DQ1 QAAA 2026000263 Amendment #02.pdf

DQ QAAA 2026000263

Community Review of Spanish and Arabic Training Material Translations

Amendment #02

The purpose of this Amendment #02 is to incorporate the list of questions and answers (Q&A) received by the inquiry deadline, to the Documented Quote (DQ) document. Please reference all of the questions and answers below.

Please reference the revised RFP document (v.2) for updated information. Note that all changes are highlighted in red.

Please also reference the revised Exhibit B – Additional Provisions document (v.2) for updated information. Note that all changes are highlighted in red.

Questions & Answers

1. The SOW states that the vendor will conduct community review of materials translated into Spanish and Arabic. Could you confirm who will be responsible for the initial translation before the review stage?

Answer: Initial translation will be completed by a separate, certified translation vendor.

2. Will reviewers be expected to make edits directly to the translated content, or provide comments and suggested revisions for another team to implement?

Answer: Suggestions are made to the translated content using track changes in Word or Google Documents and comments in Storyline Articulate Review 360.

3. The SOW indicates an estimate of 200–240 hours of work. Could you provide an estimated volume in words, pages, or number of modules expected during the contract period?

Answer: This will vary somewhat depending on what projects and types of training materials are developed in any given year, and the length of each material. On average, there will be around 6-8 hours of eLearning content, several slide decks of 15-150 slides, several participant and/or facilitator’s guides of 30- 150 pages, and a variety of short supplemental materials. There were around 282 thousand words processed last year for both Arabic and Spanish.

4. How frequently will work be assigned (e.g., monthly batches, quarterly releases, or ad hoc requests)?

Answer: Work is largely assigned ad hoc. Advanced notice will be provided.

5. Are there any expected peak periods where larger volumes of material may require review?

Answer: The Colorado state fiscal year runs from July through June. The first half of the fiscal year is a heavier time for the development of new training materials, meaning the second half of the fiscal year (January through June) is heavier on translation and translation review tasks.

6. Approximately how many training modules, slide decks, or guides are expected to be reviewed within the contract period?

Answer: This will vary somewhat depending on what projects and types of training materials are developed in any given year, and the length of each material. On average, there will be around 6-8 hours of eLearning content, several slide decks of 15-150 slides, several participant and/or facilitator’s guides of 30- 150 pages, and a variety of short supplemental materials.

7. What are the expected turnaround times for reviewing typical assignments?

Answer: Typical turnaround time for review of translated content is 5-7 business days

8. The payment schedule section references monthly payments but does not specify the pricing structure. Could you clarify whether the project is expected to be fixed-price, hourly, or milestone-based?

Answer: Fixed-price, which could use a per-word, hourly, or other fixed-price model.

9. Our organization typically structures linguistic review services using a per-word rate based on the volume of translated content. Would CDEC consider a per-word pricing model instead of hourly billing?

Answer: CDEC will not consider a per-word pricing model. Please submit cost information as outlined in the DQ document and Statement of Work Payment Schedule.

10. If hourly billing is required, could you clarify how hours should be tracked and reported for invoicing purposes?

Answer: Vendors may track hours using their preferred method. Invoices should state how many hours of work were performed, at what rate, and during which time period. Vendor invoices may be used, or CDEC can provide an invoice template. Invoices are submitted via CDEC’s web-based invoice submission process.

11. Will vendors be required to provide community reviewers located in Colorado, or can reviewers be located elsewhere as long as they meet the language and subject expertise requirements?

Answer: Physical presence in Colorado is not required. However, vendors should be able to provide subject matter expertise in early childhood, and in local Colorado language usage, lived experience, and culture.

12. The estimated hours are 200-240 per year—can you provide a breakdown of how these hours are expected to be split between Spanish and Arabic review?

Answer: The volume is split about equally between the two languages. Typically, once materials are developed in English they are translated to Spanish and Arabic. Occasionally, there might be a backlog of materials that only need translating into one language or the audience may necessitate only translating into one language, in which case, the hours may lean more heavily toward one language or the other.

13. What is the estimated volume of materials to be reviewed (e.g., number of pages, slide decks, eLearning modules) annually?

Answer: Please reference the response to question #6.

14. Are there incumbent vendors currently performing these translation reviews? If so, what are their names?

Answer: CDEC will not disclose this information at this time.

15. For Arabic, do you require Modern Standard Arabic, or are there specific regional dialects that are more commonly spoken by Colorado's early childhood workforce?

Answer: We use Modern Standard Arabic.

16. Are there existing CDEC-approved glossaries for Spanish and Arabic that we would be expected to align with? If so, can we review them prior to bidding?

Answer: We have working glossaries for Spanish and Arabic. They will be provided to the vendor when the work begins.

17. What specific qualifications or certifications are required for reviewers?

Answer: Specific certifications are not required. Reviewers should be able to review for accuracy, consistency, alignment with glossary and appropriateness of wording and tone for our early childhood audience. Preference will be given to vendors who are able to provide subject matter expertise in early childhood and in Colorado local language usage, lived experience and culture.

18. Do you have an idea of how many words your current vendor processed? Is that information that you can get from previous vendors?

Answer: There were around 282 thousand words processed last year. This may vary from year to year depending on the number of projects and types of training materials needing development.

19. I understand from the pre-solicitation meeting that last year you used approximately 220 hours of review. Please confirm that this means 220 hours per language, thus 440 hours total (approximately)?

Answer: The SOW estimates of 200-240 hours a work are total for both languages.

