Agricultural Labor Relations Board IFB No. 7300-26-012

INVITATION FOR BID

Notice to Prospective Bidders IFB No. 7300-26-012

June 23, 2026

You are invited to review and respond to this Invitation for Bid (IFB) No. 7300-26-012, entitled, “Interpretation and Translation Services for Common Languages”. 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 Agricultural Labor Relations Board (ALRB) deadline for receipt of bids is July 8, 2026 no later than 5:00 PM. All bids must be submitted via electronic mail to BSO@alrb.ca.gov. Faxed, hand delivered and mailed bids will not be accepted. Bids must be submitted no later than the date and time indicated under Section A – IFB Key Action Dates. File size cannot exceed 50 Mega Bytes (MB).

The naming convention of the bid must be in the following format: “IFB 7300-26-012 [Insert Contractor Name] Bid”. Bids must be received on or before the date and time specified herein and the email addresses provided below:

EMAIL IFB Bids to:

BSO@alrb.ca.gov

CC: Dalton.Weber@alrb.ca.gov CC: Alexis.Marsh@alrb.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 ALRB, this IFB is complete and without need of explanation. However, if you have questions, notice any discrepancies or inconsistencies, or need any clarifying information, the contact person for this IFB is listed below. All questions must be submitted in accordance with the ALRB instructions contained herein and sent via email directly to the below listed contact person and not through the CaleProcure system.

Contact: Dalton Weber Email: BSO@alrb.ca.gov

CC: Dalton.Weber@alrb.ca.gov CC: Alexis.Marsh@alrb.ca.gov

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

https://caleprocure.ca.gov/pages/index.aspx https://caleprocure.ca.gov/ mailto:BSO@alrb.ca.gov mailto:BSO@alrb.ca.gov mailto:Dalton.Weber@alrb.ca.gov mailto:Alexis.Marsh@alrb.ca.gov mailto:BSO@alrb.ca.gov mailto:Dalton.Weber@alrb.ca.gov mailto:Alexis.Marsh@alrb.ca.gov

TABLE OF CONTENTS - INVITATION FOR BID

SECTION TITLE PAGE(S)

I SCOPE OF WORK 3

II BID INSTRUCTIONS AND INFORMATION 3

A IFB Key Action Dates 3-4 B Submission of Bid 4 C Bid Submission Withdrawal 5 D Bidder Responsibilities 5-6 E Minimum Bidder Qualifications 6 F General Requirements 6 G Bid Rejection 7 H Signature 7 I Bid Opening and Evaluation 7-8 J Disposition of Bids 8 K Selection and Award 8-9 L Standard Conditions of Service 9 M Socio-Economic and Preference Programs 9-10 N Darfur Contracting Act Certification 10 O GenAI Requirements 10

TABLE OF CONTENTS - DRAFT STANDARD AGREEMENT

TITLE PAGE(S)

Standard Agreement (STD 213) 11 Exhibit A – Scope of Work 12-17 Exhibit A, Attachment 1 – Contractor Language List 18 Exhibit B – Budget Detail and Payment Provisions 19-20 Exhibit B, Attachment 1 – Contractor Cost Sheet 21 Exhibit C – General Terms and Conditions 22 Exhibit D – Special Terms and Conditions 23-28 Exhibit E – Additional Provisions 29-31 Exhibit F – Statement Regarding Confidentiality and Security of ALRB Information 32-35 Exhibit G – Ethical, Professional, and Confidential Standards Attestation 36-38

TABLE OF CONTENTS - ATTACHMENTS

ATTACHMENT TITLE PAGE(S)

1 Required Attachment Checklist 39 2 Contractor Cost Sheet 40 3 Contractor Language List 41 4 Payee Data Record (STD 204) 42-43 5 Contractor Certification Clauses (CCC 307) 44-48 6 Bidder Declaration (GSPD-05-105) 49-50 7 Darfur Contracting Act Certification 51-52 8 California Civil Rights Law Certification 53 9 Minimum Qualifications 54

10 GenAI Disclosure (If Applicable) 55

I. SCOPE OF WORK

The Agricultural Labor Relations Board (ALRB) assists farmworkers in enforcing their rights, including investigating claims of unfair labor practices that include retaliation, prosecuting violations, and ensuring workers get what they are entitled to when their rights are violated, such as back wages, reinstatement to their jobs, and other remedies. The ALRB conducts outreach and training to inform agricultural workers, employers, and labor organizations about their rights and responsibilities and needs to do so in multiple indigenous languages. ALRB is seeking a Contractor(s) to provide in person and virtual interpretation and translation services in-person or through videoconference, on an as-needed basis.

