PRF88 LIHEAP Translation RFQ - Bid 133114.pdf

COMMONWEALTH OF MASSACHUSETTS

EXECUTIVE OFFICE OF HOUSING AND LIVABLE COMMUNITIES

100 Cambridge Street Boston MA 02114

R E Q U E S T F O R Q U O T E S ( “ R F Q ” )

For Low Income Home Energy Assistance Program (LIHEAP) Translation Services On Statewide Contract PRF 88: Foreign Language Interpretation and Translation Services

Agency Document Number: HLC0000132

COMMBUYS Bid Number: BD-27-1076-OCDDE-CS002-133114 EOHLC Division: Division of Livable Communities

COMMBUYS Posting Date: 9/9/2026

THIS RFQ AND ALL RESPONSES HERETO INCLUDING THE WINNING BID SHALL BECOME PUBLIC

RECORD AS OF THE DATE THE CONTRACT REFERENCED HEREIN IS AWARDED, AND CAN BE

OBTAINED FROM THE PROCUREMENT UNIT BY SENDING AN EMAIL TO

HCD.RAO@STATE.MA.US. ANY PORTIONS OF A RESPONSE THAT ARE LABELED AS

CONFIDENTIAL WILL STILL BE CONSIDERED PUBLIC RECORD.

General Procurement Information

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation or Procurement) that can be found on COMMBUYS (www.COMMBUYS.com). All Bidders (also referred to as Applicants, Vendors, or Contractors) are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the OSD Help Desk Helpdesk at OSDHelpDesk@mass.gov or the OSD Helpline at 1-888-MA-STATE. 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/ mailto:OSDHelpDesk@mass.gov

General Information PURCHASING AGENCY: The Commonwealth of Massachusetts

Executive Office of Housing and Livable Communities (“EOHLC,” “HLC,” “Executive Office,” or the “Agency”) which was formerly the Department of Housing and Community Development (“DHCD”)

ADDRESS: 100 Cambridge St., Suite 300, Boston, MA 02114 PROCUREMENT CONTACT: Edward Kiely E-MAIL ADDRESS: Edward.Kiely@mass.gov ATTACHMENTS: Attachment A - Link ONLY – COMMBUYS Instructions

Job Aids for Vendors Using COMMBUYS | Mass.gov

Locating and Responding to Bid Solicitations in COMMBUYS | Mass.gov

Attachment B –Statement of Work (“SOW”)1

This Request for Quotes (“RFQ”) does not commit the Commonwealth of Massachusetts (“Commonwealth”) or EOHLC to approve a Statement of Work (“SOW”), pay any costs incurred in the preparation of a Bidder’s response to this RFQ or to procure or contract for products or services. EOHLC may (i) accept or reject any and all proposals received as a result of this RFQ; (ii) contract for some, all or none of the products and services offered by Bidders in response to this RFQ; (iii) negotiate with one or more of the qualified Bidders; or (iv) cancel, in part or in its entirety, this RFQ if it is in the best interest of the Commonwealth to do so.

EOHLC may amend this RFQ at any time prior to the date the responses are due. Any such amendment will be posted to the Commonwealth’s procurement website, COMMBUYS (www.commbuys.com).

Bidders must submit their bids through the Commonwealth’s online procurement system, COMMBUYS, as detailed in Attachment A. Bidders are advised to check this site regularly, as this will be the sole method used for notification of changes.

ORDER OF PRECEDENCE

The formal agreement (“Agreement”) resulting from this RFQ shall consist of the following documents in the following order of precedence:

1 The form of the SOW is included for illustrative purposes. EOHLC reserves the right to modify the SOW and any other Agreement documents as needed.

https://www.mass.gov/lists/job-aids-for-vendors-using-commbuys https://www.mass.gov/info-details/locating-and-responding-to-bid-solicitations-in-commbuys

1. the Commonwealth Terms and Conditions, as maintained by the Operational Services Division (“OSD”),

2. the Commonwealth Standard Contract Form, as maintained by OSD,

3. the Statewide Contract PRF 88, as maintained by OSD,

4. the Bidder’s response thereto, as maintained by OSD,

5. this RFQ (including all amendments, EOHLC answers to related Bidder questions and clarifications hereto),

6. any SOW or agreement negotiated between and executed by EOHLC and Bidder, and

7. the Bidder’s response to this RFQ (including all amendments, clarifications, and best and final offers).

