RFQ - PRF88 - HEAP Document Translations

The Massachusetts Executive Office of Housing and Livable Communities (EOHLC) is requesting quotes for annual translation services for Low Income Home Energy Assistance Program (LIHEAP) documents under Statewide Contract PRF 88, with responses due September 28, 2026 at 4:00 PM Eastern Time. This procurement is restricted to vendors currently listed on Statewide Contract PRF 88, Category 3 Translation Services, and carries a Small Business Purchasing Program (SBPP) award preference for qualifying participants whose responses meet EOHLC's best value criteria.

The scope covers translation of approximately 39 LIHEAP documents annually—including applications, appeal documents, verification forms, and social media content—into Spanish, Chinese (Simplified), Vietnamese, and Brazilian Portuguese. The estimated annual word count is 20,000 words (13,000 for vital documents and 7,000 for social media). All translated documents must be delivered in machine-readable Word format within two weeks of receiving source files, with formatting and design preserved to enable downloading and printing by applicants. Bidders must provide separate pricing for each language and may submit either fixed-cost or hourly billing proposals.

The estimated annual contract value is approximately $9,000. The incumbent contractor is Baystate Interpreters, Inc., which previously charged 10 to 12 cents per word depending on language; prior-year expenditure was $6,700 for vital documents without social media translations. The initial contract term is approximately three years with potential renewals subject to satisfactory performance and funding availability; work is anticipated to begin October 1, 2026. Evaluation consists of three equally weighted components. Questions are due September 18, 2026. The apparent successful bidder will be posted approximately October 2, 2026, with award anticipated by October 5, 2026. All contractors must comply with Commonwealth data security and enterprise information security standards, including the Enterprise Use and Development of Generative Artificial Intelligence Policy issued January 31, 2025.