RFP 202602017 PQVL Translation-In Person-Telephonic_FINAL.docx

STATE OF MAINE

Department of Administrative and Financial Services

RFP# 202602017

Pre-Qualified Vendor List for:

In-Person Spoken Language Translation Services & Over the Phone Interpreting (OPI) Services

RFP Coordinator

Submitted Questions Due Date

April 24, 2026, no later than 4:00 p.m., local time

See Part III of the RFP for more information on Submitted Questions

no later than 4:00 p.m., local time

After the initial proposal submission deadline, proposals may be submitted prior to the enrollment deadline while the RFP is active.

TABLE OF CONTENTS

Page

A. PURPOSE AND BACKGROUND

B. GENERAL PROVISIONS

C. ELIGIBILITY TO SUBMIT BIDS

D. PRE-QUALIFIED VENDOR LIST TERM

E. MINI-BID PROCESS AND AWARDS

A. VENDOR SELF SERVICE SYSTEM (VSS)

B. QUESTIONS

C. AMENDMENTS

D. PROPOSAL SUBMISSION

A. EVALUATION PROCESS – GENERAL INFORMATION

B. SCORING WEIGHTS AND PROCESS

C. NEGOTIATIONS

D. SELECTION AND AWARD

E. APPEAL OF CONTRACT AWARDS

F. REMOVAL FROM PRE-QUALIFIED VENDOR LIST

G. CONTRACT DOCUMENT

APPENDIX A – PROPOSAL COVER PAGE

APPENDIX B – RESPONSIBLE BIDDER CERTIFICATION

APPENDIX C – QUALIFICATIONS AND EXPERIENCE FORM

APPENDIX D – SUBCONTRACTORS FORM

APPENDIX E – TECHNICAL REQUIREMENTS

APPENDIX F – COST PROPOSAL

ATTACHMENT 1 – INTERPRETER REQUEST & CONFIRMATION SERVICES FORM

ATTACHMENT 2 - BUSINESS ASSOCIATE AGREEMENT

ATTACHMENT 3 – CODE OF CONDUCT AND CONFIDENTIALITY

PUBLIC NOTICE

State of Maine Department of Administrative and Financial Services

RFP# 202602017

PQVL for: In-Person Translation Services and Over the Phone Interpreting (OPI)

The State of Maine is seeking proposals to be considered for placement on a Pre-Qualified Vendor List for In Person Translation and Over the Phone Interpreting services.

A copy of the RFP and all related documents can be obtained through Vendor Self Service (VSS): https://mevss.hostams.com/PRDVSS1X1/AltSelfService

Proposals must be submitted to the Office of State Procurement Services, via Vendor Self Service (VSS). Proposal submissions must be received no later than 4:00 p.m., local time, on June 01, 2026. Proposals will be opened the following business day.

RFP TERMS/ACRONYMS with DEFINITIONS

The following terms and acronyms, as referenced in the RFP, have the meanings indicated below:

State of Maine Department of Administrative and Financial Services Office of State Procurement Services

RFP# 202602017

Pre-Qualified Vendor List for In-Person Translation Services & Over The Phone Interpreting (OPI)

PART I INTRODUCTION

A. Purpose and Background

The Department of Administrative and Financial Services (Department) is seeking In Person Translation services and Over the Phone Interpreting Services as defined in this Request for Proposals (RFP) document. This document provides instructions for submitting proposals, the procedure and criteria by which the selected vendor will be selected, and the contractual terms which will govern the relationship between the State of Maine (State) and the selected vendor(s).

The purpose of this request for proposals is to establish Master Agreements with qualified Provider(s) to provide “as needed” In Person and OTP Interpreting Services. The Provider(s) will provide In Person and OTP language interpreting services for customers and their clients who need immediate interpreting assistance. These services are required to assist LEP clients uncomfortable speaking English, who are unfamiliar with English languages legal and medical terminology, or who’s English is not clearly understood. Immediate OTP Interpreting Services will facilitate communication between clients and customers at a service provider facility when an on-site interpreter is not available or is cost prohibitive.

B. General Provisions

1. From the time the RFP is issued until award notification is made, all contact with the State regarding the RFP must be made through the RFP Coordinator. No other person/ State employee is empowered to make binding statements regarding the RFP. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

2. Issuance of the RFP does not commit the Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to the RFP. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

3. All proposals must adhere to the instructions and format requirements outlined in the RFP and all written supplements and amendments (such as the Summary of Questions and Answers), issued by the Department. Proposals are to follow the format and respond to all questions and instructions specified below in the “Proposal Submission Requirements” section of the RFP.