20. How many words did you have translated (and thus, reviewed) last year, per language? Your translation vendor will certainly have this usage data information.

Answer: There were around 282 thousand words processed last year (around 156 thousand for Arabic and 125 thousand for Spanish).

21. Were there any issues/difficulties that came up with your previous/current vendor?

Answer: CDEC will not disclose this information at this time.

22. When does the contract with your current translation vendor expire, and will there be an opportunity to bid on that contract as well?

Answer: CDEC will not disclose this information at this time. The opportunity to bid on the upcoming contract is through this Documented Quote (DQ) process.

23. Can CDEC provide an estimate of the total number of documents, slides, or word count expected to be reviewed annually? The solicitation estimates 200–240 hours, but understanding the volume of materials would help vendors price more accurately.

Answer: Please reference the response to question 6 and question 20.

24. For video content, what does the review entail - reviewing subtitles/captions, scripts, or both?

Answer: For video content, review will be of transcript documents and possibly captions.

25. In what format will materials be provided for review - Google Docs with tracked changes, proprietary eLearning authoring tools (e.g., Articulate/Rise), PDF annotation, or another format?

Answer: Documents for review may be provided in MS Word, Google Docs, PDFs, or slides (PowerPoint or Google Slides). Courses will be reviewed in Articulate Review 360.

26. Section 5.0, item 7 asks vendors to describe their experience with remote video conferencing platforms. Could CDEC clarify which video conferencing platform(s) the vendor would be expected to use for this engagement, and how frequently video conferencing will be utilized as part of the day-to-day workflow?

Answer: For meetings, CDEC typically uses Google Meet. For translation review, there will likely be a kickoff meeting at the start of the contract to introduce teams, provide details about workflow and answer any outstanding questions.

Additional communication will be done through email.

27. Will the vendor be expected to attend regular check-in meetings with CDEC staff?

If so, approximately how frequently, and will that time be counted within the 200– 240 estimated hours?

Answer: There will be no regular check-in meetings . At contract start, there will be a kick-off meeting to introduce the teams, provide details about workflow and answer any outstanding questions. This meeting will not be included in the 200- 240 estimated hours. All communication outside of the kick-off meeting will be done through email.

28. The solicitation requires a fixed-price, monthly payment schedule. Should pricing be structured as a flat monthly retainer, or on a per-deliverable/milestone basis?

Is there a budget ceiling vendors should be aware of when pricing their quotes?

Answer: Pricing should be structured per deliverable/milestone. Vendors should add amounts for what they would charge for 200-240 hours of translation reviews for documents in Arabic and Spanish per year. CDEC is not sharing information about a budget ceiling in order to keep bids competitive.

29. Is there a standard turnaround time expected for reviewed materials, or will timelines vary by project?

Answer: Typically, review periods are between 5 and 7 days. Timelines can vary somewhat based on the amount of depth of materials.

30. Can you confirm if the posted "Exhibit A - Statement of Work- Template" is the correct version? It contains several comments, and we’re unsure whether these are meant for the vendor or are internal notes.

Answer: The template is the correct version. The comments are for vendor clarification.

31. I had a quick question about “Exhibit B” in the list of documents. It appears to reference a budget, but the document labeled Exhibit B seems to include additional provisions instead. I wanted to check if there is a separate budget template we should be using.

Answer: There is not a separate budget template. The payment schedule is included in Exhibit A, the fixed-price Statement of Work template.The Exhibit B, Additional Provisions has been revised to reflect the correct reference to the budget. Please reference version 2 of this Exhibit, which is attached to this amendment.

32. I noticed that Exhibit A includes a section for a payment breakdown, but I wasn’t sure if that replaces a full budget, or if there’s an additional template we should complete.

Answer: Please reference the response to question 31.

33. Pg 1 - Statement of Work (Introduction/Background) - Can the State provide an estimated volume of materials (e.g., number of courses, slide decks, videos, or total word count) expected to be reviewed during the contract period to help vendors accurately scope staffing and pricing?

Answer: Please reference the response to question 6 and question 20.

34. Pg 1 - Statement of Work (Scope of Work) - Will the review work be assigned on a recurring schedule (e.g., monthly batches), or should vendors anticipate ad hoc requests throughout the period of performance?

Answer: Reviews will be assigned on an ad hoc basis with advanced notice.

35. Pg 1 - Statement of Work (Scope of Work) - Is the vendor expected to provide subject matter expertise in early childhood education in addition to linguistic review, or is the focus strictly on linguistic accuracy, consistency, and glossary alignment?

Answer: Reviewers should be able to review for accuracy, consistency, alignment with glossary and appropriateness of wording and tone for our early childhood audience. Preference will be given to vendors who are able to provide subject matter expertise in early childhood and in Colorado local language usage, lived experience and culture.

36. Pg 1 - Statement of Work (Introduction/Background) - Are there specific certification or credential requirements for reviewers in Spanish and Arabic (e.g., ATA certification, education field experience), or will qualifications be evaluated holistically?

Answer: Please reference the response to question #17. Preference will be given to vendors who are able to provide subject matter expertise in early childhood and in Colorado local language usage, lived experience and culture.

37. Pg 1 - Statement of Work (Scope of Work) - Does the State require reviewers to be native speakers of the target language and/or based within Colorado, or can remote reviewers outside of the United States be utilized?

Answer: Reviewers aren’t required to be native speakers but they must have sufficient proficiency in the language to ensure the translation is culturally relevant and relevant to the early childhood system context in Colorado. Physical presence in Colorado is not required. Vendors located outside of the USA can apply. Working with vendors outside the U.S. requires CDEC to complete additional compliance procedures as a state entity.

