result in Contractor being excluded from future contract awards pursuant to Chapter 15 of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations. Any termination wrongly labelled termination for default shall be deemed a termination for convenience.

https://www.transparency.ms.gov/

2. Procurement Methodology

2.1. Restrictions on Communication with MSDH Staff

All Bidder communications regarding this IFB must be directed through the MSDH OpenGov Procurement Portal or to the designated Bid Coordinator. Unauthorized contact regarding the IFB with other employees of the agency may result in the Bidder being disqualified.

2.2. Reconsideration of the Solicitation

Any potential Bidder can request that MSDH reconsider the terms of this solicitation. This reconsideration request can be accomplished by reference to Section 5.2.4. of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations. The potential Bidder shall file any such request within three (3) business days following the date of public notice of the solicitation. The potential Bidder must submit the request by email to the following:

• Bid Coordinator Tricia Slack, procurement@msdh.ms.gov

• Procurement@msdh.ms.gov

• The Director of the Office of Personal Service Contract Review

It shall be the sole responsibility of the requesting Bidder to ensure the request is received in a timely manner by all required parties. Failure to request reconsideration in compliance with this Section in a timely manner results in the waiver of any claim regarding the terms of the solicitation.

The request shall contain the requesting Bidder’s name, a single contact person, all contact information for the contact person, the RFx number of the solicitation, and the date the IFB was issued. The request shall identify which of the Public Procurement Review Board Office of Personal Service Contract Review Rules and Regulations the requesting Bidder believes to have been violated by the solicitation, as written. The request may not be based on anything other than the solicitation document and the applicable rules and regulations. The Bidder shall not include exhibits with the request. Instead, the requesting Bidder shall clearly identify the section(s) of the solicitation document at issue in its request. The request shall not be supplemented.

2.3. Acceptance of Bids

After receiving the bids, MSDH reserves the right to award the contract based on the terms, conditions, and premises of the IFB and the bid of the selected company without negotiation.

MSDH reserves the right to decide, on a case-by-case basis, whether to reject a bid with modifications or additions as non-responsive. As a precondition to bid acceptance, MSDH may request the bidder to withdraw or modify those portions of the bid deemed non-responsive that do not affect quality, quantity, price, or delivery of the service.

2.4. Minor Informalities and Irregularities

MSDH has the right to waive minor defects or variations of a bid from the exact requirements of the specifications that do not affect the price, quality, quantity, delivery, or performance of the services being procured and if doing so does not create an unfair advantage for any Bidder. If insufficient information is submitted by a Bidder for MSDH to properly evaluate the offer, MSDH has the right to require such additional information as it may deem necessary after the submission deadline, provided that the information requested does not change the price, quality, quantity, delivery, or performance time of the services being procured and mailto:Procurement@msdh.ms.gov such a request does not create an unfair advantage for any Bidder. (Information requested may include, for example, a copy of business or professional licenses, or a work schedule.)

2.5. Disposition of Bid

The bid submitted by the successful Bidder shall be incorporated into and become part of the resulting contract.

All bids received by MSDH shall upon receipt become and remain the property of MSDH. MSDH shall have the right to use all nonproprietary concepts contained in any bid and this right shall not affect the solicitation or rejection of the bid.

2.6. Modification or Withdrawal of a Bid

Prior to the bid due date, a submitted bid may be withdrawn by submitting a written request for its withdrawal to MSDH, signed by the Bidder. If submitted electronically through the MSDH OpenGov Procurement portal, Bidder may "unsubmit" their bid until the due date and time for bids has passed.

An Bidder may submit an amended bid before the due date for receipt of bids. Such amended bids shall be a complete replacement for a previously submitted bid and shall be clearly identified as such. MSDH shall not merge, collate, or assemble bid materials.

Unless requested by MSDH, no other amendments, revisions, or alterations to bids shall be accepted after the bid due date.

Any submitted bid shall remain a valid bid for one hundred eighty (180) calendar days from the bid due date.

