2025HCA2-Interpreter Services Coordinating Entity - Spoken Language

Find the full solicitation onWashington’s Electronic Business Solution (WEBS). Vendors not registered in WEBS will not receive updates or amendments to the solicitation, which may put them at a disadvantage.Estimated Schedule of Procurement ActivitiesIssue Request for ProposalsNovember 21, 2025Pre-Proposal ConferenceDecember 9, 2025 – 10 amLetter of Intent DueDecember 12, 2025 – 2 pmBidder Questions DueDecember 17, 2025 – 2 pmHCA Answers Posted*December 24, 2025 – 2 pmComplaints Due (if applicable) (5 Business Days prior to Proposals Due date)December 30, 2025Proposals DueJanuary 7, 2026 – 2 pmEvaluate Proposals*–January 14 - 28, 2026Conduct Oral Presentations Round 1, if required–February 3 - 5, 2026Announce “Apparent Successful Bidder” via WEBS*February 17, 2026Debrief Request Deadline (3 Business Days after the ASB announcement)February 20, 2026Negotiate ContractFebruary 21, 2026 - March 31, 2026Contract ExecutedBy March 31, 2026Security Design Review (SDR) Begins*April 1, 2026Contract Readiness Period ActivitiesApril – June 2026*Dates are anticipated and subject to change without an official amendment.HCA reserves the right in its sole discretion to revise the above schedule at any time.Purpose and ObjectivesThe Washington State Health Care Authority, hereafter called “HCA,” is initiating this Request for Proposals (RFP) to solicit Proposals from firms interested in providing scheduling and billing software, along with administrative services, to coordinate pre-scheduled In-Person Interpreting (IPI), Over-the-Phone Interpreting (OPI), and Video-Remote Interpreting (VRI) spoken language interpretation services for HCA contracted Medicaid enrolled healthcare providers.HCA seeks responses to this RFP from firms qualified to provide the aforementioned software and administration services and to subcontract with independent contractor interpreters represented by the Interpreters United Union (Local 1671 of WFSE, AFSCME, Council 28, AFL-CIO) and protected by the Language Access Providers Collective Bargaining Agreement.HCA’s Interpreter Services program is currently operating statewide under two contracts with one (1) Contractor.The awarded Bidder will coordinate Interpreter Services for Medicaid enrolled providers for their Medicaid eligible Clients receiving Medicaid covered services by subcontracting with Independent Contractor Qualified Interpreters in accordance with Exhibit B - Draft Contract.The Interpreter Services Program is an administrative program eligible for Federal Financial Participation (FFP) through CMS and is funded by state and federal Title XIX matching funds under the Social Security Act.The awarded Bidder must have policies and procedures in place and at a minimum include authorizing, scheduling, managing and making payments for all Interpreter Services as described in Exhibit B - Draft Contract. The awarded Bidder will be responsible for ensuring compliance with the CBA in all aspects of providing the services described in this RFP. This includes furnishing and maintaining software and all associated updates or changes, payment and all things incidental to the payment of Interpreter Services such as collection and payment of Union dues furnished through direct subcontracts with the Interpreters.HCA intends to awardonecontract to provide the services described in this RFP.Minimum QualificationsThe following are the minimum qualifications for Bidders:Bidder must be licensed to do business in the state of Washington or provide a commitment that it will become licensed in Washington within 30 calendar days of being selected as the Apparent Successful Bidder (ASB).The Bidder must maintain a business location in the state of Washington, staffed during standard business hours (8:00 AM – 5:00 PM, Monday through Friday) except on Washington State legal holidays as defined byRCW 1.16.050,or attest to opening a business location in the state of Washington, staffed during standard business hours (8:00 AM – 5:00 PM, Monday through Friday) except on Washington State legal holidays as defined byRCW 1.16.050,by July 1, 2026.Bidder must have an established customer service center, staffed during standard business hours (8:00 AM – 5:00 PM, Monday through Friday) except on Washington State legal holidays as defined byRCW 1.16.050, and have a minimum of5 years’ experience operating the customer service center.The Bidder must provide services across the state of Washington and the border cities in the states of Oregon and Idaho as defined byWAC 182-501-0175.The Bidder must adhere to allWaTech ITSecurity Policies and is required to pass a Security Design Review as outlined in the RFP timeline, and prior to contract start date.The Bidder must comply withADA Accessibility standards(WCAG, V2.0 compliant) for all services provided under this contract.The Bidder must comply with HIPAA requirements for all services provided under this contract and enter into a Business Associate Agreement. Bidder must have 5 years’ experience complying with HIPAA.The Bidder must have a disaster preparedness plan for continuing to perform work under this contract. At a minimum the disaster preparedness plan needs to address overall operations, the Customer Service Center Operations, web-based application operations, information systems and security, and a communication plan for the parties impacted.The Bidder must have at least 5 years’ experience operating a web-based scheduling application to coordinate interpreter services and payments for interpreter requests.The Bidder must have at least 5 years’ experience operating OPI services and software that supports connecting providers and patients to interpreters.The Bidder must have at least 3 years’ experience operating VRI services and software that supports virtual interpreting needs of providers and patients.The Bidder must have an active NPI and at least 5 years’ experience in medical billing and claim submissions related to interpreter services billingThe Bidder must have establishedbilling software that supports HIPAA-compliant exchange of electronic data with HCA’s ProviderOne system. Experience must include Direct Data Entry (DDE), batch claiming, and Remittance Advice (RAs).The Bidder must have at least 3 years’ experience operating a data management system that includes a comprehensive set of technological tools, processes, and protocols used to receive, track, secure, store, and process appointment and interpreter payment data.The Bidder must have at least 5 years’ experience working with independent contracted interpreters.The Bidder must establish a sufficient pool of Qualified Interpreters, as defined in Exhibit B – Draft Contract, that will meet the agency demand of roughly 500,000 requests per year no later than July 1, 2026.The Bidder must have established processes and systems and at least 5 years’ experience managing, tracking, and storing complex independent contracted interpreter qualifications that are comparable to the type of qualifications outlined in Statement of Work in Exhibit B – Draft Contract.The Bidder must have effective accounting practices to include comprehensive accounts payable and accounts receivable that are capable of meeting the accounting requirements outlined in the Statement of Work in Exhibit B – Draft Contract.Failure to meet these Minimum Qualifications will result in a proposal being found non-responsive and eliminated from consideration.Solicitation CoordinatorNameScott HendersonE-Mail AddressHCAProcurements@hca.wa.govWEBS Commodity Codes:961-17 Interpreter Services961-46 Interpreter Services (Foreign Language, Hearing Impaired, etc.)961-92 Interpreter Services for American Sign Language and other forms of sign language for deaf/hard of hearing whose first language is sign language961-75 Translation ServicesSubmit any questions or concerns regarding this solicitation to the Solicitation Coordinator shown above.