38. Pg 1 - Statement of Work (Scope of Work) - Can the State clarify the expected deliverable format (e.g., tracked changes in Word, annotated PDFs, QA reports, glossary updates)?

Answer: Document deliverables may include MS Word or Google documents, spreadsheets, PowerPoints and PDFs. Reviewers will generally make corrections or comments using the built in tools (such as tracked changes in Word, annotations in PDFs). Courses will be viewed through Articulate 360 Review which has a built-in comment feature.

39. Pg 1 - Statement of Work (Scope of Work) - Will the State provide existing glossaries and style guides for Spanish and Arabic, and are vendors expected to update or maintain these resources as part of the contract?

Answer: We have working glossaries for Spanish and Arabic. They will be provided to the vendor when the work begins. Vendors are not responsible for managing the glossary.

40. Pg 1 - Statement of Work (Scope of Work) - Are there defined quality metrics or acceptance criteria that will be used to evaluate the vendor’s review work (e.g., error thresholds, QA scoring)?

Answer: The purpose of this solicitation is to ensure quality assurance of translations provided by a third party. For this reason it is necessary that the selected vendor has the expertise and language proficiency to demonstrate their ability to review the translations. If published translations reviewed by the awarded vendor receive negative feedback from training participants who use the translated training materials, this will be addressed accordingly.

41. Pg 1 - Statement of Work (Background – PDIS reference) - Will vendors be required to access or work within the PDIS platform directly, and if so, will access and training be provided?

Answer: Content review does not take place within the PDIS platform.

42. Pg 4 - Section 2.0 Quote Submission Instructions - Are there any required or preferred tools (e.g., CAT tools, QA tools) that vendors must use for consistency with existing workflows?

Answer: There are no required tools to use for workflow.

43. Pg 1 - Exhibit B Section 4 (Payment) - The contract indicates payment will be on a fixed price basis. Should vendors propose pricing as a total project cost, or is a unit-based structure (e.g., per word, per hour, per deliverable) acceptable within the fixed price framework?

Answer: Please reference the response to question #9. Vendors may propose pricing as a fixed-price/per hour cost structure, outlined in the payment schedule, there must be a total monthly cost for the term of the project. If vendors would like to include additional detail (e.g. as a unit-based structure/per hour) for any given month, they may do so as long as the description is listed in the corresponding month.

44. Pg 2 - Exhibit B Section 4 (Payment) - Can the State confirm whether there is a maximum budget or funding ceiling associated with this solicitation to guide pricing strategy?

Answer: The state is not sharing information about a maximum budget in order to keep bids competitive.

45. Pg 4 - Schedule of Activities - Are there expected turnaround times for review assignments (e.g., standard vs. expedited timelines)?

Answer: Standard turnaround time for reviews is 5 to 7 days.

46. Pg 1 - Statement of Work (Period of Performance) - During peak periods, is there an expectation for surge capacity or minimum staffing levels?

Answer: No.

47. Pg 1 - Exhibit D Section 21 (Insurance) - Given the nature of services (linguistic review), would the State consider waiving or adjusting the automobile liability insurance requirement if no on-site services are performed?

Answer: Yes.

48. Pg 5 - Exhibit D Section 12 (Payment Terms) - Can the State confirm whether partial invoicing is allowed based on completed deliverables, or only monthly invoicing regardless of deliverable completion?

Answer: Partial invoicing is allowed based on completed deliverables.

49. Pg 1 - Exhibit B Section 3 (Subcontracts) - Will the State allow the use of subcontractors (e.g., freelance reviewers), and if so, are there any approval timelines or limitations vendors should be aware of?

Answer: Subcontractors are allowed. If you know who the subcontractors are, include their information in your proposal and describe what the subcontractors will be doing on this project and why their skill set is suitable for this project.

50. Pg 4 - Section 2.0 Quote Submission Instructions - Can the State clarify the evaluation criteria (e.g., technical vs. cost weighting) that will be used to select the awarded vendor?

Answer: An award determination will be based on which quote offers the best overall value to the state, with cost as the primary factor. CDEC will evaluate quotes on multiple criteria beyond price alone through a qualitative assessment. An acceptable quote must demonstrate that the goods or services meet the Department's requirements at a fair and reasonable cost.

51. Pg 2 - Signature Page - Are there any specific past performance or experience requirements (e.g., similar government or early childhood projects) that will be evaluated as part of the selection process?

Answer: CDEC will evaluate relevant experience as outlined in the Documented Quote.

A preference will be applied to organizations that demonstrate past experience with state government and early childhood systems. Please ensure that this information is included in your quote.

Page 1 of 15 DQ12-2025A

Colorado Department of Early Childhood (CDEC)

Documented Quote (DQ) Request Community Review of Spanish and Arabic Training Material Translations

DQ1 QAAA 2026000263

Publication Date: March 27, 2026

Page 2 of 15 DQ12-2025A

Signature Page

VENDORS: Reference the solicitation document below for the response deadline and other response submission information and requirements.

Vendors responding to this solicitation are required to complete this page in its entirety, sign it, and submit it along with their quote. This page must include either a physical or electronic signature, as defined by the "Uniform Electronic Transactions Act," section 24-71.3-102 (8), to indicate the vendor's intent to be bound by their submission. Failure to comply with this requirement may result in disqualification of the vendor's response.

