TO PROVIDE A PRE-PLACED EMERGENCY INTERPRETER CONTRACT FOR A DECLARED

REQUEST FOR PROPOSAL
TO PROVIDE A PRE-PLACED EMERGENCY INTERPRETER CONTRACT FOR A
DECLARED EMERGENCY FOR THE PARISH OF JEFFERSON
RFP No.: _0516________________________
Proposal Receipt Date: _07/10/2026_____________
Proposal Receipt Time: _3;30 p.m._____________
Jefferson Parish
Department of Purchasing
200 Derbigny Street, Suite 4400
Gretna, LA 70053
(504) 364-2678

TABLE OF CONTENTS
PART I - ADMINISTRATIVE AND GENERAL INFORMATION ........................................... 3
1.1 Background, Goals and Objectives ........................................................................................... 3
1.2 Purpose ...................................................................................................................................... 3
1.3 Pre-proposal Conference ........................................................................................................... 3
1.4 Proposal Guarantee ................................................................................................................... 3
1.5 Performance Bond .................................................................................................................... 3
1.6 Fidelity Bond Requirements ..................................................................................................... 4
1.7 Scope of Work/Services ............................................................................................................ 4
1.8 Proposer Minimum Requirements ............................................................................................ 4
1.9 Period of Agreement ................................................................................................................. 5
1.10 Deliverables ............................................................................................................................ 5
1.11 Location .................................................................................................................................. 5
1.12 Proposal Submittal .................................................................................................................. 5
1.13 Proposal Response Format ...................................................................................................... 6
1.14 Schedule of Events .................................................................................................................. 8
PART II - EVALUATION CRITERIA ......................................................................................... 9
2.1 TECHNICAL PROPOSAL ...................................................................................................... 9
2.2 PRICE PROPOSAL .................................................................................................................. 9
PART III - RFP INSTRUCTIONS, AND TERMS AND CONDITIONS .................................. 10
3.1 Number of Response Copies ................................................................................................... 10
3.2 Legibility/Clarity..................................................................................................................... 10
3.4 Written Inquiries ..................................................................................................................... 10
3.5 Inquiry Periods ........................................................................................................................ 10
3.6 Required Signed and Notarized Affidavits ............................................................................. 11
3.7 Proposal Validity .................................................................................................................... 12
3.8 Revisions, Withdrawals, Protest Procedures .......................................................................... 12
3.9 Cost of Offer Preparation ........................................................................................................ 12
3.10 Acceptance of Proposal Content ........................................................................................... 12
3.11 Written or Oral Discussions/Presentations ........................................................................... 13
3.12 Standard Terms and Conditions and Non-negotiable Contract Terms ................................. 13
3.13 Taxes ..................................................................................................................................... 14
3.14 Selected Proposer's Responsibilities .................................................................................... 14
3.15 Insurance Requirements ........................................................................................................ 14
3.16 Sub-Contractor Requirements ............................................................................................... 14
3.17 No Guarantee of Quantities .................................................................................................. 15
3.18 Contract Negotiations ........................................................................................................... 15
3.19 Cancellation of RFP or Rejection of Proposals .................................................................... 15
3.20 Evaluation and Selection....................................................................................................... 15
3.21 Indemnification ..................................................................................................................... 17
3.22 Payment for Services ............................................................................................................ 18

3.23 Termination ........................................................................................................................... 18
3.24 Assignment ........................................................................................................................... 19
3.25 EEOC and ADA Compliance ............................................................................................... 19
3.26 Records ................................................................................................................................. 19
3.27 Content of Contract/Order of Precedence ............................................................................. 20
3.28 Contract Changes .................................................................................................................. 20
3.29 Substitution of Personnel ...................................................................................................... 20
3.30 Force Majeure ....................................................................................................................... 20
3.31 Governing Law ..................................................................................................................... 21
3.32 Claims or Controversies ........................................................................................................ 21
3.33 Cybersecurity Training ......................................................................................................... 21
PART IV - FEDERAL CONTRACT PROVISIONS .................................................................. 21
PART V - PERFORMANCE STANDARDS .............................................................................. 21
5.1 Performance Requirements ..................................................................................................... 21
5.2 Performance Measurement/Evaluation ................................................................................... 22
PART VI - APPENDICES ........................................................................................................... 23
ATTACHMENT "A".................................................................................................................... 23
ATTACHMENT "B" .................................................................................................................... 25
ATTACHMENT "D".................................................................................................................... 54
ATTACHMENT "E" .................................................................................................................... 55
ATTACHMENT "F" .................................................................................................................... 57

REQUEST FOR PROPOSAL
FOR
TO PROVIDE A PRE-PLACED EMERGENCY CONTRACT FOR INTERPRETERS FOR
A DECLARED EMERGENCY FOR THE PARISH OF JEFFERSON
PART I - ADMINISTRATIVE AND GENERAL INFORMATION
1.1 Background, Goals and Objectives
In an emergency, it is important for Jefferson Parish to be able to communicate with all
residents, including those that do not speak English. Per the U.S. Census, 18.2% of
Jefferson parish residents speak a language other than English at home and 53% of those
individuals speak English less than "very well." The goal of this emergency contract is to
provide interpreter and translation services during a declared disaster to communicate with
all residents of Jefferson Parish including those with limited English proficiency.