EOHLC shall have no obligations toward a Bidder until the Agreement has been executed.

Please note that the documents listed above are not required in the Bidder’s official response.

Please see the section entitled “Bidder Responses” in this RFQ for the information the Bidder must include in their response.

Contract Negotiation and Amendments

EOHLC may negotiate changes to the original performance measures, quantities, SOW term length, and requirements identified in this RFQ and SOW at any time, to ensure compliance with state and federal laws, regulations, policies, and program goals. EOHLC may negotiate and execute contract amendments with the awarded Bidder(s) which EOHLC reasonably determines are within the scope of this RFQ and necessary to result in best value to the Commonwealth and to address, among other things, related services which were not previously identified in the RFQ and SOW.

Eligible Bidders

This RFQ is restricted to Bidders on the following Statewide Contracts:

☐ PRF 88 – CATEGORY 3 TRANSLATION SERVICES

Event Calendar

All times in this RFQ are prevailing Eastern Time. Responses must be received no later than the response due date and time indicated below, or they will not be evaluated. Bidders must have their responses fully loaded and accepted in COMMBUYS prior to the RFQ Response Due date and time listed below. Bidders are urged to allow sufficient time to upload their entire response.

Table 1. Estimated event calendar

PROCUREMENT STEP ESTIMATED DUE DATES

COMMBUYS posting September 9, 2026 Bidder questions for Question & Answer (“Q&A”) due (all questions must be submitted via COMMBUYS) September 18, 2026

EOHLC responses to Bidder questions posted to COMMBUYS Approximately September 23, 2026

Bidder RFQ response due September 28, 2026 4pm

Notice of apparent successful bidder(s) posted Approximately October 2, Contract award Approximately October 5, The dates in Table 1 may change and are not binding on EOHLC. Any change in the date and time of the submission deadline indicated in Table 1 will be posted on COMMBUYS. Bidders are responsible for actively monitoring COMMBUYS for any and all updates to this RFQ. If there is a conflict between the dates in this calendar and dates on COMMBUYS, the dates on COMMBUYS shall prevail. Any changes in this calendar that are made after the RFQ has been published will not result in amendments to the RFQ. Such changes will appear only on COMMBUYS. Bidders are solely responsible for checking COMMBUYS for calendar updates.

Purchasing Agency EOHLC oversees funding and resources to help people in Massachusetts live affordably and safely. Through its community and business partners, EOHLC provides affordable housing options, financial assistance, and other support to Massachusetts communities.

The EOHLC Division of Livable Communities (“DLC”) oversees the implementation of the Massachusetts Low-Income Home Energy Assistance Program (“LIHEAP”) which may also be referred to as the Massachusetts Home Energy Assistance Program (“HEAP”) or Fuel Assistance, and other income-eligible programs. More information about HEAP can be found at the following website: Home Energy Assistance Programs | Mass.gov

PURPOSE OF PROCUREMENT

The purpose of this RFQ is to seek a qualified vendor on PRF 88 who can provide EOHLC with the document translation services identified below:

Timeframe for completion of translation services each year: Approximately 2 weeks https://www.mass.gov/home-energy-assistance-programs

Annually for the duration of the SOW, EOHLC will provide forms that must be translated into the following languages, or such other languages as EOHLC may specify:

• Spanish

• Chinese

• Vietnamese

• Portuguese

At the bottom of each document, the following must be included in the translated language.

“PLEASE NOTE: This document is a translation of an EOHLC-issued document. EOHLC provides this translation merely as a convenience to assist in your understanding of your rights and obligations. The translated document is not an official document. The EOHLC-issued, English language version of this document is the official, legal, controlling document and is available upon request from the fuel assistance agency.”

Each document must also include the English name of the form and the name of the translated language used on that form.

