25EO001_IFB_FINAL.pdf

arb.ca.gov 1001 I Street • P.O. Box 2815 • Sacramento, California 95812 (800) 242-4450

INVITATION FOR BID

Notice to Prospective Bidders IFB No. 25EO001

July 1, 2025

You are invited to review and respond to this Invitation for Bid (IFB) No. 25EO001, titled, “Bi- Lingual Interpretation and Translation.” In submitting your bid, you must comply with the instructions found herein.

This IFB is published online in the California State Contracts Register (CSCR) at https://caleprocure.ca.gov/pages/index.aspx. To ensure receipt of any addenda that may be issued, interested parties are encouraged to register online at: https://caleprocure.ca.gov.

The California Air Resources Board (CARB) deadline for receipt of bids is July 23, 2025, no later than 1:00 PM (PST). All bids received late will be rejected. The naming convention of the bid must be in the following format: “IFB 25EO001 [insert vendor name] Bid.” Bids must be received on or before the date and time specified herein and the email addresses provided below:

EMAIL IFB Bid to:

Purchasing@arb.ca.gov

Cc: Kelly.Chan@arb.ca.gov Cc: Rajdeep.Kaur@arb.ca.gov

You are advised that you are responsible for ensuring that your bid is received by the above listed contact person by the time and date required. Any bid reaching the contact person after the deadline date and time will be rejected.

In the opinion of the CARB, this IFB is complete and without need of explanation. However, if you have questions, notice any discrepancies or inconsistencies, or need any clarifying information, contact the person listed below. All questions must be submitted in accordance with the IFB instructions contained herein and sent via email directly to the below listed contact person and not through the Cal eProcure system.

Contact: Kelly Chan

Email: Kelly.Chan@arb.ca.gov CC: Rajdeep.Kaur@arb.ca.gov

We appreciate your interest in this project and hope to receive a bid from you if this is within your area of expertise.

California Air Resources Board

TABLE OF CONTENTS SECTION PAGE

I. PURPOSE / BACKGROUND / SCOPE OF WORK

II. BID INSTRUCTIONS AND INFORMATION

A. IFB Key Action Dates B. Submission of Bid C. Bid Submission Withdrawal D. Bidder Responsibilities E. Minimum Bidder Qualifications F. General Requirements G. Location H. Bid Rejection I. Signature J. Bid Opening and Evaluation K. Disposition of Bids L. Selection and Award M. Standard Conditions of Service N. Socio-Economic and Preference Programs O. Darfur Contracting Act Certification (DGS PD 1)

DRAFT STANDARD AGREEMENT

Draft Standard Agreement (STD 213) Exhibit A - Scope of Work Exhibit A - Attachment 1, Interpreter / Translator Requirements Exhibit A - Attachment 2, Code of Ethics, Professional Conduct and Confidentiality Exhibit B - Budget Detail and Payment Provisions Exhibit B - Attachment 1, Contractor Cost Sheet Exhibit D - Special Terms and Conditions Exhibit E - Additional Provisions

ATTACHMENTS

1. Required Attachment Checklist

2. Bid/Bidder Certification Sheet

3. Contractor Cost Sheet

4. Bidder References

5. Payee Data Record (STD 204)

6. Payee Data Record Supplement (STD 205) (if applicable)

7. Contractor Certification Clauses (CCC 04/2017)

8. Bidder Declaration (GSPD-05-105)

9. DVBE Bid Incentive Instructions

10. Darfur Contracting Act Certification (DGS PD 1)

11. California Civil Rights Laws Certification

12. Detailed Response for Minimum Qualifications

13. COVID-19 Prevention Contractor Self-Certification

14. Iran Contracting Act

I. PURPOSE / BACKGROUND / SCOPE OF WORK

The California Air Resources Board’s (CARB’s) mission is to promote and protect public health, welfare, and ecological resources through the effective reduction of air pollutants while recognizing and considering the effects on the economy of the state.

Per the Dymally-Alatorre Bilingual Services Act, and in alignment with CARB’s vision to address environmental justice and advance racial equity, the purpose of the services is to eliminate language barriers that prevent individuals whose primary language is not English from accessing State government services within the state of California.

The following contract shall ensure prompt and effective communication for the Limited English Proficient (LEP) public when conducting business with members of the public and constituents, California State agencies, other states, the federal government, applicants, employees, and businesses. This contract is to cover CARB’s interpretation and translation needs for all of California and its respective counties.

The contract term shall be for twenty-four (24) months from the date it is executed.

More detailed information can be found in the Draft Standard Agreement.

CARB’s budget for this project is Three Million Nine Hundred Thousand Dollars and Zero Cents ($3,900,000.00). Bids exceeding this amount may be deemed non-responsive and ineligible for award.

The State reserves the option to renew the contract for one (1) additional six (6) month period and for an additional One Million One Hundred Seventy Thousand Dollars and Zero Cents ($1,170,000.00). If at the State’s sole discretion, the optional six (6) month extension is granted, the State may amend the Agreement to include the additional six (6) months of service and increase funds as appropriate.

