Back to toolkit

Checklist 5: Guidance for Request for Proposals (RFPs) that Include AI Interpreting

Use this interactive checklist to prepare an RFP, validate compliance requirements, and document procurement readiness.

Checklist 5: Guidance for Request for Proposals (RFPs) that Include AI Interpreting

Progress is automatically saved in this browser.

Summary

Subtotal Ready
0
Subtotal Not Ready
0
Completion
0% (0/88)

5.1 Pre-RFP Planning Using the Toolkit

Max score: 9

Step 1: Complete Organizational Readiness Assessment (Checklist 1)

  1. Have you identified gaps that must be addressed before implementation?
  2. Have you determined whether your organization is ready to manage AI interpreting technology?
  3. Have you documented specific training and infrastructure needs?

Step 2: Conduct Risk Assessment (Checklist 3)

  1. Have you categorized use cases by risk level (no, low, moderate, significant, high)?
  2. Have you identified which scenarios are appropriate for AI interpreting, hybrid AI-human interpreting, or human-only interpreting?
  3. Have you established clear escalation requirements?

Step 3: Define Technical and Compliance Requirements

  1. Have you mapped language needs across all user groups?
  2. Have you identified applicable regulatory compliance requirements (for example HIPAA, ADA, Title VI)?
  3. Have you determined integration needs with existing systems?

Subtotal Ready: 0

Subtotal Not Ready: 0

Completion: 0%

5.2 Essential RFP Sections for AI Interpreting Services

Max score: 61

5.2.1 Scope of Services and Requirements

  1. Does the RFP clearly request AI-powered interpreting services that complement human interpreting capabilities?
  2. Does the scope explicitly include both spoken and sign language interpreting as required?
  3. Are core service requirements defined (language/modalities, seamless rollover, integration, regulatory compliance)?
  4. Are use-case categories clearly defined by risk level (low, moderate, high) with corresponding expectations?
  5. Are low-risk use cases listed explicitly from your assessment?
  6. Are moderate-risk use cases listed explicitly with human backup expectations?
  7. Are high-risk use cases explicitly restricted to qualified human interpreters?
  8. Does the RFP require vendors to address technical failures/equipment malfunctions?
  9. Does the RFP require vendor response on degraded performance due to audio quality, background noise, or limited bandwidth?
  10. Does the RFP require vendor response on sign-language limitations due to poor lighting or insufficient technical conditions?
  11. Does the RFP require protocols for communicating technical requirements to client IT staff?
  12. Does the RFP require minimum technical specifications and contingency plans for suboptimal environments?
  13. Does the RFP require vendor acknowledgment that AI interpreting performs best under controlled conditions?

5.2.2 Technical Specifications

  1. Are required spoken languages, dialects, and regional variations specified?
  2. Are required sign languages and signed variants specified?
  3. Are mixed-language/code-switching requirements specified where relevant?
  4. Are minimum accuracy thresholds specified by language pair?
  5. Does the RFP require documented testing methodology, conditions, data volume, last test date, and evaluation cadence?
  6. Are maximum latency requirements for real-time interpreting specified?
  7. Are uptime guarantees and SLA penalties specified?
  8. Are source transcription quality expectations and Word Error Rate thresholds specified per language pair?
  9. Are confidence-score thresholds and alert requirements specified?
  10. Are hardware/software requirements specified?
  11. Are integration/API requirements with existing systems specified?
  12. Are compatibility requirements for telehealth/video platforms specified where applicable?
  13. Are data export/reporting requirements for quality monitoring specified?
  14. Is accessibility compliance (WCAG 2.1 AA or better) explicitly required?
  15. Are IT support and training requirements for deployment specified?
  16. Are security/privacy requirements specified (encryption, dual authorization for AI use and data consent, retention controls, compliance certifications)?

5.2.3 Vendor Qualifications and Experience

  1. Are required vendor qualifications defined, including demonstrated delivery at expected volumes in your sector?
  2. Are sector-specific compliance requirements included as qualification criteria?
  3. Are technical support expectations, including 24/7 for critical scenarios, defined?
  4. Are financial stability requirements defined (for example audited statements for the prior period)?
  5. Are past performance case-study requirements defined (accuracy metrics, satisfaction, incident handling, escalation effectiveness)?
  6. Are reference requirements defined for similar clients (contact, contract value/duration, scope, delivered volume, performance outcomes)?

