1. Without limitation as otherwise set forth in this Agreement, Subrecipient shall comply with all relevant Catalog of Federal Domestic Assistance (CFDA) Listing Requirements, as amended and supplemented. Specifically, but not by way of limitation, CFDA 21.027 has the following policy requirements:1.1. 31 CFR Part 35, as amended by the Interim final rule published May 17, 2021, at 26786 FR Vol. 86, No. 93; or otherwise subsequently amended by Final Rule.1.2. 2 CFR Part 200, including Subparts B through F1.2.1. Additional Information: The following 2 CFR Policy requirements also apply to this assistance listing: 2 CFR Part 25, Universal Identifier and System for Award Management; 2 CFR Part 170, Reporting Subaward and Executive Compensation Information; and 2 CFR Part 180, OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Non-procurement). The following 2 CFR Policy requirements are excluded from coverage under this assistance listing: For 2 CFR Part 200, Subpart C, the following provisions do not apply to the SLFRF program: 2 CFR § 200.204 (Notices of Funding Opportunities); 2 CFR § 200.205 (Federal awarding agency review of merit of proposal); 2 CFR § 200.210 (Pre-award costs); and 2 CFR § 200.213 (Reporting a determination that a non-Federal entity is not qualified for a Federal award). For 2 CFR Part 200, Subpart D, the following provisions do not apply to the SLFRF program: 2 CFR § 200.308 (revision of budget or program plan); 2 CFR § 200.309 (modifications to period of performance); CFR § 200.305 (b)(8) and (9) (Federal Payment).2. Without limitation as otherwise set forth in this Agreement, Subrecipient shall ensure that any procurement involving funds authorized by this Agreement complies with all applicable federal, state, and local laws and regulations, including but not limited to, 2 CFR 200.318 through 200.327, as well as Appendix II to 2 CFR Part 200 (entitled “Agreement Provisions for Non-Federal Entity Contracts Under Federal Awards”).

Each Request for Proposal is required to be submitted as outlined in this section. Please include a cover and/or first page, containing the name of the project (INSERT RFP TITLE), name of the respondent, contact information, and submittal date. In addition, provide an opening letter indicating the Consultant's interest in this project, and briefly describe what makes the Consultant a suitable candidate to be selected for insert type of service here services. A table of contents should be next. Please provide the following information in the sequence and format prescribed below. Supplemental materials providing additional information may be attached, but the information requested below is to be provided in this format.Consultant InformationContractor/Consultant/Supplier legal name (include and identify entity name change and dba), local address and billing address if different, email address, and phone numberPrimary Individual to contact Provide the name, phone, and email for:Number of years the firm has been in business Qualifications & ExperienceAn organizational chart that explains team member responsibilities.The name and resume of each individual who would be assigned to this project and each individual assigned to backup each primary person in his/her absence, together with similar information for each individual to be provided under any subcontract.Briefly describe the rationale for the key team members for this project, and what qualities and attributes they possess that will ensure the success of this project.Previous county project(s) experience (if applicable); any project experiences are applicable.References listing client contracts of similar services.Approach to Work Describe the Consultant's ability to meet the requirements and provide the requested services listed in this RFP: Clearly describe the approaches and methods that will be used to accomplish the necessary services. Include a summary of innovative ideas and suggestions for implementing or enhancing the scope of services.Additional services or procedures of benefit to the County (if applicable)PricingComplete pricing for all services in the proposal.Additional InformationA statement outlining any proposal exceptions to the County’s requirements or requested clarifications to the requirements. (if applicable)The caption, case number, Court, Counsel, and general summary of any litigation pending, or judgment rendered within the past three (3) years involving the proposer. (if applicable) Only electronic submittal via the County's eProcurement Portal shall be accepted. No hard copies, emails, or fax submittals are acceptable.Acknowledgement (via the County's eProcurement Portal) of each addendum issued. (if applicable)

Vendors may submit a proposal to provide one or more of the following language access services:Spoken language interpretation services (see section 1)Sign language interpretation services (see section 1)Written translation services (see section 2)Transcreation and inclusive communications support services (see section 3) 1. Interpretation Services 1.1 Service RequirementsThe County seeks on-demand and scheduled interpretation services in the following formats:In-person (Onsite)Telephone (Over-the-Phone Interpretation, OPI)Video Remote Interpretation (VRI)American Sign Language (ASL) (In-person and VRI) Interpretation services may include sight translation, which is the verbal rendering of written text from one language into another when necessary to ensure meaningful communication during an interpreter interaction. Written texts that may require sight