Services shall be provided in a variety of languages, as needed, including but not limited to the following languages:

• Spanish

• Punjabi

• Cantonese

• Mandarin

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

The contract term shall be for thirty-six (36) months.

ALRB’s budget for this project is $90,000.00. Bids exceeding this amount may be deemed non-responsive and ineligible for award.

II. BID INSTRUCTIONS AND INFORMATION

It is the responsibility of the bidder to carefully read and follow all bid requirements within this Invitation for Bid (IFB). 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 submittal of a responsive and responsible bid. 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.

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.

A. IFB Key Action Dates

Below is the tentative time schedule for this IFB. The ALRB 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. ALRB 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 IFB Posted on Cal eProcure June 23, 2026 N/A Deadline for Submission of Questions June 30, 2026 4:00 PM Responses to Questions Posted July 2, 2026 N/A Bid Submission Due July 8, 2026 5:00 PM Proposed Award of Contract(s) July 10, 2026 N/A Estimated Contract(s) Start Date August 1, 2026 or upon final execution N/A

Written questions must be submitted via electronic mail by the date and time indicated in Section 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:

Agricultural Labor Relations Board Business and Fiscal Services Office

Contact: Dalton Weber Email: BSO@alrb.ca.gov

B. Submission of Bid

1. All bids received by ALRB must be submitted electronically and sent to ALRB by the date and time shown in the time schedule in Section 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 A – IFB Key Action Dates will be rejected by ALRB as not complying with a mandatory requirement of this IFB.

3. File size cannot exceed 50 Mega Bytes (MB).

4. The naming convention of the bid must be in the following format: “IFB 7300-26-012 [Insert Contractor Name] Bid”.

5. Bids must be submitted to the following addresses:

BSO@alrb.ca.gov CC: Dalton.Weber@alrb.ca.gov CC: Alexis.Marsh@alrb.ca.gov

6. Bids are only accepted electronically. Bids received by fax, mail, or hand delivery will be rejected.

https://caleprocure.ca.gov/ mailto:BSO@alrb.ca.gov mailto:BSO@alrb.ca.gov mailto:Alexis.Marsh@alrb.ca.gov

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 ALRB. 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, 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 ALRB 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 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 ALRB.

5. Bidder must complete and submit Contractor Cost Sheet, Attachment 2. 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.

6. Bidder must submit a Contractor Language List, 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.

7. Bidder must complete and submit to ALRB, the Payee Data Record (STD 204), Attachment 4, to determine if the selected bidder is subject to State income tax withholding, pursuant to California Revenue and Taxation Code, Section 18662. Contract payment cannot be made unless a completed STD 204 has been returned to ALRB.

8. 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 (CCCs). The bidder must sign and return CCCs, Attachment 5.

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February-2025.pdf

9. Bidder must sign and submit to ALRB, the California Civil Rights Laws Certification form, Attachment 8.

10. 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.

11. 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.

12. In the event that any license(s) and/or permit(s) expire 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.

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 9, Minimum Qualifications. Bids that do not meet the minimum qualifications may be determined non-responsive and ineligible for award.

1. Bidder must be located in California.

2. Bidder must have a minimum of three (3) years’ experience providing remote and in-person interpretation services.

3. Bidder must have prior experience with a government agency providing interpretation services.

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 Attachment 6, Bidder Declaration.

Subcontractors, if any must be identified and their qualifications.

