Karen Morrison

Director

Department of Pesticide Regulation Gavin Newsom Governor

Yana Garcia Secretary for

Environmental Protection

INVITATION FOR BID

Notice to Prospective Bidders

IFB No. 26-C0019

June 8, 2026

You are invited to review and respond to this Invitation for Bid (IFB), entitled IFB #26-C0019 – Interpretation Services.

In submitting your bid, you must comply with these instructions.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard- Contract-Language.

The California Department of Pesticide Regulation (CDPR) deadline for receipt of bids is June 29, 2026, no later than 2:00 pm. All bids must be submitted electronically (by email). Faxed, hand delivered and mailed bids will not be accepted. The naming convention of the bid must be in the following format: “IFB 26-C0019 [Insert Vendor Name] Bid.” All late bids will be rejected and returned to the potential bidder.

EMAIL BIDS to:

ContractsUnit@CDPR.ca.gov

In the opinion of California Department of Pesticide Regulation (CDPR), this Invitation for Bid is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, the contact person for this IFB is listed below. All questions must be submitted in accordance with the IFB instructions contained herein and sent via email directly to the below listed contact person and not through Cal eProcure system.

Christina Lopez CDPR – California Pesticide Regulation

ContractsUnit@CDPR.ca.gov

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

California Department of Pesticide Regulation IFB Number 26-C0019

Table of Contents

Section Page

A) Purpose and Description of Services……………………………………………….. 3

B) Bidder Minimum Qualifications……………………………………………………… 16

C) Bid Requirements and Information…………………………………………………. 17

1) Key Action Dates …………………………………………………………………17

2) Submission of Bid…………………………………………………………………18

3) Bid Submission of Withdrawal…………………………………………………...18

4) Bidder Responsibilities...………………………………………………………... 18

5) General Requirements...………………………………………………………….19

6) Bid Rejection……………………………………………………………………….19

7) Signature…..……………………………………………………………………….20

8) Evaluation and Selection…………………………………………………………20

9) Disposition of Bids…..…………………………………………………………….21

10) Award and Protest…..…………………………………………………………….21

11) Standard Conditions of Service………………………………………………….21

12) Socio-Economic and Preference Programs...………………………………….22

13) Executive Order N-6-22 Russian Sanctions……………………………………23

14) Darfur Contracting Act Certification.…………………………………………….23

15) Generative Artificial Intelligence (GenAI)……………………………………….23

D) Required Attachments…………………………………………………………………24

1) Required Attachment Check List………………………………………………...25

2) Bid/Bidder Certification Sheet……………………………………………………26

3) Quotation Sheet…………………………………………………………………...28

4) Acknowledgement/Authorization………………………………………………...30

5) Bidder Declaration…………………..…………………………………………….31

6) DVBE Declaration and Instructions……………………………………………..32

7) Commercially Useful Function (CUF) Questionnaire………………………….34

8) Darfur Contracting Act Certification……………………………………………..35

9) California Civil Rights Laws Certification……………………………………….36

10) Contractor Certification Clause (CCC)………………………………………….37

11) Payee Data Record (STD 204)………………………………………………….40

Sample Contract** (Includes the following): Separate Attachment

1) Standard Agreement (STD. 213)

2) Exhibit A, Scope of Work

3) Exhibit B, Budget Detail and Payment Provisions

4) Exhibit C, General Terms and Conditions

5) Exhibit D, Special Terms and Conditions

6) Exhibit E, Additional Provisions

**These documents are not required with the bid package but are required upon award of the contract.

A) Purpose and Description of Services

The California Department of Pesticide Regulation’s (CDPR) mission is to protect human health and the environment by fostering sustainable pest management and regulating pesticides. As part of its mission, CDPR partners with the 55 County Agricultural Commissioners (CACs) in California, who represent the state’s 58 counties, to enforce pesticide laws and regulations locally.

The purpose of this service is to provide prompt, accurate, and effective spoken and signed communication for limited English proficient (LEP) individuals when conducting business with other members of the public, county agencies, California State agencies, other states, the federal government, stakeholders, applicants, employees, and businesses.

The services will include simultaneous event interpretation (in-person throughout California, virtual, and hybrid), on-demand (24/7) over the phone interpretation, and voiceover recordings on an as needed basis. In addition to CDPR staff usage, CDPR will offer some of these language services to CACs and their staff, which will be coordinated by CDPR staff in the same manner as CDPR interpretation requests.

