RFQ PRF75 Interpretation Services~1.pdf

Statewide contract # – PRF75

Request for Quotation (RFQ) – MassDOT Language Access Support

Project Overview:

MassDOT is requesting interpretation services at six (6) upcoming virtual meetings as defined within the scope below and appendices.

EVENT DATE

RFQ Release Date 5/11/2026 Deadline for Submission of Questions through COMMBUYS

5/18/2026 3pm EST

Official Answers for Bid Q & A 5/19/2026 Deadline for Quotes 5/21/2026 3pm EST Notification of Apparent Successful Bidder

5/22/2026

Scope of Work:

Purpose MassDOT aims to provide robust language access services for members of the public, also tries to accommodate additional languages as requests are received. This assignment will provide consultant support for language access during public engagement activities during the 2027-2031 Capital Investment Plan (CIP) cycle.

Interpretation services would be provided upon request. Language access services are anticipated for potential live interpretation for identified language need during six (6) virtual meetings.

Scope of Work Task 1: Logistical Activities

Objective:

MassDOT has reviewed anticipated language needs across the state by Municipal Planning Organization (MPO) areas (detailed in Appendix A). Across most MPO areas, needs may encompass Spanish, Portuguese, Chinese (Mandarin and Cantonese), and Haitian Creole. Some MPO areas may benefit from additional interpretation services, such as Vietnamese and Russian. An overview of MPO areas and identified needs is included at the end of this document.

Activities:

1. Confirm interpretation and translation expectations with MassDOT

2. Organize and secure interpretation services for CIP

Anticipated Task 1 Deliverable:

1. Outline of planned language access needs and services for the 2027-2031 CIP cycle, including associated languages that may be provided for them

2. Procurement of vendor(s) providing interpretation services for the identified languages

Task 2: Live Interpretation

Objective:

Consultants and/or their vendors for interpretation services will attend virtual public informational meetings on Zoom for the 2027-2031 CIP cycle as requests for interpretation at meetings are received. Members of the public are encouraged to submit requests as soon as possible prior to the meeting, and for more difficult to arrange services including sign-language, CART or language translation or interpretation, requests should be made at least ten (10) business days before the meeting.

MassDOT aims to provide available materials in advance of said meetings for preparation and review by live interpreters for a foundational understanding of content being covered in the meeting. These public informational meetings will include a segment during which attendees can provide comments or ask questions. Six (6) public informational meetings are anticipated to be held between May 28, 2026 and June 8, 2026, which are planned for a duration of no longer than 90 minutes (more detail included in Appendix B).

Interpreters will be required to join virtual public meetings a minimum of fifteen minutes in advance of meeting start time to test audiovisual functions and Zoom interpretation channels.

Activities:

1. Public Informational Meeting attendance and live interpretation in identified languages

Appendix A: Potential Language Needs Language interpretation and translation services are not anticipated to be provided for Berkshire, Franklin, Cape Cod, or Nantucket MPO meetings

For all other 2027-2031 CIP cycle public engagement meetings and activities, the following potential language needs have been identified:

Northern Middlesex, Merrimack Valley: Khmer, Spanish, Haitian Creole, Portuguese Vietnamese, Chinese (Mandarin and Cantonese)

Central Massachusetts, Montachusett: Spanish, Portuguese, Haitian Creole, Vietnamese, Chinese (Mandarin and Cantonese), Arabic

Franklin Valley, Berkshire MPO, Pioneer Valley MPO: Spanish, Portuguese, Russian, Chinese (Mandarin and Cantonese), Vietnamese, Haitian Creole

Boston: Spanish, Portuguese, Chinese (Mandarin and Cantonese), Haitian Creole, Vietnamese, Russian

Cape Cod, Nantucket, Martha’s Vineyard: Spanish, Portuguese

Old Colony, Southeast MA: Portuguese, Spanish, Haitian Creole, Vietnamese, Chinese (Mandarin and Cantonese)