II. BID INSTRUCTIONS AND INFORMATION

This section contains instructions for the organization and timely submission of your bid. It also contains the bid requirements and other important information crucial for the submittal of a responsive and responsible bid. It is the responsibility of the bidder to carefully read and follow all bid requirements within this Invitation for Bid (IFB). Compliance with the IFB instructions is mandatory for your bid to be considered for award. Failure to comply with the IFB instructions will cause your bid to be deemed non-compliant and non-responsive, thus, ineligible for award.

Please read and carefully follow the instructions listed in the following sections. The instructions are separated by category, each with its own requirements and necessary information for submission of a timely and responsive bid. All requirements and specifications in the IFB must be responded to, and all requested data must be supplied for a bid to be considered responsive.

A. IFB Key Action Dates

Below is the tentative time schedule for this IFB. The CARB reserves the right to modify the IFB and/or change the date and time at its sole discretion, prior to the date fixed for submission of bids, by the issuance of an addendum to all parties who received a bid package.

i. CARB reserves the right to modify or cancel, in whole or part, this solicitation.

ii. Clarifications to solicitation will be given only in the form of addenda to all bidders.

Time Schedule Date Time (PST)

IFB Posted on Cal eProcure July 1, 2025 N/A

Deadline for Submission of Written Questions July 9, 2025 3:00 PM

Responses to Questions Posted July 16, 2025 N/A

Bid Submission Due July 23, 2025 1:00 PM

Bid Opening [Virtual] July 23, 2025 2:00 PM

Notice of Intent to Award [posted for 5 days] July 25, 2025 N/A

Estimated Contract Start Date August 18, 2025 N/A

Written questions must be submitted via electronic mail by the date and time indicated in Section II.A., IFB Key Action Dates. All written questions received prior to the date indicated for the Written Questions Deadline will be answered in the form of an addendum and posted online at https://caleprocure.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 to all parties/participants.

All questions or concerns related to the IFB must be directed electronically to:

Contact: Kelly Chan Email: Kelly.Chan@arb.ca.gov

B. Submission of Bid

1. All bids RECEIVED by CARB must be submitted electronically and sent to CARB by the date and time shown in the time schedule in Section II. A., “IFB Key Action Dates.”

2. Time of delivery is of the essence and must be adhered to. Any bid received after the due date and time as outlined in the time schedule in Section II.A., “IFB Key Action Dates” will be rejected by CARB as not complying with a mandatory requirement of this IFB.

3. Bids must be submitted no later than the date and time indicated under Section II. A.

Key Action Dates and file size cannot exceed 50 Mega Bytes (MB).

4. The naming convention of the bid must be in the following format: “IFB 25EO001 [insert vendor name] Bid.”

5. Bids must be submitted to the following addresses:

Purchasing@arb.ca.gov

CC: Kelly.Chan@arb.ca.gov

6. Bids received after this date and time will be rejected.

C. Bid Submission Withdrawal

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, will not be considered.

D. Bidder Responsibilities

1. Before submitting a response to this solicitation, bidders should review, correct all errors, and confirm compliance with the IFB requirements.

2. Costs incurred for developing bids and in anticipation of award of the agreement are entirely the responsibility of the bidder and shall not be charged to CARB. This includes, but is not limited to: delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds, any and all travel related expenses incurred in the performance of completing the bid for submittal; or for any other purpose unless expressly included and itemized in the bid solicitation.

3. Prior to submission of bid, the bidder shall examine any specifications and instructions, or other materials required and included in the bid package to ensure that they meet all the requirements stated in this IFB.

4. It is the bidder’s responsibility to promptly notify the CARB Contract Analyst identified in the solicitation by email, if the bidder believes that the solicitation is unfairly restrictive, contains errors or conflicting language, or needs clarification. Such notification must be submitted no later than seventy-two (72) hours prior to bid opening date and time. All such correspondence received after the 72-hour deadline will not be considered and deemed ineligible for review and/or response from CARB.

5. Before submitting a response to the IFB, the bidder should review their response, correct all errors, and confirm compliance with the IFB requirements. It is the bidder's responsibility to complete and submit all required attachments as listed on Required Attachment Checklist, Attachment 1.

6. Bidder must complete and submit Bid/Bidder Certification Sheet, Attachment 2.

7. Bidder must complete and submit Contractor Cost Sheet, Attachment 3. Submission of this attachment is mandatory. Failure to fully complete and return attachment with your bid will cause your bid to be rejected and deemed non-responsive.

8. References must be provided using Bidder References, Attachment 4. Submission of this attachment is mandatory. Failure to fully complete and return this attachment with your bid may cause your bid to be rejected and deemed non-responsive.