The undersigned acknowledges and agrees that any misrepresentation made in their response or in subsequent discussions or information provided to the State may be considered sufficient grounds for the State to decline to enter into a contract or purchase order. Furthermore, any later discovery of omissions or misrepresentations in the solicitation response or in subsequent discussions may lead to the cancellation of any existing contract or purchase order.

Legal Vendor Name:

Vendor Address:

Vendor Primary Contact Name:

Vendor Primary Contact Email:

Vendor Primary Contact Phone:

Name and email address of individual submitting this quote (if different from the primary contact):

Is the Vendor a Service-Disabled Veteran Owned Small Business (SDVOSB) pursuant to C.R.S. §24- 103-905?

Is the Vendor currently on any debarred list?

Are you receiving funding from multiple sources for this project? (Yes/No)

● If yes, please provide details on how this quote is a separate project from the others and how funding will be monitored.

o A duplication occurs when a person, household, business, or other entity receives federal assistance from multiple grant sources for the same purpose, and the total assistance received for that purpose is more than the total need. The amount of the Duplication of Benefit (DOB) is the amount received in excess of the total need for the same purpose. Any persons, business concerns, or other entities that are the recipient of duplicative assistance are liable to the United States for the amount of duplicated aid and the agency that provided the duplicative assistance is responsible for debt collection.

o Grant funds cannot be used to supplant current funding or existing activities. “Supplant” is

Page 3 of 15 DQ12-2025A defined as replacing funding of a recipient's existing program with funds from a state, federal, or local funding.

Individual authorized to bind the Vendor to the quote submission for this DQ:

Signature of individual authorized to bind the Vendor to the quote submission for this DQ:

*If applicable, I confirm that my printed name acts as my signature.

Page 4 of 15 DQ12-2025A

Schedule of Activities

Single Point of Contact: Kellie Harris - Kellie.Harris@state.co.us Please note that phone lines may not be consistently monitored, email is the preferred method of communication. The individual listed above is the sole point of contact for this solicitation. Please note that reaching out to anyone other than this individual may lead to disqualification of an offer, with the exception of the Colorado Supplier Diversity Navigator at the Statewide Equity Office of Supplier Diversity for the sole purpose of assisting with submission of the solicitation.

Solicitation Purpose: The Colorado Department of Early Childhood is seeking a vendor who shall review key terms and training materials after they have been translated into Arabic and Spanish.

Eligibility Requirements: Any organization that can provide the services as outlined in this solicitation.

Service Location/Delivery Area: Statewide - Colorado

Anticipated Contract Start Date: July 1, 2026, or Upon execution of a purchase order (PO) or contract.

Anticipated Contract Term: The anticipated term of the resulting purchase order (PO) or contract will be from July 1, 2026, through June 30, 2027. The resulting PO or contract may be renewed for up to four additional terms not to exceed a maximum term of five years, at the sole discretion of the State, contingent upon funds being appropriated, budgeted, and otherwise made available, and other contractual requirements, if applicable, being satisfied.

Submission Method: Electronic. Reference the “Quote Submission Instructions” Section below.

Pre-Bid Conference: March 17, 2026 @1:00 PM *There will be a Pre-Quote Conference. Reference Section 2.0 - Quote Submission Instructions, for more information.

Inquiries Due Date and Time: March 24, 2026 @1:00 PM

* Please send any questions via email to the Single Point of Contact prior to the inquiry deadline. Reference Section 2.0 - Quote Submission Instructions, for more information.

Answers to Inquiries: March 27, 2026

* Reference Section 2.0 - Quote Submission Instructions, for more information.

Quote Due Date and Time: April 3, 2026 @2:00 PM

* Reference Section 2.0 - Quote Submission Instructions, for more information

Note: All dates and times are subject to change and are in Mountain Time.

mailto:Kellie.Harris@state.co.us

Page 5 of 15 DQ12-2025A

1.0 Exhibit List

● Exhibit A - Statement of Work (SOW) Template (Complete and Return)

● Exhibit B - Additional Provisions (For Review Only)

● Exhibit C - Vendor Contact Information Sheet (For Review Only)

● Exhibit D - State of Colorado Purchase Order Terms and Conditions (For Review Only)

2.0 Quote Submission Instructions

i. Electronic Procurement Systems. Solicitations published by the CDEC will be posted on both BidNet Direct and the Vendor Self-Service (VSS) site, however all bid submissions will only be officially accepted on BidNet Direct at the deadline listed in the Schedule of Activities.

ii. Electronic Bid Submission. This solicitation is published via Rocky Mountain E-Purchasing, BidNet Direct. Vendors must be registered with BidNet Direct in order to download solicitation documents (including any amendments or modifications) and to be considered responsive at the time of submission of the response. Bidders who have not registered on the BidNet Direct website, must register promptly to ensure they are able to submit a timely bid response. Information may be accessed through the BidNet Direct website at:

https://www.bidnetdirect.com/register. Bidnet Direct’s Help Desk can be reached at 800- 835-4603 or by email at: support@bidnet.com

iii. File Names. The file name should start with the solicitation type, solicitation number, and vendor name (e.g., “DQ1 20XX000XXX Vendor Name…”).

iv. Confirmation. Vendors will receive an email confirmation that the file was uploaded correctly. If not, please contact the BidNet Direct Help Desk.

v. Pre-Bid Conference. There will be an optional pre-bid conference. The format of this pre-bid conference will be a 15-minute presentation followed by a 30-minute Questions & Answers (Q&A) session. Please note that during the Q&A session, if there are no questions received after a period of time, the Pre-Bid conference will end. Please refer to the information below on how to attend the conference:

March 17, 2026 @1:00 pm

Meeting Link: meet.google.com/tub-hhcp-rbq Dial in: (US) +1 609-479-1414 PIN: 625 322 354#

vi. Questions. Vendors may submit questions by email to the Single Point of Contact prior to the inquiry deadline identified in the Schedule of Activities above. The Department may answer some, all, or none of the questions asked by posting them publicly via an amendment to this solicitation on both the BidNet and VSS sites.

vii. Deadline Adherence. Time is of the essence. Failure of a vendor to respond to any requests by established deadlines, may result in the quote being rejected.

viii. Multiple or Alternate Quotes. Unless otherwise stated in this solicitation, vendors shall be limited in providing multiple or alternate quotes. In the event a vendor can provide multiple or alternate quotes, each quote must be submitted separately and distinctly to permit independent review based on the individual quote. Further, any vendor submitting http://www.colorado.gov/vss https://www.bidnetdirect.com/register mailto:support@bidnet.com http://meet.google.com/tub-hhcp-rbq http://meet.google.com/tub-hhcp-rbq

Page 6 of 15 DQ12-2025A multiple or alternate quotes must expressly identify their preferred or primary quote.

ix. Additional Resources

● Vendor Assistance. Any vendors needing support responding to solicitations may contact the Colorado Supplier Diversity Navigator at the Statewide Equity Office of Supplier Diversity. Services provided include assistance with responding to solicitations, interpretation of solicitation documents, technical assistance referrals, availability of resources. The office can be reached during normal business hours by calling 303-866-5765 or emailing DPA_SupplierDiversityHelp@state.co.us.

o Statewide Equity Office of Supplier Diversity:

https://urldefense.proofpoint.com/v2/url?u=https- 3A__dhr.colorado.gov_statewide-2Dequity-2Doffice_supplier- 2Ddiversity&d=DwMFaQ&c=sdnEM9SRGFuMt5z5w3AhsPNahmNicq64TgF1Jw NR0cs&r=2K9kkYDPzg9W7wrnb9URPPzWuzXzmzc6oQUqmP_d9mA&m=UsSC oCc_Nnj_It7iTj2w9Xh- U0kW8zKwh7sIdTrgvW_OXQDDQG8CMBmOZsCmKo6l&s=AHk9LQL8xQKwtY W6AlMhIpKhc64M4gHnBm1wvGiKqhU&e=

● BidNet Direct: https://www.bidnetdirect.com/

● Vendor Self-Service (VSS) Site:

https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4

3.0 Quote Format

i. In General. Quotes must clearly demonstrate the organization's ability to perform the services described in this DQ.

i. Maximum Length. Quotes should not exceed 15 pages (excluding any required attachments). The Department may evaluate quotes negatively if this page limit is not followed. Quotes must include all required attachments:

● Exhibit A - Statement of Work Template.

ii. Please respond to the items below in the same sequence as outlined in this section.

Quotes that do not follow the sequence outline and response format of this Documented Quote (DQ) may be deemed non-responsive and disqualified from further consideration.

iii. Please define all acronyms and identify other areas or considerations that would be useful and that the organization deems relevant to this project.

iv. Mandatory Requirements. Failure to address all mandatory requirements outlined in Section 5.0 Quote Content will result in disqualification.

4.0 Introduction and Background

Language is often cited as a barrier to accessing early childhood services in Colorado. Many families prefer a child care setting where their child has an opportunity to learn English and continue to speak their home language. The Colorado Department of Early Childhood (CDEC) continues to utilize Spanish and Arabic to translate training materials into for the early childhood workforce. These are the most common languages (in addition to English) spoken by the early care and learning workforce in Colorado.