translation by interpreters include, but are not limited to: Client/participant-related forms and documentsCourt ordersLettersProgram brochuresInformational guidesPublic facing or internal videosOther vital documentsOnsite interpreters must be physically present at the time and location specified by the County and must adhere to all security and site-related procedures and protocols.1.2 Use CasesInterpretation services are required for business, legal, and medical information. Services may be delivered in public, private, or community-based facilities and may be required for both emergency and non-emergency situations.Onsite interpretation may occur in a variety of settings with a range of participants and group sizes. Locations may include, but are not limited to: Pierce County officesOffices of other public or nonprofit agencies and service providers within Pierce CountyCommunity eventsClient households and businessesOther locations throughout Pierce CountyInterpretation may be requested for situations like:Public meetings and hearingsSocial services and health care appointmentsPermitting, inspections, and planning servicesOutreach eventsCrisis communicationsInternal or external trainingOther communications with LEP and ability-diverse communities1.3 Timeline for Interpretation Service RequestsSuccessful proposer(s) should expect and adhere to the following request and response timelines:Interpretation TypeStandard TurnaroundExpedited/On-DemandIn-Person<48 hours<24 hoursTelephone (OPI)ImmediateImmediateVideo Remote (VRI)ImmediateImmediateASL (In-person)<48 hours<24 hoursASL (VRI)ImmediateImmediate 1.4 Capabilities and Quality StandardsLanguage assistance services may be requested during standard operating hours (Monday through Friday, 8:00 AM to 5:00 PM PST), as well as non-standard operating hours (for board meetings, weekend community events, etc.), for both core and non-core languages.[KM1] Successful proposer(s) providing OPI and VRI services must be available 24 hours per day, seven days per week, 365 days per year.Interpreters must be trained in public service and inclusive communication styles.Interpreters must adhere to professional standards, codes of ethics, and community-specific best practices, including those applicable to Deaf and Hard of Hearing (D/HH) individuals and other populations requiring specialized communication practices.American Sign Language (ASL) and other auxiliary aids and services required under the Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act shall be provided with the same priority, timeliness, and quality standards as spoken-language interpretation.OPI ServicesOPI services must be accessible through a single, dedicated telephone number provided by the vendor. County staff will initiate each OPI request by calling this number and entering an assigned client identification code or other secure identifier, after which the vendor will connect the called to an appropriate qualified interpreter.OPI services must be capable of supporting multiple participants and phone lines within a single call, including callers and limited English proficient individuals participating from the same or different physical locations.VRI ServicesVRI providers must be delivered using secure, reliable videoconferencing platforms. Providers must supply and maintain the necessary technology, equipment, and high-speed internet connectivity to ensure clear audio and video quality and uninterrupted service to the best of their ability. 2. Translation Services 2.1 Service RequirementsThe vendor must provide accurate written translations from English into requested languages and/or from requested languages into English. Translations must preserve the meaning, tone, intent, and formatting of the source document, including annotations, table of contents, abstracts, main texts, references, charts, and graphics. The vendor must follow the County’s defined tiered translation framework (see section 2.5), which specifies when machine or AI-assisted translation, professional human translation, and/or human review of translated materials is required. The appropriate translation method will be determined by the tier assigned to each document. The vendor must comply with the County’s Machine Translation/Artificial Intelligence Use Guidelines for Language Services (see Section 2.6), which governs permissible use of AI tools, human oversight, quality assurance, and data confidentiality. 2.2 Use CasesTranslation services are required for business, legal and medical information materials and may be utilized in public, private, or community-based settings, for both emergency and non-emergency situations.Translation may be requested for:Client-related forms and documentsCourt ordersEmergency management communicationsLetters and program brochuresInformational guides and reportsWebpages, social media, graphic designs, or audio transcriptsOther vital documents Routine translations are defined as documents with ≤5,000 words that are not urgent. Timelines for larger or urgent documents will be mutually established between the County and successful proposer(s). 