G. 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 ALRB. Each bid will be checked in detail to determine its compliance to the IFB requirements. 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. If a bid fails to meet any IFB requirements, ALRB will determine if the deviation is material; a material deviation will cause rejection of the bid. The State may waive any immaterial deviation in a 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. 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 must be rejected if any such defect or irregularity constitutes a material deviation from the IFB requirements.

3. ALRB reserves the right to reject any or all bids. The agency is not required to award an agreement. All bids may be rejected whenever the agency determines that the cost is not reasonable, the cost exceeds the amount estimated, or otherwise in the best interest of the State.

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 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.

H. Signature

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.

I. Bid Opening and Evaluation

1. The bids will be opened on the bid submission due date indicated in the IFB, as stated in the table in Section A – IFB Key Action Dates

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

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

J. 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 ALRB and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.).

K. Selection and Award

1. Award, if made, will be to the lowest responsive, responsible bidder. ALRB intends to award to multiple contractors by ranking contractors on the lowest responsive and responsible bid as primary followed by the next lowest responsive and responsible bid. In the event of a tie bid, the tiebreaker will be decided using a coin toss. Such event will be observed by witnesses and the affected bidders will be invited to attend.

2. Notice of the proposed award shall be posted on Cal eProcure at https://caleprocure.ca.gov/pages/index.aspx for five (5) business days prior to awarding the Agreement.

3. Prior to award of the contract, bidders may protest the proposed award(s) by filing a notice of protest with ALRB and the Department of General Services (DGS), Office of Legal Services (OLS) on the basis that they are the lowest responsible bidder meeting the specifications for the contract.

4. Protest notices should contain full contact information, including an email address, and the IFB number, and must be filed with:

Agricultural Labor Relations Board Attention: Business and Fiscal Services Office 1325 J Street, Suite 1900 Sacramento, CA 95814 BSO@alrb.ca.gov

Department of General Services Attention: Office of Legal Services 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605 OLSProtests@dgs.ca.gov

5. Within five (5) calendar days after filing the notice of protest, the protesting Bidder shall file with DGS (OLS) and ALRB a detailed written statement specifying the grounds for the protest.

6. The Agreement(s) shall not be awarded until either the protest has been withdrawn, or the State has decided the matter.

7. 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.

https://caleprocure.ca.gov/pages/index.aspx mailto:BSO@alrb.ca.gov mailto:OLSProtests@dgs.ca.gov

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

Contract(s) 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, ALRB may award the contract to the next lowest responsive, responsible bidder.

L. 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.

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.

M. Socio-Economic and Preference Programs

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

This solicitation does not require a minimum amount of 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 Military Code Section 999(i) and California Code of Regulations, Title 2, Section 1896.71.

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 6, and confirmed by the State.

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

2. Small Business (SB) or Microbusiness (MB) Preference (Optional) https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

If bidder is claiming the 5% certified SB or MB preference or is committing to subcontract 25% or more of their net bid price to one or more Certified SBs or MBs, complete Bidder Declaration (GSPD- 05-105), Attachment 6, and attach a copy of the certification.

Additional References: www.pd.dgs.ca.gov

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 email: OSDSHelp@alrb.ca.gov 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.

N. Darfur Contracting Act Certification

Public Contract Code Sections 10475-10481 applies to any company that currently or within the previous three 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, Attachment 7. Note: If the Darfur Contracting Act Certification does not apply, please still sign off with N/A and attach with your bid submission.

O. GenAI

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

Bidder 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.

Failure to report GenAI to the State may result in disqualification. The State reserves its right to seek any and all relief 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.

http://www.pd.dgs.ca.gov/ mailto:OSDSHelp@alrb.ca.gov

STANDARD AGREEMENT (STD 213)

DRAFT

EXHIBIT A

SCOPE OF WORK

1. Introduction and Background:

The Agricultural Labor Relations Board (ALRB) assists farmworkers in enforcing their rights, including investigating claims of unfair labor practices that include retaliation, prosecuting violations, and ensuring workers get what they are entitled to when their rights are violated, such as back wages, reinstatement to their jobs, and other remedies. The ALRB protects farmworkers’ rights to support or participate in a union or to decline to do so. The ALRB conducts outreach and training to inform agricultural workers, employers, and labor organizations about their rights and responsibilities. ALRB staff frequently appear at community outreach events and as speakers at conferences, meetings, and other events on topics of interest to stakeholders in California’s agricultural communities.