Appendix B: 2027-2031 CIP Public Informational Meeting Dates and Details Meeting Date and Time Location/Format MPO Participants Northern Middlesex and Merrimack Valley CIP Engagement Meeting

Thursday, May 28, 2026, 4:00

PM

Virtual Northern Middlesex MPO, Merrimack Valley

MPO

Central Massachusetts

CIP

Engagement Meeting

Monday, June 1, 2026, 6:00 PM

Virtual Central Massachusetts

MPO,

Montachusett

MPO

Western Massachusetts

CIP

Engagement Meeting

Tuesday, June

2, 2026, 4:00 PM

Virtual Franklin County Transportation Planning Organization (TPO), Berkshire MPO, Pioneer Valley MPO

Boston Region

CIP

Engagement Meeting

Tuesday, June

2, 2026, 6:00 PM

Virtual Boston Region

MPO

Cape and Islands CIP Engagement Meeting

Wednesday, June 3, 2026, 4:00 PM

Virtual Cape Cod MPO, Nantucket MPO, Martha’s Vineyard

MPO

Old Colony and Southeastern Massachusetts

CIP

Engagement Meeting

Monday, June 8, 2026, 4:00 PM

Virtual Old Colony MPO, Southeastern Massachusetts

MPO

Small Business Purchasing Program (SBPP)

Program Background. The Massachusetts Small Business Purchasing Program (SBPP) was established pursuant to Executive Order 599 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.

https://www.mass.gov/sbpp https://www.mass.gov/executive-orders/no-599-reaffirming-programs-to-ensure-diversity-equity-and-inclusion-for-diverse-and-small-massachusetts-businesses-in-state-procurement-and-contracting?_gl=1*wnz9qe*_ga*OTcxODE1Mjg3LjE2ODM2MzUyMjc.*_ga_MCLPEGW7WM*MTY5ODA3OTg1NC4yNi4wLjE2OTgwNzk4NTQuMC4wLjA.

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 (SST) will not evaluate submissions from non-SBPP participants unless no SBPP Bidder meets the SSST’s best value evaluation criteria.

SBPP Participation Eligibility. To be eligible to participate in this procurement as an SBPP participant, an entity must meet the following criteria, and be marked as an SBPP registered business in COMMBUYS:

1. Have its principal place of business in the Commonwealth of Massachusetts;

2. Been in business for at least one year;

3. Employ a combined total of 50 or fewer full-time equivalent employees in all locations, or employees work less than a combined total of 26,000 hours per quarter; and

4. Have gross revenues, as reported on appropriate tax forms, of $15 million or less, based on a three-year average.

Non-profit firms also must be registered as a non-profit or charitable organization with the MA Attorney General’s Office and be up to date with all filings required by that office and be tax exempt under Section 501(c) of the Internal Revenue Code.

SBPP Compliance Requirements. It is the responsibility of the Bidder to ensure that their SBPP status is current at the time of submitting a response and throughout the life of any resulting contract. Misrepresentation of SBPP status will result in disqualification from consideration, and may result in debarment, contract termination, and other actions. To learn more about the SBPP, including how to apply, visit the SBPP Webpage.

Program Resources and Assistance. Bidders and Contractors seeking assistance regarding SBPP may visit the SBPP webpage, http://www.mass.gov/sbpp, or contact the SBPP Help Desk at sbpp@mass.gov.

Commonwealth's Digital Accessibility Requirements Please review the Commonwealth’s Digital Accessibility Policy here:

https://www.mass.gov/policy-advisory/enterprise-digital-accessibility-policy#6-digital-accessibility-standards-https://www.commbuys.com/bso/ http://www.mass.gov/sbpp http://www.mass.gov/sbpp mailto:sbpp@mass.gov https://www.mass.gov/policy-advisory/enterprise-digital-accessibility-policy#6-digital-accessibility-standards-https://www.mass.gov/policy-advisory/enterprise-digital-accessibility-policy#6-digital-accessibility-standards-