Communication Access Realtime Translation Services

The vendor is required to provide in-person communication access real-time translation (CART) as an accessibility feature at the 2025 accessible state conference and expo.
- Statement of services:
a. CART captioner requirements-general
• Respondent shall coordinate in-person CART services to include captioner(s) to transcribe spoken words, sounds, and audible media into captioned text and distinguish between presenters at the conference and expo with only a slight processing delay during conference sessions, such as, welcome and keynote presentation, multiple panel member/moderator general session, and up to five (5) blocks of concurrent sessions in the afternoon.
• Provide CART on the same projection screen presenters are using for their PowerPoint presentation and in a location on the screen where the CART captioner(s) feels is most appropriate for the room set up and arrangement of seating for conference attendees.
• Provide CART transcription services accurately and consistently in a manner understood by the majority of users, and reflective of the diversity of the deaf community.
• CART captioner(s) shall accurately reflect the voice, tone, emotion, and non-spoken message of the communication.
• CART captioner(s) shall not allow their own opinions, emotions, or experiences to change the message being communicated.
• CART captioners must be willing to be present alongside, in front of, or behind agency branding.
b. staffing and contingency plan
• Provide a detailed plan of how the respondent will staff CART captioners for conference sessions.
• The conference sessions equate to a total of twenty-two (22) hours on august 14, 2025, between the hours of 9:00am – 4:00pm.
• CART certified transcriptionists are preferred.
• The ability to provide additional qualified CART captioner(s) should the original CART captioner(s) become unavailable to provide the service at the accessible state conference and expo and/or the ability to add more CART captioner(s), if needed, to ensure meeting the requirements for keynote speaker, impact panel and multiple breakout sessions in the afternoon.
• Provide a detailed schedule of events as soon as available, but not prior to July 24, 2025.
• Provide written details about various events, including presentation materials and a description of the physical spaces, prior to the start of the accessible state conference and expo.
3. Monitoring, evaluation and reporting:
• Responsibilities of respondent’s single point of contact shall include, but not limited to:
o All communications between respondent and agency will flow through the single point of contact.
o Respondent’s single point of contact shall provide schedules and materials to the CART captioners.
• Agency will communicate with the respondent’s single point of contact to resolve any issues that arise
o Communication shall include, in detail, a description of service issues, required remediation, and a specific timeframe to cure the issue(s).
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: April 25, 2025