The ALRB is headquartered in Sacramento and maintains regional offices in California’s agricultural centers, including Salinas, Visalia, Santa Rosa, Oxnard, Indio, and Santa Maria.

2. Purpose:

The ALRB conducts time-sensitive investigations, legal hearings, farmworker interviews, public noticing to farmworkers at their workplaces, public board meetings and other proceedings at its offices and at remote locations throughout California. Additionally, the ALRB sometimes uses remote meeting tools to engage stakeholders throughout California and, often on short notice, requires remote interpreters and translators.

[Contractor Name], hereinafter referred to as Contractor, shall provide culturally competent, experienced interpreters and translators proficient in multiple languages, including but not limited to:

• Spanish

• Punjabi

• Cantonese

• Madarin

3. Contractor Responsibilities:

Contractor shall provide qualified interpreters, translators, and video remote interpretation services as requested by the ALRB. Contract must have the capacity to perform simultaneous and consecutive interpretation services. Interpreters and translators must provide services at ALRB offices and remote locations throughout California.

1. Contractor services must include:

a. Simultaneous interpretation services: which require an interpreter to interpret in real time without disturbing the speaker's natural flow. This type of interpretation is typically but not limited to Public Board Meetings.

b. Consecutive Interpretation Services: which require the interpreter to listen to spoken statements of varying lengths in one language and, after the statement, translate it orally into another language. This interpretation requires the interpreter to take in information, mentally retain it, and accurately interpret it, transferring the information into another language. Consecutive interpretation is typically utilized for legal hearings and farmworker interviews, although simultaneous interpretation may occasionally be requested.

c. Translation Services: which require translators to translate written text accurately and in the same spirit and style as the original document. Contractor is responsible for ensuring the quality, accuracy, and fluency of all interpretation and document translation services provided under the following standards:

• Document and Hearing Support: Document translation services shall include, but are not limited to, public outreach materials, social media content, educational materials, agency forms, and general correspondence. Additionally, during a hearing, the presiding judge may request that the interpreter orally translate documents or produce a written translation of hearing exhibits or other case-related documents.

• Turnaround Time: Document translation requires a turnaround within 48 hours of a written request from ALRB. If additional time is required, Contractor shall notify the ALRB contact via email immediately.

• Delivery Format: Contractor must return translated documents to ALRB electronically via email attachment in both Word and PDF formats.

• Quality Control and Edits: Corrections and edits to translated documents shall be completed promptly, as agreed to by ALRB, at no cost to the state. This includes, but is not limited to:

Edits for typographical errors and accuracy.

Edits to content to ensure that the intent of the original document is maintained.

Edits to correct mistakes in the choice of words, phrases, syntax, and grammar.

d. Video Remote Interpretation Services: which are utilized for legal conferences, hearings, farmworker interviews, and public board meetings throughout California. Contractor must ensure the technical capacity and connectivity required to provide high-quality remote services. At a minimum Contractor must have access to Zoom and Microsoft TEAMS.

2. Contractor shall provide qualified professional interpreters and translators with the knowledge and capacity to provide interpretation and translation services in foreign languages and variants.

3. Contractor shall provide qualified interpreters and translators throughout California as requested by ALRB.

4. Contractor shall provide the requested services on the dates, times, and places requested by the ALRB. Contractor shall confirm availability via email based on the following notice windows:

• Regular Requests: For any request made with at least five (5) calendar days’ notice, Contractor shall provide confirmation a minimum of 48 hours in advance of the scheduled service date and time.

• Urgent Requests: For any request made with less than five (5) calendar days’ notice but at least 24 hours’ notice, Contractor shall provide confirmation of availability within four (4) hours of the request being issued.