4. Bidders will take careful note that in evaluating a proposal submitted in response to the RFP, the Department will consider materials provided in the proposal, information obtained through interviews/presentations (if any), and internal Departmental information of previous contract history with the Bidder (if any). The Department also reserves the right to consider other reliable references and publicly available information in evaluating a Bidder’s experience and capabilities.

5. The proposal must be signed by a person authorized to legally bind the Bidder and must contain a statement that the proposal and the pricing contained therein will remain valid and binding for a period of 180 days from the date and time of the bid opening.

6. The RFP and the selected vendor’s proposal, including all appendices or attachments, will be the basis for the final contract, as determined by the Department.

7. Following announcement of an award decision, all submissions in response to this RFP will be public records, available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. § 401 et seq.). State contracts and information related to contracts, including bid submissions, are generally public records per FOAA.

8. In the event that a Bidder believes any information that it submits in response to this RFP is confidential, it must mark that information accordingly, and include citation to legal authority in support of the Bidder’s claim of confidentiality. In the event that the Department receives a FOAA request that includes submissions marked as confidential, the Department shall evaluate the information and any legal authority from the Bidder to determine whether the information is an exception to FOAA’s definition of public record. If the Department determines to release information that a Bidder has marked confidential, it shall provide advance notice to the Bidder to allow for them to seek legal relief.

9. The Department, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in proposals received in response to the RFP.

10. If awarded a contract resulting from this RFP, vendors shall be required to disclose, in writing and in accordance with applicable Maine law, any actual or potential conflicts of interest. Such disclosure must include any financial, professional, or personal relationships that could give rise to a conflict of interest or the appearance of a conflict of interest. Failure to disclose a known conflict or appearance of conflict may result in disqualification, contract termination, or other remedies as provided by law.

11. All applicable laws, whether or not herein contained, are included by this reference. It is the Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

12. The State of Maine Office of State Procurement Services reserves the right to authorize other Departments to use the contract(s) resulting from this RFP, if it is deemed to be beneficial for the State to do so.

C. Eligibility to Submit Bids

All interested parties are invited to submit bids in response to this Request for Proposals.

D. Pre-Qualified Vendor List Term

The Department is seeking cost-efficient proposals to provide services, as defined in this RFP, for the anticipated Pre-Qualified Vendor List period defined in the table below. The dates below are estimated and may be adjusted, as necessary, in order to comply with all procedural requirements associated with this RFP process. Utilization of a PQVL for will begin once the RFP process has been finalized.

The term of the anticipated PQVL, resulting from the RFP, is defined as follows:

This RFP offers an annual enrollment for new vendors to be included on the PQVL. Once selected, vendors do not need to reapply during an annual enrollment. Proposals will be accepted from vendors not currently on the PQVL as long as this RFP is active, and will be evaluated by the Department using the same process and criteria as the initial proposals received.

E. Mini-Bid Process and Awards

Once the pre-qualified list is established, the Department will notify all pre-qualified vendors when specific services are needed. Each vendor on the PQVL will be given a description of the particular services needed and asked to respond within a specific timeframe with information on how that vendor proposes to provide the particular services, along with the project-specific cost proposal for those services. Vendors should respond to each mini-bid with their proposal or provide a “no-bid” as a response. The Department will then select one vendor based on the project-specific cost proposal submitted during the “mini-bid” process of those pre-qualified vendors who can meet the specific service requirements.

The Department reserves the right to select vendors from the pre-qualification list without using the mini-bid process for emergencies (if the need arises). The Department also retains the discretion to issue new RFPs for specific projects. Providers for those projects will not be selected from the PQVL, but rather through the separate RFP or other procurement process based on the Department’s specific needs/timelines.

PART II SCOPE OF SERVICES TO BE PROVIDED

Bidders can but are not required to submit bids for both In Person Spoken Language Translation and OPI services.

In Person Translation Providers will provide 365-days a year, 7-days a week, 24-hours a day In Person Translation Services on an “as needed” basis for Limited English Proficiency (LEP) clients needing immediate interpreter assistance, and must meet or exceed the minimum requirements set forth in Appendix E (Technical Requirements) which includes details on the following:

A. Equipment and Facility B. Milage Reimbursement C. Invoicing D. Ordering Process E. Confidentiality Statement F. Interpreter Operational Requirements G. Customer Response Criteria H. Quality Assurance Plan I. Informational and Instructional Materials J. Language

OPI

Providers will provide 365-days a year, 7-days a week, 24-hours a day OPI Services on an “as needed” basis for Limited English Proficiency (LEP) clients needing immediate interpreter assistance, and must meet or exceed the minimum requirements set forth in Appendix E (Technical Requirements ) which includes details on the following:

K. Equipment and Facility L. Connection M. Invoicing N. Ordering Process O. Confidentiality Statement P. Interpreter Operational Requirements Q. Customer Response Criteria R. Quality Assurance Plan S. Informational and Instructional Materials T. Language

Services are anticipated to be utilized in different government settings, including Health and Human Services Departments and Maine Courts, to assist government entities in meeting the needs of LEP clients who are either physically in the government offices or call in by phone for assistance.