5.2.4 Evaluation Criteria Aligned with Toolkit Framework

  1. Does the evaluation model align with the Toolkit's three-pillar framework?
  2. Are weighted criteria clearly defined for technical fitness?
  3. Are weighted criteria clearly defined for total cost of implementation?
  4. Are weighted criteria clearly defined for organizational readiness support?
  5. Are weighted criteria clearly defined for vendor stability and support?
  6. Are required evidence artifacts for each weighted criterion clearly identified?

5.2.5 Mandatory Compliance Requirements

  1. Are pass/fail compliance requirements clearly marked as mandatory conditions of award?
  2. Are applicable regulations listed for your setting (including Title VI, ADA, Section 508 where applicable, HIPAA where applicable, and state requirements)?
  3. Are AI technology disclosure requirements defined (baseline performance by pair, data sources, bias mitigation, transparency, QA/error correction)?
  4. Are human interpreter integration requirements defined (immediate escalation mechanisms, qualified interpreter roster, hybrid support, seamless transitions)?

5.2.6 Pilot Testing Requirements

  1. Is pilot testing mandatory prior to contract award for finalists?
  2. Does pilot scope include representative use cases across risk categories?
  3. Does pilot scope include variable environmental conditions (noise, lighting, network)?
  4. Does pilot scope include multiple language pairs and communication modalities?
  5. Does pilot scope include escalation scenarios requiring human interpreter backup?
  6. Are pilot success metrics defined (accuracy thresholds, user satisfaction targets, technical parameters, escalation execution)?
  7. Is pilot evaluation process defined (joint evaluation team, structured feedback, issue documentation, final go/no-go recommendation)?

5.2.7 Contract Terms and Risk Management

  1. Are performance standards clearly defined (uptime, accuracy thresholds, response times, QA/reporting)?
  2. Are risk-allocation terms defined (liability, insurance, indemnification, breach handling)?
  3. Are contract management terms defined (performance reviews, update requirements, termination clauses, transition assistance)?

Subtotal Ready: 0

Subtotal Not Ready: 0

Completion: 0%

5.3 RFP Checklist Using Toolkit Components

Max score: 24

Pre-Release Overview

  1. Has organizational readiness assessment been completed and reflected in the RFP package?
  2. Has the risk assessment framework been applied to target use cases?
  3. Have vendor assessment criteria been developed and documented?
  4. Have setting-specific requirements been included?
  5. Has legal and compliance review been completed?
  6. Has stakeholder input been gathered and incorporated?

Pre-Release Review: RFP Content Verification

  1. Is the three-pillar evaluation framework clearly articulated in the RFP?
  2. Are technical specifications aligned with organizational requirements?
  3. Are sector compliance requirements fully addressed?
  4. Are pilot testing requirements complete and measurable?
  5. Are escalation and human interpreter requirements explicitly defined?
  6. Are accessibility and disability accommodation needs explicitly addressed?

Post-Award Implementation Readiness

  1. Will vendor assessment be executed using Checklist 4 criteria?
  2. Will pilot testing follow Checklist 3 risk assessment protocols?
  3. Are quality monitoring procedures established for post-award operations?
  4. Are staff training programs planned and scheduled?
  5. Is a recurring performance review schedule established?

Sample RFP Timeline Readiness

  1. Is a planning period defined for Toolkit assessments and stakeholder consultations?
  2. Is a drafting/review period defined for RFP content and legal compliance verification?
  3. Is a release/evaluation period defined with adequate vendor response time?
  4. Is a pilot period defined with explicit duration and evaluation gates before final award?
  5. Is final selection and contract award sequencing documented?
  6. Are owners and due dates assigned to each timeline phase?
  7. Are timeline dependencies and risk controls documented?

Subtotal Ready: 0

Subtotal Not Ready: 0

Completion: 0%