MIKIE SHERRILL

Governor State of New Jersey

DEPARTMENT OF THE TREASURY

DIVISION OF PURCHASE AND PROPERTY

PROCUREMENT BUREAU

33 WEST STATE STREET

P. O. BOX 230

TRENTON, NEW JERSEY 08625-0230

AARON BINDER

State Treasurer

DR. DALE G. CALDWELL

Lt. Governor

AMY F. DAVIS, ESQ.

Acting Director https://www.njstart.gov

July 13, 2026

To: All Interested Bidders

Re: Bid Solicitation #25DPP01171 T3158 In-Person Interpretation, On-Demand Remote Interpretation, Document Translation Services, Translation Validation, and Transcription Services

Revised Quote Submission Due Date: Wednesday, July 29, 2026 (2:00 p.m. Eastern Time) Revised Quote Submission Due Date: Thursday, July 16, 2026 (2:00 p.m. Eastern Time) Revised Quote Submission Due Date: Tuesday, June 30, 2026 (2:00 p.m. Eastern Time) Quote Submission Due Date: Thursday, May 28, 2026 (2:00 p.m. Eastern Time)

Bid Amendment #3

The following constitutes Bid Amendment #3 to the above referenced Bid Solicitation:

· This Bid Amendment includes answers to questions; and

· Revisions to the Bid Solicitation Document;

· Please note that for all additions, deletions, clarifications and modifications to the Bid Solicitation, please refer to the Revised Bid Solicitation entitled “T3158 Revised Bid Solicitation 7.13.2026”;

· Revisions to the State-Supplied Price Sheet. Please refer to the Revised State-Supplied Price Sheet entitled “T3158 Revised State-Supplied Price Sheet Class A Languages (MANDATORY) 7.13.2026”

It is the sole responsibility of the Bidder to be knowledgeable of all of the additions, deletions, clarifications, and modifications to the Bid Solicitation and/or the New Jersey Standard Terms and Conditions relative to this Bid Solicitation as set forth in all Bid Amendments.

All other instructions, terms, and conditions of the Bid Solicitation shall remain the same.

Bid Solicitation #25DPP01171 T3158 In-Person Interpretation, On-Demand Remote Interpretation, Document Translation Services, Translation Validation, and Transcription Services

Section Reference Revision

Please refer to the Revised Bid Solicitation entitled “T3158 Revised Bid Solicitation 7.13.2026”

Northern Region (Tab 1) Central Region (Tab 2) Southern Region (Tab 3)

Please be advised that net lines have been revised and added to State-Supplied Price Sheet Class A Languages (MANDATORY).

Category 1 – In-Person Interpretation Services has been revised include a net line for Travel, Equipment, Ancillary Services, and/or ADA Compliance.

Category 2 – On-Demand Remote Interpretation, Category 3 – Document Translation Services, Category 4 – Translation Validation Services, and Category 5 – Transcription Services has been revised to include a net line for Ancillary Services and/or ADA Compliance.

Please refer to the Revised State-Supplied Price Sheet entitled “T3158 Revised State-Supplied Price Sheet Class A Languages (MANDATORY) 7.13.2026”.

Answers to Questions

Where applicable, each question references the appropriate Bid Solicitation section.

Note: Some of these questions have been paraphrased in the interest of readability and clarity.

Section Reference Question (Bolded) and Answer

A: Please be advised that all Quotes shall be submitted electronically through NJSTART.

A: Bidders are encouraged to begin preparing their bid weeks ahead of the due date. Bidders are also urged to check their NJSTART profile promptly to confirm that their account is accessible and that all forms are current. Access to the NJSTART profile is required to submit a Quote.

The Division anticipates that it may take up to two weeks to process a Bidder’s request for access to their NJSTART profile from the date the request is submitted. Vendors needing help to access their company’s NJSTART profile/account should use the following link: NJSTART Vendor Support Portal

A: Yes. Prior to the Quote Opening Deadline, a Bidder should review the documents comprising the submitted Quote to ensure that all of the required documents have been completed and attached. Oftentimes a Quote is deemed non-responsive because a Bidder fails to attach a required form or attaches a blank form. To review a submitted Quote, a Bidder should log into NJSTART and review each document attached to the Quote submission. Instructions on how to review a submitted Quote can be found in the Quick Reference Guide entitled How to Review a Submitted Quote, which is available on the NJSTART Vendor Support Page under Vendor Reference Guides.

A: It is recommended that users utilize Microsoft Edge to view PDFs. Certain PDF forms cannot be opened in the Chrome or Firefox built in PDF viewers that are enabled by default. If using Chrome or Firefox it is recommended that the file is downloaded instead by clicking the download button in the upper right-hand corner of the browser after an error message is received. An alternative option is to disable the built in PDF viewers in Chrome or Firefox.