PART III KEY RFP EVENTS

A. Vendor Self Service System (VSS)

The Office of State Procurement Services Vendor Self Service System website is found at the link below: https://www.maine.gov/dafs/bbm/procurementservices/vendors/vendor-self-service-system A copy of the RFP and all associated documents will be published in VSS.

Only documents published in VSS will be considered binding.

Any interested party may view open solicitations in VSS using the Public Access feature.

Vendors must have an active User ID and password in VSS to submit questions and respond to solicitations, including this RFP.

Vendor registration instructions and User Guide may be found at the link above, which include steps for searching for an existing account/User ID, or registering for a new account/User ID.

Vendors interested in responding to a solicitation are encouraged to obtain a User ID and password for VSS as soon as possible.

Vendors must have an active Vendor Code (VC or VS) to contract with the department.

B. Questions

1. General Instructions: It is the responsibility of all Bidders and other interested parties to examine the entire RFP and to seek clarification, in writing, if they do not understand any information or instructions.

a. Questions must be submitted in VSS as soon as possible but no later than the date and time published in VSS.

b. Questions should be clearly stated and reference the applicable section and/or page number of the RFP.

c. The Department assumes no liability for assuring accurate/complete/on time transmission and receipt.

2. Question & Answer Summary: Responses to all questions will be compiled in writing and published in VSS no later than seven (7) calendar days prior to the Proposal Submission Deadline. It is the responsibility of all interested parties to go to VSS to obtain a copy of the Question & Answer Summary. Only those answers issued in writing in VSS will be considered binding.

All other questions received following the Initial Submitted Questions Due Date will be addressed by updating the Q&A Summary no later than seven (7) calendar days prior to the next enrollment deadline.

C. Amendments

All amendments released in regard to the RFP will be published in VSS. It is the responsibility of all interested parties to go to VSS to obtain amendments. Only those amendments published in VSS are considered binding.

D. Proposal Submission

1. Proposals Due

a. Proposal submissions must be received no later than the Proposal Submission Deadline (closing date) published in VSS.

b. Any proposal submissions or any additional or revised proposal files received after the Proposal Submission Deadline will be rejected without exception. If a Bidder misses the initial deadline, once the RFP is re-opened in VSS, they may resubmit their proposal for consideration in the next enrollment period.

2. Delivery Instructions

a. Proposal submissions must be submitted to the Office of State Procurement Services via VSS.

b. Only proposal submissions received via VSS will be considered. The Department assumes no liability for assuring accurate/complete receipt.

c. Submissions containing links to file sharing sites or online file repositories will not be accepted as submissions. Only proposal submissions that have the actual requested files attached will be accepted.

d. Encrypted submissions received which require opening attachments and logging into a proprietary system will not be accepted. Bidders should work with their Information Technology team to ensure that the proposal submission will not be encrypted due to any security settings.

e. File size limits are 15MB per file. Bidders may separate their submissions into multiple files, as necessary, due to file size concerns.

3. Submission Format:

a. Bidders must submit multiple files, with each file named and containing the required information as defined below.

File 1 [Bidder’s Name] – Preliminary Information PDF format preferred, and must include:

· Appendix A (Proposal Cover Page)

· Appendix B (Responsible Bidder Certification)

File 2 [Bidder’s Name] – Organization Qualifications and Experience PDF format preferred, and must include:

· Appendix C (Organization Qualifications and Experience Form)

· Appendix D (Subcontractors Form)

File 3 [Bidder’s Name] – Proposed Services PDF format preferred, and must include:

· Appendix E (Technical Requirements)

File 4 [Bidder’s Name] – Cost Proposal PDF format preferred, and must include:

· Appendix F (Cost Proposal Form

PART IV PROPOSAL SUBMISSION REQUIREMENTS

This section contains instructions for Bidders to use in preparing their proposals. The Department seeks detailed yet succinct responses that demonstrate the Bidder’s qualifications, experience, and ability to perform the requirements specified throughout the RFP.

Bidders’ proposals must follow the outline used below, including the numbering, section, and sub-section headings. Failure to use the outline specified in PART IV, or failure to respond to all questions and instructions throughout the RFP, may result in the proposal being disqualified as non-responsive or receiving a reduced score. The Department, and its evaluation team, has sole discretion to determine whether a variance from the RFP specifications will result either in disqualification or reduction in scoring of a proposal. Rephrasing of the content provided in the RFP will, at best, be considered minimally responsive.

