Spanish Interpreter RFP Document 2026 updated.pdf

CITY OF WINDER, GEORGIA

REQUEST FOR PROPOSAL

FOR SPANISH INTERPRETER FOR WINDER MUNICIPAL COURT

The City of Winder, Georgia, is requesting proposals from individuals or companies to provide Spanish Interpreter and Translation Services for the Winder Municipal Court to persons who are limited in proficiency of the English language. Amendment #1-RFP submission deadline extended to October 26, 2026.

1. PURPOSE AND SCOPE OF SERVICES

Description: A court interpreter is appointed to provide interpreting services for Court proceedings whenever the Court determines that the defendant cannot understand the English language and is incapable of being understood by the Court or counsel. The court interpreter is responsible for the accurate translation of verbal and written communication from Spanish to English and vice versa. Work will be performed at the Winder Community Center in Winder, Georgia.

The City of Winder Municipal Court determines interpreter fees which are paid from the City’s General Fund.

The Office of the Court Clerk contracts for foreign language and sign interpreters when required. Currently, there is a need for one Spanish interpreter to be present during most scheduled court session. Court is held each Friday of the month with the exception of holidays. The court schedule for 2026 is included in Appendix A. This schedule is provided for example only, as dates may be subject to change at the City’s discretion. The City of Winder Municipal Court is held at the Winder Community Center 113 E. Athens St., Winder, Georgia 30680 each Friday at 8 am- 12pm.

Qualifications: The qualifications for a court interpreter include strong command of the English and Spanish languages, including familiarity of legal terminology. The interpreter must also be able to translate the most formal dialogue to the most casual dialogue, including slang. The interpreter's vocabulary must consist of considerable depth in order to support the extent of subject matter, which is part of the judicial process. The interpreter must also be able to translate simultaneously at speaking rates of 200 words or more per minute.

Possession of the court interpreter licensing designation of a “Certified Court Interpreter” as a Spanish interpreter issued by the Georgia Commission on Interpreters on behalf of the State of Georgia. Certification must be current and proof of re-certification required annually.

Requirements:

Resume including experience, education, Spanish language proficiency, and certifications relating to Spanish Translation and Interpretation for Court Services. List any other licensing designations, if any, of “Certified Court Interpreter” for languages other than Spanish and/or sign language interpreter certified by the Registry of Interpreters for the Deaf, Inc.

If applicable business Insurance coverage including, but not limited to: Errors & Omissions for Professional Services with Extended Coverage for Bodily Injury and Property Damage or Professional Liability Insurance;

Business Automobile Liability Insurance; Workers’ Compensation Insurance (if applicable); Disclosure of Confidential Information (as defined in the Code of Professional Responsibility for Interpreters).

Submit a written plan for scheduled or unscheduled absences with this proposal. Any substitute interpreter must meet same licensing and insurance requirements and have court-interpreting experience. The contracted interpreter will be responsible for scheduling a substitute interpreter. The contract interpreter will also be responsible for invoicing the City of Winder for the substitute interpreter as well as receiving payment for such services. All payments to the substitute interpreters shall be the responsibility of the contracted interpreter. A list of potential substitute interpreters and their qualifications and experience will be provided to the City of Winder Municipal Court Clerk during negotiations and prior to contract award and execution.

If applicable provide:

Description of current screening process for staff or subcontractors used for language interpretation and translation.

How do you validate competency of interpreters and translators for:

• Legal terminology

• Verbal/listening skills

• Medical terminology

Are background checks completed on all staff or subcontractor interpreters and translators? A criminal background check performed by the City of Winder Police Department will be required before staff or subcontractor interpreters are allowed to fulfill duties relating to City interpreting services.

Are background checks completed on all staff or subcontractor interpreters and translators?

Have any personnel (proposer, employees, or sub-contractors) that will be involved in City Interpreting Services had legal/felony convictions for any offense against the law other than a minor traffic violation?