2.3 Timeline for Translation Service RequestsDocument TierStandard TurnaroundExpedited Turnaround05-7 business days< 3 business days15-10 business days< 5 business days23-5 business days< 3 business days32-3 business days< 2 business days 2.4 Capabilities and Quality StandardsThe vendor must be able to receive and deliver documents through a variety of communication channels, including but not limited to email, links to shared documents and other electronic means (e.g., Canva), postal service, or courier. The majority of documents will be exchanged via email.Translations must meet County readability and accessibility standards, using plain language and culturally appropriate phrasing.Work must be accurate, timely, and formatted to match or complement the original layout unless otherwise specified.Translations should reflect cultural nuances of the source document and maintain the original meaning and purpose.Final work must be submitted in universally accessible digital formats (e.g., DOCX, PPTX, PDF, HTML). 2.5 Tiered Translation FrameworkTierDefinition0Tier 0 documents require close review by a human translator and may require some elements of transcreation, as they contain more obvious cultural relevance/nuances. These source documents are essential to providing meaningful access to our clients.Translated materials will likely undergo intentional review by a third-party partner (“cultural ambassadors”) who are trusted community partners that regularly review County resources for cultural relevance, understanding, and reliability.1Tier 1 documents are more technical or specialized in nature and require close review by a human translator who has existing knowledge of the topic. Translated texts should ensure fidelity to the original text and ensure that niche terms can be understood by different dialects.Translated materials may undergo intentional third-party review to ensure competent and reliable translations have been completed.2Tier 2 documents are not technical nor contain obvious cultural references. These documents are generally informative and are essential to providing meaningful access and understanding to our clients. These documents may be translated through a balance of machine/AI translation and professional human translator.Translated materials may undergo intentional third-party review to ensure competent and reliable translations have been completed.3Tier 3 documents contain lower-prioritized information but still require translation. It is expected that these documents are primarily translated using machine/AI and briefly reviewed by a human translator to correct major errors that impact overall comprehension.Translated materials will not undergo third-party review but will be subject to feedback by viewers. A notice may be included on the document to informer reader that the translation was conducted with machine/AI and may contain minor inaccuracies. 2.6 Machine Translation/Artificial Intelligence Use GuidelinesData Security and ConfidentialityMachine translators and AI tools must not be used in ways that risk exposing confidential or sensitive information. Tier-Guided AI UseAI-assisted translation (e.g. machine translation with or without post-editing) may only be used when explicitly permitted by the assigned tier.Human Oversight RequiredMachine translated and AI-generated content must be reviewed by a qualified human translator.Transparency and DisclosureWhen requested, vendors must disclose when and how machine translators and AI-assisted tools were used, including tool type, level of review, and any quality assurance measures taken.Quality AssuranceMachine and AI-assisted outputs must meet the same readability, accuracy, accessibility, and cultural appropriateness standards as human translation. The County reserves the right to reject any machine or AI-assisted work that does not meet these standards.Continuous MonitoringThe County may request audits or process reviews to ensure compliance.2.7 Transcreation and Community ReviewTier 0 and 1 material may require transcreation to ensure contextual clarity and cultural accuracy. Vendor may be asked to coordinate with community reviewers or County staff to finalize sensitive or high-impact documents. 3. Transcreation and Inclusive Communications Support Services3.1 Service RequirementsThe County seeks transcreation services to improve the effectiveness, accessibility, and cultural relevance of County resources. Transcreation services will assist the County in ensuring that information is communicated clearly and effectively, disseminated through trusted and appropriate channels, and developed in ways that proactively identify and remove linguistic and cultural barriers to access.Services may include, but are not limited to, the following:Conduct cultural and contextual review of County materials before and/or after translation to ensure functional equivalence, cultural appropriateness, and relevance for local communities.Identify community needs, barriers, and solutions related to culturally and linguistically appropriate services, programs, materials, and outreach approaches.Consult and recommend best practices for making County resources accessible, culturally responsive, and inclusive of individuals with varying literacy levels, abilities, and communication preferences.Provide plain language editing and support the development and maintenance of glossaries for commonly used County terms and concepts.Conduct cultural reviews to ensure that County communications are respectful, meaningful, and appropriate within specific cultural contexts,Collaborate with designated County staff to plan and support culturally responsive staff trainings, outreach strategies, projects, events, and programs.Coordinate with designated County staff and, when applicable, community reviewers to support project implementation and solicit community feedback.When appropriate and determined by the County on a project-to-project basis, represent County projects or initiatives