Bidders are not to provide additional attachments beyond those specified in the RFP for the purpose of extending their response. Additional materials not requested will not be considered part of the proposal and will not be evaluated. Bidders must include any forms provided in the submission package or reproduce those forms as closely as possible. All information must be presented in the same order and format as described in the RFP.

Proposal Format and Contents

Section I Preliminary Information (File #1)

1. Proposal Cover Page Bidders must complete Appendix A (Proposal Cover Page). It is critical that the cover page show the specific information requested, including Bidder address(es) and other details listed. The Proposal Cover Page must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

2. Responsible Bidder Certification Bidders must complete Appendix B (Responsible Bidder Certification). The Responsible Bidder Certification must be dated and signed by a person authorized to enter into contracts on behalf of the Bidder.

Section II Organization Qualifications and Experience (File #2)

1. Overview of the Organization Bidders must complete Appendix C (Qualifications and Experience Form) describing their qualifications and skills to provide the requested services in the RFP. Bidders must include three (3) examples of projects which demonstrate their experience and expertise in performing these services, as well as highlighting the Bidder’s stated qualifications and skills.

2. Subcontractors Bidders must complete Appendix D (Subcontractors Form) to provide a list that specifies the name, address, phone number, contact person, and a brief description of organizational capacity and qualifications for any subcontractors to be used. If no subcontractors will be used, indicate as such on the form.

3. Organizational Chart Bidders must provide an organizational chart. The organizational chart must include the project being proposed. Each position must be identified by position title and corresponding to the personnel job descriptions.

4. Litigation Bidders must attach a list of all current litigation in which the Bidder is named and a list of all closed cases that have closed within the past five (5) years in which the Bidder paid the claimant either as part of a settlement or by decree. For each, list the entity bringing suit, the complaint, the accusation, amount, and outcome.

5. Licensure/Certification Bidders may provide documentation of any applicable licensure/certification or specific credentials that are related to providing the proposed services of the RFP. This documentation may include:

6. Certificate of Insurance Bidders must provide a certificate of insurance on a standard ACORD form (or the equivalent) evidencing the Bidder’s general liability, professional liability and any other relevant liability insurance policies that might be associated with the proposed services.

Section III Proposed Services (File #3)

1. Services to be Provided Bidders must complete Appendix E (Technical Requirements) to discuss the Scope of Services referenced above in Part II of the RFP and what the Bidder will offer, including a description of the methods and resources the Bidder will use and how each task involved will be accomplished. Bidders must also describe how the expectations and/or desired outcomes as a result of these services will be achieved. If subcontractors are involved, Bidders must clearly identify the work each will perform.

Section IV Cost Proposal (File #4)

1. Bidders must submit Appendix F for the services they can provide. The Bidder must submit a cost proposal that will be held firm for at least three (3) years.

i. Price or rate adjustment requests may be made when a contract renewal or extension is offered by the Department.

ii. Requests for price increases must include sufficient documentation and be based on the Provider’s actual cost increases.

iii. Approved price or rate adjustments must be held firm for the duration of the offered contract renewal or extension period.

a. The cost proposal must include the costs necessary for the Bidder to fully comply with the contract terms and conditions and RFP requirements.

2. General Instructions

i. The cost proposal must include the costs necessary for the Bidder to fully comply with the contract terms, conditions, and RFP requirements.

ii. No costs related to the preparation of the proposal for the RFP, or to the negotiation of the contract with the Department, may be included in the proposal. Only costs to be incurred after the contract effective date that are specifically related to the implementation or operation of contracted services may be included.

PART V PROPOSAL EVALUATION AND SELECTION

Evaluation of the submitted proposals will be accomplished as follows:

A. Evaluation Process – General Information

1. An evaluation team, composed of qualified reviewers, will judge the merits of the proposals received in accordance with the criteria defined in the RFP.

2. Officials responsible for making decisions on the award selection will ensure that the selection process accords equal opportunity and appropriate consideration to all who are capable of meeting the specifications. The goals of the evaluation process are to ensure fairness and objectivity in review of the proposals and to ensure that the contract is awarded to the Bidder whose proposal provides the best value to the State of Maine.

3. The Department reserves the right to communicate and/or schedule interviews/presentations with Bidders, if needed, to obtain clarification of information contained in the proposals received. The Department may revise the scores assigned in the initial evaluation to reflect those communications and/or interviews/presentations.

4. Changes to proposals, including updating or adding information, will not be permitted during any portion of the evaluation process. Therefore, Bidders must submit proposals that present their rates and other requested information as clearly and completely as possible.