The emergency contract will:
* Provide Spanish language interpreters in person at evacuation pick up points, shelters,
and community distribution sites during day time hours within 24 hours upon activation
* Provide within 12 hours upon activation, multi-language phone line interpretation that
can operate 24 hours per day.
* Provide written translation services within 24 hours upon activation (can be done
remotely during day time hours)
1.2 Purpose
The purpose of this Request for Proposal (RFP) is to obtain competitive proposals as
allowed by Code of Ordinances, Parish of Jefferson, State of Louisiana (hereinafter "JPCO")
Section 2-895 from bona fide, qualified Proposers who are interested in providing Scope of
Work as defined in Part II hereof. By submitting a proposal, Proposer agrees to comply with
all provisions of Louisiana law as well as compliance with the Jefferson Parish Code of
Ordinances, Louisiana Code of Ethics, and applicable Jefferson Parish ethical standards.
1.3 Pre-proposal Conference
NOT REQUIRED FOR THIS RFP.
1.4 Proposal Guarantee
NOT REQUIRED FOR THIS RFP.
1.5 Performance Bond
NOT REQUIRED FOR THIS RFP.
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1.6 Fidelity Bond Requirements
NOT REQUIRED FOR THIS RFP.
1.7 Scope of Work/Services
The proposer must be able to provide in person interpreters, a multi-language phone line,
and written translation services throughout an emergency event. These services will allow
non-English speaking residents to communicate with Parish employees and other disaster
workers in the Emergency Operations Center, Evacuation Pick up Points, Shelters, Disaster
Recovery Centers, and/or Community Distribution Sites. The multi-language phone line
must be set up within 12 hours of the request while interpretation and translation services
must be established within 24 hours of the request.
Response times: Be able to set up phone line within 12 hours of an event and provide
on-site interpreters within 24 hours
Deployment time: Duration of Emergency event
Subcontractors: Subcontractors are allowed
1.8 Proposer Minimum Requirements
Proposer Requirements:
A. A Proposer, to be selected, must be experienced at providing services similar in
nature and complexity to the project outlined in this Request For Proposal and must
demonstrate their ability to meet the following minimum requirements:
a. Ability to operate during an emergency including maintaining enough staff to
meet the requirements of the RFP
b. Certifications in interpreter and translation services
The Proposer may satisfy theses Minimum Requirements through the use of a
subcontractor.
Proposer shall be evaluated on their responsiveness and responsibleness Responsiveness
refers to the proposer's adequacy of response to the requirements of this RFP. In the
Parish's sole discretion, immaterial errors or omissions related to mandatory criteria may be
resolved without leading to a finding of an unresponsive proposal. However, material errors
or omissions related to Price, Quality, or Quantity shall not be allowed. Responsibility refers
to the proposer's ability to perform the Scope of Work stated herein.
References:
Proposers must provide a minimum of three (3) references (governmental and/or private),
for whom equal or larger scope of services are either currently being provided or have been
provided in recent past (department to define recent past but not to exceed past two years).
Contact person(s), addresses and telephone numbers for each reference shall be included.
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1.9 Period of Agreement
The term of any resulting contract shall be for two years commencing on date of execution
or signing of the contract, and shall expire on the second anniversary of the date of
execution of the contract.
If the Scope of Work as described in Section 1.7 of this RFP pertains to an emergency pre-
placed contract and if Jefferson Parish has not entered into a new contract for the same
Scope of Work prior to May 1st of the year in which the contract is set to expire, then the
contract shall be automatically extended until the end of the calendar year of the same year
that the contract is set to expire.
1.10 Deliverables
The emergency contract will:
* Provide Spanish language interpreters in person at evacuation pick up points, shelters,
and community distribution sites during day time hours within 24 hours upon activation
* Provide within 12 hours upon activation, multi-language phone line interpretation that
can operate 24 hours per day.