The CDEC is seeking a vendor for a community review of these materials and key terms after https://urldefense.proofpoint.com/v2/url?u=https-3A__dhr.colorado.gov_statewide-2Dequity-2Doffice_supplier-2Ddiversity&d=DwMFaQ&c=sdnEM9SRGFuMt5z5w3AhsPNahmNicq64TgF1JwNR0cs&r=2K9kkYDPzg9W7wrnb9URPPzWuzXzmzc6oQUqmP_d9mA&m=UsSCoCc_Nnj_It7iTj2w9Xh-U0kW8zKwh7sIdTrgvW_OXQDDQG8CMBmOZsCmKo6l&s=AHk9LQL8xQKwtYW6AlMhIpKhc64M4gHnBm1wvGiKqhU&e= https://urldefense.proofpoint.com/v2/url?u=https-3A__dhr.colorado.gov_statewide-2Dequity-2Doffice_supplier-2Ddiversity&d=DwMFaQ&c=sdnEM9SRGFuMt5z5w3AhsPNahmNicq64TgF1JwNR0cs&r=2K9kkYDPzg9W7wrnb9URPPzWuzXzmzc6oQUqmP_d9mA&m=UsSCoCc_Nnj_It7iTj2w9Xh-U0kW8zKwh7sIdTrgvW_OXQDDQG8CMBmOZsCmKo6l&s=AHk9LQL8xQKwtYW6AlMhIpKhc64M4gHnBm1wvGiKqhU&e= https://urldefense.proofpoint.com/v2/url?u=https-3A__dhr.colorado.gov_statewide-2Dequity-2Doffice_supplier-2Ddiversity&d=DwMFaQ&c=sdnEM9SRGFuMt5z5w3AhsPNahmNicq64TgF1JwNR0cs&r=2K9kkYDPzg9W7wrnb9URPPzWuzXzmzc6oQUqmP_d9mA&m=UsSCoCc_Nnj_It7iTj2w9Xh-U0kW8zKwh7sIdTrgvW_OXQDDQG8CMBmOZsCmKo6l&s=AHk9LQL8xQKwtYW6AlMhIpKhc64M4gHnBm1wvGiKqhU&e= https://urldefense.proofpoint.com/v2/url?u=https-3A__dhr.colorado.gov_statewide-2Dequity-2Doffice_supplier-2Ddiversity&d=DwMFaQ&c=sdnEM9SRGFuMt5z5w3AhsPNahmNicq64TgF1JwNR0cs&r=2K9kkYDPzg9W7wrnb9URPPzWuzXzmzc6oQUqmP_d9mA&m=UsSCoCc_Nnj_It7iTj2w9Xh-U0kW8zKwh7sIdTrgvW_OXQDDQG8CMBmOZsCmKo6l&s=AHk9LQL8xQKwtYW6AlMhIpKhc64M4gHnBm1wvGiKqhU&e= https://urldefense.proofpoint.com/v2/url?u=https-3A__dhr.colorado.gov_statewide-2Dequity-2Doffice_supplier-2Ddiversity&d=DwMFaQ&c=sdnEM9SRGFuMt5z5w3AhsPNahmNicq64TgF1JwNR0cs&r=2K9kkYDPzg9W7wrnb9URPPzWuzXzmzc6oQUqmP_d9mA&m=UsSCoCc_Nnj_It7iTj2w9Xh-U0kW8zKwh7sIdTrgvW_OXQDDQG8CMBmOZsCmKo6l&s=AHk9LQL8xQKwtYW6AlMhIpKhc64M4gHnBm1wvGiKqhU&e= https://urldefense.proofpoint.com/v2/url?u=https-3A__dhr.colorado.gov_statewide-2Dequity-2Doffice_supplier-2Ddiversity&d=DwMFaQ&c=sdnEM9SRGFuMt5z5w3AhsPNahmNicq64TgF1JwNR0cs&r=2K9kkYDPzg9W7wrnb9URPPzWuzXzmzc6oQUqmP_d9mA&m=UsSCoCc_Nnj_It7iTj2w9Xh-U0kW8zKwh7sIdTrgvW_OXQDDQG8CMBmOZsCmKo6l&s=AHk9LQL8xQKwtYW6AlMhIpKhc64M4gHnBm1wvGiKqhU&e= https://urldefense.proofpoint.com/v2/url?u=https-3A__dhr.colorado.gov_statewide-2Dequity-2Doffice_supplier-2Ddiversity&d=DwMFaQ&c=sdnEM9SRGFuMt5z5w3AhsPNahmNicq64TgF1JwNR0cs&r=2K9kkYDPzg9W7wrnb9URPPzWuzXzmzc6oQUqmP_d9mA&m=UsSCoCc_Nnj_It7iTj2w9Xh-U0kW8zKwh7sIdTrgvW_OXQDDQG8CMBmOZsCmKo6l&s=AHk9LQL8xQKwtYW6AlMhIpKhc64M4gHnBm1wvGiKqhU&e= https://www.bidnetdirect.com/ https://prd.co.cgiadvantage.com/PRDVSS1X1/Advantage4

Page 7 of 15 DQ12-2025A they have been translated into Arabic and Spanish. These translations primarily involve training materials such as slide decks, participant and facilitator guides, videos, and eLearning modules, but will also include translations to support access to training materials on the Professional Development Information System (PDIS) and/or related translation needs. This work will not involve direct translation but will provide a review of the translations to ensure accuracy, consistency, alignment with the CDEC-approved Arabic and Spanish glossaries, and relevancy for Colorado early childhood professionals.

Once completed, the translated materials will be accessed by early childhood professionals and trainers on the Colorado Shines Professional Development Information System (PDIS) and/or through other approved means of distribution. There may also be a need for this vendor to review translated supplemental items that support access to training materials, such as job aids, how-to-guides, or website text.

5.0 Quote Content

Quote Substance. Responses to the following components should be included in the quote. Each component will be evaluated for completeness. Please address the following:

1. Please describe your organization’s experience reviewing Arabic and Spanish translations by providing details about the level of Arabic and Spanish proficiency required, the approximate number of projects completed, and the types of projects reviewed.

2. Please describe your organization's translation review process.

3. Please describe your organization’s process for quality control to ensure Arabic and Spanish translation reviews are accurate and culturally relevant.

4. Please describe your experience reviewing Arabic and Spanish translations of early childhood materials to include the information below. A preference will be applied to vendors who can demonstrate the following experience:

a. Please provide a detailed description of the organization’s ability to provide subject matter expertise in early childhood systems within Colorado and in Colorado local language usage, lived experience and culture to inform translation reviews.

b. Please provide your past experience with state government translation review projects.

c. Please describe your experience and knowledge of the Arabic-speaking and Spanish-speaking communities in Colorado.

5. Please describe your experience and comfort level with web-based review processes, utilizing software platforms such as Google Suite and Microsoft Office Suite, as well as remote video conferencing platforms.

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6. Please provide at least two references who can speak to the accuracy and quality of your Arabic and Spanish translation review abilities.

7. Accessibility Requirements. Please attest that your proposed solution will meet accessibility requirements as referenced in the attached contract (or purchase order) terms and conditions.

