AFI Translation Services RFP | Appendix F Security & Data Privacy Certification

APPENDIX F

Security & Data Privacy Certification Form AFI Translation Services — Request for Proposals

Purpose This certification form must be completed and submitted by all Offerors responding to the AFI Translation Services RFP. It serves to verify that the Offeror's practices, systems, and policies comply with applicable data security standards, data residency requirements, and restrictions on the use of agency data — including the prohibition on using agency-provided content for AI model training without explicit written consent.

Submission of this form constitutes a binding certification. Misrepresentation or material omission may result in disqualification, contract termination, and/or other remedies available under applicable law.

Part I — Offeror Identification Legal Name of Offeror:

DBA / Trade Name (if applicable):

Primary Business Address:

DUNS / UEI Number:

Name of Authorized Certifying Official:

Title:

Email Address:

Phone Number:

Date of Submission:

Part II — Security & Data Privacy Certification Checklist For each requirement below, indicate compliance status and provide any relevant notes or explanations.

A. Data Security Standards

B. Data Residency & Sovereignty

C. AI & Machine Translation — Prohibition on Unauthorized Training

D. Personnel & Subcontractor Obligations

E. Compliance, Certifications & Regulatory Alignment

Part III — Machine Translation & AI Tool Disclosure Offerors using any AI-assisted translation tools, machine translation engines, or large language model APIs must complete this section. If no AI or MT tools are used, indicate below and skip to Part IV.

☐ No AI or machine translation tools are used in our workflow. All translation is performed by human translators only.

Attach copies of relevant data processing agreements (DPAs) or terms with each MT/AI provider as a sub-exhibit to this Appendix.

Part IV — Exceptions & Deviations If the Offeror cannot fully comply with any requirement listed in Part II, identify each item by number, state the nature of the limitation, and propose an equivalent alternative safeguard below. The agency reserves the right to determine whether any proposed alternative is acceptable.

Part V — Certification & Authorized Signature Certification Statement I, the undersigned authorized representative of the Offeror, hereby certify that:

1. The information provided in this certification form is true, accurate, and complete to the best of my knowledge.

1. The Offeror has implemented, or commits to implementing prior to contract award, all applicable security and data privacy controls described herein.

1. Agency-provided data will not be used to train, fine-tune, or improve any AI or machine learning model without prior explicit written consent from the agency.

1. The Offeror understands that knowingly providing false information may result in disqualification, contract termination, suspension or debarment, and/or referral for legal action.

Signature of Authorized Official

Date

Printed Name

Title

Organization Name

Submission Instructions This completed and signed form, along with any required attachments (DPAs, compliance certifications, sub-exhibit disclosures), must be included as Appendix F in the Offeror's proposal submission. Electronic signatures are acceptable. Unsigned or incomplete forms may result in disqualification.