A: As stated in Bid Solicitation Section 2.2, Exceptions to the State of NJ Standard Terms and Conditions (SSTC): “Questions regarding the State of New Jersey Standard Terms and Conditions and exceptions to mandatory requirements MUST be posed during the Electronic Question and Answer period and shall contain the Bidder’s suggested changes and the reason(s) for the suggested change(s).” Moreover, as stated in Bid Solicitation Section 3.11, Bidder proposed terms or conditions that conflict with those contained in the State of New Jersey Standard Terms and Conditions may render a Quote non-responsive.

A. Please be advised that when submitting a Quote through NJSTART, do not use any symbols (i.e., #, @, $, &, *) in the filename as this may prevent the Quote from being properly uploaded. Uploaded files must be compatible with Microsoft Office and/or Adobe software applications. DO NOT UPLOAD files with extensions such as .zip, .numbers, or .pages.

Suggested Change: Add a Limitation of Liability provision capping the Contractor's aggregate liability for actual and direct damages at two hundred percent (200%) of fees paid by the State in the twelve (12) months preceding the event giving rise to the claim, with a floor of no less than $1,000,000. This cap shall not apply to: (i) indemnification obligations under Section 4.1; or (ii) breach of confidentiality obligations under Section 5.23. The Contractor shall not be liable for punitive, special, indirect, incidental, or consequential damages.

Rationale: The proposed structure mirrors the limitation of liability framework already incorporated into the SSTC for technology and SaaS contracts (Sections 8.3 and 9.4) and provides equitable, predictable risk allocation. Full indemnification and confidentiality obligations are preserved. Insurance obligations under Section 4.2 are unaffected.

A. The State declines to alter or modify State Standard Terms and Conditions Section 4.1 Indemnification.

Modifications to the State Standard Terms and Conditions Q. Bid Solicitation Reference: SSTC Section 5.7(A) Current Language (SSTC Section 5.7(A)): "Notwithstanding any provision or language in this contract to the contrary, the Director may terminate this contract at any time, in whole or in part, for the convenience of the State, upon no less than 30 days written notice to the contractor."

Suggested Change: Amend Section 5.7(A) to provide mutual termination for convenience rights, permitting either party to terminate the Contract, in whole or in part, upon no less than thirty (30) days prior written notice to the other party. Compensation for services satisfactorily performed through the effective termination date shall be governed by Section 5.7(D).

Rationale: The current provision grants termination for convenience solely to the State. A mutual right is standard in professional services contracts and is necessary for Contractors to manage operational obligations including language professional scheduling and subcontractor notice within the same thirty (30) day period already contemplated by the State. The Contractor does not seek to diminish the State's existing rights.

A. The State declines to alter or modify State Standard Terms and Conditions Section 5.7 Termination of Contract.

Modifications to the State Standard Terms and Conditions; 3.13.8 Subcontractor Utilization Plan Q. Reference: SSTC Section 5.8; Bid Solicitation Section 3.13.8; N.J.S.A. 52:32-44 Current Language: The Contractor may not subcontract other than as identified in the Contractor's proposal without the prior written consent of the Director.

Suggested Change: A Bidder requests that the Division confirm whether freelance language professionals engaged on a per-assignment basis constitute "Subcontractors" under SSTC Section 5.8 and Bid Solicitation Section 3.13.8, and whether they are subject to the Business Registration Certificate requirement under N.J.S.A. 52:32-44. In the alternative, the Bidder requests that a categorical description of its subcontracting model ” rather than identification of each individual language professional ” satisfy the disclosure requirement, with the Contractor retaining full responsibility for performance, compliance with contract terms, and compliance with applicable law pursuant to Section 5.8.

Rationale: Language services under this Contract are fulfilled through freelance professionals assigned per engagement based on language, availability, and qualification. Pre-identifying every such individual is operationally impracticable given the ad hoc, demand-driven nature of the services. The Contractor retains direct oversight and contractual accountability for all work performed.

A. As described in this question, the personnel utilized by the Bidder to fulfil certain work may or may not be W-2 employees of the Bidder. As proposed, they do not then become separate Subcontractors with separate requirements under a Subcontractor Utilization Plan. In the alternative, if the Bidder were to contract with another staffing firm to supply talent / workers to fulfil the Bid Solicitation requirements then that staffing firm would need to be submitted as a Subcontractor. Here the Bidder contemplates satisfying the requirements through the use of various personnel to be assigned on a case by case basis.

Notwithstanding the above explanation, the State declines to alter or modify the template language in the State Standard Terms and Conditions Section 5.8 Subcontracting.

Modifications to the State Standard Terms and Conditions Q. The New Jersey Prompt Payment Act requires State agencies to pay within sixty (60) days of receipt of a properly executed State Payment Voucher or receipt and acceptance of goods or services, whichever is later.