9. Bidder must complete and submit to CARB, the Payee Data Record (STD 204), Attachment 5, to determine if the selected bidder is subject to State income tax withholding, pursuant to California Revenue and Taxation Code, Section 18662. This form can be found on the Internet at http://www.documents.dgs.ca.gov/dgs/fm c/pdf/std204.pdf. Contract payment cannot be made unless a completed STD 204 and/or Payee Data Record Supplement (STD 205), (if applicable) Attachment 6, has been returned to CARB. This form can be found on the Internet at https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf.

10. Bidder is responsible for reviewing, reading, understanding, and complying in full with the State’s General Terms and Conditions along with the Contractor Certification Clauses (CCC 04/2017) at: https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal- Services-Resources-List-Folder/Standard-Contract-Language. The bidder must sign and return CCCs, Attachment 7.

11. The bidder must complete and submit Bidder Declaration (GSPD-05-105), Attachment 8.

12. The bidder must complete and submit the Darfur Contracting Act Certification (DGS PD 1), Attachment 10.

13. The bidder must complete and submit to CARB, California Civil Rights Laws Certification, Attachment 11.

14. The bidder must complete and submit to CARB, Iran Contracting Act, Attachment 14.

15. 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.

Bidder / Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) §

4986.2 Definitions for GenAI.

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder / Offeror of GenAI as required, 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.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

16. The bidder must be an individual or firm licensed to do business in California and shall obtain at his/her expense all license(s) and permit(s) required by law for accomplishing any work required in connection with this Agreement.

17. The bidder must own and operate a legitimate business. If required by law, the bidder must be registered and in good standing with the California Secretary of State. All businesses that are required to be registered with the Secretary of State must be registered prior to date of Agreement award. Evidence of registration shall be submitted with bid.

18. In the event that any license(s) and/or permit(s) expires at any time during the term of this agreement, bidder agrees to provide agency a copy of the renewed license(s) and/or permit(s) within 30 days following the expiration date. In the event the bidder fails to keep in effect at all times all required license(s) and permit(s), the State may, in addition to any other remedies it may have, terminate this Agreement upon occurrence of such event.

19. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) 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 or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

E. Minimum Bidder Qualifications

The bidder must provide a detailed response, outlining information as to how the bidder meets each of the minimum qualifications listed below. The bidder must provide their detailed response on Attachment 12, Detailed Response for Minimum Qualifications. Bids that do not meet the minimum qualifications may be determined non-responsive and ineligible for award.

1. The bidder must be able to provide three (3) favorable references from organizations of similar size and complexity. References must be included in Bidder References, Attachment 4.

2. The bidder must have a vehicle that is in good, operable condition without any fluid leaks.

3. The bidder must have at least two (2) consecutive years of proven experience in providing recyclable materials collection and removal services for organizations of comparable size and complexity. Examples of previous contracts must be provided in Attachment 12, Detailed Response for Minimum Qualifications.

4. Bidder, if required by law, must be registered and be in good standing with the applicable State and local jurisdictions. This may include being registered with the State of California to operate said business in the State and be in good standing with the Secretary of State. All businesses that must be registered with the Secretary of State or appropriate State or local jurisdiction must be registered prior to date of Agreement award. Bidder must provide evidence therein. Documentation must be included in Detailed Response for Minimum Qualifications, Attachment 12.

F. General Requirements

1. Insurance Requirements

It is the bidder’s responsibility to provide insurance and endorsements as described in the Draft Standard Agreement, Exhibit D - Special Terms and Conditions, if selected for award.

2. Subcontracts/Subcontractors

If subcontractors are to be used, the bidder must include the description of each person or firm and the work to be done by each subcontractor in Bidder Declaration, Attachment 8.

Subcontractors, if any, must be identified and their qualifications.

3. COVID-19 Prevention Contractor Self-Certification

As part of CARB’s ongoing efforts to protect the health and safety of its employees, CARB is requesting all vendors/contractors who perform work in person or on site to provide certification that the vendor’s/contractor’s employees and subcontractors have provided documentation to the vendor/contractor that the employees are either fully vaccinated against COVID-19 (as defined by the CDC), or have obtained a negative COVID-19 test result within seventy-two (72) hours of in-person or on-site work. The vendor/contractor does not need to provide the documentation of employees’ or subcontractors’ vaccination status or negative test result to CARB. If no employees or subcontractors of the vendor/contractor will interact with any CARB employees or perform work on site, CARB requests the vendor/contractor certify to this effect.

Additionally, all contractors who perform services under a contract with CARB are expected to, at their own expense, comply with all applicable health and safety laws and regulations.

This includes, but is not limited to, all laws, regulations, and public health orders related to the COVID-19 pandemic. Bidder must sign and submit to CARB, the COVID-19 Prevention Contractor Self-Certification, Attachment 13.

G. Location

Bidder and subcontractor(s) must be able to provide service to all locations listed in the Scope of Work within the timeframe listed in the Scope of Work.