The section below describes the critical areas of service that the contractor will provide: simultaneous event interpretation, on-demand over the phone interpretation, voiceover recordings, and project management support services. All services will commence on the start date September 1, 2026 as presented herein or upon final approval by the State, whichever is later and no work shall begin before that time. This Agreement is of no effect unless approved by the State. Contractor shall not receive payment for work performed prior to approval of the Agreement and before receipt of noticed to proceed by the Contract Manager. This Agreement shall expire on June 30, 2028.

The Project Representatives during the term of this Agreement may be changed by mutual written agreement without the necessity of formal amendment to this Agreement.

Work to be Performed

Interpretation is the process by which an interpreter listens to communication in a source language and either converts it into a target spoken language (e.g., English to Spanish, English to Vietnamese, Spanish to English, etc.) or target signed language (e.g., English to American Sign Language). The Contractor will provide interpretation services that meet the following expectations.

1. Scope of languages served

a. CDPR seeks to communicate with the public interested in its jurisdiction, oftentimes in agricultural regions of California. Though LEP populations within the state may change over time, currently, the top 10-15 oral languages found in the agricultural regions of the state of California include, but are not limited to Spanish, Mandarin, Hmong, Vietnamese, Laos, Tagalog, and Punjabi.

b. CDPR also seeks to communicate with the public in American Sign Language, Cantonese, Dari, Haitian Creole, and Mexican Indigenous languages, including Mixtec and Zapotec.

c. The contractor must be able to provide effective interpretation in the languages outlined above and, in addition, the contractor should have the capability to provide services in other languages not explicitly stated above, as needed.

d. The primary language that is expected for interpretation services is Spanish as spoken by people from

Mexico.

2. Interpretation for spoken languages

a. For this Agreement, a “qualified spoken language interpreter” is an individual who interprets spoken communication from one language into another with accuracy and impartiality, ensuring that both the meaning and tone are preserved.

b. The Contractor will provide qualified spoken language interpretation, unless requested differently by CDPR. The Contractor will prioritize providing CDPR with qualified spoken language interpreters who have at least two years of simultaneous conference interpreting experience.

c. For this Agreement, a “certified spoken language interpreter” is a professional, who can provide qualified spoken language interpretation and who has professional accreditation (such as certification by the Administrative Office of the Court for the U.S. District Courts or meeting the Credentialed Interpreter Standards of the American Translators Association).

d. The Contractor must have certified spoken language interpreters to provide certified spoken language interpretation upon request.

e. To the extent possible, interpretation for Latin American indigenous languages should be provided by subcontracting with any of the organizations listed in https://www.cdpr.ca.gov/wp content/uploads/2024/07/indigenous_interpreting_agency_referrals.pdf to secure the requested language and variant (as applicable), unless these organizations confirm in writing that they do not have an available interpreter for the requested timeframe.

i. The Contractor shall submit written proof to the CDPR Contract Manager that all of these organizations cannot fulfill the interpretation request before seeking a different interpreter.

3. Interpretation for signed languages

a. For this Agreement, a “qualified sign language interpreter” is an individual who interprets signed communication into spoken language and vice versa, ensuring accurate and impartial translation of both content and context.

b. The Contractor will provide qualified sign language interpretation, unless requested differently by CDPR.

c. For this Agreement, a “certified sign language interpreter” is a professional who can provide qualified sign language interpretation and who has professional accreditation (such as certification from the Registry of Interpreters for the Deaf or membership with the National Association of the Deaf).

i. The Contractor must have professional sign language interpreters to provide certified signed language interpretation upon request.

d. The primary signed language that is expected for signed interpretation services is American Sign Language.

4. Familiarity with CDPR content areas

a. CDPR’s jurisdiction is technical in nature, and terminology may be complex. Contractor’s interpreters must be proficient in terminology related to tribal, agricultural, video conferencing technology, public policy, pest management methods (including pesticide use), engineering, environmental science, chemistry, wastewater, potable water, solid waste, geology, hydrology, hazardous waste, air quality, environmental health, environmental justice, climate change, public health, law, and regulatory processes. Interpreters must be able to express these ideas in the other language instantly, accurately, and completely, in appropriate style, and with the intent of the original speaker, signer, or writer.

b. To successfully provide accurate and complete interpretation, all interpreters provided by the Contractor shall be familiar with the DPR Guide to Pesticide Regulation (https://www.cdpr.ca.gov/wp-content/uploads/2025/07/dprguide_2017.pdf), the Overview of Sustainable Pest Management