Suggested Change: A Bidder requests that the Contract provide for payment within thirty (30) calendar days of the Using Agency's receipt and acceptance of a properly executed invoice with required supporting documentation under Section 6.3(B), with interest accruing on any unpaid balance after thirty (30) days at the rate established by the State Treasurer pursuant to N.J.S.A. 52:32-32 et seq.

Rationale: A Net 30 payment standard supports Contractors' working capital requirements and enables timely payment to subcontracted language professionals consistent with the Contractor's sole responsibility for subcontractor payments under Section 6.3(E). The New Jersey Prompt Payment Act establishes sixty (60) days as a ceiling, not a floor; a contractually agreed shorter period does not conflict with N.J.S.A. 52:32-32 et seq. or Section 6.6 (Availability of Funds).

A. The State declines to alter or modify State Standard Terms and Conditions Section 6.5 New Jersey Prompt Payment Act.

A. No, the State will not use a central scheduling and communication platform specifically for the services under this Contract and contact from State agencies to the Contractors will be via phone or email. The State will post a Method of Operation on the NJSTART website upon award of the Contracts resulting from this Bid Solicitation. The Method of Operation will be posted to the “Attachments” Tab of the Contract’s NJSTART page. The Method of Operation applies to all Using Agencies and must be always followed by all Using Agencies.

Pursuant to Section 4.9, Method of Operation, the Using Agency shall utilize the Contractor in the appropriate region and list that has the lowest cost. All Using Agencies must follow the order of the Method of Operation and the applicable Contractor ranking. Statewide Using Agencies and Cooperative Purchasing Participants will reach out to the Contractor by phone or email.

Reference Material Q1. Is the State willing to share existing translation memories (TMs), glossaries, or style guides with the awarded vendor to support consistency and efficiency?

Q2. Will the State furnish reference materials (agenda, presentation outlines, scripts, documents, etc.) before each event? If so, how far in advance are those materials provided?

A1 & A2. The specifications of the Engagement Request will be verified by the Using Agency. The inclusion of style guides, translation memories, glossaries, or any reference materials (agenda, presentation, script, etc.) within the Engagement Request will be at the discretion of the Using Agency. The Using Agency will give as much lead time as its program is allowed.

Please refer to Section 4.3.2; Section 4.4.6; Section 4.5.3; Section 4.6.2; and Section 4.7.3 in T3158 Revised Bid Solicitation 7.13.2026 for the updated information.

Please be advised that these Sections have been revised to reflect a new title of “NOTIFICATION AND ENGAGEMENT REQUEST”, and to state the following:

“The specifications of the Engagement Request will be verified by the Using Agency. The inclusion of style guides, translation memories, glossaries, or any reference materials (agenda, presentation, script, etc.) within the Engagement Request will be at the discretion of the Using Agency.”

Ancillary Services Q1. Could you please confirm that desktop publishing and formatting services may be included as separate line items in the pricing table, as these are distinct from translation and are typically scoped and billed independently?

Q2. Please can we add a line item for formatting and Desktop publishing per hour under translation services as this is required for a lot of agencies?

A1. Desktop publishing and desktop formatting services are not included within this Bid Solicitation.

A2. The State will not add a Price Line for Desktop Publishing and/or Desktop Formatting.

Ancillary Services Q. The RFP requires final submissions in accessible formats; however, accessibility remediation and web accessibility services are distinct from translation and typically scoped and billed separately. Could the pricing table be updated to include separate line items for accessibility remediation and web accessibility services?

A. No, the State will not modify the State-Supplied Price Sheet to include separate line items for accessibility remediation and web accessibility services as those services are not included under this Bid Solicitation.

A. The nature of Engagement Requests is dependent on the Using Agency. Services will be provided in a number of government settings, including but not limited to: Health and Human Services, Motor Vehicle Commission, and other government entities.

The Using Agency will notify the Contractor with as much lead time as its program allows, and the Contractor will have two (2) Business Days to commit to the request. In exigent circumstances, the Contractor is required to commit to the request within four (4) hours; however, the Contractor is able to deny the request if they cannot guarantee services.

A. This is a Statewide Contract open to the Cooperative Purchasing Program; therefore, the contract will be open to all Statewide Using Agencies and Cooperative Purchasing Participants to utilize.

A. No, billing minimums do not apply to this Bid Solicitation.

A. No, the State does not have a specific word or page count for Bidder’s Quote submission requirements. The Bidder’s Quote submission should include the required Forms, the Bidder Demonstration of its Ability to Complete the Scope of Work, Bidder Quote Overview Form, and the State-Supplied Price Sheet.

A. Yes, the State-Supplied Price Sheet has been updated to include net lines for Travel, Equipment, Ancillary Services, and/or ADA Compliance rates, as approved by the Using Agency. Please see below for an overview of the changes and refer to the Revised State-Supplied Price Sheet entitled “T3158 Revised State-Supplied Price Sheet Class A Languages (MANDATORY) 7.13.2026” and to the Revised Bid Solicitation entitled “T3158 Revised Bid Solicitation 7.13.2026” for the updated information.

