24-347_IFB.pdf

CALIFORNIA STATE TRANSPORTATION AGENCY GAVIN NEWSOM, Governor

DEPARTMENT OF MOTOR VEHICLES

ADMINISTRATIVE SERVICES DIVISION

P.O. BOX 932382

SACRAMENTO, CA 94232-3820

California Relay Telephone Service for the deaf or hard of hearing from TDD Phones: 1-800-735-2929; from Voice Phones: 1-800-735-2922

ADM 668 (REV. 1/2019) DMVWeb A Public Service Agency

24-347

INVITATION FOR BID

Notice to Prospective Bidders

February 27, 2025

You are invited to review and respond to this Invitation for Bid (IFB) entitled 24-347 – Foreign Language Translation of Various Departmental Documents and Audio Recording Services for the Department of Motor Vehicles. This IFB is advertised in the California State Contracts Register through Cal eProcure at:

http://www.caleprocure.ca.gov or http://www.dgs.ca.gov

Please note that you must register with Cal eProcure in order to download IFB packages and any other provided documents from the Cal eProcure website.

Bidders are advised to check the Cal eProcure website for addendums, modifications, and updates to the bid documents. The Department of Motor Vehicles (DMV) is not responsible for failure of the prospective bidder to check for any bid document updates, changes, or answers to questions posted on Cal eProcure. Failure to periodically check the website will be at the bidder's sole risk.

In submitting your bid, you must comply with the instructions found herein. Your bid must be submitted via email (the DMV will not accept a mailed or hand-delivered bid).

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site:

http://www.dgs.ca.gov

In the opinion of the DMV, this IFB package is complete and without need of explanation. The contact person for this IFB is:

Ada Davis Department of Motor Vehicles

Phone: (916) 818-2847 Email: ada.davis@dmv.ca.gov

Please note that no verbal information given will be binding upon the state unless such information is issued in writing as an official addendum.

Ada Davis Contract Administrator http://www.dgs.ca.gov/

TABLE OF CONTENTS

SECTION

➢ BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

2. Bidder Qualifications

3. Schedule of Events

4. Written Questions

5. Submission of Bid

6. Bid Opening

7. Disposition of Bids

8. Evaluation and Selection

9. Notice of Intent to Award Contract

10. Protest

11. Notice of Contract Award

12. Standard Conditions of Service

13. Required Documents (Awarded Contractor)

14. Bid Preference(s)

15. Bid Incentive(s)

16. Generative Artificial Intelligence (GenAI)

➢ STANDARD AGREEMENT FORM (SAMPLE)

➢ EXHIBIT A – Scope of Work

➢ EXHIBIT B – Budget Detail and Payment Provisions

➢ EXHIBIT C – General Terms and Conditions

➢ EXHIBIT D – Special Terms and Conditions

➢ EXHIBIT E – Additional Provisions

➢ EXHIBIT F – Confidentiality Statement

➢ EXHIBIT G _ Audio Verification Form

➢ EXHIBIT H Translation/Proofreading Verification Form

➢ EXHIBIT I Audio Verification Form

➢ EXHIBIT J Certification of Translator and Proofreader

➢ EXHIBIT K Items To Be Translated

➢ APPENDIX A The United States Department of Transportation Standard Title VI/Non-Discrimination Assurances DOT Order No. 1050.2A

➢ APPENDIX E The United States Department of Transportation Standard Title VI/Non-Discrimination Assurances DOT Order No. 1050.2A

➢ REQUIRED BID DOCUMENTS CHECKLIST

➢ ATTACHMENT 1 – Bid/Bidder Certification Sheet

➢ ATTACHMENT 2 – Cost Sheet

➢ ATTACHMENT 3 – Payee Data Record

➢ ATTACHMENT 4 – Bidder Declaration & Subcontractor/Supplier List

➢ ATTACHMENT 5 – Darfur Contracting Act

➢ ATTACHMENT 6 – California Disabled Veteran Business Enterprise Participation Requirement and Incentive

➢ ATTACHMENT 7 – California Civil Rights Laws Certification

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

A. Foreign language translation of various departmental documents and audio recording services for the Department of Motor Vehicles. Term: Twenty-four (24) months with a DMV option to extend for twelve (12) months additional (see Schedule of Events for proposed start date of contract). See Exhibit A, Scope of Work, for a complete description of services

2. Bidder Qualifications

A. The bidder’s principal place of business must be within the State of California.

B. The bidder must be able to perform audio recording services at a location designated by the DMV Project Manager within a twenty-five (25) mile radius of DMV Headquarters located at 2415 First Avenue, Sacramento, CA 95818.

C. The bidder shall submit with their bid Exhibit F, Confidentiality Statement.

D. The bidder shall have experience working on project(s) similar to the work described in Exhibit A, Scope of Work. A minimum of three (3) references must be provided with the bid.

E. The bidder shall submit with their bid Exhibit J, Certification of Contractor Experience, to certify that the personnel utilized have four (4) years of experience in the following:

(1). Desktop publishing of forms.