• Emergency Requests: For any request made with less than 24 hours’ notice but at least two (2) hours’ notice, Contractor shall provide immediate confirmation of availability, and in no event later than one (1) hour after the request is issued (and no later than one hour prior to the service start time).

5. Contractors shall only schedule one interpreter for a single meeting. The ALRB may request a new interpreter at any time and must approve substitutions or the use of non-qualified interpreters in advance.

6. Contractor shall provide all labor, materials, tools, equipment, and transportation and maintain relevant licenses necessary for interpretation and translation services.

7. Timeliness and performance: The interpreter shall arrive at least fifteen (15) minutes before the meeting or at an earlier time as specified in advance by the ALRB, to allow for briefing. Late arrival is defined as arriving five (5) minutes or more after the scheduled start time. In the event of an interpreter's late arrival, the ALRB may, at its discretion, discount the payment due by ten percent (10%) of the contracted rate. If an interpreter fails to appear, fails to speak the requested language(s) identified in Exhibit A, Attachment I, or arrives so late that the scheduled event must be rescheduled or commenced without interpretation services, the ALRB may, at its discretion, opt to decline paying the contracted amount.

8. Contractor agrees to participate in test conversations in advance of the scheduled event to ensure ALRB identifies and requests the appropriate language to be interpreted and/or translated. Contractor agrees to participate in test conversations in advance of the scheduled event to ensure ALRB identifies and requests the appropriate language to be interpreted and/or translated; these test conversations shall be provided at no additional cost to the ALRB.

9. During the entire term of the contract, the contractor shall maintain Workers’ Compensation Insurance and General Liability Insurance in compliance with California Labor Code requirements.

10. Contractor shall be available during normal business hours (8:00 a.m. to 5:00 p.m. PST, Monday through Friday), excluding State of California holidays. Additionally, Contractor must be available for assignments during evenings, weekends, and other hours as requested by the

ALRB.

11. The customary Noon to 1:00 p.m. lunch period may be altered by the presiding judge and will be adhered to by the assigned interpreter.

12. Contractor shall report to ALRB Administration any problems that occur while providing requested services.

4. ALRB Responsibilities:

1. ALRB shall request qualified interpreters and translators for in-person and video remote services. Service requests and the primary contractor's maximum allowed response windows are classified as follows:

• Regular Requests: Provided with at least five (5) calendar days’ notice. Failure of the primary contractor to respond and confirm availability within six (6) hours of issuance shall result in ALRB requesting services from the secondary contractor.

• Urgent Requests: Provided with less than five (5) calendar days’ notice, but at least 24 hours’ notice. Failure of the primary contractor to respond and confirm availability within four (4) hours of issuance shall result in ALRB requesting services from the secondary contractor.

• Emergency Requests: Provided with less than 24 hours’ notice, but at least two (2) hours’ notice. Failure of the primary contractor to respond and confirm availability within one (1) hour of issuance (and no later than one hour prior to the service start time) shall result in ALRB requesting services from the secondary contractor.

2. ALRB shall submit all requests for services via email, which shall state the type of service needed, the nature of the meeting, the language requested, the date(s), time, location, and case number.

3. The ALRB shall email translation requests to the Contractor accompanied by the case number and an electronic version of the document needing to be translated.

4. The ALRB is responsible for informing the Contractor of all errors, omissions, or other changes within thirty (30) days of product delivery.

5. Cancellation Policy

1. Cancellation made at least 24 hours prior to the schedule hearing/conference will incur no cancellation fee charge.

2. If canceled with less than 24 hours notice, a minimum of 2 hours or time booked, whichever is greater, is charged.

3. If contractor shows up at a scheduled hearing/meeting/conference and one of the following occurs:

• If either party is a ‘No Show’ and/or the hearing/meeting/conference is cancelled at the last minute, the interpreter will be paid at the rate of the appointment.

• If the interpreter is a 'No Show’, no fee will be paid, and we will request that the interpreter be removed from future bookings. Contractor should provide proper contact and procedure on how to report a ‘no show’ interpreter so that we can track appropriately.

• If the interpreter is late and the hearing/meeting/conference was rescheduled due to the delay, no fee will be paid.

