Translation and American Sign Language (ASL) Interpreting Services
| Agency: | Arlington Public Schools |
|---|---|
| State: | Virginia |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Nov 3, 2026 |
| Due Date: | Nov 13, 2026 |
| Solicitation No: | ITB01FY27 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Description
| Solicitation | Description | Due Date | Contact |
|
ITB01FY27
|
Translation and American Sign Language (ASL) Interpreting Services |
November 13, 2026, No later than 3:00 p.m. (EST)
Link to Submit Bid – Egnyte |
Edrees Sultani |
Attachment Preview
Arlington
Public
Schools
BUSINESS AND MANAGEMENT SERVICES
2110 Washington Boulevard • Arlington, VA 22204 • Phone: (703) 228-7652
INVITATION TO BID(ITB) – COMPETITIVE SEALED BIDDING
SOLICITATION INFORMATION
ITB No.
Title
ITB01FY27
Translation and American Sign Language (ASL) Interpreting Services
Issuing Authority
APS Procurement Resolutions Section 4-101
Issue Date
October 30, 2026
Pre-bid conference
November 5, 2026, at 12:00 Noon Eastern Time
Questions Deadline
November 06, 2026, at 2:00 PM ET
Bid Closing Date and Time November 13, 2026, at 3:00 PM ET
Public Bid Opening Date
and Time
Public Bid Opening
Location / Method
Procurement Contact
Bid Submission Method
and Address
Contract Type
(anticipated)
Initial Contract Term
November 16, 2026, at 4:00 PM ET
Virtually via Teams:
https://teams.microsoft.com/meet/2578915668365770?p=893xvqCG4C9e33yLty
Meeting ID: 257 891 566 836 577 0
Passcode: p8N2cd7m
Edrees Sultani
Procurement Specialist
edrees.sultani@apsva.us
Bids shall be submitted electronically through Egnyte
Indefinite Delivery Indefinite Quantity/Labor hour
One (1) year from the date of award.
Renewal Options
four (4) additional one-year periods under the same terms and conditions, subject
to satisfactory performance and available funding.
IMPORTANT PROCUREMENT NOTICE
This ITB is issued using Competitive Sealed Bidding. Competitive Sealed Bidding includes issuance of an
Invitation to Bid, public notice, public opening and announcement of Bids received, evaluation of Bids,
and award to the lowest Responsive and Responsible Bidder. The solicitation shall not provide for
discussions or negotiations with Bidders except where specifically authorized by the APS Procurement
Resolution or applicable law.
Bid Closing and Bid Opening are separate procurement events. All Bids must be received before the Bid
Closing deadline and will be opened and announced publicly at the Bid Opening identified above.
APS may cancel the ITB or reject any or all Bids for reasonable grounds consistent with the APS
Procurement Resolution. APS may waive Informalities in Bids where permitted.
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SECTION 1 — PURPOSE
Arlington Public Schools ("APS") is soliciting sealed bids from qualified bidders to provide services
in two categories as described in this Invitation to Bid (ITB):
• Translation Services
• American Sign Language (ASL) Interpreting Services
Bidders may submit a bid for one or both service categories. APS anticipates awarding at least
contract for each category under this solicitation.
SECTION 2 — BACKGROUND
APS consists of twenty-three (23) elementary schools, six (6) middle schools, and four (4) high
schools, an alternative 6-12 secondary program, a high school continuation program, and a
special education center serving persons aged two (2) through twenty-two (22). The Human
Resources department administers ASL interpretation access to APS employees and the
Language Access Services Office provides multilingual communications, educational information,
and related materials to students, families, employees, and community stakeholders.
APS requires professional translation services and ASL interpretation services to support effective
communication and to ensure access to information for individuals with limited English proficiency.
APS seek qualified contractors(s) to provide written translation editing, proofreading, quality
assurance review, other related translation and ASL interpreting services, support services in
accordance with the requirements of this Invitation to Bid.
SECTION 3 — SCOPE OF WORK / TECHNICAL SPECIFICATIONS
The Contractor shall provide professional written translation services, and ASL interpreting
services, that are equipped to provide the necessary staff to meet APS support services
requirement in accordance with this scope of work.
3.1 General Requirements
The Contractor shall:
a. Provide professional translation services for APS documents and
communications.
b. Maintain confidentiality of APS information and all documents received for
translation.
c. Perform services in accordance with all applicable federal, state, and local
requirements.
d. Provide sufficient staffing and resources to perform the required services.
e. Maintain quality control procedures to ensure accuracy and consistency of
translated materials.
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f. Comply with APS requirements regarding data security, confidentiality, and
records management.