Category 1 – In-Person Interpretation Services has been revised include a net line for Travel, Equipment, Ancillary Services, and/or ADA Compliance.

Category 2 – On-Demand Remote Interpretation, Category 3 – Document Translation Services, Category 4 – Translation Validation Services, and Category 5 – Transcription Services has been revised to include a net line for Ancillary Services and/or ADA Compliance.

Q2. Does the State require 24/7 availability for all Class A languages across all service categories and regions?

A1. The four (4) hour commitment window applies for Categories 1,3,4, and 5 applies during standard business hours. Please note that the Bid Solicitation has been revised to include information regarding Standard Business Hours. Please refer to the Revised Bid Solicitation Section 4.2 General Requirements, which has been revised to state the following:

“Services will be performed during Normal Business Hours from 8:00 a.m. – 5:00 p.m. Eastern Standard Time, except for Category 2 – On-Demand Remote Interpretation.”

Category 2 On-Demand Remote Interpretation does require 24/7 availability as these services are provided on an “as needed” basis; therefore, rush fees do not apply to this Category.

A2. No, the State does not require 24/7 availability for all Class A languages. The 24/7 availability is only required under Category 2 On-Demand Remote Interpretation.

Q. Can the State provide an estimated breakdown of anticipated spend between State agencies and Cooperative Purchasing Participants? Understanding the split will help bidders assess volume and price accordingly.

Q3. Will the State publish historical annual spend and utilization volume by Using Agency for the expiring contracts G4016 (In-Person Interpretation + Document Translation/Transcription) and M4001 (On-Demand Remote Interpretation) for the most recent three (3) contract years?

A1. Note that two (2) state contracts were referenced and combined when building the Bid Solicitation for T3158 - In-Person Interpretation, On-Demand Remote Interpretation, Document Translation, Validation:

1. The total spend on G4016 - In-Person Interpretation and Document Translation Transcription Services from FY 2021 – 2026 was $4,432,296.42.

2. The total spend on M4001- On-Demand Remote Interpreting and Document Translation from FY 2017– 2025 was $4,387,536.85.

A2. The State does not have that information available.

A3. The total annual spend on G4016 - In-Person Interpretation and Document Translation Transcription Services for FY23-25: $3,432,830.12. The total annual spend on M4001- On-Demand Remote Interpreting and Document Translation for FY 23-25 : $2,048,557.32.

A. The estimated total spend for all services provided under this Contract is $5,060,000.

Q2. Can the State provide estimated usage by Category and Region, language and rush rate?

A. The State cannot offer historical data or estimated usage. Accordingly, the volume of work is dependent in part on Agency usage.

A. The Scope may require one language to another. This may include English to a different language, or vice versa. The State cannot offer historical data usage.

The Bidder should submit pricing for the language they intend to bid on the State-Supplied Price Sheet in accordance with the State-Supplied Price Sheet Instructions.

A. There are no bidding limitations regarding LLCs and/or Sole Proprietors; however, the Bidder must meet the requirements of the Bid Solicitation.

Please refer to Bid Solicitation Section 3 Quote Submission Requirements for detail on what is required for bidding. In addition, please refer to Section 3.25 State-Supplied Price Sheet Instructions for applicable instructions regarding how to submit pricing for the languages your firm intends to bid on.

A. Documents and media formats will be dependent on the Category and Using Agency Engagement request. Awarded Contractors will be provided formatting specifications by the Using Agency upon the Engagement request.

Purpose and Intent Q. Beyond the languages listed in the solicitation, are there any rare or emergent languages that the State anticipates needing? If so, please describe them and clarify whether the State expects vendors to provide coverage for such languages.

A. All requested languages are listed in the Bid Solicitation under Section 1.1 Purpose and Intent, distinguished by mandatory and optional languages. Please refer to the tables below:

Furthermore, Bidders may offer additional languages as a part of their Quote on the Class B Languages (Optional) State-Supplied Price Sheet as a part of their Quote. Please refer to Bid Solicitation Section 3.25.2 State-Supplied Price Sheet Class B Languages (Optional) Specific Instructions for instructions.

Purpose and Intent and Section 3.25.2 State-Supplied Price sheet Class B Languages (Optional) Q. Is it possible for American Sign Language to be removed from the B language list and bid on separately? It is unlike other languages and many companies specializing in it do not provide the other A and B languages. Many companies who do provide A and B languages are not qualified to provide American Sign Language interpretation.