through the phone, virtual, in-person, or other community engagement activities.When appropriate and determined by the County on a project-to-project basis, collaboratively design, facilitate, and document focus groups, listening sessions, surveys, or other activities to gather community feedback and provide summaries and recommendations to the County.3.2 Personnel RequirementsSuccessful proposer(s) must provide the County with cultural representatives who possess and have demonstrated leadership characteristics in the region and who have an extensive network in their communities. Qualifications for people providing transcreation and cultural support services include, but are not limited to, the following:Be fluent in English and relevant source/target language(s)Must be available for in-person collaborationDemonstrate knowledge of local community needs, barriers, and solutions related to culturally and linguistically appropriate engagementHave experience conducting or supporting community engagements activities (such as outreach events, presentations, surveys, or listening sessions)Deliver linguistically accurate, culturally appropriate, and technically faithful materialsComply with confidentiality, privacy, and HIPAA regulations 4. Core and Non-Core Language CoverageThe County prioritizes services in both core and non-core languages based on demographic data, community needs, and service delivery requirements.Core Languages: Arabic, Khmer (Cambodian), Korean, Punjabi, Russian, Samoan, Spanish, Filipino (Tagalog), Ukrainian, Vietnamese, American Sign Language (ASL)Non-Core Languages: Amharic, Bengali, Bosnian, Burmese, Chinese (Cantonese and Mandarin), Chuukese, Dari, Farsi, French, German, Gujarati, Hebrew, Hindi, Hmong, Japanese, Kannada, Karen, Kurdish, Lao, Malayalam, Marathi, Marshallese, Mayan languages (e.g., Mam, Q’anjob’al), Mixteco, Mongolian, Nepali, Oromo, Pashto, Portuguese, Romanian, Somali, Swahili, Telugu, Thai, Tigrinya, Turkish, and UrduVendors must provide timely and accurate language assistance in any language needed to ensure meaningful access to County programs, services, and activities, consistent with Title VI of the Civil Rights Act of 1964 and the Americans with Disabilities Act. The identification of core and non-core languages does not limit the County’s obligation to provide timely language assistance in other languages as needed.Any vendor limitations must be disclosed in the initial proposal and should include contingency plans for urgent or low-incidence languages. 5. Data Collection and ReportingVendors must provide quarterly reports including:Language(s) requestedService type and delivery modeRequesting department and program area (division)Date and duration of interpretation sessions or word count for translation servicesDollar value of services provided, including fees/surchargesCancellations or no-showsUnfulfilled requests and reasonsTime elapsed between request and service deliveryServices by individual personnelOther County-requested data points All data remain County property. Vendors must comply with all applicable data privacy, security, and records retention requirements.Reporting data will be used by the County to monitor compliance with Title VI, the ADA, and other related federal, state, and local regulations and to identify service gaps, trends, or corrective actions. 6. Vendor Qualifications 6.1 Experience and CapacityExperience with public and/or nonprofit clients of comparable size and complexityCapacity to manage multiple requests across languages, service types, and formatsKnowledge and experience complying with Title VI of the Civil Rights Act of 1964, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, and other state/federal language access requirementsVendors with an established presence in the Pacific Northwest region are preferred.The County reserves the right to request a specific interpreter or translator when continuity, subject-matter expertise, or community trust is deemed important and the requested professional is available.6.2 Quality and ComplianceQuality assurance protocols must exist for all servicesVendors must have procedures to ensure the provision of qualified interpreters and translators, as defined by applicable Department of Justice (DOJ) and ADA guidance, including accuracy, impartiality, and specialized vocabulary when required.Vendors must ensure the implementation and effectiveness of internal review, editing, and revision processing that are appropriate to the service type.Vendors must adhere to professional standards, ethical codes of conduct, and confidentiality requirements, including but not limited to HIPAA and other applicable federal, state, and local privacy regulations. Vendors must promptly address quality concerns, complaints, or civil rights issues identified by the County, including correction/remediation services at no additional cost when efforts compromise accuracy or meaningful access. 6.3 Personnel CredentialsProfessional-level fluency in English and source/target language(s)Certification from a recognized credentialing agency (e.g., American Translators Association, Registry of Interpreters for the Deaf) or have successfully completed the vendor’s documented training program and passed an internal language proficiency assessmentInterpreters must meet the ADA definition of a “qualified interpreter,” meaning an interpreter who is able to interpret effectively, accurately, and impartially, both receptively and expressively, using any necessary specialized vocabularyPersonnel must have experience working with public agencies, program staff, and community members from diverse cultures and backgrounds. Personnel must have training in public service interpreting, inclusive and plain-language communication, cultural humility, and equity-centered service delivery. 