Written Translation and Document Accessibility Services

The vendor is required to provide written translation and document accessibility services for translations will be from written materials, to include, but not limited to, publications, forms, letters, fact sheets, reports, and brochures.
- Translate written materials provided by the department contract administrator or designee from english into the following languages: this includes but is not limited to Spanish, Chinese, Tagalog, Vietnamese, and Korean.
- Translations
•    Administrator or designee will send the information to be translated in either electronic or in hard copy format. 
•    Include images that will need to be reformatted in microsoft (MS) word and adobe pdf. 
•    Translate requests within the following timelines:
o    Containing 3,000 words or less, the translated document is due within 5 business days of receipt. 
o    Containing 3,001 words to 6,000 words, the translated document is due within 10 business days of receipt. 
o    Containing 6,001 words to 9,000 words, the translated document is due within 15 business days of receipt. 
o    Delivery timeline for requests over 9,000 words shall be determined on a case-by-case basis.
•    Administrator in writing of any anticipated delays in submitting the translated document prior to the expected completion date.
•    An email of each document translated, in both MS word and pdf format, to the department contract administrator in accordance with the timelines listed above.
•    Each file will be emailed with an english title corresponding to the english document title and language, keeping the original title of the document intact (example: Spanish appointment letter.pdf). 
•    Administrator may request that the contractor make corrections to the translated document.
•    Provide an accessibility conformance report (ACR), such as the voluntary product accessibility template (VPAT).
•    The final copy of the translated document in electronic format. 
•    Unless otherwise requested, documents shall be delivered as MS word and pdf files. 
•    Other formats including but not limited to PowerPoint, images, and excel spreadsheets.
•    Any digitally fillable fields must be preserved in the translated document. 
•    Fillable fields are added to a document if they are missing in the english version.
- Accessible documents
•    Administrator or designee will send the information to be translated in either electronic or in hard copy format. 
•    This may include images that will need to be reformatted in microsoft (MS) word and adobe pdf.
•    Email each document in pdf format to the department contract administrator.
- Type of services
•    Translate written materials provided by the department contract administrator from english into one or more of the languages 
•    There may be instances to translate documents from a non-English language into english.
•    All estimates of costs will be based on an hourly rate, billed in 15-minute increments, which will include the time necessary to translate the document, the time required to make the document fully accessible, and the time required to perform any other digital editing that is necessary.
•    Some requests may require minor edits to images, formatting, and other digital elements that are not related to accessibility.
•    Documents will be formatted to replicate the original documents.
•    Translate documents and format the document to include the original english text and non-English language on the same document.
•    Ensure document titles and revision dates appear on each document (in english).
•    Proficient in translating written text from english into the requested languages.
•    The translated materials must convey the same contextual and cultural meaning as the english version including differences based on regional dialects. 
•    If a document has been translated into an incorrect dialect or if it appears to have been completed primarily by automated software, department reserves the right to reject the translated document
•    Re-translate the document in its entirety at no additional cost.
•    The language translation is clearly understandable to a department consumer, appropriate in grammar, word choice, and conceptually accurate.
- Budget: $50,000.00

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: September 26, 2025