* Provide written translation services within 24 hours upon activation (can be done
remotely during day time hours)
1.11 Location
The locations where services are to be performed are the Jefferson Parish Emergency
Operations Center (910 3rd St. Gretna, LA 70053), Evacuation Pick Up Points, Shelters,
Community Distribution Sites, and Disaster Recovery Centers across Jefferson Parish.
1.12 Proposal Submittal
In accordance with JPCO Section 2-895, all proposals shall be received by the Jefferson
Parish Purchasing Department no later than date and time shown in the Schedule of
Events in order to be considered responsive.
Important - Clearly mark outside of electronic envelope, with the following
information and format:
* Proposal Name: ___Donna Evans____________________
* Proposal No. __0516__________
* Proposal Receipt Date and Time: __July 10, 2026 @_3:30 PM
Proposals will only be received online through the Jefferson Parish e-Procurement
site, Central Bidding. Central Bidding can be accessed by visiting either
http://www.jeffparishbids.net or www.centralbidding.com. Registration is required and free
for Jefferson Parish Proposers by accessing the following link:
www.centralauctionhouse.com/registration.php.
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Proposer is solely responsible for the timely submission of its proposal. Late proposals
will not be accepted.
Price Proposals and/or price schedules shall be submitted in a separate electronic sealed
envelope as notated on the Central Bidding page as "Pricing Attachments". Price
Proposals will remain sealed and shall not be read until the completion of the scoring of the
Technical Proposal Evaluation during the RFP Evaluation Committee Meeting. Once read,
the Price Proposals will be evaluated and scored in accordance with Part II. Price Proposals
shall be worth twenty-five percent (25%) of the total scoring points assigned.
RFP Evaluation Committee Meetings are open to the public.
1.13 Proposal Response Format
Proposals submitted for consideration should follow the format and order of presentation
described below:
Technical Proposals:
A. Cover Letter: Containing summary of proposer's ability to perform the services
described in the RFP and confirms that proposer is willing to perform those
services and negotiate a contract with the Parish. The letter shall be signed
by a person having authority to negotiate and to commit the proposer to a
contract. If proposer is a sole-proprietorship, proposer must include a
statement that the company is a sole-proprietorship signed by the owner. If
proposer is an agency, corporation, partnership or other legal entity, the
president, vice-president, secretary or treasurer, or an authorized agent shall
sign the proposal, and satisfactory Evidence of the Authority of the person
signing for the agency, corporation, partnership or other legal entity shall be
attached to the proposal. A sample corporate resolution is attached hereto
and may also be downloaded from the Purchasing Department webpage of
the Jefferson Parish website.
Proposers should exhibit their understanding and approach to the project and
address how each element will be accomplished. Proposers are advised that
except as otherwise provided by law, all documents submitted to the Parish
under this RFP are subject to the Louisiana Public Records Act, LSA-R.S.
44:1 et seq., and shall be released nine (9) working days from the date of the
evaluation committee meeting when a public records request is made in
accordance with the law. Any Confidential Information to which a Proposer
wishes to remain confidential must be provided in a manner consistent with
LRS 44:3.2, subject to review by the Parish as provided for in that statue.
B. Table of Contents: Organized in the order cited in the format contained herein.
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C. Technical Proposal Elements: Illustrating and describing compliance with the
RFP requirements defined in the Section 1.8 Proposer Minimum
Requirements, Section 1.7 Scope of Work/Services, and any other applicable
section.
1. Each Proposer shall address how the Proposer will achieve/meet the
Scope of Work as stated in Section 1.7. Technical approach shall detail
the following: Plans and/or schedule of implementation, orientation,
and/or installation, etc. (whichever is relevant to the RFP
requirements).
2. Plans for necessary training, where applicable. Information
demonstrating an affirmative statement shall be required that the
Proposer has reviewed the Scope of Work, understands the nature
thereof and is willing and capable of providing the services thereof.
3. Proposer shall likewise include any information concerning any
innovative concepts pursuant to this RFP and terms and conditions that
the proposer desires consideration by the Parish.
D. Proposer Qualifications and Experience: History and background of Proposer,
including but not limited to status with related services to government entities
existing customer satisfaction, demonstrated volume of merchants, etc.
1. Proposers shall provide a detailed statement of related services to
government entities or private entities which identifies customer
satisfaction, demonstrated volume of merchants, etc. Proposer must
provide a detailed description of customer service capabilities,
including resumes of personnel assigned, total number of personnel
and timeline of customer inquiries and complaints, as applicable.