(https://www.cdpr.ca.gov/wp-content/uploads/2024/07/overview_spm_roadmap_ca.pdf), and the Pesticide Information for Farmworkers and Agricultural Communities (https://www.cdpr.ca.gov/wp-content/uploads/2025/02/dpr_community_guide.pdf).

c. Contractor’s interpreters will utilize CDPR’s preferred pesticide terminology when communicating between

English and Spanish, Punjabi, Hmong, Mandarin, or Cantonese. The Department’s pesticide term lists are available under “Glossaries for Pesticide and Health Terms” at https://www.cdpr.ca.gov/resources-for-engagement/.

d. If interpretation is provided for a rulemaking hearing, Contractor’s interpreters must also be familiar with the translation of the regulatory notice and statement of reasons, available at https://www.cdpr.ca.gov/laws-and-regulations/proposed-and-recently-adopted-regulations/.

5. Professional conduct

a. Contractor will provide accurate, culturally competent, and neutral interpretation services that faithfully convey both the content and tone of the original speaker, signer, or writer.

b. The contractor shall provide regular quality assurance to ensure that all interpreters through this Agreement are qualified, responsive, accurate in their interpreting, professional and polite.

c. More expectations about the Code of ethics, professional conduct, and confidentiality standards that all interpreters through this Agreement must abide by can be found in Exhibit A, Attachment 1.

TASK 1 – SIMULTANEOUS EVENT INTERPRETATION

Simultaneous interpretation is the act of rendering a speaker’s or signer’s message into another language while the speaker or signer continues to communicate. Simultaneous event interpretation can occur in-person, virtually, or in a hybrid format. The Contractor will provide scheduled simultaneous interpretation services for spoken or signed interpretation of events, including but not limited to meetings, workshops, interviews, and proceedings for event participants in any of the event formats (in-person, virtual, hybrid) on an as-needed basis. The language(s), length, start times, and finish times will vary depending on need.

1. Service Expectations

a. Services shall be performed approximately two (2) to four (4) times per month and in-person meetings can be held in various locations throughout California.

b. Each event will last approximately two (2) to eight (8) hours and may include as many as 200 people.

c. Events may be scheduled outside normal business hours. For example, there may be a workshop or meeting held between 5 P.M. and 9 P.M. on weekday evenings or between 10 A.M. and 5 P.M. on Saturdays.

d. Upon the request of CDPR’s Contract Manager, the Contractor shall be prepared to extend service for up to two (2) additional hours for each scheduled event.

e. Timeframe to Request Services

i. For this Agreement, an “urgent service” occurs when CDPR provides three (3) to two (2) days (72 to 48-hour) advance notice for interpretation services.

ii. While CDPR shall make every attempt to notify the Contractor, by telephone or email, of required services at least ten (10) business days prior to the date interpretation services are required, CDPR may require urgent interpretation services.

iii. For this Agreement, an “emergency service” occurs when CDPR provides under two (2) days

(47 to 24-hours) advance notice for interpretation services.

iv. CDPR may request emergency interpretation services with as little as one (1) day advance notice. The Contractor shall submit proof (e.g., via email messages) of successfully providing last-minute interpretation services to a government agency or department with under 48 hours advanced notice with the Bid Submittal.

2. Interpreters

a. Contractor will provide one (1) interpreter at each event up to 2 hours and two (2) interpreters at each event over 2 hours.

i. In the event that an assigned interpreter is unable to attend and perform the requested services (e.g., due to illness), the Contractor will assign a new interpreter as soon as possible and send the new interpreter’s contact information to CDPR event staff and CDPR’s Contract Manager.

b. Interpreters must have the ability to provide sight interpreting, where the interpreter provides an oral rendition of written material. Upon request, interpreters shall provide sight interpreting services during the event.

c. Interpreters must have the ability to provide consecutive interpreting, where the interpreter renders a speaker’s message into another language when the speaker pauses. Upon request, interpreters shall provide consecutive interpreting services during the event.

d. If the Contractor’s interpreter(s) has never provided interpretation services at a CDPR event before through this Agreement, the interpreter shall sign and submit the verification form Table A-1 attesting that they have reviewed CDPR’s background material listed above in “Familiarity with CDPR content areas” and the Code of ethics, professional conduct, and confidentiality standards in Exhibit A, Attachment 1.

i. This form shall be submitted to the CDPR Contract Manager at least two days in advance of the event (or at least two hours before the event if providing urgent or emergency services).

e. Contractor’s interpreter(s) shall review any event-specific materials provided by CDPR in advance of providing interpretation services.

f. At the beginning of each event, with coordination from the designated event contact, one interpreter will share the type of interpretation being provided (e.g., simultaneous or consecutive, in plain language), how to access and use interpretation services, and encourage all monolingual speakers (English or otherwise) to use the service in order to understand all participants. This shall be stated in English and the interpreted language(s) at least once.