8. Please describe your experience reviewing Arabic and Spanish translations of adult training materials, such as eLearning courses, training materials (e.g. presentation slide decks, etc.). A preference will be given to organizations that have experience specifically with reviewing translations of materials for adult learners - (as opposed to reviewing curriculum for children, or non-training-related materials like marketing campaigns or medical support.)

9. Mandatory. Exhibit A Statement of Work Template. Please complete and submit the following information:

a. Please ensure that the work plan within the Statement of Work Template is fully completed and addresses all items in the workplan table.

b. Payment Schedule. Please note that the budget for this project will be on a fixed-price basis.

Please provide cost information on a monthly basis as outlined on the payment schedule.

Note: The estimated hours for this project is 200-240 hours of work per year.

6.0 How Quotes are Evaluated

i. In General. The Department may determine whether a quote is acceptable and may compare the relative value of competing quotes, not solely the price. “Acceptable,” means that the goods or services will meet the Department's needs and that the price is fair and reasonable. The choice of vendor will be based on which quote is most advantageous to the state, cost being the primary consideration.

ii. Mandatory Criteria. The Department may identify mandatory criteria. However, the Department reserves the right to waive mandatory requirements pursuant to Rule 24- 103- 301-03.

iii. Evaluation of Factors. CDEC will evaluate quotes against all evaluation factors set forth in the DQ. The evaluation, including the results of any discussions, will result in determination by the committee of the competitive range of vendors reasonably susceptible of receiving an award. Factors that would allow for success in meeting the responsibilities outlined in this DQ:

● Completeness and accuracy of the quote in addressing stated needs and requirements as outlined in Section 5.0 - Quote Content, above.

● Cost-Effectiveness: Reasonableness of the proposed budget in relation to the scope of work. The State will consider price as its primary determining factor.

● The State reserves the right to determine a vendor's responsibility based on factors such as financial, material, personnel resources and expertise; satisfactory record of performance; satisfactory record of integrity; and status of debarment.

Reference §24-103-401 C.R.S.

● Note: It is the vendor’s responsibility to assure all required materials are included with the quote. Failure of a vendor to provide required information and/or failure

Page 9 of 15 DQ12-2025A to follow the response format for this DQ may result in reduced scoring and/or exclusion from the competitive range of vendor quotes reasonably susceptible of receiving an award.

iv. References. The Department may contact references, whether provided or not, and consider them as part of the evaluation. Past Performance and feedback from references and the success of previous projects may be evaluated.

v. Demonstrations and Discussions. The Evaluation Committee’s initial evaluation will be based on the written quotes. Vendors should confirm that their quote adequately conveys the soundness of their approach and their understanding of the solicitation requirements.

The Evaluation Committee may, if it deems necessary, request clarifications, conduct discussions or oral presentations, or request best and final offers. Per R-24-103-203-03, discussions may be held with responsible vendors whose quotes are determined to be reasonably susceptible to be selected for award to:

● Promote understanding of the state’s requirements and the vendors’ quotes.

● Facilitate a contract that will be most advantageous to the state taking into consideration price and the other evaluation factors set forth in the request for quotes.

● CDEC may request that clarifications resulting from discussions be submitted in writing by the vendor(s) to the State. Vendors will be given a reasonable timeframe in which to submit written clarifications and to provide any related revisions to their initial quote.

Such revisions will be limited to the guidelines included within the State’s requested clarifications. As discussions are at the State’s discretion, vendors should not rely on the opportunity for discussions to clarify their quote.

vi. Best and Final Offer. The State reserves the right to give vendor(s) in the competitive range an opportunity to submit a best and final offer (BAFO) at any point during the negotiations process.

vii. Exceptions to State of Colorado Terms and Conditions. The standard terms and conditions in the Model CDEC Personal Services Contract shall govern this procurement and are hereby incorporated by reference. Vendors must submit any requested changes to the state’s contract template in redline format with their quote. Please note that the section of the Contract identified as the Colorado Special Provisions are considered non-negotiable.

● The state does not agree to accept any requested changes to the state’s contract template and will only consider changes proposed by potential vendors. While the state will work with a potential vendor on requested changes, none are guaranteed.

Additionally, Vendors are cautioned that modifications to any of the provisions in the CDEC Personal Services Contract Template as well as other standard state exhibits, are considered to constitute an increased risk as well as increased costs to the State.

Therefore, Vendor’s noted exceptions may be considered in any evaluation.

● Any changes requested to the Model CDEC Personal Services Contract or Exhibits accompanying this solicitation will constitute an increased timeline to contract execution as approvals may need to be obtained by multiple State Agencies (e.g., Department of Personnel and Administration, Attorney General, Colorado Department of Early Childhood, etc.). Therefore, any requested changes will take several weeks to review.

● If no exceptions are noted, by submission of a quote, Vendor indicates their intent to accept the State of Colorado Terms and Conditions as-is.