6.4 Ethical and Professional StandardsVendors must demonstrate a commitment to client confidentiality, informed consent, impartiality, and equitable access to services.Language assistance services must always follow recognized best practices for specific communities, including but not limited to Deaf and Hard of Hearing (D/HH) communities and speakers of Indigenous or low-incidence languages.Onsite services (e.g., interpreters or in-person inclusive communications support services) must be physically present at the time and location specific by the County and abide by all security and site-related procedures and protocols.Services must be provided in a timely manner and may not result in the denial, delay, or reduction of County services.Vendors must ensure that assigned personnel appear at the agreed-upon date, time, and location (including in-person and remote settings). Any need for cancellation, rescheduling, or anticipated delay must be communicated to the other party as soon as possible and, when feasible, no less than 24 hours in advance. Both parties are responsible for timely communication regarding changes to scheduled services. Vendors must maintain policies prohibiting the use of minors, family members, or unqualified individuals (e.g., bilingual staff) as interpreters, except where explicitly authorized by the County.

Reserved Rights and Procedures:1. Pierce County expressly reserves the following rights:a. To waive any and/or all irregularities in the proposals submitted.b. To reject any or all proposals or portions thereof.c. To base awards with due regard to quality of services, experience, compliance with specifications, and other such factors as may be necessary in the circumstances.d. To make the award to any vendor or combination of vendors whose proposal(s), in the opinion of the County, is in the best interest of the County.2. Pierce County cannot accept late proposals.3. Reimbursement: Pierce County will not reimburse proposers for any costs involved in the preparation and submission of responses to this RFP or in the preparation for and attendance at subsequent interviews.4. Cooperative PurchasingThe Washington State Interlocal Cooperation Act, Ch. 39.34 RCW, authorizes public agencies to cooperatively purchase goods and services if all parties agree. By responding to this RFP, Consultants agree that other public agencies may purchase goods and services under this solicitation or contract at their own cost and without Pierce County incurring any financial or legal liability for such purchases. Pierce County agrees to allow other public agencies to purchase goods and services under this solicitation or contract, provided that Pierce County is not held financially or legally liable for purchases and that any public agency purchasing under such solicitation or contract file a copy of this invitation and such contract in accordance with RCW 39.34.040.5. Public Records and Proprietary MaterialProposers should be aware that any records they submit to the County or that are used by the County even if the proposers possess the records may be public records under the Washington Public Records Act (RCW 42.56). The County must promptly disclose public records upon request unless a statute exempts them from disclosure. Proposers should also be aware that if even a portion of a record is exempt from disclosure, generally, the rest of the record must be disclosed. Exemptions are narrow and specific.Proposers should clearly mark any record they believe is exempt from disclosure.6. Title VI CompliancePierce County, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

Registered to do business in Washington State as evidenced by an active Unique Business Identifier (UBI) number.Has a valid federal tax identification number.List other essential criteria that a proposer must meet to even be considered for the project. These are non-negotiable aspects of the project that are deemed critical for success. (if applicable)

An evaluation team will review the bidding documents and evaluate all responses received based upon the criteria listed herein. The County may request clarifications or additional information, if needed. The proposer determined to be most qualified through the initial evaluation phase may be interviewed and the final determination will also consider reference checks and interviews.The County intends to select the Contractor most qualified for this pursuit/solicitation and begin the negotiation and award process based on the requirements of this solicitation.Selected Proposer(s) will be invited to enter into contract negotiations with the County. Should the County and the selected proposer not reach a mutual agreement, the County will terminate negotiations and move to the next ranked contractor and proceed with negotiations. A Proposer’s inability to agree to the terms of the County’s standard contract may be a basis for the County to terminate negotiations and begin negotiating with one or more other Contractors.The County reserves the right to accept or reject any or all submitted bids, to waive as informalities any irregularities, and to contract as the best interest of the County may require. The County may reject bids that are non-responsive or that are submitted by non-responsible contractors.