2.7. Rejection of Bids

A bid response that includes terms and conditions that do not conform to the terms and conditions specified within this IFB document is subject to rejection as non-responsive. Further, submission of a bid that is not complete and/or unsigned is subject to rejection as non-responsive. MSDH staff reserves the right to permit the Bidder to withdraw nonconforming terms and conditions from its bid response prior to a determination by MSDH staff of non-responsiveness based on the submission of nonconforming terms and conditions. Any bid which is conditioned upon receiving award of both the particular contract being solicited and another Mississippi contract shall be deemed non-responsive and will be rejected.

2.8. Corrections and Clarifications

MSDH reserves the right to request clarifications or corrections to bids. Any bid received which does not meet any of the requirements of this IFB, including clarification or correction requests, may be considered non-responsive and eliminated from further consideration.

2.9. Bid Evaluation

All bids received in response to this IFB by the stated deadline will receive a comprehensive, fair, and impartial evaluation based on the requirements outlined in this IFB. No criteria other than those outlined in this IFB will be used in an evaluation. Only Bidders who are found responsive and responsible will have their bids considered.

The Contract shall be awarded to the Bidder who is responsible and responsive and submitted the lowest cost bid.

All bids will be evaluated based on: (1) whether each bidder was responsive and provided all required information in the format required by the IFB; (2) whether each bidder is responsible and objectively meets the minimum qualifications or other criteria listed in the IFB; and (3) which of the responsive and responsible bidders submitted the lowest overall price.

Responsive Bidder Bidder must submit its bid, including all required attachments and other documents, in a manner that conforms in all material aspects to this IFB as determined by MSDH.

2.10. Basis for Award

The agency intends to award multiple contracts to provide the services described in this IFB to the lowest responsible and responsive bidders. Multiple awards may be made if an award to two or more bidders for similar services is necessary for adequate delivery. Any such awards shall be limited to the least number of contractors necessary to meet the valid requirements of the agency. The number of awards is at the sole discretion of the Agency.

2.11. Notice of Intent to Award

The Notice of Intent to Award for this procurement will be made available to the public through posting on the MSDH OpenGov Procurement Portal. All participating Bidders will be notified of MSDH's intent to award a contract and identify the selected Bidder.

The successful vendor is instructed not to begin work, purchase materials, or enter into subcontracts relating to the project or services until execution of the contract.

2.12. Request for Reconsideration of the Intent to Award

A Bidder who responded to an IFB has an opportunity to request that MSDH reconsider its intent to award the contract to specific Bidder(s). Any such request shall be filed with MSDH within three (3) business days following issuance of the Notice of Intent to Award in compliance with Sections 5.6.1, 5.6.1.1, 5.6.1.2, and 5.6.3 of the PPRB OPSCR Rules and Regulations. The request shall be emailed to the Bid Coordinator, Hannah Wright, at hannah.wright@msdh.ms.gov, Procurement@msdh.ms.gov, and to the Director of the Office of Personal Service Contract Review. It shall be the sole responsibility of the requesting Bidder to ensure the request is timely received by all required parties. Failure to timely request reconsideration in compliance with this Section results in waiver of any claim a Bidder may have as to MSDH’s decision to award the contract.

The request shall contain the requesting vendor’s name, a single contact person, all contact information for the contact person, the RFx number of the solicitation, the date the IFB was issued, and the date the Notice of Intent to Award was issued. The request shall identify which of the PPRB OPSCR Rules and Regulations and/or the terms of the IFB the requesting Bidder believes were violated by MSDH during the evaluation process, explain the factual basis for the alleged violation(s), and specify how the alleged violation(s) affected the outcome of the procurement. The request shall not be based on anything other than the MSDH Procurement File, the PPRB OPSCR Rules and Regulations, and the terms of the IFB. The request shall not be supplemented.

MSDH shall consider the alleged violation and review the Procurement File to determine if such alleged allegation is supported. MSDH shall issue a written determination regarding the alleged violation. This decision shall become part of the Procurement File.

