RFQ Document- AGR-TranslationServices-FY26.pdf

Massachusetts Department of Agricultural Resources- MDAR

REQUEST FOR QUOTE

Statewide Contract- PRF75 Foreign Language Interpretation and Translation Services Request for Quote (RFQ)

AGR-TranslationServices-FY26

The Massachusetts Department of Agricultural Resources (MDAR) is seeking bidders who will provide accurate translation/interpretation in Hmong and Somali. The preferred awarded vendor(s), under this RFQ, will be able to provide both written translation services and interpretation services in Hmong and Somali on an as needed basis to the Department as these two languages have proven challenging to get responses on. The Department Project Manager will be the lead in coordinating the services between the department and the awarded vendor.

The Department is required to ensure that access is provided to the general public and all parties including those who require native language written translations and/or oral interpretation.

We are seeking:

1. Hmong and Somali Interpretation Services:

a. Interpreter Services (consecutive and simultaneous) available during normal business hours (Monday thru Friday, 8:45am – 5:00pm) to assist Hmong-speaking and Somali-speaking individuals seeking information/assistance from MDAR’s Boston Headquarters or one of MDAR’s regional offices. Off hours or weekends would be coordinated if needed.

b. Services could include Oral/in-person, Telephonic or Video Remote (Zoom, Microsoft Teams)

2. Hmong and Somali Translation Services:

a. Translation of Department provided documents

b. Quality Assurance/Control of Department Documents that have already been translated.

3. Clear process to request services

4. Provide a detailed, easy to understand quote in a timely manner

5. Provide quick clarification as needed

6. Provide translated document(s) in timely manner in same format as the original document

7. Experience providing language services in Hmong and Somali.

Submission Criteria

Bidders should submit the following via COMMBUYS Quote Functionality:

• A narrative of no more than one single-spaced page describing the services and deliverables provided. This narrative must describe both the required and preferred qualifications, including descriptions of similar work conducted, describe experience in foreign language interpretation and translation, and describe experience working with state education agencies.

• One of MDAR’s foremost goals is to address inequities in education that exist in the Commonwealth. Describe, in a maximum 1-page narrative, your organization’s commitment to and actions taken to ensure equity (this should include efforts within your own organization to support equity and efforts when providing services to clients, as applicable). In addition, please share your organization’s current challenges with and ongoing efforts to ensure your organization is working towards building the mindsets, practices, and skills to support this initiative.

• In addition to the one-page document above, the following attachments must be included:

o A list of all foreign languages offered o Contact information for a point person who will serve as project manager.

o Detailed description of your process for requesting all of the above services o Sample quote document o Copy or rates submitted under PRF75

Evaluation Criteria

The Department intends to award this Small Procurement to one SBPP participating business(es) and SDO Certified business that provides an overall “best value” to the Commonwealth.

The bidder is preferred to have:

• A range of high-quality work products associated with previous engagements in Hmong and Somali translation and interpretation

• Availability to quickly produce documents or provide translation and interpretation in Hmong and Somali with little notice, if needed

• Ability to adjust their rates if needed

• Demonstrates some evidence that they have examined and are working to improve their practices and supports

(internal and/or external) from a racial equity lens.

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

General Evaluation: The Department will consider no responses received after the deadline. The Department will award Contracts to the most responsive bidder(s) that offers the best value. The fulfillment of the qualifications listed in this RFR, the completion of all required forms as listed in the RFR, and a determination by the Department that contracting with the bidder will provide the “best value” to the Commonwealth will determine the basis for evaluation. In making this determination, the Department will consider and score a number of factors including price, experience, geographic location for ease of service, and quality. The Department may disqualify Responses that are incomplete or inaccurate at its own discretion.

Questions can be submitted through the Q&A functionality of COMMBUYS for this posting up to 5 days before the Bid Opening Date.

Number of Vendors:

Check Date

Multiple Contractors- 2 The Department may award more or fewer contracts, if it is in the best interest of the Commonwealth to do so.

Contract Users Check Limited User Contract

Restricted to use by Defined Entities Only:

MDAR- Department of Agricultural Resources SRB- State Reclamation and Mosquito Control Board * Separate SOW will be issued

Estimated Procurement Calendar Activity Date

Release of RFQ May 11, 2026 Application Due Date (Opening) Friday, May 29, 2026 by 5:00 PM Estimated Contract Start Date June 15, 2026 Contract End Date June 30, 2026* Based on current PRF75 Statewide Contract User Guide-

See attachment.

Small Business Purchasing Program Check Size of Procurement Annually SDP Commitment

Small Procurement (</= $250,000) SBPP section applies to this Procurement

Large Procurement (> $250,000) SBPP section does not apply to this Procurement

Program Background: The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 523 to increase state contracting opportunities with small businesses having their principal place of business within the Commonwealth of Massachusetts. Pursuant to the SBPP, it is the intention of the issuing department to award this Small Procurement to one or more SBPP participating business(es) as described below.

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

Supplier Diversity Plan Check Size of Procurement Annually SDP Commitment

Small Procurement (</= $250,000) Submission is NOT required for this Procurement

Large Procurement (> $250,000) Submission is MANDATORY for Procurements with estimated annual values exceeding $250,000

Supplier Diversity Plan is NOT required for this Procurement.

https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-523-establishing-the-massachusetts-small-business-purchasing-program