(2). Publications.

(3). Computer graphic and layout using color separations.

(4). Knowledge of accessibility laws and requirements and ability to create files which ensures that DMV is in compliance with those laws as outlined in Exhibit A, Section 10, H.

F. The bidder must possess all necessary computer, electronic equipment, and software (i.e.

Adobe InDesign, Adobe PDF, Microsoft Word, Microsoft Excel, Notepad, HTML, JSON, Unicode, etc.) to perform the services described in Exhibit A, Scope of Work. The bidder shall provide an "Availability of Equipment to Perform Services" statement with their bid submission. This statement shall include the bidder's permanent work site address and a list of the bidder's computer, electronic equipment, and software that is available to perform the translation services described in Exhibit A, Scope of Work. The DMV shall be solely responsible for determining if the bidder's computer, electronic equipment, and software are acceptable to perform the services described in Exhibit A, Scope of Work.

G. The bidder shall submit Exhibit I, Certification of Translator and Proofreader, with their bid certifying that all translators and proofreaders utilized by the bidder possess either a minimum of five (5) years of translation experience or a translator certificate from the American Translators Association or equivalent. The awarded contractor shall provide proof of experience/certification during the term of the Agreement when requested by the DMV.

H. On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid, the bidder represents that it is not a target of Economic Sanctions. Should the State determine, at any time prior to the execution of a contract, that the bidder is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the bidder’s bid by the DMV.

BIDDER REQUIREMENTS AND INFORMATION

3. Schedule of Events

Event Date Time

(1). IFB available to prospective bidders: 2/27/2025 N/A

(2). Written questions regarding IFB are due by:

(Note: See additional info in Section 4.)

3/10/2025 5:00 pm

(3). Written responses to questions released by: 3/12/2025 4:30 pm

(4). Final date for bid submission:

(Note: See additional info in Section 5.)

3/26/2025 N/A

(5). Date of bid opening:

(Note: See additional info in Section 6.)

3/27/2025 11:59 pm

(6). Proposed start date of contract: 6/1/2025 or upon contract approval

N/A

4. Written Questions

A. Submit all written questions via email to the contact person indicated on the cover page of this IFB package no later than the date and time specified in the Schedule of Events. Written responses to IFB questions will be released by the date and time specified in the Schedule of Events and viewable in the online project advertisement in Cal eProcure at:

http:/www.caleprocure.ca.gov.

5. Submission of Bid

A. Bids must be received via email no later than the date specified in the Schedule of Events. The DMV will not accept any bids that are mailed or hand-delivered.

(1). Bids shall be emailed in non-fillable PDF format (one [1] file that includes all required bid documents) to DMVBIDS@dmv.ca.gov. Only bids sent to this email will be considered.

Bids that contain any bid information in the body of the email may be rejected. Bids shall be sent to the email address listed above and contain the following information in the Subject Line only:

a. Bid # 24-347 for ADA DAVIS for FOREING LANGUAGE TRANSLATION SERVICES Due: 3/26/2025

1. Bids may be deemed non-responsive if the subject line does not contain the above information.

(2). Emails shall not exceed one hundred (100) megabytes (MB) in size.

(3). Emailed bids will not be opened until after the date specified in the Schedule of Events.

B. Bids must be received by the DMV no later than the date specified in the Schedule of Events.

Any bid received after the specified due date shall be rejected.

C. Bids shall include all required bid documents identified in the Required Bid Documents Checklist. Only submit the required bid documents with your bid, not the entire IFB package. Bids not including the required bid documents shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

mailto:DMVBIDS@dmv.ca.gov

D. Bidders are responsible for ensuring the accessibility and legibility of the submitted documents.

Bids that are not accessible or legible may be rejected.

E. All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm.

F. Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications shall not be considered and shall cause a bid to be rejected.

G. Costs for developing bids in anticipation of award of the contract are entirely the responsibility of the bidder and shall not be charged to the DMV.

H. An individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet (Attachment 1). The signature must indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

I. A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, shall not be considered.

J. A bidder may withdraw their bid by submitting a written withdrawal request to the DMV, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

K. The DMV may modify this IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

L. Bidders are cautioned to not rely on the DMV during the evaluation to discover and report to the bidder any defects and errors in the submitted documents. Bidders, before submitting their documents, should carefully proof them for errors and adherence to the IFB requirements.

M. Where applicable, bidders should carefully examine work sites and specifications. Bidders shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the contract amount shall be made due to a lack of careful examination of work sites and specifications.

N. All documents submitted in response to this solicitation will become the property of the State of California and may be subject to the California Public Records Act (Government Code section 6250 et seq.). This includes any contact information within the documents, including that of references. Additionally, to the extent that a bidder believes its bid contains trade secret or proprietary information intended to be confidential, it is the bidder’s responsibility to identify and redact such information. A separate redacted copy of the bid must be submitted along with the original unredacted bid, and it will be the bidder’s responsibility to defend any redactions should a requester dispute them under the Public Records Act. In the absence of a pre-redacted bid, the DMV will treat the entire bid as a public record, except any information the DMV is required to redact under California law.