2.13. Notice of Contract Award

Following issuance of the Notice of Intent to Award, successful negotiation of the contract, and approval of the contract by the PPRB and any other required entities, MSDH will make a Notice of Contract Award available to the public.

mailto:hannah.wright@msdh.ms.gov mailto:procurement@msdh.ms.gov

3. Minimum Qualifications

The vendor must have and be able to provide proof of:

3.1. Prior Experience

Vendor must have been in business and provided goods and/or services similar in requirements and scale to those described in this IFB for a minimum of 5 years.

3.2. Ability to Perform

The vendor may be required before the award of any contract to show to the complete satisfaction of the agency that it has the necessary facilities, ability, and financial resources to provide the service specified therein in a satisfactory manner. The vendor may also be required to give a past history and references in order to satisfy the agency in regard to the vendor’s qualifications. The agency may make reasonable investigations deemed necessary and proper to determine the ability of the vendor to perform the work, and the vendor shall furnish to the agency all information for this purpose that may be requested. The agency reserves the right to reject any quote if the evidence submitted by, or investigation of, the vendor fails to satisfy the agency that the vendor is properly qualified to carry out the obligations of the contract and to complete the work described therein.

Evaluation of the vendor’s qualifications shall include:

1. the ability, capacity, skill, and financial resources to perform the work or provide the service required;

2. the ability of the bidder to perform the work or provide the service promptly or within the time specified, without delay or interference;

3. the character, integrity, reputation, judgment, experience, and efficiency of the vendor; and,

4. the quality of performance of previous contracts or services.

3.3. Insurance

The Vendor shall ensure that the professional staff and other decision-making staff shall be required to carry professional liability insurance in an amount commensurate with the professional responsibilities and liabilities under the terms of this Solicitation.

The Vendor shall obtain, pay for and keep in force during the Contract period general liability insurance against bodily injury or death in an amount commensurate with the responsibilities and liabilities under the terms of this Solicitation.

4. Scope of Services

4.1. Services to be Performed

The Contractor shall provide comprehensive language access services to the Mississippi State Department of Health (MSDH) to ensure effective communication with individuals who have Limited English Proficiency (LEP) and those who are deaf or hard of hearing. The Contractor is responsible for delivering high-quality, timely, and culturally appropriate language services across multiple modalities and languages, as detailed below.

Contractor shall provide services and otherwise do all things necessary for or incidental to the performance of work, as set forth below: The Contractor shall deliver comprehensive language access services to MSDH, including onsite interpretation, remote interpretation, ASL services, document translation, and project management. Onsite interpretation shall include community, legal, and simultaneous settings with a 2-hour minimum per engagement, in languages such as Spanish, Arabic, Chinese, Vietnamese, American Sign

Language (ASL), etc., to be scheduled and confirmed in advance. Remote interpretation services shall include 24/7/365 over-the-phone interpreting (OPI) for on-demand and pre-scheduled sessions, and video remote interpreting (VRI) available on-demand or by appointment, including for ASL.

The Contractor shall also provide both remote and onsite ASL services in compliance with the Americans with

Disabilities Act (ADA), supporting scheduled and urgent same-day requests. Document translation services must include accurate, culturally appropriate, and professionally formatted translations between English and a wide range of target languages, using technology to ensure consistency and terminology management. Rush and after-hours translation services must also be available. Additionally, the Contractor shall manage all translation and interpretation projects through effective project coordination, including file preparation, appropriate team assignments, timeline monitoring, and final quality assurance reviews. A standard project management fee shall apply as detailed in the approved rate schedule.

To assist with formulating a well-developed Scope of Work, the following may be addressed:

State Furnished Property/Services: MSDH will support the successful delivery of language access services under this contract by providing a designated contract manager for coordination, access to agency facilities for onsite interpretation, secure platforms for document exchange, source materials for translation, and relevant policy documents, including the MSDH Language Access Plan. The agency will also conduct ongoing quality oversight through performance monitoring and feedback to ensure the Contractor meets service requirements efficiently, securely, and in compliance with all applicable federal and state regulations.