For example: Front of Application - Spanish

The names of the documents to be translated are as follows:

• Applicable Fiscal Year (“FY”) LIHEAP Application (for example “FY27”) (2 documents) o 2026 - 2027 Mass. Home Energy Assistance Weatherization Application (LIHEAP)

(Front of Application) o Applicant Declarations and Authorizations for Use of Personal Information (FY

2027 LIHEAP Back of Application)

• Margin-Over-Rack Participation Letter for Clients – (1 document)

• Appeal documents (8 documents) o Notice of Appeal Rights (2026-2027) o Rules for Fair Hearings (2026-2027) o Rules for Fair Hearings 2026-2027 (page two) o Appeal Form (2026-2027) o Notice of Appeal Hearing (2026-2027) o Appeal-Incomplete Notice, Local Level Appeal – Denial o Local Level Appeal – Approval (Overturn of Previous Application Determination

Decision/Eligibility for Program Benefits)

• Applicable FY LIHEAP Forms (28 documents) o Application Addendum o Wage Match Notice o Application Approval Notice o Application Approval Notice Prorated o Notice To Prorated Household Experiencing An Emergency That Was Previously

Approved For Prorated Benefit o Remaining Benefits/Payments Made Letter o Child Support/Alimony Documentation Form o Applicant Transfer Letter o Denial Notice o Denial Notice for Incompletion o Financial Assistance Statement o LIHEAP Income Sheet o Odd Jobs Income Statement o Incomplete Application Notice o Incomplete Application-Final Notice o Letter to Ineligible Recipient of One-time Emergency Payments o Low-Income/No Income Form o No Income (Zero Income) Statement o No Mortgage/No Homeowner’s Insurance Statement o Proxy Authorization Form o Recoupment Notice o Eligibility & Recoupment Notice o Owner Occupied Property Rental Income Worksheet o Self-Employment Description Form o Share Living/Separate Economic Unit Questionnaire o Tenant/Landlord Form o Utility/Deliverable Fuel Bill in Name of Person Outside the Household o Verification of Wood/Wood Pellets Delivery

EOHLC will also provide written copy that was prepared for social media postings that must be translated into the above listed languages.

The total of documents to be translated is approximately 39. This number may be adjusted in a particular FY by EOHLC.

All written documents shall be delivered in machine-readable format, capable of being completely and accurately reproduced by computer software on a laser printer.

EOHLC may procure additional services or undertake new initiatives from the Bidder(s) to provide additional or related services under this RFQ. During this engagement, EOHLC may amend any SOWs resulting from this procurement to address, among other things, related items or issues which were not previously identified.

Estimated Start Date; Contract Term

It is anticipated that the selected Bidder would be required to begin performance on or about approximately October 1, 2026. EOHLC may elect to establish an alternative start date as needed.

EOHLC anticipates using the services of the selected Contractor annually as needed by EOHLC until PRF 88 ends.

The estimated term of the SOW entered into under this RFQ shall consist of an initial term of approximately three years, or for such duration as EOHLC deems necessary. The SOW may be renewed or extended upon written agreement by the awarded Bidder and EOHLC, subject to satisfactory contractor performance, appropriation, and the availability of funding. The initial term and all renewals or extensions shall be referred to collectively as the “Term.”

Payment/Acquisition Method

EOHLC will consider both fixed cost bids and Bidders that will bill by the hour (cost per hour must be enclosed and hours needed estimated). It is estimated that the contract will be approximately $9,000 per year for its duration.

All contracts are subject to the availability of sufficient funding to EOHLC. Compensation will be in accordance with the Commonwealth’s Bill Paying Policy and the terms of the SOW resulting from the RFQ.

ELIGIBLE ENTITIES

Any SOW resulting from this RFQ will be open for use by EOHLC.

Single or Multiple Contractors for Contract Performance

EOHLC is seeking a single contractor to perform the services listed herein. EOHLC reserves the right to re-open this procurement to add additional contractors at any time during the contract.

If, over the life of the contract, EOHLC determines that additional Contractors should be added, these may be drawn from the qualified Bidders that responded to this RFQ and were not awarded contracts.

SUBCONTRACTORS

In accordance with Commonwealth procurement rules, Bidders can propose subcontracting arrangements for specialized services. The names of subcontractors and each subcontractor’s role on the project must be clearly identified as part of the Bidder’s Response. Prior approval is required for any subcontracted service of the contract. Contractors are responsible for the acts and omissions, satisfactory performance, and adequate oversight of its subcontractors.