H. Bid Rejection

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

2. Bids must be completed in all respects as required by the IFB. A bid will be rejected if it is conditional or incomplete, or if it contains any alterations of forms or other irregularities of any kind. The State may reject any or all bids and may waive any immaterial deviation in a bid. The State'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 agreement. A bid will be rejected if any such defect or irregularity constitutes a material deviation from the IFB requirements.

3. CARB reserves the right to reject any or all bids for any reason. The agency is not required to award an agreement. Each bid will be checked in detail to determine its compliance with the IFB requirements. If a bid fails to meet any IFB requirements, CARB will determine if the deviation is material; a material deviation will cause rejection of the bid. A non-material deviation (errors in mathematical computation, spelling, etc.) will be examined to determine when the deviation is acceptable. If accepted, the bid will be processed as if no deviation had occurred.

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

5. Bids received past the date and time specified in the table in Section II.A., “IFB Key Action Dates,” will be deemed non-responsive and rejected. Under no circumstances will any bids be accepted past the date and time stated in the table. All such bids received past the date and time will not be accepted.

I. Signature

1. An individual who is authorized to bind the bidding firm contractually shall sign Bid/Bidder Certification Sheet, Attachment 2. The signature must indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

2. All documents requiring a signature must bear an original or electronic signature of a person authorized to bind the bidding firm and must be duly authorized to sign the contract/agreement if awarded the bid.

J. Bid Opening and Evaluation

1. The bids will be virtually opened and read promptly at the time and place indicated in the IFB, as stated in the table in Section II.A., “IFB Key Action Dates.”

The bids will be virtually publicly opened and read on Microsoft Teams:

July 23, 2025 at 2:00 P.M. PST

Join the meeting now

Meeting ID: 235 816 283 074 1 Passcode: zc2tT9u3

Dial in by phone +1 916-538-5111, 78761706#

Find a local number: Find a local number

Phone conference ID: 787 617 06#

The Agreement will be awarded to the lowest responsive, responsible Proposer meeting the requirements outlined in this IFB.

2. A vendor’s bid must constitute an irrevocable offer for a period of at least ninety (90) days following the scheduled date for contract award and execution.

3. CARB will put each bid through an administrative evaluation process pursuant to the published requirements to determine the bidder’s responsiveness to the IFB.

K. Disposition of Bids

Upon bid opening, all original documents submitted in response to this IFB will become the property of the State of California and CARB and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.).

L. Selection and Award

1. The award, if made, will be to the lowest responsive, responsible bidder.

2. Upon written request by any bidder who has submitted a bid, notice of the proposed award shall be posted at least five working days prior to awarding the contract.

Notice of the proposed award shall be posted on Cal eProcure at https://caleprocure.ca.gov/pages/index.aspx and online at https://www.arb.ca.gov/personnel/contracts/contractsoutside.htm

3. Whenever an agreement is awarded under a procedure which provides for competitive bidding, but the agreement is not to be awarded to the low bidder, the low bidder shall be notified by email five (5) working days prior to the award of the agreement.

4. Bidders may protest the proposed award(s) by filing a notice of protest with CARB and the

Department of General Services (DGS), Office of Legal Services (OLS).

5. Protest notices should contain full contact information, including an email address, and must be filed with:

Acquisitions Branch:

Alice Kindarara – IFB 25EO001 1001 I Street, 20th Floor Sacramento, CA 95814 Phone Number: (279) 386-9439 Purchasing@arb.ca.gov

Department of General Services Office of Legal Services Attention: Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605 Bid Protest Coordinator email address:

OLSProtests@dgs.ca.gov

6. Within five (5) calendar days after filing the protest notice, the protesting bidder shall file with

DGS, OLS and CARB a detailed written statement specifying the grounds for the protest.

7. The Agreement(s) shall not be awarded until either the protest has been withdrawn or the

State has decided the matter.

8. The proposed Contractor will receive a fully executed contract with all necessary terms and conditions and exhibits/attachments. Proposed Contractor should carefully read the entire contract and be sure to sign contract and all required documents.

9. Such award, if made, will be made within sixty (60) days after opening of bids, if not sooner.

Contract shall be signed by bidder and returned within ten (10) working days of receipt. If lowest responsive, responsible bidder refuses or fails to execute the contract, CARB may award the contract to the next lowest responsive, responsible bidder.

M. Standard Conditions of Service

1. Services shall be available on the express date set by the awarding agency and the

Contractor, after all approvals have been obtained and the agreement is fully executed.

Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the difference between Contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

2. All performance under the agreement shall be completed on or before the termination date of the agreement.

3. The State does not accept alternate contract language from a prospective contractor. A bid with such language may be considered a counter proposal and may be rejected. The State’s General Terms and Conditions (GTC) and Contractor Certification Clauses (CCC) are not negotiable. The GTC and CCCs are included in the sample agreement attached to this package and may also be viewed at the Internet site:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources- List-Folder/Standard-Contract-Language under Standard Contract Language.