Answer: YES or NO

Provide copies of your confidentiality and non-disclosure policies/statements, code of ethics, and code of professional conduct. Indicate how each is monitored.

Describe your company’s invoicing as well as the ability to collect and report on a monthly basis basic data such as court or call date, language, identification of the specific interpreter used for each, start and end times, and amount billed.

Skill Requirements

High School Diploma or GED

Two (2) years of interpreter experience in a court or public setting.

A State of Georgia Interpreter Certification.

A valid Georgia Class “C” driver’s license is required.

Other Requirements

• The Municipal Court operates on Friday from 8 am until Court is completed (usually by 12 pm) unless otherwise closed for holidays. The chosen interpreter must commit to being available on Friday’s until all Court business is complete; this includes assisting Probation and the Public Defender when needed.

• A City of Winder appointed Court Interpreter is forbidden to accept referral fees from attorneys, etc.

• All interpreters must undergo a background check. Proof of citizenship must be submitted at time of background check. This background check will be performed by the City of Winder Police Department.

Acceptable documents for verification are work permit, green card, U.S. Passport, GA Driver’s license, Social Security Card (similar to List of Acceptable Documents for Form I-9)

• The Spanish Interpreter contract will last for 5 one year terms, but is subject to renewal at the will of the City Council of Winder.

• Individuals must provide a completed Verifying Status for Public Benefit Application Affidavit, also known as a SAVE Affidavit. See Appendix B

• Companies must provide a completed Georgia Security and Immigration Compliance Affidavit, also known as an E-Verify Affidavit. See Appendix C

2. PROPOSAL EVALUATION AND AWARD PROCESS

Proposals are due on or before Monday October 19th, 2026. Submission deadline extended to 10/26/26.

The original proposal package and two (2) copies of your proposal must be submitted in person or by mail to Ronnie Campbell, Finance Director, City of Winder, PO Box 566, 25 East Midland Avenue, Winder, Georgia 30680.

Proposals must be sealed and marked clearly on the outside of the envelope with the following: RFP

– Spanish Interpreter. Attention: Ronnie Campbill

Proposals shall be consistently evaluated based upon the following criteria:

Demonstrated competence Experience in performance of comparable engagements Expertise and availability of key personnel Conformance with the terms of this RFP

The evaluation committee may also contact the references provided in response to this RFP; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

Finalist will be invited for interviews.

The evaluation committee shall make an award in the best interests of the City of Winder.

3. INFORMATION TO BE PROVIDED

All respondents must provide the following information:

A. Resume B. Cover letter and statement of qualifications C. Georgia State Interpreter Certification D. Three professional references with addresses and phone numbers

4. TERMS, CONDITIONS, AND EXCEPTIONS

The City reserves the right to alter, amend or modify any provisions of this RFP or to withdraw this RFP, at any time prior to the award of a contract pursuant hereto, if it is in the best interest of the City to do so.

The City reserves the right to waive informalities and minor irregularities in proposals received.

Proposals must include any and all proposed terms and conditions.

Alterations, modifications or variations to a proposal may not be considered unless authorized by the RFP or by addendum or by addendum or amendment.

The City is not liable for any costs incurred by respondents prior to entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by responding to the RFP, are entirely the responsibility of the vendor, and shall not be reimbursed in any manner by the City.

A proposal submitted in response to this RFP must identify any subcontractors, and outline the contractual relationship between the awarded vendor and each subcontractor. An official of each proposed subcontractor must sign, and include as part of the proposal submitted in response to this RFP, a statement to the effect that the subcontractor has read and will agree to abide by the awarded vendor’s obligations.

Failure to meet the Minimum Requirements may result in the proposal being deemed non-responsive.

Complete, sign, and return the proposal sheets where required.

BIDDER ACKNOWLEDGES THAT HE/SHE HAS READ, UNDERSTANDS, AND AGREES TO COMPLY

WITH THE ABOVE STATEMENTS AND THAT THE SIGNATURE BELOW IS THAT OF AN INDIVIDUAL

AUTHORIZED TO SIGN CONTRACTS ON BEHALF OF THE BIDDING COMPANY.