6. Bid Opening

A. If you plan to attend the public bid opening, you must email the contact person indicated on the cover page of this IFB no less than 24 hours prior to the bid opening date and time. The contact person will email the bid opening information, held virtually through Microsoft Teams.

7. Disposition of Bids

A. All documents submitted in response to this IFB shall become the property of the State of California, and shall be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.). However, the contents of all proposals, draft bids, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a bidder's bid, shall be held in the strictest confidence until notice of award is released. The content of all working papers and discussions relating to a bid shall be held in confidence indefinitely, unless the public's interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement, or evaluation of a bid.

8. Evaluation and Selection

A. Each bid shall be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

B. The DMV shall put each bid through a process of evaluation to determine its responsiveness to the DMV's needs.

C. A bidder may be deemed not responsible and their bid may be rejected if they have previously been terminated for cause/breach for the same or similar services at the location designated in this IFB.

D. All bids may be rejected whenever the DMV determines that the cost is not reasonable or otherwise in the best interest of the DMV. There is no requirement to award a contract if, in the opinion of the DMV, no bids were received containing a reasonable contract price or if there is another business-based reason not to make an award.

E. Bids that contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by the bidder, may be rejected. If, in the opinion of the DMV, such information was intended to mislead the DMV in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this IFB, it shall be the basis for rejection of the bid.

F. A bid may be rejected if it is conditional or incomplete. The DMV may reject any or all bids and may waive any immaterial deviation in a bid. The DMV's waiver of immaterial defect shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the contract.

G. A bid may be rejected if it contains any alterations of form or other irregularities of any kind.

The DMV does not accept alternate contract language from prospective contractors. Bids with such language shall be considered a counter proposal and shall be rejected. The State’s General Terms and Conditions (GTC) are not negotiable. The GTC may be viewed on the internet at: http://www.dgs.ca.gov.

H. The final selection shall be made on the basis of the lowest responsible responsive bid. In the event there is tie, each of the tied bidders shall be contacted by the contact person indicated on the cover page of this IFB regarding a date and time for a flip of a coin. The bidder whose bid was received first shall make the call. Bidders or their authorized representative(s) are allowed to be present for the flip of the coin.

9. Notice of Intent to Award Contract

A. Upon written request by any bidder via email, fax, regular mail, or personal delivery prior to award of the contract, the DMV shall email or fax bidders and post in a public accessible place, a written notice of intent to award contract no less than five (5) DMV business days prior to awarding the contract. All written requests must be submitted to and received by the contact person indicated on the cover page of this IFB prior to award of the contract.

B. Whenever a contract is awarded under a procedure which provides for competitive bidding, but the contract is not to be awarded to the lowest bidder, the DMV shall:

(1). Notify the lowest bidder in writing by email, fax, overnight courier, or personal delivery no less than five (5) DMV business days prior to the award of the contract.

10. Protest

A. If any bidder, prior to the award of the contract, files an initial protest with the DMV and the Department of General Services (DGS) on the grounds that the protesting bidder is the lowest responsive responsible bidder, the contract shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

B. Within five (5) calendar days after filing an initial protest with the DMV and DGS, the protesting bidder shall file a full and complete written statement with the DMV and DGS specifying the grounds for the protest, including: the IFB number, the name of the State agency involved, and the agency contract person. Protestants should also include their fax number if they have one.

C. A written protest must be sent by email to the DGS, Office of Legal Services (OLS) at OLSProtests@dgs.ca.gov, as well as the Contract Administrator listed on the cover letter of this

IFB.

11. Notice of Contract Award

A. The DMV shall email, fax, or mail bidding contractors a written notice of contract award.

12. Standard Conditions of Service

A. Following the release of the written notice of contract award, the DMV shall email, fax, or mail the awarded contractor a prepared contract for signature that includes a cover letter instructing the awarded contractor on how to proceed. The cover letter may request that additional information and/or required documents be provided by the awarded contractor before the contract can be fully executed.

B. Services shall be available on the expressed date set by the DMV after all approvals have been obtained and the contract is fully executed.

C. All performance under the contract shall be completed on or before the termination date of the contract.

D. No oral understanding or agreement shall be binding on either party.

13. Required Documents (Awarded Contractor)

A. Prior to approval of the contract, unless otherwise specified below, the awarded contractor shall provide the DMV with all of the following required documents within twenty (20) calendar days after the contract has been forwarded to the awarded contractor for signature. If the awarded contractor fails to provide the DMV with all of the following required documents within the above specified number of calendar days after the contract has been forwarded to the awarded contractor for signature, the DMV may deem the awarded contractor as non-responsive and may rescind the contract award:

mailto:OLSProtests@dgs.ca.gov

(1). Contractor Certification Clauses

a. The awarded contractor shall sign and submit to the DMV, page one (1) of the Contractor Certification Clauses (CCC) which can be found on the Internet at:

http://www.dgs.ca.gov.