6. Contract Term & Conditions:

August 1, 2026 or upon final execution through June 30, 2029

ALRB does not guarantee any minimum amount of work under this contract.

7. Normal Business Hours:

Normal business hours of 8:00 a.m. to 5:00 p.m. (PST), Monday through Friday, unless otherwise specified. Excluded are State of California holidays, as per the California Department of Human Resources.

8. Contract Representatives:

ALRB Contractor

Administration Contact

Dalton Weber Administration Manager

Dalton.Weber@alrb.ca.gov

(916) 894-6804

Contract Managers

Santiago Avila-Gomez Executive Secretary

Santiago.Avila- Gomez@alrb.ca.gov

(916) 894-6840

Jessica Arciniega Regional Director

Jessica.Arciniega@alrb.ca.gov

(805) 718-7512

Yesenia De Luna Regional Director

Yesenia.DeLuna@alrb.ca.gov

(707) 757-6708

Invoicing ALRB Business Services Office

1325 J Street, Suite 1900 Sacramento, CA 95814 mailto:Santiago.Avila-Gomez@alrb.ca.gov mailto:Santiago.Avila-Gomez@alrb.ca.gov mailto:Jessica.Arciniega@alrb.ca.gov mailto:Yesenia.DeLuna@alrb.ca.gov

EXHIBIT A – ATTACHMENT I

CONTRACTOR LANGUAGE LIST

(Contractor Language List submitted with bid will be included in the final contract)

EXHIBIT B

BUDGET DETAIL & PAYMENT PROVISIONS

1. Invoicing and Payment

For services satisfactorily rendered according to the Scope of Work in Exhibit A, and upon receipt and approval of the invoices, the ALRB agrees to compensate Contractor for actual expenditures incurred in accordance with the provisions of this Agreement and the rates specified herein. The total maximum amount of this Agreement shall not exceed Ninety Thousand Dollars and Zero Cents ($90,000.00).

Invoices shall include the Agreement/Contract Number (7300-2026XXX), invoice number, an itemized list of all service hours/expenses with description(s), and shall be submitted not more frequently than on a quarterly basis in arrears to:

ATTN: BSO

1325 J Street, Suite 1900 Sacramento, CA 95814

2. Budget Contingency Clause

a. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

b. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State; or offer an agreement amendment to Contractor to reflect the reduced amount.

3. Prompt Payment Act

Prompt payment will be made in accordance with, and within the time specified in Government Code Chapter 4.5, commencing with Section 927.

4. Billing Terms

a. Minimum Charges and Increments: For all service requests exceeding two (2) hours, the total time booked shall constitute the time billed. Scheduled conference calls for spoken languages are subject to a one-hour minimum. Any time worked beyond an applicable minimum (one or two hours, as specified) shall be billed in thirty (30) minute increments.

b. Overtime, After-Hours & Weekends: Services provided in excess of eight (8) hours per day are authorized and shall be compensated at the applicable Overtime Rate as specified in this Cost Sheet. All overtime is subject to prior authorization by the ALRB. Services performed after 5:00 p.m. or on weekends shall be billed at the respective rates as defined in this Cost Sheet.

EXHIBIT B – ATTACHMENT 1

COST SHEET

Cost Sheet

Service Rate

In-Person Interpretation Services (Monday through Friday 8:00 am to 5:00 pm) Excluding State Holidays

$ /Hr

In-Person Interpretation Services (Weekends - Saturday through Sunday)

$ /Hr

In-Person Interpretation Services (Monday through Friday after 5:00pm)

Excluding State Holidays

In-Person Interpretation Services – Overtime (Exceeding eight (8) hours)

Video Remote Interpretation Services (Monday through Friday 8:00 am to 5:00 pm)

$ Hr

Video Remote Interpretation Services – Overtime

Translation Services of Written Documents $ /Word

Note: ALRB does not guarantee any minimum amount of work under this contract. The total maximum amount of this Agreement shall not exceed Ninety Thousand Dollars and Zero Cents ($90,000.00).