B. Scoring Weights and Process

1. Scoring Weights: Proposal scores will be based on a 100-point scale and will measure the degree to which each proposal meets the following criteria. The proposal materials that will be evaluated under each section below are identified in Part IV of the RFP.

2. Scoring Process: For proposals that demonstrate meeting the eligibility requirements in Section I, if applicable, the evaluation team will use a consensus approach to evaluate and score Sections II, III and IV above. Members of the evaluation team will not score those sections individually but, instead, will arrive at a consensus as to assignment of points for each of those sections.

No Best and Final Offers: The State of Maine will not seek or accept a best and final offer (BAFO) from any Bidder in this procurement process. All Bidders are expected to provide their best value pricing with the submission of their proposal.

C. Negotiations

1. The Department reserves the right to negotiate with the selected vendor(s) to finalize a contract. Such negotiations may not significantly vary the content, nature, or requirements of the proposal or the Department’s Request for Proposal to an extent that may affect the price of goods or services requested.

2. The Department reserves the right to terminate contract negotiations with a selected vendor who submits a proposed contract significantly different from the proposal they submitted in response to the advertised RFP.

3. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, the Department may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Department may cancel the RFP, at its sole discretion.

D. Selection and Award

1. The final decision regarding the award of the contract will be made by representatives of the Department subject to approval by the State Procurement Review Committee.

2. Notification of conditional award selection or non-selection will be made in writing by the Department.

3. Issuance of the RFP in no way constitutes a commitment by the State of Maine to award a contract, to pay costs incurred in the preparation of a response to the RFP, or to pay costs incurred in procuring or contracting for services, supplies, physical space, personnel or any other costs incurred by the Bidder.

4. The Department reserves the right to reject any and all proposals or to make multiple awards.

5. Selection to be included on the PQVL is not a guarantee of work.

6. Selected vendors must submit updated documentation pertaining to Certification of Insurance, Certification/Licensure, and Rates to the RFP Coordinator on an annual basis.

E. Appeal of Contract Awards

Any person aggrieved by the award decision that results from the RFP may appeal the decision to the Director of the Bureau of General Services in the manner prescribed in 5 M.R.S.A. § 1825-E and 18-554 Code of Maine Rules Chapter 120. The appeal must be in writing and filed with the Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of conditional contract award.

Since this RFP results in a PQVL, the appeal procedures mentioned above are available upon the original determination of that vendor list only. The appeal procedures will not be available during subsequent competitive procedures involving only the PQVL participants if cost is the sole determining factor.

F. Removal from Pre-Qualified Vendor List

The Department may remove a pre-qualified vendor from the PQVL at any time, upon giving 30 days’ written notice to the pre-qualified vendor, if the Department determines that during the pre-qualification term:

1. The pre-qualified vendor failed or refused to perform its contractual obligations,

2. The pre-qualified vendor’s performance was unsatisfactory including, but not limited to, the quality and timeliness of services provided,

3. The pre-qualified vendor no longer has the ability to perform the services specified in this RFP, or

4. The pre-qualified vendor is continually “unresponsive” to providing any feedback to the Department’s mini-bid solicitations.

G. Contract Document

If the Department chooses to at the time of selection, the selected vendor(s) may be required to execute a State of Maine Service Contract or Master Agreement with appropriate riders as determined by the Department. Alternatively, the Department may choose to wait until a specific project has been awarded through the mini-bid process to enter into a contractual relationship with the selected vendor(s).

All exceptions will be negotiated between the selected vendor(s) and the State. The State will not accept any proposed exceptions as part of this RFP process. The State is not obligated to accept, negotiate, or compromise of any proposed exceptions.

The complete set of standard State of Maine Service Contract documents, along with other forms and contract documents commonly used by the State, may be found on the Office of State Procurement Services’ website at the following link: Office of State Procurement Services Forms Page

PART VI LIST OF RFP APPENDICES AND RELATED DOCUMENTS

Appendix A – Proposal Cover Page

Appendix B – Responsible Bidder Certification

Appendix C – Qualifications and Experience Form

Appendix D – Subcontractors Form

Appendix E – Technical Requirements

Appendix F – Cost Proposal

Attachment 1 – Interpreter Request & Confirmation of Services Form

Attachment 2 – Business Associate Agreement

Attachment 3 – Code of Conduct and Confidentiality

APPENDIX A

Department of Administrative and Financial Services

PROPOSAL COVER PAGE

RFP# 202602017

Pre-Qualified Vendor List for In Person Translation Services & Over The Phone Interpreting (OPI)

Bidder Name:

Chief Executive - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(Provide information requested below if different from above)

Lead Point of Contact for Proposal - Name/Title:

Tel:

E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

· This proposal and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening.