(2). Insurance Requirements

a. When requested by the DMV, the awarded contractor shall provide the DMV with all of the following certificate(s) of insurance (Note: The DMV shall not be responsible for any premiums or assessments on insurance policies):

1. Commercial General Liability

A. Coverage shall provide limits of not less than $1,000,000.00 per occurrence for bodily injury and property damage liability combined. The policy shall include coverage for liabilities arising out of premises operations, independent contractors, products/completed operations, personal and advertising injury and liability assumed under an insured contract. This insurance shall apply separately to each insured against whom claim is made or suit is brought subject to the Contractor’s limit of liability.

B. The insurance policy shall include the following additional insured endorsement that shall be under form acceptable to DGS, Office of Risk and Insurance Management (ORIM):

(1). The State of California, its officers, agents and employees are included as additional insured, but only with respect to work performed for the State of California.

2. Professional Liability

A. Coverage shall provide limits of not less than $1,000,000.00 per occurrence and $3,000,000.00 in the aggregate, covering any damages caused by a negligent error, act, or omission.

B. By signing the contract, the awarded contractor certifies that the carrier of any professional liability insurance required in the performance of the contract has knowledge of the awarded contractor’s extension of services to the DMV.

3. Worker’s Compensation

A. Employer liability limits of not less than $1,000,000.00 are required if the awarded contractor employs any person, in any manner, that is subject to the Workers Compensation Laws of California. The awarded contractor shall maintain statutory workers compensation and employer’s liability coverage for all of its employees who will be engaged in the performance of the contract. If the awarded contractor does not employ any person, in any manner, so as to not become subject to the Workers’ Compensation laws of California, the awarded contractor shall contact the DMV Contract Administrator to request a Workers’ Compensation Exemption Certification form. This form shall be completed by the awarded contractor and submitted to the DMV prior to approval of the contract.

B. The awarded contractor’s workers compensation insurance policy shall be endorsed with a waiver of subrogation in favor of the State of California in the event the awarded contractor employs any person, in any manner, that is subject to the Workers Compensation Laws of California.

14. Bid Preference(s)

A. The following preferences are applicable to this IFB:

(1). Small Business Enterprise (SBE) Preference

a. SBE Preference information can be found at the following internet web site:

http://www.dgs.ca.gov.

(2). Non-Small Business (Non-SB) Preference

a. Non-SB preference information can be found at the following internet web site:

http://www.dgs.ca.gov (Note: Non-SB Preference cannot displace a direct award to a California certified Small Business or a California certified Micro Business).

15. Bid Incentive(s)

A. The following incentive is applicable to this IFB:

(1). Disabled Veteran Business Enterprise (DVBE) Participation Incentive

a. See Attachment 6 for DVBE Participation Incentive information (Note: DVBE Participation Incentive cannot displace a direct award to a California certified Small Business or a California certified Micro Business).

16. Generative Artificial Intelligence (GenAI)

A. The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

B. Bidders must notify the State in writing if their solution or service includes, or makes available, any GenAI including, GenAI from third parties or subcontractors.

C. The State has developed a GenAI Reporting and Factsheet (STD 1000) to be completed by the Bidder. Failure to submit the GenAI Reporting and Factsheet (STD 1000) will result in disqualification of the Bidder. Failure to report GenAI to the State may void any resulting contract. The State reserves its right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

D. Upon receipt of a Bidder GenAI Reporting and Factsheet (STD 1000), the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

The remainder of this page is intentionally left blank.

DO NOT COMPLETE OR SUBMIT WITH YOUR BID!

EXHIBIT A

SCOPE OF WORK

1. Contractor’s Full Business Name (to be completed by the DMV), hereinafter referred to as the Contractor, agrees to provide the Department of Motor Vehicles (DMV) all labor, tools, materials, equipment, and travel necessary to perform accurate foreign language translation and audio recording services for the term of this Agreement.

2. Background

A. The Department of Motor Vehicles (DMV) is committed to eliminating language barriers that would preclude Limited English Proficient and non-English-speaking customers from receiving DMV services.

B. State language service requirements were established by the Dymally-Alatorre Bilingual Services Act of 1973 (the Act), which is contained in Government Code (GC) §§7290 through

7299.8. The Act mandates that each state department directly involved in providing public service eliminate language barriers to ensure all Californians equal access to public services.

The DMV is required to provide translated, printed material for any language that meets a contact threshold of five percent (5%) at the local office level.

3. Written translation services shall be performed at the Contractor or translator’s place of business. The Contractor shall be located within the State of California. Audio recording services shall be performed at a location designated by the DMV Project Manager. The audio recording location shall be within a twenty-five (25) mile radius of the DMV Headquarters located at 2415 First Avenue, Sacramento, CA 95818.

4. Commencement of Work

A. The Contractor shall commence work under this Agreement on the specified start date provided by the DMV Project Manager following the execution of this Agreement by the State. The DMV Project Manager shall provide the Contractor with written notification of the start date prior to the Contractor commencing work under this Agreement.

