Project Information

Bid Title

Sign Language Interpreter Referral Service

Issuing Agency

State of Vermont

Location

Vermont

Published Date

Apr 27, 2026

Closing Date

May 8, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
Sign Language Interpreter Referral Service	04/23/2026 04:30PM	Questions Received - Statewide Sign Language Referral Service. (04/27/2026)	05/08/2026 04:30PM

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Office of Purchasing and Contracting

Department of Buildings and General Services

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

SEALED BID

REQUEST FOR PROPOSAL

Statewide Sign Language Interpreter Referral Service

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

April 9, 2026

April 23, 2026 – 4:30 PM ET

May 8, 2026 – 4:30 PM ET

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS RFP WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS RFP.

STATE CONTACT:

E-MAIL:

USE SUBJECT :

Kyle Emerson, State Purchasing Agent

sov.thepathforward@vermont.gov

SIGN LANGUAGE INTERPRETER REFERRAL SERVICE

Revised: March 18, 2025

Page 1 of 50

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Department of Buildings

and General Services (hereinafter the “State”) is seeking to establish contracts with one company to

operate a statewide sign language interpreter referral service for Vermonters who are deaf, deafblind, or

hard of hearing. Contractor will also act to provide interpreter referral services for businesses, educational

programs, medical providers, State employees and the general public.

1.2. CONTRACT PERIOD: Contracts arising from this RFP will be for a period of two years with an option to

renew for up to three additional twelve-month periods. The State anticipates the start date for such

contract(s) will be September 15, 2026.

1.3. SINGLE POINT OF CONTACT: All communications concerning this RFP are to be addressed in writing

to the State Contact listed on the front page of this RFP. Actual or attempted contact with any other

individual from the State concerning this RFP is strictly prohibited and may result in disqualification.

1.4. BIDDERS’ CONFERENCE: A bidders’ conference will not be held.

1.5. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this RFP or

wishing to comment on any requirement of the RFP must submit specific questions in writing no later than

the deadline for question indicated on the first page of this RFP. Questions may be e-mailed to the point

of contact on the front page of this RFP. Questions or comments not raised in writing on or before the last

day of the question period are thereafter waived. At the close of the question period a copy of all

questions or comments and the State's responses will be posted on the State’s web site

http://www.bgs.state.vt.us/pca/bids/bids.php . Every effort will be made to post this information as soon as

possible after the question period ends, contingent on the number and complexity of the questions. All

information provided by vendors during this process will be public and bidders shall not provide

confidential information, except as described in 4.1 below.

1.6. CHANGES TO THIS RFP: Any modifications to this RFP will be made in writing by the State through the

issuance of an Addendum to this RFP and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php .

Modifications from any other source are not to be considered.

1.7. SOURCE OF FUNDS: This project will use State funds and may in part use federal monies. If a bidder

requires assistance in preparing their proposal or needs guidance on socioeconomic certifications, the

bidder may contact the VT APEX Accelerator. The APEX Accelerator specializes in helping small

businesses navigate the documentation associated with State and Federal procurement. Their website

is: http://apex.vermont.gov

2. DETAILED REQUIREMENTS/DESIRED OUTCOMES:

2.1. Any organization bidding on this RFP must be able to provide the following required services. If any

one of these services cannot be provided, the bid will not be considered.

2.2. The selected Contractor will operate a statewide Sign Language Interpreter Referral Service (Service) to

provide services to all Vermonters in need of sign language interpreters to allow meetings, appointments,

functions, etc. to be accessible to individuals who are deaf, deafblind, or hard of hearing and utilize sign

language as a primary means of communication. The interpreter referral service receives approximately

2,200 requests per year that lead to referrals totaling approximately 7,600 annual hours of interpreter time.

2.3. The Sign Language Interpreter Referral Service will meet the following service requirements for State

consumers, eligible individuals, the general public and at places of public accommodation:

2.3.1.Ensure the Service is available at least 40 hours per week (except holidays), preferably during State

business hours of 7:45 a.m. to 4:30 p.m., to assist agencies of the State of Vermont, private

businesses, and individuals in locating and scheduling appropriate sign language interpreters.

2.3.2.Maintain a comprehensive list of sign language interpreters who are:

2.3.2.1. Certified by the National Registry of Interpreters for the Deaf (RID) and/or Board for Evaluation

of Interpreters (BEI); and

2.3.2.2. Are based in Vermont and surrounding states.

Revised: March 18, 2025

Page 2 of 50

2.3.3.Develop and maintain an accessible website for Vermonters to request and book interpreter services.