Contractor-Furnished Property: The Contractor shall furnish all necessary personnel, equipment, technology, and materials required to perform interpretation and translation services, including qualified interpreters and translators, secure communication tools, translation software, and any additional resources needed to deliver services in accordance with the contract requirements and industry standards.

Description of Specific, Results-Oriented Tasks: The Contractor shall provide comprehensive language access services, including onsite interpretation, over-the-phone interpretation (OPI), video remote interpretation (VRI), American Sign Language (ASL) services, and written document translation. These services must be delivered accurately, professionally, and in a timely manner to support effective communication between MSDH staff and individuals with limited English proficiency or those who are deaf or hard of hearing. The Contractor is expected to furnish qualified interpreters and translators with appropriate certifications and experience relevant to each service setting—community, legal, medical, or administrative.

To achieve these results, the Contractor must ensure interpreter availability across a wide range of languages, provide secure and user-friendly platforms for remote services, and maintain a reliable process for receiving, translating, and returning documents. The Contractor must also implement quality assurance protocols, including proofreading, file formatting, and final reviews for all translated materials. Additionally, the

Contractor must be responsive to urgent and after-hours requests and provide tracking systems and reports to monitor service usage and ensure consistent performance aligned with MSDH standards.

Quality Assurance: Quality assurance will be measured through the accuracy, timeliness, professionalism, and reliability of the services provided. MSDH will monitor the Contractor’s performance through regular service audits, evaluation of deliverables, and feedback from internal staff and service recipients. All interpretation and translation services must meet industry standards for linguistic and cultural competence, comply with HIPAA and ADA requirements, and align with the agency’s Language Access Plan. Payments will be tied to documented service delivery, such as approved service logs or completed translations. If deficiencies are identified, the Contractor will be required to implement corrective action within five (5) business days.

Applicable Laws, Rules, and Directives: This contract is governed by all applicable federal and state laws, rules, and directives related to language access, nondiscrimination, and public health. These include, but are not limited to, Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d), Section 1557 of the Affordable Care Act (42 U.S.C. § 18116), the Americans with Disabilities Act (ADA), and the Health Insurance Portability and

Accountability Act (HIPAA). The Contractor must also comply with the U.S. Department of Health and Human Services’ Guidance on Title VI and LEP access (https://www.hhs.gov/civil-rights/for-individuals/special-topics/limited-english-proficiency/index.html).

Technical Exhibits: Technical exhibits relevant to this contract will be included as attachments to the Invitation for Bid (IFB) and are considered an integral part of the Scope of Work. These exhibits may include detailed rate charts, lists of supported languages, document translation pricing by language, sample service logs, invoicing templates, remote platform specifications, and MSDH’s Language Access Plan. These materials provide additional guidance and clarity on service expectations, deliverables, and operational requirements that are too extensive to describe fully within the body of the IFB.

Deliverables: The Contractor shall deliver a full range of language access services, including onsite and remote interpretation (OPI, VRI, and ASL), and document translation, as requested by the Mississippi State Department of Health (MSDH). Deliverables include: (1) timely deployment of qualified interpreters to designated locations or virtual platforms; (2) completed and proofread translated documents delivered in both editable and PDF formats; (3) monthly itemized invoices with supporting service logs detailing dates, times, languages, and services rendered; and (4) secure access to platforms used for scheduling and service delivery. All deliverables must meet professional standards for accuracy, confidentiality, and cultural appropriateness, and comply with HIPAA, ADA, and MSDH’s Language Access Plan. Services are to be performed statewide, either onsite or remotely, as specified in each request. Background and planning documents, such as rate charts, language lists, and translation pricing, are included as attachments to the IFB.

The Contractor is expected to meet deadlines for all services, including rush and after-hours requests, and incorporate quality control checks prior to submission of deliverables.