3. Event Services

a. Anticipated Locations for In-Person Events

i. Locations may include but are not limited to:

1. Northern Region (Sacramento County, Shasta County, San Joaquin County)

2. Central Region (Fresno County, Tulare County, Monterey County, Kern County)

3. Southern Region (Ventura County, San Bernardino County, San Diego County, Riverside County, Imperial County)

ii. Contract performance may require work in remote locations. Contractor accepts the risks associated with this. The State assumes no liability for Agreement performance in such locations.

b. In-Person Contractor Staff

i. Contractor to provide one (1) equipment technician at each in-person event.

ii. Interpreters and equipment technician must arrive at least one (1) hour before the start of each event to setup and test equipment.

iii. Interpreters and equipment technician shall be required to be present for the duration of the event.

c. Virtual Contractor Staff

i. Interpreters for virtual meetings may be asked to show up 30 minutes in advance of the virtual meeting start time.

d. Hybrid Contractor Staff

i. All sections from In-Person and Virtual Contractor Staff apply, unless stated specifically in this section.

ii. Interpreters and equipment technician will be present at the in-person site for each hybrid event.

iii. Interpreters and equipment technician must arrive at least one (1) hour before the start of each meeting to setup and test equipment for in-person and virtual participants.

4. Prep Call Services

a. For this Agreement, a “Dry Run” is a virtual meeting held in advance of an event with CDPR event staff to discuss event timing and technology logistics, test all interpretation equipment, and provide a content overview.

b. At least one assigned interpreter shall participate in the Dry Run related to their event and test interpretation equipment.

c. For this Agreement, an “Equipment Coordination Call” is a meeting held in advance of an event to discuss venue logistics and identify equipment needs with CDPR event staff and other contractors (e.g., venue staff, court reporter).

d. At least one Contractor staff knowledgeable about Contractor’s interpretation equipment shall participate virtually in Equipment Coordination Calls.

5. Equipment

a. The Contractor shall provide all equipment necessary to provide accurate, clear interpretation services for the anticipated audience and event format (in-person, virtual, hybrid), unless CDPR has confirmed in writing that CDPR can provide certain equipment pieces.

i. Equipment can include but is not limited to portable transmitters with microphones, headsets with sound and channel receivers, high-quality shielded aux cable, and high network bandwidth.

b. CDPR may require that the Contractor provides certain equipment to be compatible with technological constraints. Contractor will provide and set up equipment if CDPR submits a request for these at least two (2) business days in advance of the event.

c. Contractor shall be responsible for sanitizing, assembling, testing, operating, and maintaining equipment during the interpretation services performed under this Agreement.

d. Contractor will test all required equipment one (1) business day before the event to ensure equipment works as intended and is fully charged.

6. Scheduling Standard Services

a. CDPR shall make every attempt to notify the Contractor, by telephone or email, of required services at least ten (10) business days prior to the date interpretation services are required.

i. CDPR shall provide the Contractor with pertinent information, including date, time, location, subject matter, event contact, user type (county or CDPR), etc.

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

c. The Contractor shall provide CDPR’s Contract Representative or designee with a written cost estimate for any in-person or hybrid event on company letterhead via email within two (2) business days of request.

d. The Contractor shall confirm all details within five (5) business day of request. Details should include availability to perform services and the name(s) and contact information of the assigned interpreter(s).

e. CDPR will contact the Contractor by telephone or email at least five (5) working days in advance of an event and provide how many headsets will be needed and event-specific reference materials for the interpreters’ review.

f. For changes to a planned meeting schedule and/or locations, CDPR will provide a minimum of 24-hour notice regarding changes.

7. Scheduling Urgent Services

a. CDPR may require interpretation services with as little as two (2) days’ (48-hour) notice for urgent situations. CDPR shall provide the Contractor with pertinent information, including date, time, location, subject matter, event contact, number of headsets, event-specific reference materials, user type (county or CDPR), etc.