A. The Bidder is not required to provide American Sign Language if they cannot offer this language as a part of their services. American Sign Language is listed under Class B Languages which are optional. Class B Languages are listed under Bid Solicitation 1.1 Purpose and Intent, and Section 3.25.2 State-Supplied Price Sheet Class B Languages (Optional) Specific Instructions

Bid Solicitation Section 3.25.2 State-Supplied Price Sheet Class B Languages (Optional) Specific Instructions states in pertinent part:

“For Price Lines grouped on State-Supplied Price Sheet Class B Languages (Optional), there is no minimum amount of Price Lines that Bidders must bid on, and Bidders are not required to bid on any Price Lines in State-Supplied Price Sheet Class B Languages (Optional) in order to be considered responsive and eligible for award for this Bid Solicitation. Class B Languages include services for languages that are not included in Class A, (nor listed on the State-Supplied Price Sheet – Class A Mandatory), but that the Bidder is willing and able to provide services for should a Using Agency require services in those additional language(s)."

A. This is an integrated reprocurement of the services provided under G4016 In-Person Interpretation and Document Translation Transcription Services and M4001 - On-Demand Remote Interpreting and Document Translation.

G4016 - In-Person Interpretation and Document Translation Transcription Services is currently due to expire on May 31, 2027, or upon the successful award of a new Contract.

M4001 - On-Demand Remote Interpreting and Document Translation expired on May 3, 2025.

The purpose of this Bid Solicitation is to solicit Quotes for In-Person Interpretation, On-Demand Remote Interpreting [Over-the-Phone Interpretation (OPI) and Video Remote Interpretation (VRI)], Document Translation, Translation Validation, and/or Transcription services in accordance with (New Jersey Language Access Law: P.L. 2023, c. 263: https://pub.njleg.state.nj.us/Bills/2022/PL23/263_.PDF).

A1. There are multiple Contracts awarded under G4016. Please refer to the directions stipulated in Bid Solicitation Section 1.2 Background, which states in pertinent part:

“Bidders interested in reviewing the expiring Contracts’ specifications and pricing information may do so by following the instructions below. Bidders should not rely upon or use data or information from the expiring Contract when preparing a response to this Bid Solicitation as this Bid Solicitation addresses the State’s current requirements.

G4016

· Go to: www.njstart.gov

· In the search bar, select “Contracts” from the drop down menu

· Enter “G4016” and click “”

· The expiring Contract list will appear under “Results”

M4001

· Go to: www.njstart.gov

· Select “Advanced” at the top of the screen to access the advanced search feature;

· Select “Contracts” from the Document Type drop down menu;

· Check the “Include Expired” box;

· Enter “M4001” in the “Description” field and click “Search”

· The expired Contract will appear under “Results””

A2. Rates differ per Contractor. Please refer to the above answer (A1) for details on how to view the State Contracts under G4016 and M4001.

Background Q. Searches for incumbents, as per 1.2 BACKGROUND, do not yield any results. We get: No records found. Please advise.

A. The instructions found in Bid Solicitation Section 1.2 Background are correct.

Please refer to instructions in Bid Solicitation Section 1.2 Background, which states in pertinent part:

“G4016

· Go to: www.njstart.gov

· In the search bar, select “Contracts” from the drop down menu

· Enter “G4016” and click “”

· The expiring Contract list will appear under “Results”

M4001

· Go to: www.njstart.gov

· Select “Advanced” at the top of the screen to access the advanced search feature;

· Select “Contracts” from the Document Type drop down menu;

· Check the “Include Expired” box;

· Enter “M4001” in the “Description” field and click “Search”

· The expired Contract will appear under “Results””

Please note that in order to include expired contracts, you must check the “Include Expired” box.

If you are having trouble with NJStart, inquiries concerning the use of NJStart may be directed to: njstart@treas.nj.gov.

Quote Submission Requirements; Section 3.25 State-Supplied Price Sheet Instructions Q1. Kindly confirm that partial bids are accepted and will be evaluated accordingly. Is a partial bid acceptable?

Q2. Can we choose a region for one service? Like we apply for in person for Central Jersey but not for the other regions.

A1. For Class A Languages (Mandatory): The Bidder may bid on one (1) or more Categories per Region. The Bidder must submit pricing for all Class A Mandatory Price Lines within a Category in order to be considered responsive for that Category. If the Bidder does not submit pricing for all Class A Price Lines within the Category, the Bidder’s Quote will be deemed non-responsive and therefore considered ineligible for award.

For Class B Languages Optional: The Bidder may submit a bid on one (1) or more Price Lines; however, please be advised that the Bidder must provide a responsive Quote for Class A Languages (Mandatory) in order to be considered for Class B Languages. A Bidder cannot submit a Quote for Class B Languages only.