· No personnel currently employed by the Department participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal.

· No attempt has been made, or will be made, by the Bidder to induce any other person or firm to submit or not to submit a proposal.

· The above-named organization is the legal entity entering into the resulting contract with the Department if they are awarded the contract.

· The undersigned is authorized to enter contractual obligations on behalf of the above-named organization.

To the best of my knowledge, all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission.

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX B

Department of Administrative and Financial Services

RESPONSIBLE BIDDER CERTIFICATION

RFP# 202602017

Pre-Qualified Vendor List for In Person Translation Services

Bidder Name:

By signing this document, I certify to the best of my knowledge and belief that the aforementioned organization, its principals and any subcontractors named in this proposal:

a. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from bidding or working on contracts issued by any governmental agency.

b. Have not within three years of submitting the proposal for this contract been convicted of or had a civil judgment rendered against them for:

i. Fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state, or local government transaction or contract.

ii. Violating Federal or State antitrust statutes or committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property.

c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) of this certification.

d. Have not within a three (3) year period preceding this proposal had one or more federal, state, or local government transactions terminated for cause or default.

e. Have not entered into a prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and this proposal is in all respects fair and without collusion or fraud. The above-mentioned entities understand and agree that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

f. Is not a foreign adversary business entity (https://www.maine.gov/oit/prohibited-technologies).

g. Is not on the list of prohibited companies (https://www.maine.gov/oit/prohibited-technologies) or does not obtain or purchase any information or communications technology or services included on the list of prohibited information and communications technology and services https://www.maine.gov/oit/prohibited-technologies (Title 5 §2030-B).

Name (Print):

Title:

Authorized Signature:

Date:

APPENDIX C

Department of Administrative and Financial Services QUALIFICATIONS and EXPERIENCE FORM

RFP# 202602017

Pre-Qualified Vendor List for In-Person Translation Services

Bidder Name:

Present a brief statement of qualifications. Describe the history of the Bidder’s organization, especially regarding skills pertinent to the specific work required by the RFP and any special or unique characteristics of the organization which would make it especially qualified to perform the required work activities. The Bidder may expand this form and use additional pages to provide this information.

Provide a description of projects the Bidder performed which occurred within the past five (5) years and reflect experience and expertise needed in performing the functions described in Part II – Scope of Services to be Provided of the RFP. The Bidder may expand this form and use additional pages to provide this information.

If the Bidder has not provided similar services, note this, and describe experience with projects that highlight the Bidder’s general capabilities.

Project One

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

Project Two

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

Project Three

Client Name:

Client Contact Person:

Telephone:

E-Mail:

Project Start/End Dates:

Brief Description of Project

APPENDIX D

Department of Administrative and Financial Services

SUBCONTRACTORS FORM

RFP# 202602017

Pre-Qualified Vendor List for In-Person Translation Services

Bidder Name:

Subcontractors If subcontractors are to be used, Bidders must use the tables below to describe the name, address, phone number, contact person, and a brief description of the subcontractors’ organizational capacity and qualifications.

Subcontractor 1

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 2

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

Subcontractor 3

Subcontractor Name:

Contact Person:

Telephone:

E-Mail:

Brief Description of Anticipated Role and Qualifications

APPENDIX E

Department of Administrative and Financial Services

TECHNICAL REQUIREMENTS

RFP# 202602017

Pre-Qualified Vendor List for In-Person Spoken Language Translation Services

Bidder Name:

Instructions: Only complete this form if you are submitting a bid for In-Person Spoken Language Translation Services. Bidders must respond to all technical requirements outlined below. Responses must be “yes” or “no” in the “Comply?” column, indicating whether or not Bidder complies with each requirement. In addition, Bidders must provide narrative responses when prompted to further explain the services to be provided.

A. General Service Requirement

1. Numerous branches and agencies of State government require In-person Spoken Language Interpreting Services from time to time. Interpreting services range from but not all-inclusive:

a) Legal nature, for example, in an administrative hearing, court room, or trial setting

b) Private, therapeutic/medical sessions, for example, assess health status, provide health information, assure medication compliance, coordinate heath care

c) Vocational rehabilitation

d) Protective services investigations

e) Public meetings with large audiences

f) Business nature

g) Human Resources & Employee meetings

h) Education & Training

i) Linguistic and Cultural clarification In the space below, indicate from the list above which interpreting services are offered.