COMPANY: __________________________________________________________________

SIGNATURE: _________________________________________________________________

TITLE: __________________________________________DATE: ______________________

EMAIL ADDRESS: ____________________________________________________________

PHONE NUMBER: ____________________________________________________________

APPENDIX A

2026 Court Calendar

APPENDIX B

City of Winder Verifying Status For City Public Benefit Application

O.C.G.A. § 50-36-1(e)(2) Affidavit

By executing this affidavit under oath, as an applicant for a(n) Business License, Occupational Tax Certificate, Alcohol License, Taxi Permit or other public benefit as referenced in O.C.G.A. § 50-36-1, from the City of Winder, I, the undersigned applicant, verify one of the following with respect to my application for a public benefit:

City of Winder Verifying Status For City Public Benefit Application

O.C.G.A. § 50-36-1(e)(2) Affidavit

By executing this affidavit under oath, as an applicant for a(n) Business License, Occupational Tax Certificate, Alcohol License, Taxi Permit or other public benefit as referenced in O.C.G.A. § 50-36-1, from the City of Winder, I, the undersigned applicant, verify one of the following with respect to my application for a public benefit:

1) _________ I am a United States citizen.

2) _________ I am a legal permanent resident of the United States.

3)_________ I am a qualified alien or non-immigrant under the Federal Immigration and Nationality Act with an alien number issued by the Department of Homeland Security or other federal immigration agency.

My alien number issued by the Department of Homeland Security or other federal immigration agency is:____________________.

I, the undersigned applicant, also hereby verify that I am 18 years of age or older and have provided at least one secure and verifiable document (Georgia Driver’s License, State Issued ID, US Passport, etc.), as required by O.C.G.A. § 50-36-1(e)(1), with this affidavit.

The secure and verifiable document provided with this affidavit can best be classified as:

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of O.C.G.A. § 16-10-20, and face criminal penalties as allowed by such criminal statute.

Executed in ___________________ (city), __________________(state).

Signature of Applicant

Printed Name of Applicant

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

___ DAY OF ________ ___, 20 ____

NOTARY PUBLIC

My Commission Expires:

APPENDIX C

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE

and

House Bill 87, also known as, The Illegal Immigration Reform and Enforcement Act of 2011

Section 3 of House Bill 87 amends O.C.G.A. §13-10-91.

O.C.G.A. §13-10-91(b)(1) states, in part, “A public employer shall not enter into a contract … for the physical performance of services unless the contractor registers and participates in the federal work authorization program.“

Accordingly, the affidavits on the pages that follow relate to documentation you must provide the City.

All contractors must complete the attached “CONTRACTOR AFFIDAVIT”. Additionally, if you utilize subcontractors, they must complete the “SUBCONTRACTOR AFFIDAVIT” and or the “SUB-

SUBCONTRACTOR AFFIDAVIT.”

City of Winder Contractor Affidavit under O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of City of Winder has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number (Not required if less than 10 employees)

Date of Authorization

Name of Contractor

Contractor’s Physical Address

Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______________, ___, 20___ in ________________ (city), ______ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE_____________ DAY OF ______________, 20__.

NOTARY PUBLIC

My Commission Expires:

City of Winder Sub-Contractor Affidavit under O.C.G.A. § 13-10-91(b)(3)

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with

(Name Of Contractor) on behalf of City of Winder has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b). Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice that a subsubcontractor has received an affidavit from any other contracted sub-subcontractor, the undersigned subcontractor must forward, within five business days of receipt, a copy of the notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number (Not required if less than 10 employees) Date of Authorization

Name of Subcontractor

Subcontractor’s Physical Address

Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ______________, ___, 20___ in ________________ (city), ______ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE_____________ DAY OF ______________, 20__.

NOTARY PUBLIC

My Commission Expires:______________