5. All translation services shall be performed on an as-needed basis. The DMV does not guarantee a minimum or maximum quantity of foreign language translation services to be utilized during the term of this Agreement. Schedules and deadlines shall be determined by the DMV for the term of this Agreement.

6. The Contractor shall designate a Project Manager that shall be available Monday through Friday, from 8:00 a.m. to 5:00 p.m., Pacific Standard Time, excluding state holidays. In the event that the Project Manager is unavailable, the Contractor shall designate an alternate point of contact.

7. The Project Managers during the term of this Agreement shall be:

Department of Motor Vehicles Contractor Name (TBD)

Name: TBD Name: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

The remainder of this page is intentionally left blank.

8. Any questions or issues regarding the management of this Agreement shall be directed to the following Contract Coordinators:

Department of Motor Vehicles Contractor Name (TBD)

Name: TBD Name: TBD

Address: TBD Address: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

9. In the event of any changes to the name, address, and/or contact information for the Project Managers and/or Coordinators identified in this Exhibit, the party making the changes shall notify the other party in writing.

10. Detailed description of work to be performed and duties of all parties:

A. Items to be Translated

(1). The Contractor shall translate the following items from English to foreign language, and/or foreign language to English:

a. California Driver Handbook (DL 600).

b. California Motorcycle Handbook (DL 665).

c. Driver’s Automated Knowledge Tests (Original/Provisional/Renewal/Signs).

d. Commercial Driver’s Automated Knowledge/Endorsement Tests.

e. Motorcycle Driver’s Automated Knowledge Tests.

f. AKT Web Screens.

g. Web Screens (website/kiosk).

h. Departmental Forms.

i. Miscellaneous Departmental Documents.

j. Foreign Language Audio Recording.

B. Language Types to be Translated

(1). The Contractor shall translate the following language types from English to foreign language, and/or foreign language to English:

1. Amharic

2. Arabic

3. Armenian

4. Assyrian

5. Bengali

6. Cantonese

7. Chinese Traditional

8. Croatian

9. Dari

10. Farsi - Persian

11. French

12. German

13. Greek

14. Hebrew

15. Hindi

16. Hmong

17. Hungarian

18. Indonesian

19. Italian

20. Japanese

21. Khmer

22. Korean

23. Laotian

24. Mandarin

25. Nepali

26. Pashto

27. Polish

28. Portuguese

29. Punjabi

30. Romanian

31. Russian

32. Samoan

33. Tagalog

34. Thai

35. Tongan

36. Turkish

37. Urdu

38. Vietnamese

39. Other Miscellaneous Languages not Identified

C. Experience

(1). Translator and Proofreader - The Contractor shall be responsible for ensuring that each translator and proofreader utilized during the term of this Agreement has the appropriate experience, education, and/or certification necessary to perform the services required. The Contractor shall utilize translators and proofreaders that possess one of the following:

a. A minimum of five (5) years of professional translation work experience.

b. A 4-year college degree in the target language.

c. A translator certificate from the American Translators Association or equivalent.

(2). The Contractor and each employee utilized to perform the following services under this Agreement shall have a minimum of four (4) years of experience in:

a. Desktop publishing of forms.

b. Publications.

c. Computer graphic and layout using color separations.

d. Knowledge of accessibility laws and requirements and ability to create files which ensures that DMV is in compliance with those laws as outlined in EXHIBIT A, Section 10, H.

(3). The Contractor shall provide proof of experience and/or certification when requested by the DMV Project Manager throughout the term of this Agreement.

D. File Type

(1). The Contractor shall be responsible for the translation and formatting of written translation requests in the file type(s) determined by the DMV Project Manager.

(2). File type(s) shall include the following:

a. Adobe lnDesign.

b. Adobe PDF.

c. Microsoft Word.

d. Microsoft Excel.

e. Notepad.

f. Hypertext Markup Language (HTML).

g. JavaScript Object Notation (JSON).

h. Unicode.

(3). The Contractor shall provide translated files in the current software version, unless otherwise instructed by the DMV Project Manager.

(4). The Contractor shall provide translated files in OpenType fonts unless otherwise requested by DMV.

(5). The Contractor shall be responsible for all costs associated with software licenses.

E. Translation Services

(1). The DMV Project Manager or their designee will submit requests for translation to the Contractor. For each translation request, the Contractor shall use the files provided by the DMV. The documents to be translated shall be transmitted to the Contractor in one of the following ways:

a. Email.

b. Secure File Transfer (SFT). The DMV shall provide the Contractor with SFT registration information.

c. Another DMV approved secure file transfer drive.

d. The Contractor shall return completed translation files to the DMV Project Manager via the same method that they were received.

(2). The Contractor is responsible for ensuring that all translations are free of grammatical, spelling, punctuation, formatting, and layout errors before the documents are submitted to the DMV Project Manager. The Contractor shall be responsible for making all necessary corrections and formatting/layout adjustments.

(3). All translations shall follow the layout, format, margins, font size, and page numbering of the English documents as closely as possible. Any deviations are subject to the approval of the DMV Project Manager.