ADDITIONAL REQUIREMENTS

The selected Bidder must provide all contracted services in a non-discriminatory manner, and in conformance with applicable state and federal regulations, and with any administrative guidance, policies, and other requirements provided by EOHLC.

EOHLC shall maintain sole and exclusive ownership rights to all of its program participant files and data that may be assembled, created, or used by the selected Bidder in the performance of its work under contract with EOHLC, including but not limited to HEAP program participant files and data. For the avoidance of doubt, the selected Bidder shall have no rights in or to EOHLC program participant files and data other than the limited, non-exclusive, and non-transferrable right to use such files and data solely as required for the selected Bidder to meet its obligations under contract with EOHLC.

All products and services provided to the Commonwealth must comply with all applicable policies adopted by EOHLC, which shall be made available to Bidder prior to contract execution.

At a minimum, all goods and services provided to the Commonwealth must comply with M.G.L.

c. 66A (https://malegislature.gov/laws/generallaws/parti/titlex/chapter66a), M.G.L. c. 93H (https://malegislature.gov/laws/generallaws/parti/titlexv/chapter93h), and the Enterprise Information Security Standards and Policies (https://www.mass.gov/handbook/enterprise-information-security-policies-and-standards). Bidders shall provide information that demonstrates that their security practices meet the requirements detailed in these policies.

The Contractor must also comply with the Enterprise Use and Development of Generative Artificial Intelligence Policy issued by EOTSS on January 31, 2025, as it may be amended from time to time. Please follow this link to the policy: www.mass.gov/doc/enterprise-use-and-development-of-generative-artificial-intelligence-policy/download

The Commonwealth of Massachusetts shall have exclusive and sole jurisdiction and venue for any state or federal actions arising from, relating to, or in connection with the SOW.

To the extent any SOW resulting from this RFQ is federally funded, the selected Bidder is not considered a subrecipient of EOHLC.

Promotional Materials

The Bidder must not reference EOHLC or the Commonwealth in any promotional or marketing materials, including but not limited to use of EOHLC’s or the Commonwealth’s name or logo, without first obtaining EOHLC’s prior written approval for such use. The Bidder must not use the Commonwealth’s seal in any promotional or marketing materials. Bidders are discouraged from including extraneous promotional or marketing materials in their responses and excessive promotional or marketing materials may detract from the Bidders’ overall score.

Reasonable Accommodations https://malegislature.gov/laws/generallaws/parti/titlex/chapter66a https://malegislature.gov/laws/generallaws/%20parti/titlexv/chapter93h https://www.mass.gov/handbook/enterprise-information-security-policies-and-standards https://www.mass.gov/handbook/enterprise-information-security-policies-and-standards https://www.mass.gov/doc/enterprise-use-and-development-of-generative-artificial-intelligence-policy/download https://www.mass.gov/doc/enterprise-use-and-development-of-generative-artificial-intelligence-policy/download

Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of procurement information in an alternative format, should communicate such requests in writing to EOHLC. Requests for accommodation will be addressed on a case-by-case basis.

Appropriate Content

Content submitted or entered in response to this Bid must be suitable for public viewing. Bidders must not include inappropriate content, and EOHLC reserves the right to edit or delete any inappropriate content.

No Alterations

Bidders may not alter (manually or electronically) the RFQ language, or any RFQ component files, except as may be directed in the RFQ. Modifications to the body of the RFQ, specifications, terms, and conditions, or which change the intent of this RFQ are prohibited and will be disregarded.

By submitting their response, the Bidder agrees to the terms of the RFQ.

Debarment; Litigation

In addition, by submitting their response, the Bidder affirms that there are no pending debarment restrictions or litigation issues involving the Bidder or the services provided in the response that may impair or interfere with EOHLC’s right to use the services.

Public Records

All materials submitted to EOHLC during this RFQ process become the property of EOHLC upon their receipt and will not be returned. Except as provided in the Massachusetts Public Records Law, all materials submitted to EOHLC may be subject to release as public records. In no event shall EOHLC, or any of their agents, representatives, consultants, directors, officers, or employees, be liable to a Bidder for the disclosure of all or a portion of a response or related information submitted during this RFQ.

