In-Person Spoken Lang. Translation Services & Over the Phone

The State of Maine Department of Administrative and Financial Services is issuing a Request for Proposals to establish a Pre-Qualified Vendor List (PQVL) for in-person spoken language translation services and over-the-phone interpreting (OPI) services to support limited English proficiency clients across multiple government entities, including Health and Human Services departments and Maine courts. Bidders may propose for either or both service categories, with in-person interpreters required to provide hourly rates across five service categories (standard, short-notice, emergency, legal, and medical services) with differentiated rates for weekday business hours versus after-hours/weekend/holiday availability, while OPI providers must submit a single fixed per-minute rate applicable to all languages. Services must be available 365 days per year, seven days per week, and 24 hours per day on an as-needed basis. All providers must comply with HIPAA regulations, maintain Business Associate Agreements, adhere to confidentiality standards, and meet operational requirements including quality assurance plans and 95% OPI connection within 30 seconds response time criteria. Evaluation will be conducted on a 100-point scale comprising Organization Qualifications and Experience (35 points), Proposed Services (40 points), and Cost Proposal (25 points). The deadline for submitted questions is April 24, 2026, at 4:00 p.m. local time, with answers published no later than seven calendar days prior to the proposal submission deadline of June 1, 2026, at 4:00 p.m. local time via the Vendor Self Service System (VSS). Following initial submission, proposals may be resubmitted prior to the annual enrollment deadline on the first business day of December while the RFP remains active, with the PQVL term beginning January 1, 2027.

The RFP documentation does not specify set-aside designations or restrictions limiting proposal eligibility to particular organization types, disadvantaged enterprises, or social enterprises. No incumbent vendors or current contractors are identified in the procurement materials. Vendors must provide documentation of insurance, applicable certifications or licensure, organizational qualifications, and litigation history, with pricing remaining firm for at least three years, with adjustments only permissible upon contract renewal with documented cost justification. Following PQVL establishment, the Department will utilize a mini-bid process to award specific projects to pre-qualified vendors based on project-specific cost proposals, and vendors may be removed from the list for failure to perform, unsatisfactory service quality, inability to provide services, or unresponsiveness to mini-bid solicitations. No specific award value or budget range is disclosed in the RFP materials.