4. The State does not negotiate rates and/or costs listed on any bid submitted.

5. No oral understanding or agreement shall be binding on either party. Any changes or alterations to the contract/agreement must be in writing and approved by both parties and/or Department of General Services’ Office of Legal Services, if required.

N. Socio-Economic and Preference Programs

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

This solicitation does not require a minimum amount of California Disabled Veteran Business Enterprise (DVBE) participation. However, you are strongly encouraged to either become certified, if eligible, or to subcontract a portion of the work to a certified DVBE.

If a prime bidder is a certified DVBE or commits to subcontracting with DVBE(s), it may be eligible to receive an incentive provided that the DVBE provides a commercially useful function as defined in California Code of Regulations, Title 2, Section 1896.61(l). For evaluation purposes only, the State shall apply an incentive to bids that propose California certified DVBE participation as identified on the Bidder Declaration (GSPD-05-105), Attachment 8, and confirmed by the State.

The incentive amount varies in conjunction with the percentage of DVBE participation in accordance with the DVBE Bid Incentive Instructions, Attachment 9.

Confirmed DVBE Participation of: DVBE Incentive:

1% to 1.99% inclusive 1% 2% to 2.99% inclusive 2%

3% to 3.99% inclusive 3% 4% to 4.99% inclusive 4%

5% or Over 5%

Bidders claiming the DVBE incentive must complete and return the Disabled Veteran Business Enterprise Declarations form (STD 843) found at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

2. Small Business (SB) or Microbusiness (MB) Preference (Optional)

If bidder is claiming the five percent (5%) certified SB or MB preference or is committing to subcontract twenty-five percent (25%) or more of their net bid price to one or more Certified SBs or MBs, complete Attachment 8, Bidder Declaration (GSPD-05-105), and attach a copy of the certification.

Additional References: https://www.dgs.ca.gov/PD/

Questions regarding the certification approval process or the Small Business program should be directed to the Department of General Services, Procurement Division at (800) 559-5529 or (916) 375-4940. For the 24-Hour Recording & Mail Request call (916) 322-5060.

SB or MB bidders or bidders using the non-SB preference shall be granted a preference consisting of 5 % of the bid price of the lowest responsive bidder that is not a SB.

3. Target Area Contract Preference Act (TACPA) – Optional

a. Government Code (GC) Section 4530 (TACPA) provides that California based companies shall be granted a five percent (5%) preference whenever a state agency prepares a solicitation for services in excess of one hundred thousand dollars and zero cents ($100,000.00). The preference(s) shall apply if the worksite is not fixed by the government agency and the proposer can demonstrate and certify, under the penalty of perjury, that at least ninety percent (90%) of the total labor hours required to perform the services shall be performed at an identified worksite located in a distressed area (TACPA). TACPA preferences will only be applied if this procurement results in more than one (1) responsive proposal receiving a passing narrative proposal score.

b. Additional work force preferences ranging from one percent (1%) to four percent (4%) can be earned by eligible proposers that agree to hire five percent (5%) to twenty percent (20%) of persons with a high risk of unemployment or those living in a targeted employment area or that are enterprise zone eligible to perform a specified percentage of the contract work.

c. The granting of TACPA preference cannot displace an award to a certified small business.

d. Proposers seeking TACPA preference must submit a completed STD 830 - Target Area Contract Preference Act Request https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf. Preference Request https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0525.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf with their proposal. The applicable preference request form must include the following:

i. All appropriate certifications. (TACPA). The proposing firm’s name and the name of all suppliers and subcontractors that will work with the proposer to fulfill the terms of the contract along with the addresses of each of the worksite(s) and estimated labor hours;

ii. County census tract number and block group number;

iii. Proposer’s original signature; and

iv. A checkbox marked to identify the additional one percent (1%) to four percent (4%) preference sought for hiring persons with a high risk of unemployment.

e. TACPA preference cannot be granted if:

i. The lowest proposed cost does not equal or exceed one hundred thousand dollars and zero cents ($100,000.00) for the entire term;

ii. The work site or any part thereof is fixed or preset by the State;

iii. The services involve construction or a public works project; or

iv. A proposer who has claimed a TACPA preference and is awarded the contract will be obligated to perform in accordance with the preference(s) requested, provided the preference was granted in obtaining the contract.

f. Firms receiving preference must:

i. Report their labor hours to the State and reference the state contract on which the award is based for the specific reporting requirements.

g. Proposers wishing to learn more about TACPA requirements, designated work site(s) or enterprise zones in California should contact the appropriate office of the Department of General Services at (916) 375-4940. DGS will attempt to determine TACPA eligibility within two (2) working days.

O. Darfur Contracting Act Certification (DGS PD 1) (Mandatory Submittal)

Public Contract Code Sections 10475-10481 applies to any company that currently or within the previous three (3) years has conducted business activities or other operations outside of the United States. For any contractor that submits a bid or proposal, the contractor must certify that it is either 1) not a scrutinized company; or 2) a scrutinized company that has been granted permission by the Department of General Services. This form must be completed and submitted with your bid. See Darfur Contracting Act Certification (DGS PD 1), Attachment 10.

