RFR 24-25-MCD Screening Redesign Posting.docx

ISSUE DATE: MARCH 22, 2024

AMENDMENT DATE: N/A

1. Description or Purpose of Procurement:

The Massachusetts Commission for the Deaf and Hard of Hearing (MCDHH) is the principal agency in the Commonwealth on behalf of Deaf and hard of hearing persons (Massachusetts General Law Part I, Title II, Chapter 6, Section 194). MCDHH is responsible for maintaining the quality of interpreter services to meet the needs of Deaf, DeafBlind, late deafened, and hard of hearing individuals. A key component of maintaining interpreter quality is to conduct various interpreter screenings to evaluate freelance interpreters who are not yet certified by nationally recognized organizations but who may be qualified to interpret in certain settings in Massachusetts. An interpreter who has passed one or more MCDHH screenings is called “MCDHH-approved.” MCDHH-approved interpreters are considered entry-level practitioners.

The current Screening Program was created in 2005 by a Deaf Parented Interpreter to test novice interpreters’ readiness to interpret. Since its inception the program has grown to include several examinations:

· ASL/spoken English interpreter screening: ensures minimum qualifications for ASL/spoken English interpreters entering the field of interpreting.

· Deaf interpreter screening: ensures minimum qualifications for Deaf interpreters entering the field of interpreting.

· The legal interpreter interview: ensures the qualifications for experienced legal interpreters seeking to work within Massachusetts.

We want to expand the Screening Program as follows:

· Addition of a Legal interpreting performance exam due to the elimination of RID’s Specialist Certificate: Legal exam (SC:L).

· Eventual addition of a Tri-lingual Interpreter Screening exam

MCDHH is seeking to redesign our Screening Program due to critical need. The existing Screening Program is antiquated, based on a model that is no longer reflective of the communities interpreters aim to serve across Massachusetts. MCDHH is looking to redesign the Interpreter Screening Program utilizing a Deaf-centric, intersectional lens[footnoteRef:2] to answer the key question, “What is an entry level interpreter?” [2: By “intersectional lens,” we mean a practitioner who can train equitably and inclusively, can utilize a diversity framework, and is competent to do so based on lived experience and/or from training.]

As such our aim is to:

· Comprehensively redesign all the Screening materials, including but not limited to rubric, metrics, analytic tools, user guides, and related foundational materials.

· Referencing the comprehensive research conducted within the diverse Deaf communities served by MCDHH, apply an intersectional, Deaf-centric lens to determine what skills, knowledge, and abilities entry-level interpreters should possess prior to working within the interpreter profession.

· Modernize and leverage technologies and processes to create a streamlined, accurate and equitable Screening Program.

This document contains the performance specifications, deliverables, application process, and bid evaluation methodology. A tentative procurement calendar is also included. Applications must be submitted electronically through the Commonwealth’s COMMBUYS eProcurement system.

Individuals, not-for-profit entities, and businesses are encouraged to apply. We also encourage researchers, individuals, and/or other entities to collaborate and submit a single application reflecting pooled talents. Because close interaction with the Deaf[footnoteRef:3] communities in Massachusetts is a core requirement of this project, it is required that the bidder be Deaf or ASL-fluent. [3: Throughout this document when the word “Deaf” is used, we mean “Deaf, hard of hearing, late-deafened and DeafBlind.” ]

With a redesigned Screening Program that is the objective of this procurement, MCDHH will have a better understanding of the knowledge, skills and experiences of entry-level interpreters from the communities' perspectives and will therefore be better attuned to and better able to meet the needs of the consumers we serve.

The Massachusetts Commission for the Deaf and Hard of Hearing is an Equal Opportunity employer and does not discriminate on the basis of race, color, religion, gender, gender expression, age, national origin, disability, marital status, sexual orientation, genetic information, pregnancy, ancestry, or military status, in any of its activities or operations.

2. Applicable Procurement Law:

Executive Branch Goods and Services

3. Acquisition Method:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

a. Estimated Number of Awards The target maximum number of Contractors is one the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

As noted in Section #1, MCDHH encourages researchers, individuals, and/or other entities to recognize their aggregated strengths by submitting a single application reflecting pooled talents. This collaboration must identify one entity as the bidder of record. The means of dividing the work and allocating compensation is an internal decision outside the scope of MCDHH’s involvement.