Location of Work: The work under this contract will be performed, completed, and managed both remotely and onsite at various MSDH facilities and partner locations across the state, as specified in individual service requests. Remote services, including over-the-phone interpreting, video remote interpreting, ASL, and document translation, will be conducted from the Contractor’s designated secure workspace. MSDH will not provide physical workspace for the Contractor. All records related to service delivery, including logs, reports, and invoices, must be maintained securely by the Contractor in accordance with HIPAA and applicable state data retention policies. The Contractor is responsible for all travel-related expenses, including transportation, lodging, and per diem, associated with onsite assignments, unless otherwise approved in writing by MSDH.

Federal Requirements: This contract is subject to all applicable federal requirements when federal funds are used to finance any portion of the procurement process or resulting services. The Contractor must comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR Part 200), including provisions related to procurement standards, cost allowability, and record retention.

If services are funded in whole or in part by the U.S. Department of Health and Human Services (HHS) or other federal agencies, the Contractor must also comply with agency-specific requirements such as nondiscrimination provisions under Title VI and Section 1557, as well as any reporting, monitoring, or audit obligations. MSDH may be required to submit vendor selection documentation and performance reports to federal agencies for review and approval during the procurement cycle. The Contractor must maintain adequate records to support invoicing and performance and make such records available for inspection upon request by MSDH or federal oversight bodies.

Technical Capabilities: The Contractor must provide the following: a. A secure, user-friendly platform for virtual interpretation (video and phone) b. Ability to retrieve and export detailed data analysis including: i. Call usage by department ii. Language breakdown iii. Call duration iv. Interpreter assignment v. Time/date logs vi.

Breakdown of location Additional Capabilities: a. Technology that allows for human translations to ensure consistency across all documentation. b. Single and multi-language projects. Includes tasks such as file analysis and prep, identification of correct team to complete the work, process management and a final quality assurance check of all files to ensure that the deliverable (s) meet (s) the project specifications agreed in advance. c. After-hours, Rush, Weekend, Holiday online and/or video requests services.

Contractor Responsibilities

The Contractor shall:

• Assign a Contractor Account Representative to work directly with the Contracting Agency

Representative.

• Ensure all Contractor personnel are well-groomed and in uniform or have visible identification at all times. Uniforms and/or dress code shall be inclusive of, but not limited to, neat and clean company uniforms with visible company logo appropriately and easily identifiable. Contractor identification badges as well as personal identification of the individual employee shall be worn and clearly visible while on state property. Contractor personnel may be required to provide photographic identification for inspection upon entering state facilities.

• All state facilities are non-smoking; the Contractor and its personnel must adhere to this requirement. The use of tobacco products is prohibited, except within designated smoking areas.

• It is illegal to have in one’s possession any illegal drug or alcoholic beverage while on state property.

• The Contractor’s employees should refrain from using foul, abusive, or profane language on state property.

• The Contracting Agency reserves the right to inspect and search all Contractor personnel and/or vehicles anytime while on facility grounds.

• Contractors are required to sign-in and sign-out at most state facilities. Security provisions for all state facilities must be strictly observed.

• Be responsible for all damages and shall be held responsible for replacing or repairing any damage due to negligence on the part of the Contractor or Contractor personnel to any person(s) and/or property.

The Contractor shall replace and repair any damage to any building or property, including but not limited to the replacement of any cracked or broken concrete (sidewalks, curbs, etc.) caused by on-site activities.

Contracting Agency may withhold payment or make such deductions as deemed necessary to ensure reimbursement or replacement for loss or damage to property.

• Exercise precautions at all times for the protection of persons (including employees) and property. The Contractor shall make such investigations to enable them to fully understand the facilities, difficulties, and restrictions attending the execution of the work on-site. The project shall at all times be properly supervised and adequately manned by an experienced crew of appropriate size. All work shall be accomplished by skilled workers familiar with and trained to do this type of work. Workers shall be qualified to operate and/or use the equipment necessary to accomplish this work. The Contractor shall be responsible for the supervision and direction of the work performed by its personnel. The Contractor shall be responsible for instructing its personnel in all safety measures. All equipment used by the Contractor shall be maintained in safe operating condition at all times, and be free from defects or wear that may in any way constitute a hazard to any person or persons on state property. All incidents involving agency property or personnel shall be reported to the designated agency contact immediately upon occurrence.

