Language and Accessibility Services

The vendor is required to provide language and accessibility services for include:
1. Translation services
• Culturally aware and accurate translation of agency’s printed and electronic information, including but not limited to:
• Program eligibility documents, forms, education, and outreach materials.
• Agency operation reports, public notices, and legal disclaimers.
• Content for agency’s webpages.
• Email correspondence with program participants or potential program participants.
• Community engagement materials such as surveys, community feedback, and press releases.
• Desktop publishing and formatting of department translated printed and electronic materials.
• Technical assistance and collaboration to develop and maintain the agency’s multi-lingual glossary of terms and translation memory, and adapt legal and technical terms to equivalent terms in the target languages when necessary for clear, accurate, and culturally relevant communications.
2. Interpretation services
• Scheduled and on-demand interpretation of spoken languages and American Sign Language (ASL), in person, or remotely through telephone and virtual platforms.
• Consecutive and simultaneous interpretation based on the needs of specific events or meetings.
• Identification of the type of interpretation and equipment needed and suitable for in-person events, and the provision of the equipment.
• Identification of the languages of program applicants or participants when needed.
3. Transcription services
• Conversion of audio content, such as voicemails and recorded meetings, into written text in English or other languages.
4. Braille services
• Program eligibility documents, forms, education, and outreach materials.
• Agency operation reports, public notices, and legal disclaimers.
• Content for agency’s webpages.
• Email correspondence with program participants or potential program participants.
• Community engagement materials such as surveys, community feedback, and press releases.
5. Captioning and subtitling
• Production and editing of video materials to add closed captions and subtitles in English, Spanish, and other languages needed.
6. Communication access real time translation (CART) services
• In-person and remote production of real-time communication access for deaf, hard of hearing, and multilingual audiences.
• Identification and provision of the hardware and software needed to display text in English and other languages on screens or mobile devices at department events or meetings.
• Ensure effective implementation and delivery of services through a smooth exchange of files and communication with the agency.
• Plan and strategize with agency staff and community partners, if needed, to respond to public emergencies, crises, natural disasters, and other situations that demand a fast response from department.
• Document the provision of language services through reports of the services provided, their costs, and the languages utilized.