2. Most spoken non-English languages in the State are:

Top ten (10) in no particular order:

a) Somali

b) Arabic (Modern Standard)

c) French (Canadian is more prevalent)

d) Spanish (Latin American format)

e) Chinese

f) Khmer

g) Russian

h) Vietnamese

i) Portuguese

j) Swahili

In the space below, indicate from the list above which languages are offered.

3. Location of Performance The location of performance of the State’s anticipated In-Person Spoken Language Interpreting Services has the potential to vary greatly, therefore, the interpreting services required by the State could take place anywhere that the State conducts business. It is the responsibility of the Provider to ensure all interpreter assignments are the most cost effective taking into consideration mileage and travel reimbursement.

4. Mileage Reimbursement The State will reimburse for mileage of more than 10 miles each way. Reimbursement must not exceed the current State of Maine mileage rate which is currently at $0.54 per mile. Local travel, 10 miles or fewer each way, is not reimbursed. Spoken language interpreters shall seek the most practical direct route as determined by Google maps. Any person traveling on indirect routes will assume extra expense incurred.

Mileage allowance is calculated by (Total miles x $0.54).

5. Travel Reimbursement The State will reimburse for travel time more than two (2) hours round trip at one-half the interpreter’s hourly rate.

Example:

6 hours (actual round trip travel time) – 2 hours (non-billable travel time) = 4 hours (billable travel time) x $20.00 (hourly rate $40.00/2=$20.00).

$80.00 (billable travel time)

B. Best Practices

1. Provide hired spoken language interpreters with required certifications, if applicable.

2. Ensure all nationally certified programs such as Code of Professional Conduct or any similar, widely accepted, and nationally recognized certifying body are abided by.

3. Ensure all interpreters hired or contracted are qualified professionals capable of performing the specified task.

4. Ensure all interpreters hired or contracted are highly skilled interpreters to support the State’s ongoing interpreter needs.

5. Ensure all interpreters who are hired or contracted adhere to Code of Conduct and Confidentiality standards.

6. Ensure all interpreters hired or contracted for court setting adhere to the Standards of Professional Conduct for Interpreters Providing Services in Judicial Proceedings.

7. Ensure all interpreters hired or contracted can fluently and accurately communicate in the language(s) in which they claim proficiency.

8. Ensure all interpreters hired or contracted can interpret effectively to and from other languages and English.

9. Ensure all interpreters hired or contracted can interpret exact concepts.

10. Ensure all interpreters hired or contracted do not and cannot distort the meaning of the interpretation.

C. Records, Billing and Reporting

1. Keep certification records for all employee interpreters and subcontracted interpreters to verify upon request the status of any interpreter provided for State assignments.

2. Have precise electronic billing methods and capabilities, including internal controls to ensure accurate billing of both travel and interpreting time, along with the type of assignment (legal, standard, emergency, etc.).

3. Have adequate reporting capabilities to comply with any requests by the State for data regarding services provided, in a timely manner.

4. Have adequate means for Interpreter Request & Confirmation of Assignments. Provider shall use an Interpreter Request & Confirmation of Services Form like Attachment 1 or provide a means for scheduling and confirmation through a secure online process.

5. Submit monthly invoices for services. Invoice shall show; Date of appointment, requesting agency, location of appointment, duration of each appointment, and total time to be billed.

D. Confidentiality

1. Comply will all Federal and State statutes, regulations and rules governing the protection of Identifiable consumer’s information including, but not limit to, the Health Insurance Portability and Accountability Act of 1966 (HIPAA), its updates, rules and regulations promulgated thereunder. Each of the awarded Bidders translators shall execute and comply with a confidentiality agreement and adhere to industry best practice.

2. Sign and comply with the terms of the State branches and/or agencies Business Associate Agreement, which shall be incorporated into the resulting Agreement. Failure to comply with the terms of the Business Associate Agreement shall constitute a basis for a breach of contract under the resulting Agreement. (Attachment 2)

3. Agrees to maintain code of conduct and the confidentiality and security of such Protected Information as required by applicable state and federal laws, rules, regulations and State branches and/or agencies policy. Contact the State branch and/or agency within 24 hours of a privacy or security incident that actually or potentially could be a breach of Protected Information. Cooperate with the State branch and/or agency in its investigation and any required reporting and notification of individuals regarding such incident involving Protected Information. To the extent that a breach of Protected Information is caused by the awarded Bidder or one of its subcontractors or agents, the awarded Bidder agrees to pay the cost of notification as well as any financial costs and/or penalties incurred by the State branches and/or agencies as a result of such breach. Code of Conduct and Confidentiality In-Person Interpreter’s Signature of Agreement (Attachment 3)

Attach a sample copy of the Provider’s Confidentiality Statement.

In the space below, describe how the Provider’s requirements/safeguards related to the standards above are managed and reinforced.