5. Entities Eligible to Use the Resulting Contract:

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Initial Duration

Total Maximum Contract Duration

7. Anticipated Expenditures, Funding, or Compensation:

Comments (optional): Estimated value of total procurement is for the anticipated performance period of execution through June 30, 2027. Potential options-to-renew are not included. This procurement falls under the Small Business Procurement Program requirements.

8. Contract Performance and Business Specifications:

A. MCDHH’S VISION OF THE SCREENING REDESIGN PROCESS

RFR 24-25-MCD SCREENING REDESIGN POSTING Page 2 of 12

RFR 24-25-MCD SCREENING REDESIGN POSTING Page 1 of 14 We believe when creating a scored exam, a multi-part process is required which includes:

● Defining the minimum profile of interpreter that receives the credential: answering the question what does an “entry-level” interpreter look like?

● Test Development: developing a form of assessment

● Standard Setting

○ Quantitative Scoring: Administering the assessment of a large number of candidates (typically, hundreds or thousands) to determine the score that a minimally qualified candidate must have.

○ Qualitative Evaluation: Developing a rubric an evaluator could use to determine whether a candidate matches the profile of an entry-level candidate.

The hired individual, business entity or team of researchers would work in conjunction with a diverse group of professionals and members of the Deaf community to conduct the qualitative research utilizing (but not being limited to) these approaches:

· holding myriad focus groups statewide using several interpreted stimulus materials

· holding myriad community listening sessions statewide

· gathering information to update the current scoring rubric of the required skills, knowledge and abilities of interpreters needed to be approved and qualified by MCDHH.

The goal of these focus groups and listening sessions is that the information gathered would provide a framework to design a new qualifications scoresheet for interpreters. Specifically, we envision that the information gathered from focus groups involving deaf community members and utilizing stimulus material from a variety of interpreters would provide the framework to design a new qualifications scoresheet for interpreters that would reflect the diverse, multicultural communities MCDHH serves.

MCDHH believes that the results of this kind of sociolinguistic/anthropological study should guide MCDHH in the revision of all MCDHH Screenings to ensure the Screening exams are:

a. Inclusive linguistically and culturally (ASL, English, and other languages if applicable to a candidate)

b. Normed on diverse populations (racial, ethnic diversity, Heritage Signers, as well as populations from other countries, diverse gender and sexual orientation, age, rural/urban, etc.)

c. Addresses what “entry level” means from the perspective of the diverse Deaf community in Massachusetts (including all historically marginalized Deaf community members, especially those with intersectional identities)

d. Flexible regarding changes in professional standards in the field (able to be modified as professional standards in the field change[footnoteRef:4]) [4: NAD-RID Code of Professional Conduct]

MCDHH requires the creation/implementation of a future state Screening System that incorporates the following characteristics and values:

e. Racial/Ethnic Diversity/Inclusion

f. Inclusion/Equity for Heritage Signer Populations and those with intersectional identities

g. Rating systems (rubrics, matrices) that utilize what “entry level” has been determined to mean during the research phase of this Redesign Project

i. From the Deaf and ASL using communities’ perspectives

ii. From interpreters’ perspectives

1. Experienced, certified interpreters

2. Recently screened interpreters

3. Interpreters/others who did not pass the screening.

Further, as part of this redesign process, we will rely on the chosen vendor to determine the following:

1. Whether, based on the data, the Screening Programs’ examinations should continue with the live panel presentation as they have been, or if the examinations should transition to another format.