A2. Yes, the Bidder may choose to submit a bid for one (1) or more Categories per Region. Therefore, a Bidder may choose to only submit a bid for Category 1 In-Person Interpretation under the Central Region. Please note that the Bidder must submit pricing for all Class A Mandatory Price Lines under the intended Category for the respective Region in accordance with the State-Supplied Price Sheet Instructions which state in pertinent part:

“For State-Supplied Price Sheet Class A Languages (Mandatory): Bidders may bid on one (1) or any combination of Regions (Northern, Central, Southern) and Categories (Categories 1-5). Bidders must bid on Class A of that Category for the respective Region (e.g., Northern Region Category 1: In Person Interpretation – Class A: Price Lines 1-16) to be considered responsive and eligible for an award in a specific Category within a respective Region.”

Quote Submission Requirements Q. Will the State require bidders to complete the NJ Third-Party Information Security Questionnaire at the time of quote submission, or only for bidders identified for potential award?

A. No, the New Jersey Third-Party Information Security Questionnaire is not required as a part of Quote submission for this Bid Solicitation.

Service Performance Within the United States Q1. Under Document translation services, the State mentions services must be performed in the US. NJ Agencies have never had an issue with providing. these services out of the US in the past. In order to provide competitive pricing and the best linguists for the languages mentioned, it is recommended we can use translators outside of the US.

Q2. Can the State clarify whether remote services (translation, transcription, OPI/VRI) may be performed outside the United States with prior approval, and what the approval process entails?

Q3. Personnel & Security Questions Offshore Restrictions: Section 3.13.6 refers to "Service Performance Within the United States". Can the State clarify if there is a strict "Domestic Only" requirement for all interpreters, or is offshore performance permitted if data never leaves the U.S.? To ensure rapid connect times and remote interpreter availability to meet the needs of the State of NJ under this agreement, are you open to non-U.S. based interpreters being utilized for remote, Over the Phone Interpretation and Video Remote Interpretation in addition to US Based interpreters?

A. Services provided under this Bid Solicitation must be performed within the United States. Offshore performance is not permitted under this Bid Solicitation.

Pursuant to N.J.S.A. 52:34-13.2, all Contracts primarily for services shall be performed within the United States. Please refer to Bid Solicitation Section 3.13.6 Service Performance Within the United States, which states in part:

“The Bidder should submit a completed Source Disclosure Form. Pursuant to N.J.S.A. 52:34-13.2, all Contracts primarily for services shall be performed within the United States. If a Bidder does not submit the form with the Quote, the Bidder must comply within seven (7) Business Days of the State’s request or the State may deem the Quote non-responsive.”

and Section 3.24 Financial Capability of the Bidder

Q1. Please confirm if the State will not publicly disclose our financial information as it is confidential.

Q2. Can we ask the State to sign an NDA before submitting our financial documentation to them as it is confidential?

A1. The Bidder should submit a Confidentiality/Commitment to Defend Form in with their Quote in accordance with Bid Solicitation Section 3.13.7 which states, “After the opening of sealed Quotes, all information submitted by a Bidder in response to a Bid Solicitation is considered public information notwithstanding any disclaimers to the contrary submitted by a Bidder. Proprietary, financial, security and confidential information may be exempt from public disclosure by OPRA and/or the common law when the Bidder has a good faith, legal/factual basis for such assertion.”

A2. No. The State will not sign an NDA for the Bidder’s financials. Please see above answer: A1. In addition, Bid Solicitation Section 3.24 Financial Capability of the Bidder states, in pertinent part:

“A Bidder may designate specific financial information as not subject to disclosure when the Bidder has a good faith legal/factual basis for such assertion. The State reserves the right to make the determination to accept the assertion and will so advise the Bidder.”

Subcontractor Utilization Plan; and Section 3.13.8.1 Small Business and/or Disabled Veterans’ Business Subcontracting Set-Aside Contract

Q. The solicitation indicates a subcontracting-only small business set-aside. If we do not utilize subcontractors to complete the work under this contract, are we still required to submit a Subcontractor Utilization Plan?

A. If your firm does not intend to utilize Subcontractors, a Subcontractor Utilization Plan is not required for Quote submission. Please be advised that if the Bidder does not include the Subcontractor Utilization Plan and does not intend on utilizing Subcontractors, the Bidder is certifying that their firm will be performing all work required by the Contract, if awarded.

Please refer to Bid Solicitation Section 3.13.8 Subcontractor Utilization Plan which states in pertinent part:

“For a Quote that does NOT include the use of any Subcontractors, the Bidder is automatically certifying that, if selected for an award, the Bidder will be performing all work required by the Contract.”

Subcontractor Utilization Plan Q. Does the State consider individual freelance linguists (independent contractors engaged on a per-project basis) to be 'subcontractors' for purposes of the Subcontractor Utilization Plan?

A. No. The State does not consider individual freelance linguists (independent contractors engaged on a per‑project basis) to be “subcontractors” for purposes of the Subcontractor Utilization Plan, so long as they are simply individual personnel the Bidder assigns on a case‑by‑case basis.

However, if the Bidder were to contract with another staffing firm to supply those linguists, that staffing firm would need to be submitted as a Subcontractor.