BIDDER RESPONSES

All Bidder responses must be submitted via COMMBUYS and must include the following:

1. A cover letter not to exceed five (5) pages including Bidder’s relevant contact information, and Bidder’s history in delivering similar services;

2. The Bidder’s proposed project timeline to provide the services; and

3. The Bidder’s proposed budget/cost for the services.

SUBMISSION VIA COMMBUYS

All interested Bidders must submit responses online using tools available only to Sellers registered in COMMBUYS. COMMBUYS provides Seller registration functionality at no charge. To register, go to www.COMMBUYS.com and click on the “Register” link on the front page. All interested Bidders who are awarded a contract resulting from this RFQ will be required to maintain an active account during the duration of the Contract, by reviewing their registration information regularly and maintaining accuracy.

COMMBUYS Response Submission Training and Instructions

The following resources are provided to assist Contractors in submitting responses:

• An online job aid on How to Create a Quote;

• Webcast video on How to Find Bids and Submit Quotes through COMMBUYS;

• Instructor-led training (“ILT”) and live webinar sessions on “How to Locate and

Respond to Bids” may also be available. Check the OSD Training Courses schedule for Sellers/Business Entities for available locations, dates and times. Note that space is limited and pre-registration for trainings is required to attend. Follow instructions on the course schedule to register.

COMMBUYS Support

Technical Assistance is available during the procurement process. Every effort is made to respond to inquiries within one business day.

• Website: Go to www.commbuys.com and select the COMMBUYS link offered under

COMMBUYS INFORMATION.

• Email: Send inquiries to COMMBUYS@mass.gov

• Phone: Contact the COMMBUYS Help Desk at 1 (888) – MA –STATE (1-888-627-8283).

The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal and state holidays.

Interested Bidders are advised that COMMBUYS will be unavailable during regularly scheduled maintenance hours of which all users will be notified.

EVALUATION CRITERIA

Bids should provide a comprehensive outline of the services that will be provided, including a timeline for preparation and implementation.

Bids will be evaluated on:

1. Cost;

2. Thoroughness of response;

3. Bidder project staffing experience and competency; and

4. Bidder’s history in delivering similar services.

http://www.mass.gov/anf/docs/osd/commbuys/create-quote-in-commbuys.pdf https://www.youtube.com/watch?v=UhUTNokbhfY&index=9&list=PL247E2162C4B2F10A http://www.mass.gov/anf/budget-taxes-and-procurement/procurement-info-and-res/training/vendor-training-overview.html mailto:COMMBUYS@mass.gove

EOHLC reserves the right to consider any previous experience the Bidder has had with any State agency, including, but not limited to, performance problems and compliance with applicable laws and contract provisions.

Small Business Purchasing Program (“SBPP”) Award Preference In accordance with the requirements of PRF 88, EOHLC will award a contract(s) to SBPP-participating small business Bidders if both of the following conditions are met:

• The response is received from an eligible small business Bidder; and

• The response meets EOHLC’s best value criteria as defined in the RFQ.

Bidders may visit the SDP webpage at www.mass.gov/sdp, or contact the SDP Help Desk at sdp@mass.gov for more information.

Review Rights Responses to this RFQ may be reviewed and evaluated by any person(s) at the discretion of EOHLC including non-allied and independent consultants retained by EOHLC for the sole purpose of evaluating and analyzing responses.

Oral Presentations and Demonstrations (optional)

In its discretion, EOHLC may invite one or more Bidders whose responses have been judged competitive and responsive in the course of the evaluation to participate in a facilitated oral presentation, including a demonstration of the proposed services. EOHLC may use these demonstrations and oral presentations to clarify aspects of the Bidder’s response or to inquire as to the Bidder’s approach, recommendations, and experience. EOHLC may adjust its scoring of a prospective Bidder based on the Bidder’s performance during production demonstration and/or oral presentation. EOHLC reserves the right to apply restrictions to the structure and content of Bidder’s product demonstrations and oral presentations. Demonstrations and oral presentations shall not be open to the public nor to any competitors. The schedule of the demonstrations and oral presentations will be arranged directly with the Bidders selected by EOHLC. Failure of a Bidder to agree to a date and time may result in rejection of the Bidder’s response.

http://www.mass.gov/sdp mailto:sdp@mass.gov