3.2 Specification of services
The Contractor shall:
a. Translate APS documents from English into designated target languages and
from designated target languages into English, as requested by APS.
b. Provide editing, proofreading, review, and quality assurance services.
c. Maintain terminology consistency across translated materials.
d. Utilize qualified translators knowledgeable in educational terminology and public-
sector communications.
e. Support translation projects of various sizes and formats, including forms, letters,
notices, reports, informational materials, web content, and educational
communications.
f. Provide translated documents in formats requested by APS.
g. Meet APS-established delivery schedules and turnaround requirements.
h. Maintain APS-owned translation memories, glossaries, terminology databases,
and linguistic assets in accordance with Contract requirements.
3.3 ASL Interpreting Services
a. Provide in-person ASL interpretations and virtual interpretations with the ability to
navigate virtual interpreting platforms.
b. Provide sign-to-voice and voice-to-sign interpretations.
c. Interpret in confidential employment-related settings, including personnel,
disciplinary, investigatory, workplace accommodation, and other sensitive
meetings.
d. Use and interpret school-related and academic vocabulary.
e. Provide sign language interpretation services, including teacher consultation,
appropriate to meet the needs of individual students as determined by
Individualized Education Plan (IEP) teams.
f. Ensure assigned interpreters have the technical capability to effectively
participate in virtual platforms utilized by APS and maintain appropriate privacy
and confidentiality standards during virtual assignments.
g. Arrive fifteen (15) minutes prior to each assignment and remain up to twenty (20)
minutes after the scheduled start time if participants are delayed.
h. Follow the Registry of Interpreters for the Deaf (RID) and/or Cued Language
Translator (CLT) code of conduct.
3.4 Contractor & Personnel Requirements
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The Contractor shall:
a. Demonstrate experience providing translation services for educational,
governmental, or public-sector organizations.
b. Demonstrate experience providing professional American Sign Language (ASL)
interpreting services for educational institutions, public agencies, or similar
organizations.
c. Maintain personnel qualified to provide translation services in the languages
requested by APS.
d. Maintain the staffing and resources necessary to perform the services both
online and in person.
e. Designate a contract representative responsible for communication and
coordination with APS.
f. Demonstrate the ability to provide secure transmission and storage of documents
when required.
g. Maintain quality assurance procedures for translation review and verification.
h. Demonstrate experience supporting educational institutions, public agencies, or
similar organizations.
i. Demonstrate the ability to provide translation services in the languages identified
by APS.
j. Demonstrate quality assurance and review procedures for translated materials.
k. Possess certifications include Registry of Interpreters for the Deaf (RID), National
Association of the Deaf (NAD), Educational Interpreters Performance
Assessment Score of 4-5 (EIPA 4-5), and/or Cued Language Translator (CLT)
national certification
3.5. MINIMUM QUALIFICATIONS
Offerors must meet all minimum qualifications outlined below. Failure to meet minimum
qualifications may result in disqualification.
3.5.1 Contractor Qualifications
The Contractor shall:
a. Have a minimum of three (3) years of experience providing professional translation
services for educational institutions, public agencies, or similar organizations.
b. Have at least three years’ experience providing American Sign Language (ASL)
interpreting services for educational institutions, public agencies, or similar
organizations.
c. Have adequate personnel with at least two years of experience providing interpretation
services and possess the required certification highlighted above.
d. Have adequate personnel with at least two years of experience providing ASL services.
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SECTION 4 — DELIVERABLES / PERFORMANCE REQUIREMENTS
Translation and Interpretation Services
Deliverable
Description
Frequency
Deliverable #1 – Written
Translation Services
Translated APS documents and
communications in requested languages.
As Requested
Deliverable #2 – Edited and
Proofread Deliverables
Completed translations including editing, review,
and proofreading.
As Requested
Deliverable #3 – Final
Translation Deliverables
Final translated files in APS-required formats. As Requested
Deliverable #4 –
Translation Memory and
Terminology Support
Maintenance and application of APS-approved
glossaries, terminology databases, style guides,
and translation memories.
Throughout
Contract Term
Deliverable #5 – Secure
File Handling
Secure receipt, storage, transmission, and
management of APS documents.
Throughout
Contract Term
Deliverable #6 – Project
Coordination
Project management, APS communications,
scheduling, and issue resolution.
Throughout
Contract Term
Deliverable #7 –
Translation Activity Reports
Reports identifying volume, languages,
turnaround times, rework, and performance
metrics.
Quarterly and
As Requested
Deliverable #8 –
Compliance with Service
Levels
Compliance with APS turnaround requirements Throughout
and performance measures.
Contract Term
ASL services
Deliverable
Emergency
Service
Coverage
Description
Delivery
Format
Due
Date
Acceptanc
e Criteria
Availability for urgent or
same-day requests
E-
mail/Phon
e
Ongoing
Response
Within
Agreed
Timeframe
5|Page
This page summarizes the opportunity, including an overview and a preview of the attached documents.
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