2. How to transition smoothly and without disruption from the current Screening system to the future Screening Program.

3. Remote vs. in-person screening formats

4. Whether the Screening credentials should have a time limit (4 years? 3 years with an option to renew?) before attaining National Certification OR

a. Whether there should be 2 levels determined:

i. Entry level

ii. Professional level (to allow interpreters to become MA “Certified”)

5. Whether MCDHH should continue with separate ASL and Transliterating exams or combine into one (as RID has done)[footnoteRef:5] [5: In our current screening process for Deaf and ASL/spoken English interpreters, candidates must complete two parts to achieve MCDHH Approved status Throughout the Screening, there is always a live panel of three evaluators: two Deaf (Deaf community member and Deaf Interpreter) and an ASL/spoken English interpreter. Please see below for the current format detailing the components for each part. Refer to the Resource Guides for more information about the Screening process. They can be found on the Quality Assurance webpage (https://www.mass.gov/info-details/mcdhh-quality-assurance-screenings)

B. CURRENT SCREENING FORMAT:

Part 1: Live Panel Interview

1) CPC

2) Knowledge

3) Application

4) Role Play

Part 2: Live Panel Performance

1) ASL/spoken English Interpreting

2) Transliterating

3) Deaf interpreting

C. SCREENING REDESIGN PHASES:

This is our vision of the Screening Redesign phases. They are not finalized and they can be negotiated. MCDHH expects that these five project phases will occur, with some overlap, from the time of contract execution through the contract term which will end on June 30, 2027.

Phase 1: RESEARCH – 6 months – 1 year

· Data collection

· Focus Groups

· What is entry level????

Phase 2: - 1 year?

· Data analysis

· Creation of rubric

Phase 3: - 1 year?

· Creation of standardized testing system

· Scoring system/Rubric

· Creation of Screening Materials

· Interview Questions

· Scripts for the Performance Exam

Phase 4: 6 months – 1 year?

· Video Stimulus materials filmed/created

· Role Plays (if recommended) piloted

· Piloting of testing materials

· Consultation with Vendor to ensure testing materials align with rubric

Phase 5: Creating Deliverables -Implementing the Manuals for

· Screening Coordinator

· Screening Evaluators

· Screening Candidates

D. BIDDER REQUIREMENTS

· Native fluency in American Sign Language (ASL)

· Experience with diverse Deaf communities, and/or lived experience as a member or as members of one or more marginalized and/or underserved Deaf communities

· Knowledge of/expertise in ASL interpreting services

· Experience with coordinating and facilitating focus groups[footnoteRef:6] [6: Stimulus from subjects not within the state of Massachusetts to ensure neutrality and avoid conflicts would be preferred]

· Access to stimulus materials that would demonstrate interpreters at various skill levels and abilities.

· Extensive experience organizing research-based projects, meeting milestones, and maintaining budgets

· Strongly preferred: Sociolinguistic and/or anthropologic research background

· Strongly preferred: Recent successful completion of similar size and scope

· Preferred: Recent work with a government agency

9. Small Business Purchasing Program:

This procurement falls under the Small Business Purchasing Program requirements. The following language is required by the Supplier Diversity Office and Operational Services Division.

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.

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.

10. Supplier Diversity Program (SDP) Plan:

The Supplier Diversity Office and Operational Services Division created a description of the Supplier Diversity Program that is a mandatory inclusion in all RFRs that fall under the Supplier Diversity Program Plan (SDPP) requirements.

Because this procurement does not fall under the SDPP requirements, the mandatory wording is not included.

11. Environmentally Preferable Products:

This language is taken from Operational Services Division’s Request for Response template. Its inclusion here is mandatory.

Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

12. Instructions for Submission of Responses:

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create a Quote” functionality in COMMBUYS. For instructions concerning how to submit a Quote (bid response), please see Appendix B.

Content of Bid Responses (Applications):

Applications consist of three parts and may contain an optional fourth part:

· Part One is a Letter of Application. Bidders should address each item in the bullet list. If a bidder does not have what we are specifically requesting but believes they can offer something similar and equivalent, please say so.

· Interest in responding to this Request for Response.

· Background and experience relevant to projects of this nature

· Proposed preliminary schedule of the five project phases over the three year initial project term

· How the bidder’s team will work with MCDHH?

· Describe recent project of similar nature and scope and why it was successful. Describe how success was measured.

· Number of years in business.

· Massachusetts or other state government agency experience?

· Contact information for three business references, one of which the bidder performed a project of similar nature and scope as the Screening Redesign within the past five years.

