Let’s be honest, writing an RFP for language access services can feel like assembling furniture – except the instructions are in a language you don’t speak, half the screws are missing, and somehow, you still have extra pieces at the end.
You know what you want (a fully functional service), but the details? Those can get… tricky. So, we asked procurement professionals (the buyers) and proposal writers (the vendors AKA suppliers) alike: What makes a Language Access RFP clear, fair, and successful? Turns out, there’s a fine line between a well-written RFP and a procurement-induced headache.
THE DOS: SETTING YOUR RFP UP FOR SUCCESS
- Know the Industry – Start with an RFI
Procurement officials are often in charge of very different portfolios from IT to facilities maintenance, so they are jacks of all trades. To help in gaining knowledge in a particular area, consider researching the industry and engaging with potential suppliers through a Request for Information (RFI) or having a virtual townhall with current or perspective suppliers, before drafting an RFP. This helps refine your requirements and ensures you’re asking for what’s actually feasible and available in the market.
- Be Crystal Clear About Scope and Expectations
If you need interpreters available 24/7, say it. If you want coverage for Spanish and American Sign Language (ASL) but also rare languages like Tigrinya and Mam, spell it out. Vague requests lead to vague proposals, and nobody wants that.
- Take Questions into Consideration & Provide Thoughtful Answers
A Questions & Answers (Q&A) period is like a pre-flight safety check; without it, you’re inviting turbulence. Answer questions with detailed explanations instead of referring perspective bidders back to the RFP. This leads to better proposals and fewer misunderstandings.
- Understand Certification Limitations
Not all languages have certification tests. In fact, certification is only available in a limited number of languages, so requiring all interpreters and translators to be certified will limit the number of bidders able to submit their proposals, making it less competitive for the buyer.
- Provide Past Usage Volumes or Projections
When perspective suppliers have insight into expected service volumes, they can offer not only a more competitive pricing approach but also better input on their scalability and processes. The more data you share, the better the perspective suppliers can structure their pricing models.
- Be Transparent About Incumbent Rates
Sharing current rates (when allowed) can help vendors submit competitive, well-calculated bids. This increases competition and often leads to better pricing and service quality for buyers.
- Allow Added-Value Services
Some suppliers offer extra features like training, consulting, or additional services. Allowing these value-added services can expand contracts to include something you didn’t realize was going to be beneficial to your organization, thus improving overall service quality and user satisfaction.
THE DON’TS: AVOIDING PROCUREMENT PITFALLS
- Don’t Assume all Language Services are the Same
Telephonic interpreting is not the same as video remote interpreting. Document translation is not the same as audio translation. On-demand interpreting differs from prescheduled interpreting. Make sure your RFP reflects the specific services you need, rather than a one-size-fits-all approach.
- Don’t Assume all Languages Have the Same Rates
Not all languages are priced equally. Spanish does not cost the same as Punjabi, and Mandarin is not priced like Q’anjob’al. Languages with fewer trained interpreters or translators often come at a premium. Think of it like coffee – regular drip and a triple-shot oat milk caramel macchiato don’t come at the same price. Understanding these variations will help you set realistic expectations and budgets.
- Don’t Make Pricing the Sole Decision Factor
Yes, budgets matter. But the lowest bid isn’t always the best choice, especially if it means unreliable service. Balance cost with quality, responsiveness, and past performance.
- Don’t Bury the Important Details in a 100-Page Document
We get it, legalese is part of the process. But if crucial details are hidden on page 87, bidders might miss them. Be concise and put key requirements in front and center.
- Don’t Overlook Industry Standards
Some aspects of the language industry, like minimum charges for prescheduled interpreting appointments and cancellation policies, are standard practice. Recognizing these norms ensures a higher fulfillment rate, smoother contract execution and fair compensation for interpreters.
- Don’t Set Unrealistic Timelines
Giving bidders five business days to respond to a 50-page RFP is… ambitious (to put it nicely). Allow time for thoughtful, well-prepared proposals; your future self will thank you. Also, avoid answering questions just two days before the proposal due date. Vendors need sufficient time to adjust their proposals based on the responses.
- Don’t Require Perspective Suppliers’ Clients to Fill Out Lengthy Reference Questionnaires
Asking a bidder’s client to complete detailed reference questionnaires is a BIG ask. Instead, request reference contact information so you can reach out directly. This simplifies the process and increases response rates.
BONUS: WE’VE GOT YOUR BACK!
Want to make your RFP process smoother? We’ve put together a free checklist to guide you through the dos and don’ts of procuring language access services. If you’d like a copy, let us know – we’re happy to share! Email us at info@brombergtranslations.com with the subject: PROCUREMENT CHECKLIST.
Because at the end of the day, great RFPs lead to great partnerships. And nobody wants to end up with the language services equivalent of a wobbly Do It Yourself (DIY) shelf, held together by sheer willpower and a suspicious amount of duct tape. 😉