(4). All DMV documents shall be translated so that readers with a fifth to sixth grade education can understand them. Contemporary colloquialisms shall not be considered an acceptable translation unless specifically called for in the text.

(5). Translations shall be rendered in a clear and concise manner, for maximum ease of comprehension.

(6). The vocabulary and syntax used in the translations shall be standard and relevant to the majority of California residents who speak, read, and write the pertinent language.

(7). Literal word-for-word translations shall be avoided, as it can be confusing and difficult to comprehend by the reader.

(8). If a word or phrase used on a road sign is contained in the text, the English road sign words shall remain in English followed by the translation in parenthesis.

(9). When translating titles for books, pamphlets, or references to state and local agencies, the Contractor shall translate the title, as well as provide the equivalent English name in parenthesis when the name is introduced for the first time. Example: Department of Motor Vehicles (DMV).

(10). Memory files or previously translated documents shall not be used as a starting point for translations unless approved by the DMV Project Manager.

(11). When new partial translations are required to an already transmitted document, The Contractor will remove old content, translate new content, and insert it into the previously translated document provided by the DMV Project Manager.

F. Formatting and Layout

(1). The DMV Project Manager shall determine the formatting and layout requirements needed for each written translation request.

(2). The composed page format shall match as closely as possible, page for page, to the English format. Any exceptions are subject to the prior written approval of the DMV Project Manager.

(3). The density of the type shall not be less than 1200 dpi output.

(4). The font size and text type shall match those used in the English version, including the major headings and sub-headings. The Contractor shall only change the font size and/or the space between lines and paragraphs (leading) to typeset translation on each page-for-page based on the English version. Font size shall not be reduced to any less than 9.5.

(5). The text shall fit around all graphics, photographs, and artwork.

(6). The layout shall be spaced around the artwork, which shall mirror the English version.

Rearrangements to any artwork is strictly prohibited.

(7). Should any deviations be deemed necessary to complete the requested translation work, the Contractor shall obtain the written approval of the DMV Project Manager before making any changes.

(8). In compliance with California Government Code Section 11135 and Section 508 of the U.S. Rehabilitation Act, all documents and publications shall meet all Level A and AA success criteria and conformance requirements of the Web Content Accessibility Guidelines (WCAG) 2.1, including:

a. Documents shall retain the same heading structure.

b. Lists and headings shall be created using built-in styles.

c. Alternative text applied to non-text items. such as logos and graphics. shall be translated.

(9). All final products shall be forwarded to the DMV Project Manager in the file type(s) determined by the DMV, and shall include all fonts, links, no compression, and use a CMYK color model.

G. Proofreading

(1). Each written translated document shall be proofread as follows:

a. Translators shall proofread their translated documents.

b. A certified second-party shall proofread each translated document. The second party proofreading shall occur after formatting and layout are complete to ensure that the translation content follows the English document and is free of grammatical, spelling, punctuation, formatting, and layout errors. Each second-party proofreader shall perform a final quality document review to ensure text accuracy, completeness, layout, and document formatting meets the DMV's requirements.

c. For each document translated, the Contractor shall complete a Translation/Proofreading Verification Form, which is incorporated into this Agreement as Exhibit G. The translator, second-party proofreader, and Contractor Project Manager are required to sign the Translation/Proofreading Verification Form. The Contractor shall submit the fully completed and signed Translation/Proofreading Verification Form to the DMV Project Manager prior to submitting an invoice for payment.

d. Second-party proofreading shall be completed at no additional cost to the DMV.

H. Accessibility

(1). The Contractor shall make files accessible after the entire or partial translated and formatted project has been approved by the DMV Project Manager. The following standards for accessibility shall apply to all digital content, including documents, publications, forms, and miscellaneous items.

(2). As required by California Government Code 7405 and Section 508 of the U.S.

Rehabilitation Act; all digital content (i.e., documents, publications, and forms) shall meet Level A and AA success criteria and conformance requirements of the Web Content Accessibility Guidelines (WCAG) https://www.w3.org/TR/WCAG21/.

(3). Web File – PDF (current version): Documents shall be converted to PDF from the final translated file (using screen optimized setting for Internet and in compliance with California Government Code Section 11135, Section 508 of the U.S.

Rehabilitation Act and success criteria and conformance requirements of the Web Content Accessibility Guidelines (WCAG) 2.1.

(4). The PDF shall meet all Level A and AA success criteria and conformance requirements of the Web Content Accessibility Guidelines (WCAG) 2.1, including:

a. Forms shall contain embedded fonts.

b. Forms shall retain the same tag structure as the original document.

http://www.w3.org/TR/2018/REC-WCAG21-20180605/ http://www.w3.org/TR/2018/REC-WCAG21-20180605/

c. Alternative text applied to non-text items, such as logos and graphics, shall be translated.

d. Forms shall not be a scanned document (Forms shall not be an image of a document).

e. PDF files shall be created from InDesign or MS Word using the “Export” function (NOT “Print”).

f. Prior to “Exporting” as identified in “e” of this section, the title of the form, which is found in the “document properties” shall be added to the “file info” tab in the InDesign file.

g. The PDF shall be set to “high resolution”.

h. The PDF shall have the check box that reads “enable text access for screen reader devices for the visually impaired” checked.

i. In document properties of the PDF, the “initial view” tab shall be set to “document title” and target language shall be set in the “advanced” tab with the proper ISO

(639) language codes.

j. Tooltips of all form fields shall be translated.