Small Business and/or Disabled Veterans’ Business Subcontracting Set-Aside Contract

Q. We are Small Business firm of NJ. Is this set aside for a primary vendor as well?

A. Please note that this Bid Solicitation only contains a Subcontracting Set-Aside designation for Small Business and Disabled Veterans; therefore, there is not a Set-Aside designation for a primary Contract awardee.

Q2. Will the Government provide a page limit on the Staffing plan to limit responses to a reasonable length?

A1. The Staffing Plan should be included with the Bidder’s Quote as referenced in Bid Solicitation Section 3.18 Staffing Plan, which states:

“The Bidder should include a staffing plan that details its plan and approach to provide the necessary staff and personnel for the Categories of services included in the Quote.”

A2. The State will not designate a page limit on the Staffing Plan.

Organizational Experience; and Section 3.22 Resumes Q. Based on the Bid Solicitation, it’s our understanding that the only information needed for references is contact names, address, and telephone numbers. Please confirm.

A. When providing information regarding your firm’s Organizational Experience, Bidders should contact names and telephone numbers with their references. For resumes, the Bidder should include the name, address and telephone number of each reference. The Bidder should include the level of detail it determines necessary to assist the Evaluation Committee in its review of Bidder’s Quote.

Resumes Q. The RFP requests references for each similar contract listed in personnel resumes; however, providing multiple references per individual may be administratively burdensome. Could you confirm whether it would be acceptable to provide a consolidated list of three references applicable across all key personnel instead?

A. The Bidder should provide two (2) names and telephone numbers of each contract listed.

Please refer to Bid Solicitation Section 3.23 Experience With Contracts of Similar Size and Scope, which states in pertinent part:

“For each such contract listed, the Bidder should provide two (2) names and telephone numbers of individuals for contracting party. Beginning and ending dates should also be given for each contract.”

A. No. The State will not add separate rates for certified interpreters on the State-Supplied Price Sheet. Bidders shall provide an all-inclusive, firm-fixed hourly rate for Year 1, 2, and 3 and an all-inclusive, firm fixed percentage (%) markup over the hourly rate for Next Day Services and 2 Day Services for all price lines.

Bidders must follow the instructions in Section 3.25, State Supplied Price Sheet Instructions, in order for its Quote to be considered for an award. If a Bidder does not follow the instructions, its entire Quote may be considered non-responsive for that Category within respective Region. Bidders are cautioned not to make any alterations to State-Supplied Price Sheet Class A Languages (Mandatory).

State-Supplied Price Sheet Instructions;

and Section 4 Scope of Work Q. AI Appetite: Section 3.25.1 requires firm-fixed pricing for Year 1, 2, and 3. Does the State have an appetite for utilizing AI-augmented interpretation for routine inquiries as a means to achieve the cost-efficiency goals of the Procurement Efficiency Program? Is the State open to AI Translation?

A. AI Translation will not be included under this Bid Solicitation. Translation should be completed by a qualified Translator in accordance with Bid Solicitation Section 4.2.2 Interpreter/Translator Certification which states in pertinent part:

“The Contractor should hold professional certification corroborating each Interpreter’s and/or Translator’s competency, issued by a recognized association, certification board or governing body, and/or government agency relevant to the field and for the appropriate language(s)…”

The Procurement Efficiency Program pertains to the NJSTART Marketplace Catalog as referenced in Bid Solicitation Section 5.11 Procurement Efficiency Program. This does not pertain to translation specification within the Scope of Work.

Scope of Work: Performance Time

Q1. Can the State define expected service levels for: Response times for OPI/VRI Interpreter arrival times for in-person services Turnaround times for translation, validation, and transcription?

Q2. Please clarify whether the stated turnaround times apply uniformly to all document types and languages, including rare and low-diffusion languages.

A. Performance time is detailed within each respective Category located within the Bid Solicitation and provided in summary below. Please note that most timelines are determined by agreement between the Using Agency and the Contractor. However, below are timeframes and standard turnaround times as outlined in Bid Solicitation Section 4.3, Category 1 In-Person Interpretation, Section 4.4, Category 2 On-Demand Remote Interpretation, Section 4.5, Category 3 Document Translation (in Sub-Section 4.5.4, Performance Time), Section 4.6, Category 4 – Translation Validation (in Sub-Section 4.6.3, Performance Time), and Section 4.7 Category 5 – Transcription Services (in Sub-Section 4.7.4, Performance Time).

Interpreter Arrival Times for In-Person Services and On-Demand Remote Interpretation (OPI/VRI):

· In-person: Arrive at least fifteen (15) minutes prior to the start of the scheduled Engagement

· On-Demand (OPI/VRI): Interpreters are required to be available at least 60 minutes before the scheduled event or meeting for setup and troubleshooting

Translation Standard Turnaround Times:

· Document with Non-Complex or Technical Terminology

· Length: Up to 5 pages or 2,000 words

· Turnaround Time: 2-3 business days

· Medium-Sized Document

· Length: 6-20 pages or up to 10,000 words

· Turnaround Time: 5-7 business days

· Large or Complex Documents

· Length: 21+ pages or over 10,000 words

· Turnaround Time: Timeline based on need and capability, considering volume, technical content, design, and formatting requirements.