THIS IS A DRAFT (PLEASE FILL OUT ATTACHMENT 2 FOR EVALUATION)

EXHIBIT C

GENERAL TERMS AND CONDITIONS (GTC 02/2025)

EXHIBIT D

SPECIAL TERMS AND CONDITIONS

1. EXCISE TAX

The State of California is exempt from federal excise taxes, and no payment will be made for any taxes levied on employees’ wages. The State will pay for any applicable State of California, local sales, or use taxes on the services rendered or equipment or parts supplied pursuant to this Agreement. California may pay any applicable sales and use tax imposed by another state.

2. SETTLEMENT OF DISPUTES

a. In the event of a dispute, Contractor shall file a “Notice of Dispute” with ALRB within ten (10) days of discovery of the problem. Within ten (10) days, the ALRB shall meet with the Contractor and Project Manager for purposes of resolving the dispute.

b. Any dispute concerning a question of fact arising under the terms of this Agreement which is not disposed of within a reasonable period of time by Contractor and State employees normally responsible for the administration of this Agreement shall be brought to the attention of the ALRB director or designated representative for resolution. The decision of the ALRB director or designated representative shall be final.

c. In the event of a dispute, the language contained within this Agreement shall prevail over any other language.

d. The existence of a dispute not fully resolved shall not delay Contractor to continue with the responsibilities under this Agreement which is not affected by the dispute.

3. POTENTIAL SUBCONTRACTORS

Nothing contained in this Agreement or otherwise, shall create any contractual relation between the State and any subcontractors, and no subcontract shall relieve the Contractor of his responsibilities and obligations hereunder. The Contractor agrees to be responsible to the State for the acts and omissions of its subcontractors and of persons either directly or directly employed by any of them as it is for the acts and omissions of persons directly employed by the Contractor.

The Contractor’s obligation to pay its subcontractors is an independent obligation from the State’s obligation to make payments to the Contractor. As a result, the State shall have no obligation to pay or to enforce the payment of any moneys to any subcontractor.

4. STOP WORK ORDER

State reserves the right to issue an order to stop work in the event that a dispute should arise, or in the event that State gives Contractor a notice that the Agreement will be terminated. The stop work order will be in effect until the dispute has been resolved or the Agreement has been terminated.

5. TERMINATION

In addition to the rights under Exhibit C of the Standard Agreement, State reserves the right to terminate this Agreement in whole or in part at its sole discretion at any time upon thirty (30) days prior written notice to Contractor.

After receipt of a Notice of Termination, and except as directed by the State, the Contractor shall immediately stop work, regardless of any delay in determining or adjusting any amounts due under this clause.

In the case of early termination, Contractor must submit one (1) original and one (1) copy of a final invoice within 30 calendar days upon date of written notice. The final invoice shall cover all unpaid services to termination date, following the invoice requirements of this Agreement. Final invoice shall be submitted to the address listed on Exhibit B, Budget Detail and Payment Provisions.

Upon receipt of the final invoice, a final payment will be made to Contractor. This payment shall be for all State-approved costs that in the opinion of State are justified, and shall include labor, and materials purchased or utilized (including all non-cancellable commitments) to termination date at the rates set forth in the contract.

6. AMENDMENTS

No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties, and approved as required. No oral understanding or agreement not incorporated in this Agreement is binding on any of the parties.

7. INSURANCE REQUIREMENTS

a. Commercial General Liability

Contractor must furnish to the State a certificate of insurance to remain in effect at all times during the term of this Agreement. Contractor shall maintain general liability on an occurrence form with limits not less than $1,000,000 per occurrence for bodily injury and property damage liability combined with a $2,000,000 annual policy aggregate. The policy must include coverage for liabilities arising out of premises operations, independent contractors, products, completed operations, personal & 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. The policy must include:

Agricultural Labor Relations Board, State of California employees are included as additional insured, but only with respect to work performed under this Agreement.

This endorsement must be supplied under a form acceptable to the Office of Risk and Insurance Management.