DRAFT STANDARD AGREEMENT (STD 213)

EXHIBIT A

SCOPE OF WORK

A. BACKGROUND

The California Air Resources Board’s (CARB) mission is to promote and protect public health, welfare, and ecological resources through the effective reduction of air pollutants while recognizing and considering the effects on the economy of the state.

Per the Dymally-Alatorre Bilingual Services Act, and in alignment with CARB’s vision to address environmental justice and advance racial equity, the purpose of the services is to eliminate language barriers that prevent individuals whose primary language is not English from accessing State government services within the state of California.

The following contract shall ensure prompt and effective communication for the Limited English Proficient (LEP) public when conducting business with members of the public and constituents, California State agencies, other states, the federal government, applicants, employees, and businesses. This contract is to cover CARB’s interpretation and translation needs for all of California and its respective counties.

B. SERVICES

1. The Contractor shall provide consecutive and simultaneous verbal interpretation and written translation services. Contractor shall provide these services either virtually/remotely or in-person as CARB requests. If CARB requests services to be in person, the location will be provided by the CARB Contract Manager or designee within three (3) days of service.

2. Interpretation and translation services shall be made available in multiple languages, including, but not limited to:

a. American Sign Language (spoken interpretation)

b. Arabic

c. Armenian

d. Braille (written translation)

e. Cambodian

f. Cantonese (Chinese)

g. French

h. Hindi

i. Hmong

j. Italian

k. Japanese

l. Korean

m. Mandarin (Chinese)

n. Pashto

o. Persian (Farsi)

p. Portuguese

q. Punjabi

r. Romanian

s. Russian

t. Serbian

u. Slovak

v. Spanish

w. Swedish

x. Tagalog

y. Thai

z. Ukrainian

aa. Urdu

bb. Vietnamese

cc. CARB staff translated document with Contractor’s Post-Edit Review, as outlined in

Exhibit A - Scope of Work, Section B, Services, #3.

3. Contactor shall provide a full Post-Edit Review and edit documents that have been translated by CARB Staff—Translation with a Post-Edit Review. Source text documents shall be provided by CARB, when possible.

Contractor shall:

a. Ensure the quality and accuracy of machine-translated documents submitted by CARB staff by editing potential errors, improving fluency, and ensuring cultural appropriateness;

b. Review and edit translated content submitted by CARB staff, including but not limited to the following: translation accuracy, comprehensive review of document and/or content submitted by CARB staff, changes to sentence structure, idioms, and writing style to match the style of English text and nuances; and

c. Contractor shall provide a post-edit review from source text documents, with accuracy, and insofar as possible, the same tone, and style as it appears in the original text.

4. Contractor shall provide interpretation and translation services by utilizing “qualified interpreters and translators.” For the purposes of this Agreement, “qualified interpreters and translators” must meet the minimum requirements identified in Exhibit A - Attachment 1, Interpreter / Translator Requirements.

5. Contractor shall review Exhibit A - Attachment 2, Code of Ethics, Professional Conduct and Confidentiality, and is required to ensure that all interpreters and translators read and agree to adhere to its stipulations.

C. INTERPRETATION SERVICES

1. The Contractor shall provide the following interpretation services:

a. Interpretation services in-person and virtual/remote shall be provided onsite at various locations and venues throughout California, as requested by CARB.

b. If the Contractor's lnterpreter(s) have never provided translation services at a virtual CARB event, the lnterpreter(s) may be required to attend a dry run by CARB prior to the event.

c. Contractor shall have the ability to provide multiple sessions of interpretation services within the same day, on an as needed basis as specified by CARB. The length, start times, and finish times shall vary depending on the need.

d. Services shall be provided at various events, including but is not limited to meetings, workshops, conferences, administrative hearings, board meetings, settlement conferences, and interviews. Each event shall last at least one (1) hour and could be as long as twelve (12) hours and at times may include as many as 100+ persons. Some events may be confidential, and interpreter is expected to preserve confidentiality.

e. Contractor shall provide lnterpreter(s) and upon request, if needed, an equipment technician at each event.

f. The Interpreters at each meeting/event must have a valid certificate that specifies the language(s) that is/are appropriate for the service(s) to be performed.

g. lnterpreter(s) must arrive or log on at least thirty (30) minutes before the start of each in-person or virtual meetings. The Interpreter shall be required to be present for the duration of the meetings. For some meetings, such as board meetings, it may be requested that interpreters arrive one and a half (1.5) hours before the start of the meeting. CARB shall notify the Contractor of early arrivals that are needed. Interpreters shall be required to be present for the entire duration of the meetings/events.