2. Proposer shall provide resumes for account manager(s), designated
customer service representative(s) and any and all key personnel
anticipated to be assigned to this project, in addition to resumes of any
and all subcontractors.
E. Financial Profile: Proposers are requested to submit documentation from the
past three (3) years demonstrating proposer's financial stability.
Documentation may include audited financial statements including balance
sheets, income statements, documentation regarding retained earnings,
assets, liabilities, etc. Proposer must include information demonstrating the
proposer's financial stability and ability to obtain and maintain bonding and
insurance requirements in order to be eligible to be assigned a higher score.
Proposals which lack the description of the proposer's financial status or the
required certification of bonding and insurance requirements may be assigned
a lower score. Such information should be included in the technical
portion of the proposal submission and MUST NOT be included with the
Price Proposals and/or price schedules.
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Price Proposals:
A. Proposer's fees and other costs shall be submitted on Attachment B in a separate
electronic envelope (named "Pricing Attachments") separated from Technical
Proposal submission.
B. DO NOT CHANGE THE POSITIONS OR METRICS LISTED ON THE PRICE
PROPOSAL. Positions listed on the Price Proposal are required positions. Metrics
used are estimated for evaluation purposes. If a proposer wishes to propose
additional positions please do so in the form of a resume and/or a separate rate
sheet. These additional positions may be negotiated with the Selected Proposer if
the Parish decides in its sole discretion that additional positions are necessary.
HOWEVER, only those rates and positions listed on the Price Proposal will be used
for evaluation purposes. Additional positions are not guaranteed and are subject to
the Parish's discretion.
C. All proposed pricing shall be inclusive of all additional costs and expenses, including
shipment. Prices submitted shall remain firm for the term of the contract, unless
otherwise negotiated.
D. Price Proposals will remain sealed and shall not be read until the completion of the
scoring of the Technical Proposal Evaluation during the RFP Evaluation Committee
Meeting. Once read, the Price Proposals will be evaluated and scored in accordance
with Section 1.31.
E. In accordance with JPCO Section 2-895, the Price Proposal shall be worth twenty-
five percent (25%) of the total scoring points assigned. The maximum price proposal
points shall be calculated by multiplying the number of price proposal points assigned
to price in the evaluation criterion multiplied by the number of evaluators scoring the
proposal. Evaluation of Price Proposal shall take place after Technical Proposal
Evaluation has been completed.
1.14 Schedule of Events
Date Time (CST)
A. RFP posted online @ www.jeffparishbids.net 06/10/2026
B. Pre-Proposal Conference (if required) N/A
C. Deadline to receive written inquiries 07/01/2026 4:30 PM
D. Proposal Receipt Date and Time 07/10/2026 3:30 PM
E. RFP Evaluation Committee Meeting TBD
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Proposers are encouraged to check the general information board in the General
Government Building located at 200 Derbigny St., Gretna and the Joseph S. Yenni Building
located at 1221 Elmwood Park Blvd., Jefferson. Additionally, proposers may check for
meeting information posted on the Jefferson Parish website, www.jeffparish.gov.
F. Council Selection via resolution To be scheduled
G. Contract Ratification via resolution To be scheduled
NOTE: The Parish of Jefferson reserves the right to deviate from these dates.
PART II - EVALUATION CRITERIA
The proposed evaluation criteria shall be looked upon as standards which measure how
well a Proposer's approach meets desired performance requirements, and which permit an
evaluation of the differences between desired performance characteristics and what the
Proposer proposes to do.
The proposed evaluation criteria shall measure how well a Proposer's approach meets
desired minimum performance standards defined in the RFP, and shall allow for the
quantification of the differences between those stated minimum standards and what the
Proposer intends to do. In accordance with JPCO Section 2-895, a scoring system must
be devised and impartially applied to each proposal to assure objectivity and thoroughness
in comparative analysis.
Price Proposal Evaluation shall constitute twenty-five percent (25%) of the total scoring
points assigned. Price Proposal Evaluation shall take place after Technical Proposal
Evaluation has been completed.
2.1 TECHNICAL PROPOSAL
(Maximum of 75 Points per Evaluator)
The following criteria shall measure the qualifications, technical capabilities and core
competency of the proposers and their submissions:
1. Scope of Services 20
2. Activation Timeline 10
3. Specific Experience: similar or larger scope of services currently
10
being provided
4. Personnel: experience of management staff, experience in
15
similar projects, etc.
5. Responsiveness to the RFP 10
6. Financial Profile of the Proposer 10
2.2 PRICE PROPOSAL
(Maximum of 25 Points per Evaluator)
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