2.3.4.Provide information and technical assistance to the public concerning communication access for

persons who are deaf, deafblind, or hard of hearing.

2.3.5.Provide options to contact interpreters who are willing to be contacted (on call) after hours, preferably

through its interpreter service website and through Vermont 211.

2.3.6.To the greatest extent possible, assign interpreters based on the individual’s preferences.

2.3.7.Conduct community education and outreach in Vermont to promote the use of interpreters. This

would include outreach and education for Vermont employers, medical providers, legal services and

the general public.

2.3.8.Submit quarterly reports to the State on the number of requests for interpreters and number of

requests filled; total interpreter hours; number and type of requests for information and technical

assistance filled; list of public and private agencies requesting interpreter services.

2.3.9.Prepare an annual report evaluating the services provided. The report shall be submitted to the

Advisory Board and to the State. This evaluation shall include the results of a client satisfaction

survey of all individuals and agencies that have requested the service of the Contractor.

2.3.10. Charge and collect fees for services from persons or entities that use sign language interpreter

services.

2.3.11. Whenever services are requested directly by the State, Contractor will invoice the State at the

operational level where the services are provided.

2.3.12. Provide payments to Interpreters following assignments, based on negotiated rates and terms.

2.4. The Sign Language Interpreter Referral Service will receive interpreter requests from all Vermonters

(hearing, deaf, deafblind, and hard of hearing) and will contact interpreters to provide communication

access for medical, legal, employment, educational, civil and recreational situations. The Service will

notify requestors of assigned interpreters and provide full contact information to both requestors and

interpreters for direct communication. The Service will provide technical assistance and information

around reasonable accommodation regarding communication access upon request.

2.5. The Contractor shall develop, maintain and convene an Advisory Board, which shall include an equal

number of up to nine individuals who are deaf, deafblind, or hard of hearing, nationally certified sign

language interpreters, and public or private individuals who use the Service. The total number of members

will not exceed nine (9). The Advisory Board shall advise the Contractor and State on the operations of

the interpreter referral service.

2.6. The State’s proposed pay schedule for sign language interpreters beginning in 2026 is detailed in Exhibit

A-1. The State proposes using this pay schedule in order to remain competitive with neighboring state’s in

the demand for interpreters.

2.7. Required Outcomes

2.7.1.Contractor will fill 75% of requests with a qualified interpreter.

2.7.2.Contractor will convene Advisory Board meetings a minimum of two (2) times per year through the

duration of the contract.

2.7.3.Perform outreach and provide community education at four (4) events annually within Vermont

promoting the use of Interpreters.

2.7.4.Contractor will conduct customer satisfaction surveys following each assignment and will achieve at

least an 80% customer satisfaction rate.

2.8. Minimum Requirements

2.8.1.To be qualified to bid for this Contract, the Bidder must meet all of the following requirements:

2.8.1.1. The selected contractor will be required by the State to carry Commercial General Liability

Insurance ($1,000,000 Each Occurrence / $2,000,000 General Aggregate), and a minimum of

$300,000 in Automobile Liability Insurance. The selected contractor shall carry workers'

compensation insurance in accordance with the laws of the State of Vermont. Selected

Revised: March 18, 2025

Page 3 of 50

contractor will also be required to accept standard State of Vermont contracting requirements.

These requirements are outlined in Attachments C, D, E and F, included herein. The selected

contractor will also be required to sign a Consumer Information and Privacy Rule regarding the

Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) agreement as part of a

State contract, which is also included herein.

2.8.1.2. Contractor will also be required to carry Professional Liability with minimum coverage of

$1,000,000 per claim in accordance with Attachment C.

2.9. Preferred Qualifications

2.9.1.The State is interested in bidders who have:

2.9.1.1. A background and experience providing statewide communication access services for people

who are deaf, deafblind, or hard of hearing.

2.9.1.2. A strong background in access for individuals who are deaf, deafblind, hard of hearing or have

complex hearing loss.

2.9.1.3. A strong connection to the ASL interpreter community.

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that

Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment

pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be

honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless

otherwise requested by the State.

3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by

Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of

materials and/or services required.

3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive

bidding process with another state and/or cooperative are welcome to submit the pricing in response

to this solicitation.

3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the

Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and

performance requirements outlined in this RFP. The State of Vermont reserves the right to obtain

clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to

respond to a request for additional information or clarification could result in rejection of that bidder's

proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the

right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive

technicalities in submissions. The State also reserves the right to make purchases outside of the awarded

contracts where it is deemed in the best interest of the State.