I. Performance and Turnaround Time

(1). Written translation requests shall be translated at the rate of five-hundred (500) words per business day including layout, formatting, and proofreading.

(2). Any written translation request of five-hundred (500) words or less is due back to the DMV Project Manager within two (2) business days.

(3). If DMV identifies error(s) in the completed translation work, the DMV Project Manager shall notify the Contractor in writing. The Contractor shall be required to return corrections within two (2) business days of notification.

(4). For Foreign Language Audio Recording requests, the Contractor shall provide personnel within ten (10) business days of written notification from the DMV Project Manager.

(5). Requests for time extensions shall be considered on a case-by-case basis and are subject to the approval of the DMV Project Manager. The Contractor shall submit requests for time extensions in writing to the DMV Project Manager.

J. Written Items to be Translated

(1). The Contractor shall provide accurate foreign language translation, typesetting, layout, formatting, and second-party proofreading of the following items:

a. California Driver Handbook (DL 600)

1. The Contractor shall be responsible for the translation, typesetting, formatting, and layout of the California Driver Handbook (DL 600) in the target foreign language(s) determined by the DMV Project Manager.

2. The DMV estimates production of one (1) version of the California Driver Handbook (DL 600) per calendar year.

3. One (1) version of the California Driver Handbook (DL 600) is approximately 25,000 words per language type.

4. The DMV estimates that each version of the California Driver Handbook (DL 600) will require translation into up to ten (10) language types; the estimated language types are listed in Exhibit K, Items to be Translated.

5. Language types and quantities are subject to change. The DMV Project Manager shall provide the Contractor with the final list of language types required when the translation request is submitted.

6. The DMV Project Manager shall provide the Contractor with an electronic file of the California Driver Handbook (DL 600) written English templates.

The DMV Project Manager shall determine the file type(s).

7. Before submitting to the DMV Project Manager, the Contractor shall proofread the California Driver Handbook (DL 600). Proofreading shall occur following completion of translation, formatting, and layout for each language type requested. Refer to Exhibit A, Section 10, G for proofreading requirements.

8. The final deliverables shall adhere to all accessibility standards as defined in in Exhibit A, Section 10, H.

b. California Motorcycle Handbook (DL 665)

1. The Contractor shall be responsible for the translation, typesetting, formatting, and layout of the California Motorcycle Handbook (DL 665) in the target foreign language(s) determined by the DMV Project Manager.

2. The DMV estimates production of one (1) version of the California Motorcycle Handbook (DL 665) per 5 calendar years.

3. One (1) version of the California Motorcycle Handbook (DL 665) is approximately 17,000 words per language type.

4. The DMV estimates that each version of the California Motorcycle Handbook (DL 665) will require translation into up to ten (10)language types; the estimated language types are listed in Exhibit K of this Agreement.

5. Language types and quantities are subject to change. The DMV Project Manager shall provide the Contractor with the finalized list of language types required when the translation request is submitted.

6. The DMV Project Manager shall provide the Contractor with an electronic file of the California Motorcycle Handbook (DL 665) written English templates. The file type(s) shall be determined by the DMV Project Manager.

7. Before submitting to the DMV Project Manager, the Contractor shall proofread the California Motorcycle Handbook (DL 665). Proofreading shall occur following completion of translation, formatting, and layout for each language type requested. Refer to Exhibit A, Section 10, G for proofreading requirements.

8. The final deliverables shall adhere to all accessibility standards as defined in Exhibit A, Section 10, H.

c. Driver’s Automated Knowledge Test (Original/Provisional/Renewal/Signs)

1. The Contractor shall be responsible for the translation of the Driver’s Automated Knowledge Tests (AKT) in the target foreign language(s) determined by the DMV Project Manager.

2. The DMV estimates approximately 3,000 words, per calendar year, per language type based on individual questions.

3. The DMV estimates that the AKT Tests will be translated into thirty-six

(36) language types. The estimated language types are listed in Exhibit K of this Agreement.

4. Language types and quantities are subject to change. The DMV Project Manager shall provide the Contractor with the final list of language types required when the translation request is submitted.

5. The DMV Project Manager shall provide the Contractor with an electronic file of the English questions and answers for the AKT Tests to be translated. The DMV Project Manager shall determine the file type(s).

6. The Contractor shall provide the DMV Project Manager with the translated AKT Tests in a modifiable Unicode format.

7. Prior to submission to the DMV Project Manager, the Contractor shall proofread the AKT Tests. Proofreading shall occur following completion of translation, formatting, and layout for each language type requested.