h. Meetings are technical in nature and terminology may be difficult. lnterpreter(s) must be proficient in but is not limited to the following terminology: engineering, environmental science, chemistry, geology, air quality, environmental health, environmental justice, climate change, public health, and law. lnterpreter(s) must grasp ideas spoken and heard only once. lnterpreter(s) must be able to express these ideas in the other language instantly, accurately, and completely; in an appropriate style; and with the intent of the original speaker. CARB may provide relevant materials to the interpreters, such as agendas, slide decks, and vocabulary guides/glossaries, and will provide relevant materials with as much lead time as possible.

i. Interpretation can be in multiple languages for the same event, including but not limited to: American Sign Language, Arabic, Armenian, Cambodian, Cantonese (Chinese), French, Hindi, Hmong, Italian, Japanese, Korean, Mandarin (Chinese), Pashto, Persian (Farsi), Portuguese, Punjabi, Romanian, Russian, Serbian, Slovak, Spanish, Swedish, Tagalog, Thai, Ukrainian, Urdu, and Vietnamese.

j. lnterpreter(s) shall be compensated with the applicable Interpreter rates as specified in Exhibit B - Attachment 1, Contractor Cost Sheet.

k. CARB may elect to have some simultaneous verbal interpretation conducted remotely, through ZOOM or Microsoft Teams. The Contractor must be able to provide simultaneous verbal interpretation remotely and shall be compensated with the applicable interpreter rates as specified in Exhibit B - Attachment 1, Contractor Cost Sheet, Group B: Virtual/Remote hourly rate.

2. Scheduling

a. CARB may require interpretation services with as little as one (1) day notice. However, CARB shall make every attempt to notify Contractor, by email; of required services at least ten (10) business days prior to the date interpretation services are required. CARB shall provide the Contractor with pertinent information, including date, time, location, etc.

b. Contractor must:

i. Acknowledge receipt of interpretation (virtual/remote or in-person) request from

CARB;

ii. Confirm via email within twenty-four (24) hours of CARB sending the request that

CARB’s request can be met;

iii. Confirm all details regarding fulfillment of the request no later than seven (7) business days after receiving the request; and

iv. Provide detailed confirmation including the name(s) and contact information of the assigned interpreter(s), cost estimates, need to seek travel permission, and any documentation as requested.

c. Contractor must make any changes to event details at least forty-eight (48) hours before the event. This requirement is not applicable to requests made on the Contractor within seventy-two (72) hours of the event. In a scenario where CARB makes a request within seventy-two (72) hours of the event, Contractor shall do its best to provide email confirmation as soon as possible. If the Contractor receives a request for services from any other person than CARB’s Contract Manager, the Contractor shall notify CARB’s Contract Manager for authority to proceed.

d. Cancellations:

If CARB provides a minimum of forty-eight (48) hours’ notice of cancellation, Contractor shall not bill for services. If CARB provides a cancellation notice of less than forty-eight

(48) hours, Contractor may bill up to two (2) hours or fifty percent (50%) of the assigned hours (whichever is greater).

D. WRITTEN TRANSLATION

1. The Contractor shall provide the following written translation services:

a. Contractor shall provide written translation services to and from multiple languages, including but not limited to: Arabic, Armenian, Braille, Cambodian, Cantonese (Chinese), French, Hindi, Hmong, Italian, Japanese, Korean, Mandarin (Chinese), Pashto, Persian (Farsi), Portuguese, Punjabi, Romanian, Russian, Serbian, Slovak, Spanish, Swedish, Tagalog, Thai, Ukrainian, Urdu, Vietnamese, and when requested by CARB, provide a full Post-Edit Review and edit documents translated by CARB Staff—Translation with a Post-Edit Review.

When a full Post-Edit Review is requested by CARB:

i. Contractor shall ensure the quality and accuracy of translated documents submitted by CARB staff by editing potential errors, improving fluency, and ensuring cultural appropriateness.

Contractor shall review and edit translated content submitted by CARB staff, including but not limited to the following: translation accuracy, comprehensive review of document and/or content submitted by CARB staff, changes to sentence structure, idioms, and writing style to match the style of English text and nuances.

ii. CARB shall make every attempt to provide source text documents via email, and

Contractor shall provide a post-edit review from source text documents, with accuracy, and with the same tone and style as it appears in the original text.

Translation materials provided to the Contractor may be authored by engineers, scientists, and/or analyst; thus, documents are technical in nature, and terminology may be difficult. Translator(s) must be experienced with a high level of competency in the subject matter and proficient in, but not limited to the terminology of engineering, environmental science, chemistry, geology, air quality, environmental health, environmental justice, climate change, public health, and law.

b. Translator(s) must be able to translate technical, administrative, legal, and policy documents. The services shall be performed for various documents ranging in size from one (1) page to several thousand pages. Documents may include, but are not limited to letters, summaries, program documentation, program guidelines, public notices, regulations, fact sheets, technical and research reports, web pages, overheads, maps, slideshows, layouts, program documentation, and other similar documents.

c. CARB may request multiple written translation requests within the same day.