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7.0 Professional Ethics and Fair Business Practices

i. Any person involved in the purchasing process for the State, any end users of such goods and services, any vendor or contractor that does business with the state, and any other interested third parties to the procurement process shall enhance the proficiency and stature of the purchasing process by adhering to the highest standards of ethical behavior.

ii. The State of Colorado believes that an equitable, diverse, and inclusive workplace is one where all employees and community partners, whatever their gender, race, ethnicity, religion, national origin, age, sexual orientation, gender identity, citizenship status, education, disability, socio-economic status, or any other identity, feel valued and respected. We are committed to nondiscriminatory practices and providing equitable opportunities for employment and advancement in all our departments, programs, services, and worksites. We respect and value diverse life experiences and work to ensure that all voices are heard so that a person’s future success is not determined by their identity.

iii. Vendors must disclose in its Quote, any potential or actual conflict of interest in connection with a response to this solicitation. A conflict of interest may include, but is not limited to, access to any non-public information by the Vendor regarding the solicitation or its subject matter.

iv. Vendors acknowledge that even the appearance of a conflict of interest may be harmful to the State’s interests. Vendors shall disclose in their Quotes whether there currently is, or potentially could be, the appearance of a conflict of interest regarding this solicitation, its staff, any proposed subcontractors or partners, or any related business with the State. Reference §24-18-201, CRS, et seq. (Proscribed Acts Related to Contracts and Claims); §24-50-507, CRS (Conflict of Interest); §18-8-301, CRS, et seq. (Bribery and Corrupt Influence); §18-8-401, CRS, et seq. (Abuse of Public Office); §6-4-101, CRS, et seq., (Colorado Antitrust Act of 1992); §24-109-105, CRS (Debarment and Suspension);

and Procurement Rule R-24-101-107-01 (Ethics).

v. Vendors must disclose in their Quote any potential or actual conflict of interest in connection with a response to this solicitation. A conflict of interest may include, but is not limited to, access to any non-public information by the Vendor regarding the solicitation or its subject matter. Quote submission and signature constitute the vendor's acknowledgment and binding acceptance of all solicitation requirements, terms, and conditions.

8.0 Administrative Information

i. Acceptance of Solicitation Terms. A quote submitted in response to this solicitation shall constitute a binding offer and acknowledgment that all terms and conditions of this solicitation are accepted. Vendors must identify any variations between its quote and the solicitation. Failure to do so shall be deemed a waiver of any rights to subsequently modify the terms of performance.

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ii. Accessibility Requirements. All work performed as a result of this solicitation must comply with all applicable provisions of §24-85-101, of the Colorado Revised Statutes (C.R.S.), et seq., and the Accessibility Standards for Individuals with a Disability, as established by the Office Of Information Technology (OIT) pursuant to §24-85-103 (2.5), C.R.S. and all State of Colorado technology standards related to technology accessibility and with Level AA of the most current version of the Web Content Accessibility Guidelines (WCAG), incorporated in the State of Colorado technology standards.

● https://oit.colorado.gov/standards-policies-guides/technical-standards-policies

iii. Award. The Department will notify all vendors who submitted a quote when it issues a Notice of Intent to Award via BidNet and VSS sites. The State reserves the right to award to multiple Vendors if it is determined to be in the best interest of the State. The awarded vendor(s) must act in good faith to execute an agreement on or before the identified Anticipated Start Date. If this date is not met, through no fault of the State, the State, at its sole discretion, may cancel the Notice of Award.

● The State may negotiate with any Vendor to clarify the Vendor’s Quote or to effect modifications that will make the Quote acceptable or more advantageous to the State in alignment with the requirements as identified in this solicitation; however, any requirements identified in this solicitation may not be negotiated.

● All awarded vendors are hereby notified that they must return the attached Vendor Customer Information Sheet (incorporated into this DQ as an exhibit) to the Single Point of Contact listed in the Schedule of Activities section no more than three business days after notification of award. Failure to provide this required documentation may result in cancellation of award. Alternatively, proposers may submit this exhibit as a component of their quote.

iv. Background Checks. Pursuant to C.R.S. §27-90-111 and Department policy, any vendor, and its agent(s), who has direct contact with vulnerable persons in a state-operated facility, or who provides state-funded services that involve direct contact with vulnerable persons in the vulnerable person’s home or residence, shall:

i. submit to and successfully pass a criminal background check, and

ii. report any arrests, charges, or summonses for any disqualifying offense as specified by

C.R.S. §27-90-111 to the Department.

v. Cancellation. A solicitation may be canceled only when there are cogent and compelling reasons to believe that the cancellation of the solicitation is in the state's best interest. An award of a contract under a solicitation may be canceled, in whole or in part, when the procurement official determines in writing that such action is in the state's best interest. The reason and documentation supporting the decision to cancel the solicitation or reject Quote(s) shall remain confidential for the lesser of six months or until a purchase order is awarded by the State.

vi. Communication. All communication regarding this solicitation must be done through the Single Point of Contact identified above. Unauthorized contact with any Department personnel other than the Single Point of Contact regarding this solicitation is prohibited and may result in disqualification.

vii. Confidentiality. Anything submitted by a vendor is likely to become public information. Vendors https://oit.colorado.gov/standards-policies-guides/technical-standards-policies

Page 12 of 15 DQ12-2025A may submit, as a part of its solicitation response, a written request for classification of certain portions of the response as confidential information. This information will help us ensure that all submitted materials are handled appropriately and in accordance with our confidentiality standards. The Procurement Official or his or her designee shall determine if the information identified in the Vendor's request is exempt from disclosure in accordance with §24-72-204, C.R.S., and shall inform the Vendor in writing of the final determination.

● When submitting a confidentiality request, materials for which confidentiality has been requested shall be readily identifiable and separable from other portions of the solicitation to facilitate public inspection of the non-confidential portion of the solicitation response. Please include a complete redacted Quote response along with an unredacted Quote and confidentiality justifications. Commingling of confidential and non-confidential information is not acceptable.

● Please provide a crosswalk of information related to the material you wish to be confidential and the reasons why the information should be considered as confidential. Vendors must include the rationale for any request to classify portions as a trade secret or confidential or proprietary, including references to the authority that allows for such treatment.

● In no event shall…