3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final

selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a

BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum

qualification requirements and/or have not been eliminated from consideration during the evaluation

process.

3.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it

will help the State’s evaluation process. The State will factor information presented during

presentations into the evaluation. Bidders will be responsible for all costs associated with providing

the presentation.

3.3. CONFLICTS OF INTEREST:

3.3.1.Organizational Conflict of Interest (OCOI): An OCOI arises when a bidder as a business entity has

interests (for example, customers, partners, contracts) that could undermine, or reasonably be

perceived to undermine, its faithful and unbiased performance of a contract with the State that may

result from this solicitation.

Revised: March 18, 2025

Page 4 of 50

3.3.2.Personal Conflict of Interest (PCOI): A PCOI arises when an interest held by an individual, agent or

employee of a bidder could undermine, or reasonably be perceived to undermine, its faithful and

unbiased performance of a contract with the State that may result from this solicitation.

3.3.3.Requirements: The State does not seek to contract with any individual or business entity having a

conflict of interest which cannot be mitigated to the State’s satisfaction. To ensure the State’s

awareness of actual, potential, or reasonably perceived PCOIs and OCOIs, bidders shall:

a) Prior to submitting a proposal, conduct an internal review of its current affiliations and activities and

identify actual, potential, or reasonably perceived PCOIs or OCOIs relative to a contract with the

State that may result from this solicitation.

b) Disclose in your proposal any actual or potential PCOI or OCOI or the existence of any facts that

may cause a reasonably prudent person to perceive a PCOI or OCOI with respect to a contract

with the State that may result from this solicitation. Disclose, also, any actions proposed to mitigate

the PCOI or OCOI.

3.3.4.The State shall have sole discretion to determine whether a PCOI or OCOI can be mitigated to the

State’s satisfaction and may discuss the conflict with the bidder if and to the extent the State deems

discussion necessary to its determination. The State reserves the right to (a) reject from further

consideration any proposal having a PCOI or OCIO that cannot be mitigated to the State’s full

satisfaction and (b) terminate a contract upon discovery that a contractor failed to disclose facts

pertaining to a PCOI or OCOI in its proposal, or otherwise misrepresented relevant information to the

State.

3.4. WORKER CLASSIFICATION COMPLIANCE REQUIREMENTS: In accordance with Section 32 of The

Vermont Recovery and Reinvestment Act of 2009 (Act No. 54), Bidders must comply with the following

provisions and requirements.

3.4.1.Self Reporting: For bid amounts exceeding $250,000.00, Bidder shall complete the appropriate

section in the attached Certificate of Compliance for purposes of self-reporting information relating to

past violations, convictions, suspensions, and any other information related to past performance

relative to coding and classification of workers. The State is requiring information on any violations

that occurred in the previous 12 months.

3.4.2.Subcontractor Reporting: For bid amounts exceeding $250,000.00, Bidders are hereby notified that

upon award of contract, and prior to contract execution, the State shall be provided with a list of all

proposed subcontractors and subcontractors’ subcontractors, together with the identity of those

subcontractors’ workers compensation insurance providers, and additional required or requested

information, as applicable, in accordance with Section 32 of The Vermont Recovery and

Reinvestment Act of 2009 (Act No. 54). This requirement does not apply to subcontractors providing

supplies only and no labor to the overall contract or project. This list MUST be updated and provided

to the State as additional subcontractors are hired. A sample form is available online at

http://bgs.vermont.gov/purchasing-contracting/forms. The subcontractor reporting form is not

required to be submitted with the bid response.

3.5. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:

For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change

Considerations in State Procurements Certification, which is included in the Certificate of Compliance for

this RFP.

After consideration of all relevant factors, a bidder that demonstrates business practices that promote

clean energy and address climate change as identified in the Certification, shall be given favorable

consideration in the competitive bidding process. Such favorable consideration shall be consistent with

and not supersede any preference given to resident bidders of the State and/or products raised or

manufactured in the State, as explained in the Method of Award section. But, such favorable

consideration shall not be employed if prohibited by law or other relevant authority or agreement.

3.6. METHOD OF AWARD: Awards will be made in the best interest of the State. The State may award one

or more contracts and reserves the right to make additional awards to other compliant bidders at any time

if such award is deemed to be in the best interest of the State. All other considerations being equal,

preference will be given first to resident bidders of the state and/or to products raised or manufactured in

Revised: March 18, 2025

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Commodity Codes

• NAICS 541930Translation and Interpretation Services

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