Language Interpretation and Translation ServicesBid Documents

The Indiana Department of Administration (IDOA) is issuing a Request for Proposal (RFP 25-83305) for Statewide Language Interpretation and Translation Services to support all state agencies. The procurement seeks contractors to provide four primary service categories: in-person interpretation, virtual interpretation, telephonic interpretation, and document translation services across ten core languages, including Spanish, Haitian Creole, Burmese, Hakha-Chin, Arabic, French, Swahili, Kinyarwanda, Tigrinya, and Russian. Qualified vendors must have a minimum of three years of experience, demonstrate robust interpreter credentials, and meet stringent performance metrics including 98% on-time arrival for in-person services, 30-60 second response times for virtual/telephonic services, and 98% on-time delivery for document translations. The evaluation criteria will allocate 50 points for management assessment/quality, 30 points for cost, 5 points for Buy Indiana Initiative, and 5 points each for minority, women, and veteran-owned business participation. Proposals are due by April 14, 2025, at 3:00 PM ET, with a pre-proposal conference held on February 17, 2025, and written questions due by February 24, 2025.

The solicitation includes specific set-aside and participation goals for minority business enterprises (8%), women business enterprises (11%), and Indiana veteran-owned small businesses (3%). The contract will be available for use by state agencies, judicial and legislative branches, political subdivisions, educational institutions, and certain non-profit organizations, with a four-year initial term and potential two one-year renewals. Vendors must provide comprehensive data security, maintain HIPAA compliance, and adhere to ADA and Civil Rights Act requirements. Historical spending data indicates approximately $4.56 million in total services over 2022-2023, with telephonic interpretation comprising the majority at $4.28 million. The state intends to make multiple awards per service category to ensure adequate coverage, with pricing requirements mandating uniform rates across all Indiana regions and no additional fees beyond those specified in the cost proposal. Successful contractors will be required to provide detailed monthly invoicing, quarterly performance reporting, and extend pricing to other governmental bodies.