E. Cancellation Policy/No Show

1. The State recognizes that there is a cost to a Providers for arranging to provide a service that is then cancelled by the State with little advanced notice. Although Providers may have different policies regarding cancellations, the State intends to specify the cancellation policy that will be in effect under any contract that results from this RFP.

When a cancellation is necessary, the State will provide the Contractor with varying degrees of notice, depending on the number of service hours scheduled. Table 1 below shows the variation between assignment length and notice given.

Assignment Length

Cancellation Notice Given

business days

Less than 3 hours

3 or more hours in a single day

2 to 3 days

4 or more days

APPENDIX E

Department of Administrative and Financial Services

TECHNICAL REQUIREMENTS

RFP# 202602017

Pre-Qualified Vendor List for Over the Phone Interpreting (OPI) Services

Bidder Name:

Instructions: Only complete this form if you are submitting a bid for Over the Phone Interpreting Services. Bidders must respond to all technical requirements outlined below. Responses must be “yes” or “no” in the “Comply?” column, indicating whether or not Bidder complies with each requirement. In addition, Bidders must provide narrative responses when prompted to further explain the services to be provided.

F. EQUIPMENT AND FACILITY

6. Provider must have all necessary equipment, installed and functioning at time of proposal submission, to provide the services required in the awarded contract.

7. Provider must have telephone terminal equipment with expansion capabilities to accommodate an increase in call volume, as needed.

In the space below, describe the Provider’s current call-handling capabilities as well as its ability to accommodate a significant increase in the volume and duration of calls for Telephone Based Interpreter Services.

8. Provider’s telephone terminal equipment must be capable of collecting the detailed call traffic information needed to produce the reports required by the awarded contract:

Provide to the contract administrator a quarterly usage report no later than thirty (30) days after the end of each quarter, which includes:

a. Client (The State department and/or agency)

b. Date/Time of each transaction

c. Language

d. Minutes

e. Rate

f. Total Amount Billed

In the space below, describe the Provider’s reporting capabilities.

9. Interpreter Services must be provided from a professional facility and not from the interpreter’s home or other non-professional setting.

In the space below, describe where Interpreter Services will be provided from, and how your company will ensure clarity in the phone connections and how you will handle complaints about connectivity issues.

G. CONNECTION

1. On average, Provider must answer at least 95% of all incoming calls within five (5) seconds of the call starting to ring at the Provider’s facility. The call may be answered by an automated attendant, but the customer must be given an option, either by voice prompt or keypad selection, to speak with a live operator/customer service representative. If the customer opts for a live operator/customer service representative, connection must occur within ten (10) seconds of the customer’s selection.

2. On average, Provider must respond to calls at a rate of 95% or greater within 30 seconds of the client’s language being identified. Once interpretation begins, the call cannot be placed on hold or put into a queue of any kind.

3. Provider must provide toll-free access to interpreter services from anywhere in the United States, 365-days a year, 7-days a week, 24-hours a day.

In the space below, describe how the Provider will meet the requirement for interpreters to respond (connect) to calls (on average) at a rate of 95% or greater within 30 seconds of the client’s language being identified.

H. INVOICING

1. Provider must only invoice for the time that interpreter service is provided. Time required establishing the language service needed and/or connection time to the appropriate interpreter will not be chargeable. Billing of the interpretation period starts when the interpreter answers and begins interpreting. The interpretation period is ended when the interpreter has been disconnected from both the customer and the client.

2. Invoices will be prepared at the end of every calendar month and delivered to the customer no later than the 15th day of the calendar month immediately following the month under invoice.

3. Invoices will reflect billing increments of one-tenth of one minute. For any period of time which falls between tenths of a minute, Provider will round up to the next tenth of a minute. One-tenth of one minute is defined as six seconds.

4. The minimum billable charge shall be equal to a one- minute charge at the rate of the language for which interpreter service is provided.

5. Invoices shall contain the following information, at a minimum:

1. Master Agreement number.

1. Date of invoice.

1. Provider name and address.

1. Customer account number and department name/program.

1. Date and time of each interpreter service occurrence provided.

1. Interpreter Connection Time.

1. Interpreted language associated with the call.

1. Customer Contract/Phone number

1. Total dollar amount due.

1. Total number of calls interpreted.

1. Total number of billable interpretation minutes.

1. Duration of the interpreter service provided, measured in tenth of a minute increments.

1. Contract rate per minute.

1. For Judicial Branch Calls, the courthouse locations.

1. For Judicial Branch calls, the docket/matter number of the proceeding or notation that the call is at a clerk’s window.

I. ORDERING PROCESS

11. Establish an individual account for State branches and/or agencies that elect…