• Abide by all State and/or agency policies, procedures, ordinances, and/or laws pertaining to the Contracting Agency’s operation at all times, including but not limited to the items listed above.

Deviations from these policies by the Contractor or its personnel will not be tolerated and will be considered grounds for contract termination.

• Perform all services provided in the contract between the bidder/Vendor and the Contracting Agency in accordance with customary and reasonable industry standards as well as in strict conformance to all laws, statutes, and ordinances and the applicable rules, regulations, methods and procedures of all government boards, bureaus, offices, and other agents. The Contractor shall be responsible for the complete performance of all work; for the methods, means, and equipment used; and for furnishing all materials, tools, apparatus, and property of every description used in connection therewith. No statement within this IFB shall negate compliance with any applicable governing regulation. The absence of detail specifications or the omission of detail description shall be recognized as meaning that only the best commercial practices are to prevail and that only first quality materials and workmanship are to be used.

Contractors shall also:

• Administer and maintain all employment and payroll records, payroll processing, and payment of payroll checks and taxes, including the deductions required by state, federal, and local laws such as social security and withholding taxes for their business and employees;

• Make all unemployment compensation contributions as required by federal and state law(s) and process claims as required for their business and employees;

• Perform a background check and/or drug screening prior to placement if requested by the Contracting Agency and verify and/or provide the results; and,

• Replace immediately, at no additional expense to the Contracting Agency, any employee not performing satisfactorily.

MSDH Language Access Line

The Mississippi State Department of Health (MSDH) is seeking to procure comprehensive language access services to support across its public health programs. This initiative involves soliciting itemized quotes from qualified vendors for services including onsite and remote interpretation (via phone and video), American Sign Language (ASL), and multilingual document translation. The project emphasizes the importance of real-time interpretation platforms, data analytics capabilities, and flexible service availability, including after-hours and emergency coverage. The ultimate goal is to ensure that all residents, including individuals with Limited English Proficiency (LEP) and the deaf or hard of hearing community, have meaningful access to health services and information.

5. Bid Submission Requirements

1. Bidder Representative - Name* *Response required

2. Bidder Representative - Title* *Response required

3. Bidder Representative - Complete Mailing Address* *Response required

4. Bidder Representative - Telephone Number* *Response required

5. Bidder Representative - Email Address* *Response required

6. MAGIC Vendor ID Number* Enter your MAGIC Vendor Number here. This is a ten (10) digit number that begins with 310. This information must be submitted accurately.

Please see below for additional guidance:

• If you ARE registered with the MAGIC eProcurement system and do not know your MAGIC Vendor number, you may contact the MAGIC helpdesk by calling (601) 359-1343 or by emailing mash@dfa.gov for assistance. Webpage Call Center. (Do NOT create a new vendor number)

• If you are NOT registered, please visit the registration page here: MAGIC eProcurement system. If you require assistance, you may access the Call Center page for both a phone number and email as well as business hours for assistance.

Maximum response length: 10 characters *Response required

7. Paymode* Is Offeror currently registered with PayMode?

☐ Yes ☐ No

*Response required

8. Authorized Business in Mississippi* Is Offeror in compliance with Mississippi Code Annotated § 79-4-15.01 regarding authorization to transact business in Mississippi?

☐ Yes ☐ No

*Response required mailto:mash@dfa.gov https://www.dfa.ms.gov/mmrs-call-center https://www.dfa.ms.gov/vendors https://www.dfa.ms.gov/mmrs-call-center

9. Release of the Bid as Public Record* Bidders shall acknowledge which of the following statements is applicable regarding release of its bid document as a public record. A bidder may be deemed non-responsive if the bidder does not acknowledge either statement, acknowledges both statements, or fails to comply with the requirements of the statement acknowledged.

Choose one:

☐ Along with a complete copy of its bid, bidder has submitted a second copy of the bid document in which all information bidder deems to be confidential commercial and financial information and/or trade secrets is redacted in black.