Transcription Standard Turnaround Times:

· Document with Non-Complex or Technical Terminology

· Length: Up to 5 pages or 2,000 words

· Turnaround Time: 2-3 business days

· Medium-Sized Document

· Length: 6-20 pages or up to 10,000 words

· Turnaround Time: 5-7 business days

· Large or Complex Documents

· Length: 21+ pages or over 10,000 words

· Turnaround Time: Timeline based on need and capability, considering volume, technical content, design, and formatting requirements.

Q2. Turnaround times listed above in A1, and in the Bid Solicitation are standard; however, the timelines are determined by agreement between the Using Agency and the Contractor.

Scope of Work: Performance Time

Q. Are there defined service level agreements (SLAs) and associated penalties for missed turnaround times, interpreter no-shows, or quality issues? If so, please provide details.

A. Performance time is detailed within each respective Category as described in Question #44 above.

Bid Solicitation Section 4.2.3.3. Late Arrival Payment defines associated penalties for late arrival, which states in pertinent part:

“Tardy Arrival – Tardy Arrival is defined as arriving after the start time of the scheduled services but does not result in the cancellation of the event. For In-Person Interpretation, unless otherwise required by a Using Agency, Interpreters must arrive fifteen (15) minutes prior to the scheduled translation event and any time after is considered a Tardy Arrival. For On-Demand Remote Interpretation, Interpreters must be present on the line or video call at the start of the scheduled appointment and any time after is considered a Tardy Arrival. Using Agencies shall not pay for any time for the period the Contractor was tardy from the total period scheduled. More than three (3) Tardy Arrivals in a one-month period, by the same Interpreter, may result in that Contractor being disqualified from serving that Using Agency.

Late Arrival – Late Arrival is defined as arriving after the start time of the scheduled services that results in the cancellation of the event. Some projects, such as In-Person Interpretation services, for example, may require the services of the Interpreter as a critical step in serving the project’s mission, and arriving after the start time of the scheduled service will almost always result in a cancellation of the event. For Document Translation, Translation Validation, and Transcription services, lateness is defined as project(s) being delivered to the Using Agency outside of the timeframe(s) requested and agreed to through the Engagement request. For these projects, the Late Arrival of the requested service(s) may result in the cancellation of the Engagement request, at the sole discretion of the Using Agency, and no payment being made to the Contractor. The Using Agency reserves the right to cancel any event due to Late Arrival.”

Scope of Work:

Notification Q. How much advance notice will the State provide when scheduling interpreters for assignments? Our ability to confirm interpreter availability depends on having sufficient lead time.

A. The Using Agency will give as much time as its program is allowed. The Contractor has up to two (2) Business Days to commit to the request for Section 4.3, Category 1 In-Person Interpretation, Category 3 Document Translation, Section 4.6, Category 4 – Translation Validation, and Section 4.7 Category 5 – Transcription Services with the exception of Section 4.4, Category 2 – On-Demand Remote Interpretation, in which services are on-demand and the Contractor must be available 24/7 on an “as needed” basis.

Please refer to the following Bid Solicitation Sub-Sections for the according Notification times:

Category 1 – In-Person Interpretation Services: Section 4.3.2 Notification Category 2 – Remote Interpretation Services: Section 4.4.6 Notification Category 3 – Document Translation Services: Section 4.5.3 Notification Category 4 – Translation Validation Services: Section 4.6.2 Notification Category 5 – Transcription Services: Section 4.7.3 Notification

General Requirements And State-Supplied Price Sheet Q. The RFP mentions that contractors should provide ancillary services, such as Closed Captioning and/or Subtitling services. Please note that these services have a specific price structure and need to be added as separate items to the pricing table. Please confirm.

Q2. The price sheet does not appear to include commonly requested ancillary services such as desktop publishing, subtitling, voiceover, or ADA accessibility formatting. How should bidders present pricing for these services, if they are expected to be in scope?

A. The State-Supplied Price Sheet has been updated to include net lines for Travel, Equipment, Ancillary Services, and/or ADA Compliance rates, as approved by the Using Agency. Please see below for an overview of the changes and refer to the Revised State-Supplied Price Sheet entitled “T3158 Revised State-Supplied Price Sheet Class A Languages (MANDATORY) 7.13.2026” and to the Revised Bid Solicitation entitled “T3158 Revised Bid Solicitation 7.13.2026” for the updated information.

Category 1 – In-Person Interpretation Services has been revised include a net line for Travel, Equipment, Ancillary…