In the case of Contractor’s utilization of subcontractors to complete the contracted scope of work, Contractors shall include all subcontractors as insured under Contractor’s insurance or supply evidence of insurance to the State equal to policies, coverage and limits required of Contractor.

b. Automobile Liability

Contractor shall maintain motor vehicle liability with limits of not less than $1,000,000 combined single limit. Such insurance shall cover liability arising out of a motor vehicle including owned, hired, and non-owned motor vehicles. The State of California, its officers, agents, and employees are to be covered as additional insureds with respect to liability arising out of work or operations.

c. Workers’ Compensation and Employers’ Liability

Contractor must furnish to the State a certificate of insurance to remain in effect at all times during the term of this Agreement. Contractor shall maintain statutory workers’ compensation and employers’ liability for all its employees who will be engaged in the performance of the Agreement.

Employers’ liability limits of $1,000,000 are required. The policy must include:

When work is performed on State owned or controlled property the Workers’ Compensation policy shall contain a waiver of subrogation in favor of the State. The waiver of subrogation endorsement shall be provided.

d. General Provisions Applying to all Policies

Coverage Term: Coverage needs to be in force for the complete term of the Agreement. If insurance expires during the term of the Agreement, a new certificate must be received by the State at least ten (10) days prior to the expiration of this insurance. Any new insurance must still comply with the original terms of the Agreement. The Contractor agrees to provide a new certificate of insurance via email to:

BSO@ALRB.ca.gov Subject Line: XX – Insurance Certificate

Policy Cancellation or Termination and Notice of Non-Renewal: Contractor shall provide to the State within five (5) business days following receipt by Contractor a copy of any cancellation or non-renewal of insurance required by this Agreement. In the event Contractor fails to keep in effect at all times the specified insurance coverage, the State may, in addition to any other remedies it may have, terminate this Agreement upon the occurrence of such event, subject to the provisions of this Agreement.

Deductible: Contractor is responsible for any deductible or self-insured retention contained within their insurance program.

mailto:BSO@ALRB.ca.gov

Primary Clause: Any required insurance contained in the Agreement shall be primary, and not excess or contributory to any other insurance carried by the State.

Insurance Carrier Required Rating: All insurance companies must carry a rating acceptable to the Office of Risk and Insurance Management. If the Contractor is self-insured for a portion or all of its insurance, review of financial information including a letter of credit may be required.

Endorsements: Any required endorsement must be physically attached to all requested certificates of insurance and not substituted by referring to such coverage on the certificate of insurance.

Inadequate Insurance: Inadequate or lack of insurance does not negate the Contractor’s obligations under the Agreement.

8. FORCE MAJEURE

Except for defaults of subcontractors, neither ALRB nor the Contractor must be liable for or deemed to be in default for any delay or failure in performance under this Contract or interruption of services resulting from acts beyond the control of the offending party.

This includes acts of God, enemy or hostile governmental action, civil commotion, strikes, government orders, national or state declared pandemics, lockouts, labor disputes, nuclear accident, freight embargo, fire, flood, earthquakes or other physical natural disaster, or governmental statutes or regulations superimposed after the fact. If either party intends to invoke this clause to excuse or delay performance, the party invoking the clause must provide written notice to the other party immediately but no later than fifteen (15) calendar days of when the force majeure even occurs and reasons that the force majeure event is preventing that party from or delaying that party in performing its obligations under this contract. ALRB may terminate this Agreement immediately in writing without penalty in the event the Contractor invokes this clause.

If the Agreement is not terminated by ALRB pursuant to this clause, upon completion of the event of force majeure, the Contractor must as soon as reasonably practicable recommence the performance of its obligations under this Agreement. The Contractor must also provide a revised schedule to minimize the effects of the delay caused by the event of force majeure. An event of force majeure does not relieve a party from liability for an obligation which arose before the occurrence of that event.

If a delay or failure in performance by the Contractor arises out of a default of its subcontractor, and if such default of its subcontractor, arises out of causes beyond the control of both the Contractor and subcontractor pursuant to this force majeure clause, and without the fault or negligence of either of them, the Contractor shall not be liable for damages of such delay or failure, unless the supplies or services to be…