Refer to Exhibit A, Section 10, G for proofreading requirements.

d. Commercial Driver’s Automated Knowledge/Endorsement Test

1. The Contractor shall be responsible for the translation of the Commercial Driver’s Automated Knowledge/Endorsement Test in the target foreign language(s) determined by the DMV Project Manager.

2. The DMV estimates approximately 1,000 words, per calendar year, per language type based on individual questions.

3. The DMV estimates that the Commercial Driver’s Automated Knowledge/Endorsement Test may be translated in up to four (4) language types. The estimated language types are listed in Exhibit K of this Agreement.

4. Language types and quantities are subject to change. The DMV Project Manager shall provide the Contractor with the final list of language types required when the translation request is submitted.

5. The DMV Project Manager shall provide the Contractor with an electronic file of the English questions and answers for the Commercial Driver’s

Automated Knowledge/Endorsement Tests to be translated. The DMV Project Manager shall determine the file type(s).

6. The DMV Project Manager shall provide the Contractor a glossary of DMV approved translated technical terms for each language type. The Contractor shall be required to use the approved DMV technical terms when translating the Commercial Driver’s Automated Knowledge/Endorsement Test. Any deviations shall be prohibited.

7. The Contractor shall provide the DMV with the translated Commercial Driver’s Automated Knowledge/Endorsement Tests in a modifiable Unicode format.

8. Prior to submission to the DMV Project Manager, the Contractor shall proofread the Commercial Driver’s Automated Knowledge/Endorsement Tests. Proofreading shall occur following completion of translation, formatting, and layout for each language type requested. Refer to Exhibit A, Section 10, G for proofreading requirements.

e. Motorcycle Driver’s Automated Knowledge Test

1. The Contractor shall be responsible for the translation of the Motorcycle Driver’s Automated Knowledge Tests in the target foreign language(s) determined by the DMV Project Manager.

2. The DMV estimates approximately 2,000 words, per calendar year, per language type based on individual questions.

3. The DMV estimates that the Motorcycle Driver’s Automated Knowledge Tests may be translated in up to thirty-six (36) language types. The estimated language types are listed in Exhibit K of this Agreement.

4. Language types and quantities are subject to change. The DMV Project Manager shall provide the Contractor with the final list of language types required when the translation request is submitted.

5. The DMV Project Manager shall provide the Contractor with an electronic file of the English questions and answers for the Motorcycle Driver’s Automated Knowledge Tests to be translated. The DMV Project Manager shall determine the file type(s).

6. The Contractor shall provide the DMV with the translated Motorcycle Driver’s Automated Knowledge Tests in a modifiable Unicode format.

7. Prior to submission to the DMV Project Manager, the Contractor shall proofread the Motorcycle Driver’s Automated Knowledge Tests.

Proofreading shall occur following completion of translation, formatting, and layout for each language type requested. Refer to Exhibit A, Section 10, G for proofreading requirements.

f. AKT Web Screens

1. The Contractor shall be responsible for the translation of the AKT Web Screens in the target foreign language(s) determined by the DMV Project Manager.

2. The DMV estimates approximately 1,000 words, per calendar year, per language type.

3. The DMV estimates that the AKT Web Screens will be translated in up to thirty-six (36) language types. The estimated language types are listed in Exhibit K of this Agreement.

4. Language types and quantities are subject to change. The DMV Project Manager shall provide the Contractor with the final list of language types required when the translation request is submitted.

5. The DMV Project Manager shall provide the Contractor with an electronic file of the AKT Web Screens to be translated and formatted. The DMV Project Manager shall determine the file type(s).

6. The Contractor shall provide the DMV Project Manager with the translated AKT Web Screens in a modifiable Unicode format.

7. Prior to submission to the DMV Project Manager, the Contractor shall proofread the AKT Web Screens. Proofreading shall occur following completion of translation, formatting, and layout for each language type requested. Refer to Exhibit A, Section 10, G for proofreading requirements.

g. Web Screens (website/kiosk)

1. The Contractor shall be responsible for the translation of Web Screens in the target foreign language(s) determined by the DMV Project Manager.

2. The DMV estimates approximately 119,663 words, per calendar year, per language type.

3. The DMV estimates that Web Screens will be translated in up to twelve

(12) language types. The estimated language types are listed in Exhibit K of this Agreement.

4. Language types and quantities are subject to change. The DMV Project Manager shall provide the Contractor with the final list of language types required when the translation request is submitted.

5. The DMV Project Manager shall provide the Contractor with an electronic file of the Web Screens to be translated and formatted. The DMV Project Manager shall determine the file type(s).

6. The Contractor shall provide the DMV Project Manager with the translated Web Screens in a modifiable Unicode format.

7. Prior to submission to the DMV Project Manager, the Contractor shall proofread the Web Screens. Proofreading shall occur following completion of translation, formatting, and layout for each language type requested. Refer to Exhibit A, Section 10, G for proofreading requirements.

h. Departmental Forms

1. The Contractor shall be responsible for the translation of various Departmental Forms in the target foreign language(s) determined by the DMV Project Manager.

2. The DMV estimates approximately 10,000…