As noted in Section #1, MCDHH encourages researchers, individuals, and/or other entities to recognize their aggregated strengths by submitting a single application reflecting pooled talents. This collaboration must identify one entity as the bidder of record. The means of dividing the work and allocating compensation is an internal decision outside the scope of MCDHH’s involvement.

· Part Two is the Fiscal (Cost) Proposal. The bidder will be compensated on an hourly rate basis, to a maximum of $150,000 for the project term. The hourly rate is for the bidder’s professional services and includes both tangible and intangible deliverables. In this section, the bidder should cite the total project cost and then break it down by fiscal year. Specify activities to be performed in each fiscal year:

· FY’24 (May 1 to June 30, 2024) – activities and cost.

· FY’25 – Activities and cost.

· FY’26 – Activities and cost.

· FY’27 – Activities and cost.

· Part Three are the required Commonwealth of Massachusetts forms.

· Prompt Payment Discount Form - https://www.macomptroller.org/wp-content/uploads/form_prompt-pay-discount.pdf.

· Part Four, optional, is additional information that the Bidder believes might be helpful for MCDHH to know. Part Four is limited to eight pages.

MCDHH may, at its discretion, contact Bidders for clarification of information it submits.

MCDHH may, at its discretion, invite a bidder for a virtual meeting with key staff.

13. Evaluation Criteria:

Bid Evaluation Methodology: All bid response packages undergo an initial review by MCDHH’s Procurement & Contracting Manager. Only complete bid packages will be considered for further analysis and evaluation.

All complete bid applications will be analyzed and evaluated by a team convened by the Director of Communication Access Services. The scoring matrix, below, will be used for all bid responses.

The maximum number of awarded points is one hundred (100).

Outstanding, Exceptional, Above Average

POINTS GIVEN:

Average, Adequate or Present

POINTS GIVEN:

Not Mentioned or Absent

3. Calendar-based schedule for project phases is sensible and strong

4. Relevant experience:

a. Similar project/products.

b. Massachusetts government.

c. Years in business.

5. Price proposal – allocation of total procurement value over the project term

6. Prompt Pay Discount

MCDHH will attempt to negotiate a contract with the top-scoring bidder. If that proves impossible, it will then focus on the next-highest-scoring bidder successively until a contract is in place.

14. Estimated Procurement Calendar

This calendar is MCDHH’s estimate of the schedule of events of this procurement.

(Eastern Time Zone)

Bid: Announcement of Intent to Procure

Virtual Bidder’s Conference

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

15. Required Forms

Successful Bidders will be required to complete the following Commonwealth documents at contract execution:

Bidders may be required to undergo CORI (Criminal Offender Records Information) checks in order to be eligible for contract execution.

The above attachments are available as part of the Bid record on COMMBUYS (WWW.COMMBUYS.COM).

16. RFR Attachments Appendix A: Required Specifications https://www.mass.gov/doc/rfr-required-specifications-of-commodities-and-services Appendix B: Instructions for Vendors Responding to Bids / Electronic Quote Submission Instructions https://www.mass.gov/doc/instructions-for-vendors-responding-to-bids/download

Effective June 15, 2021, for all 1) CTR forms, including the Standard Contract Form, W-9s, Electronic Funds Transfer (EFT) forms, ISAs, and other CTR-issued documents and forms, or 2) documents related to state finance and within the statutory area of authority or control of CTR (i.e. contracts, payrolls, and related supporting documentation), CTR will accept signatures executed by an authorized signatory in any of the following ways: 1. Traditional “wet signature” (ink on paper); 2. Electronic signature that is either: a. Hand drawn using a mouse or finger if working from a touch screen device; or Page 2 b. An uploaded picture of the signatory’s hand drawn signature 3. Electronic signatures affixed using a digital tool such as Adobe Sign or DocuSign. If using an electronic signature, the signature must be visible, include the signatory’s name and title, and must be accompanied by a signature date. Please be advised that typed text of a name not generated by a digital tool such as Adobe Sign or DocuSign, even in computer-generated cursive script, or an electronic symbol, are not acceptable forms of electronic signature.

Updated: August XX, 2021 RFR 24-25-MCD SCREENING REDESIGN POSTING Page 1 of 14