Materials to be translated shall be provided to the Contractor in Microsoft Office applications (i.e., Word, PowerPoint, and Excel), hardcopy formats, or similar formats.

The Contractor shall provide translated documents to CARB via email or encrypted USB, as requested by CARB’s Contract Manager or designee.

d. Written Translators shall be compensated for the applicable Written Translation rates as specified in Exhibit B - Attachment 1, Contractor Cost Sheet.

a. CARB’s Contract Manager or designee shall request written translation services on an as-needed basis.

b. CARB shall make every attempt to submit to the Contractor the documents requiring written translation with at least five (5) business days’ notice. Contractor must acknowledge receipt of the translation request from CARB and communicate via email that CARB’s request has been received, within twenty-four (24) hours of CARB sending the request.

c. If the Contractor receives a request for services from any other person than the CARB’s Contract Manager, the Contractor shall notify CARB’s Contract Manager for authority to proceed.

d. Cancellation:

In the event a translation request is cancelled by CARB’s Contract Manager after it has been placed, CARB shall be liable for only work completed by the time and date of cancellation.

e. When Contractor submits a translation request past the agreed upon deadline or the turnaround requirements, CARB shall receive a penalty payment of twenty-five percent (25%) of the document total from the Contractor.

3. Turnaround Requirements

a. Individual document turnaround requirements from the Contractor are as follows:

Minimum

Word Count

Maximum Word Count

Number of Working Days Allowed

1 6,000 Up to five (5) Business Days 6,001 12,000 Up to ten (10) Business Days 12,001 18,000 Up to fifteen (15) Business Days 18,001 25,200 Up to twenty-one (21) Business Days

25,201 Above 25,201 To be negotiated between CARB’s Contract Manager or designee, and Contractor

b. At times, CARB may make requests to expedite turnaround times on translation of documents as portrayed in the table displayed above. The timeframes are to be negotiated by the Contractor and CARB, and the Contractor may subject CARB to an expedited or rush request fee of twenty-five percent (25%) of the document total.

4. Contractor Equipment Requirements

Contractor shall have all necessary equipment to provide professional, certified written translation of various documents in multiple languages. Documents may include Microsoft Word documents, PDF’s, Microsoft PowerPoint Slides, and Excel Spreadsheets. This shall include proofreading, verification of the entire document for completeness, alt text for tables/figures/graphics, terminology, content, graphics, style, grammar, syntax, and cultural sensitivity, computers, printers, and any other equipment required for CARB’s written translation and peer review of translated document(s) by CARB.

E. EQUIPMENT TECHNICIAN

1. Upon request, and if needed, the Contractor shall provide an equipment technician to provide the following services:

a. Contractor shall provide one (1) equipment technician at each event, as requested by

CARB.

b. If the Contractor’s equipment technician has never provided services at a virtual CARB event, the equipment technician must attend a dry run by CARB prior to the event.

c. Contractor’s equipment technician shall be responsible for providing assistance to assemble, test, operate and maintain equipment during interpretation services performed under this Agreement.

d. Contractor’s equipment technician must arrive at least one (1) hour before the start of each meeting to set up and test equipment. Equipment technician must be present for the duration of the meetings/events.

e. Contractor’s equipment technician must connect, disconnect, troubleshoot, and provide any other assistance as needed to the equipment stationed at each meeting/event.

f. Contractor’s equipment technician shall be compensated the applicable special equipment rates as specified in Group D in Exhibit B - Attachment 1, Contractor Cost Sheet.

a. CARB may require an equipment technician with as little as one (1) day notice.

However, CARB’s Contract Manager shall make every attempt to notify the Contractor, by email, of required services at least five (5) business days prior to the date interpretation services are required. CARB shall provide the Contractor with pertinent information, including date, time, location, etc. The Contractor shall confirm all details within one (1) business day of request. Details should include availability to perform services and the name(s) of the assigned lnterpreter(s).

b. If the Contractor receives a request for services from any other person than the CARB’s Contract Manager, the Contractor shall notify the CARB’s Contract Manager for authority to proceed.

c. Cancellations:

If CARB provides a minimum of forty-eight (48) hours’ notice of cancellation, Contractor shall not bill for services. If CARB provides a cancellation notice of less than forty-eight (48) hours, Contractor may bill up to two (2) hours or fifty percent (50%) of the assigned hours (whichever is greater).

F. EQUIPMENT

1. Contractor shall provide the following equipment for in-person and/or virtual meetings and shall be fully responsible for all maintenance and service:

a. Laptop:

Compatible and capable of running ZOOM or other virtual platform and specific components of ZOOM or other virtual platform. Chromebooks shall not be used as they are not sufficient or compatible with ZOOM or other virtual platform for CARB's needs.

b. Wireless headset, with a microphone.

G. TRAVEL LOGISTICS

Contractor shall make all arrangements for all necessary travel, including lodging and transportation to meetings. Please note that flights shall not be covered.