BIDDERS WHO REGISTER AND DOWNLOAD BID DOCUMENTS will be automatically added to the FOLLOWERS list in the County's eProcurement Portal. Notifications for bid updates, addenda, and other bid information will be sent to all bidders who register on the Pierce County eProcurement Portal.

All questions must be submitted within the County's eProcurement Portal, under the Questions and Answers Section no later than 4:00 pm on Thursday, March 12, 2026. Bidders must be registered in the eProcurement Portal software to submit questions, receive addenda, notifications, and ultimately submit a proposal.Proposals must be received by the Procurement & Contract Services and the Finance Department before 1:00 pm on Friday, March 27, 2026. The proposer is responsible for submitting the proposal before the deadline. The County shall not be responsible for late submittals.

The Pricing Table must include the following details:Service specialtyCertification status and years of experienceStandard hourly rateStandard base rate (1.5-hour minimum)Evening, weekend, and holiday hourly rateEvening, weekend, and holiday base rate (1.5-hour minimum)

Company Qualifications and Personnel(Long Answer) Describe your company’s process for screening, certifying, and evaluating interpreters and translators. Include:Educational requirements of personnelCertification and recertification practicesCompetency and performance review methodsCultural competency expectations and/or training(Long Answer) Summarize your company’s experience (as applicable) providing interpretation and translation services for:Government agenciesLegal settingsDiverse and multilingual communities(Long Answer) Will services be provided by your employees, subcontractors, or a combination? Describe how subcontracted relationships are managed and how quality and accountability are maintained.(Long Answer) Describe your presence in Pierce County or similar regions. How will you meet staffing and service demands under this contract? Language Services(Long Answer) Provide a complete list of languages and dialects your company supports, along with the number of interpreters and translators generally available for each.(Long Answer) Describe your procedures for fulfilling interpretation and translation requests, including:Typical response timesIn-site interpreter scheduling policies and lead timesProtocols for urgent or same-day requests Quality Assurance and Technology(Long Answer) Describe your quality assurance practices, including:How you review and ensure accuracy in translated materialsHow you handle errors or client concernsWhether you use third-party audits or provide error rate dataAny compensation or corrective measures offered when errors occur(Long Answer) Explain how your company uses artificial intelligence or other tools in service delivery.How do you balance automation and human review?How do you ensure data security, confidentiality, and quality control in AI-assisted workflows? Customer Support and Training(Long Answer) Describe any training, onboarding, or tool you provide to County personnel to help them effectively request and use language services. Include your approach to communication, collaboration, and customer service. Reporting(Document Upload) Provide samples of quarterly monthly performance and billing reports you would provide under this contract. Only electronic submittal via the County's eProcurement Portal shall be accepted. No hard copies, emails, or fax submittals are acceptable.Acknowledgement (via the County's eProcurement Portal) of each addendum issued. (if applicable)

The initial contract period is anticipated to be for 12 months . The County has the option of renewing for an additional four years after the initial contract is executed. The actual schedule will be negotiated with the selected firm based on consultant and agency staff availability and the finalized scope of work.