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

c. The Contractor shall confirm all details within one (1) business day of request. Details should include availability to perform services, the name(s) and contact information of the assigned interpreter(s), and a written cost estimate (if applicable) on company letterhead.

d. For changes to a planned meeting schedule, and/or locations, CDPR will provide a minimum of 24-hour notice regarding changes.

e. CDPR may request interpretation services with as little as one (1) day (24-hour) notice for emergency situations. In these cases, the Contractor shall confirm all details within six (6) business hours before the event. Details should include availability to perform services, the name(s) and contact information of the assigned interpreter(s), and a written cost estimate (if applicable) on company letterhead.

8. Invoicing

a. Travel

i. Travel time incurred by interpreters and technicians for travel within 50 miles of the event shall not be reimbursed. The Contractor can charge up to the standard interpretation rate for travel time.

ii. The Contractor is responsible for making their own travel arrangements to all events, ensuring all necessary equipment is available at the events.

iii. Air Travel: Reimbursements for air travel shall be limited to economy tickets on the flight with the lowest airfare available and one (1) checked bag each way.

iv. Automobile Rental: Contractor shall make every attempt necessary to secure the most economical auto rental necessary for the travel under this Agreement.

b. Urgent and Emergency Services

i. The Contractor can charge a rush fee up to 20% of the standard interpretation fee for urgent interpretation services.

ii. The Contractor can charge a rush fee up to 20% of the standard interpretation fee for emergency services if they are able to provide the service.

c. Cancellations

i. If CDPR provides a minimum of 48 hours’ notice of cancellation, Contractor shall not bill for services.

ii. If CDPR provides a cancellation notice of less than 48 hours, Contractor may bill for two (2) hours.

d. Prep Call Services

i. The Contractor can charge the same rate as the standard interpretation fee for participation in Dry Run meetings.

ii. The Contractor can charge up to the standard interpretation fee for participation in Equipment Coordination Calls.

e. Equipment

i. Contractor can charge a rush fee no greater than 20% of typical equipment charge if CDPR submits equipment requests with less than two (2) business days of notice.

TASK 2 – ON-DEMAND OVER THE PHONE INTERPRETATION

On-demand over the phone interpretation (OPI) is a form of interpretation where a remote or off-site interpreter facilitates communication between service users and Limited English Proficient Individuals, with communication occurring via phone. Three-way communication can occur by having the service user (i.e., CDPR or CAC staff) setting the call on speaker mode so that the LEP individual(s) can listen or by having a conference call format be available through the interpretation service. The Contractor will provide on-demand (24/7) OPI for spoken interpretation between service users and LEP individuals to assist with pesticide-related public services, including but not limited to investigative interviews, field inspections, phone calls, in-person office visits, meetings, presentations, public outreach events, and emergency response. The language, length, start times, and finish times will vary depending on need.

a. The Contractor shall provide a toll-free number for CDPR and CAC staff to contact for on-demand OPI services, and this service will support a conference call format.

b. The Contractor shall provide Account Identification Pin(s) for authorized users to use when making the service request. This pin(s) and any additional gathered information will help the Contractor to track where the call originates from (see Task 4).

c. The Contractor must provide users with access to an interpreter within one (1) minute of receiving the call for OPI services in order to communicate with LEP individuals in California.

d. The Contractor shall ensure that, subject to any limitations of CDPR’s or the CACs’ current telephone systems, calls that require transferring to another office line are successfully transferred so that the customer caller and interpreter remain on the line to communicate with the service user.

e. The contractor shall comply with all §504 & §508 of the Rehabilitation Act of 1973 (as amended) to support service users or callers with disabilities.

2. Invoicing

a. Contractor will bill for OPI services in an aggregated itemized invoice on a monthly basis.

b. The Contractor must begin the charge when the service user and the LEP caller successfully connect with the appropriate language interpreter.

c. The Contractor shall not charge CDPR for calls that are connected to the incorrect language interpreter. lf a language interpreter is unavailable for the requested language, the contractor may schedule an appointment time with the service user and the LEP caller.

TASK 3 – VOICEOVER RECORDINGS

A voiceover recording is the process of a voice talent narrating a message and recording this using high-quality equipment. Native-speaking voice talent should be available to record a message either directly from a script in the target language or interpret a message from a script or video in another source language (e.g., Spanish script provided for a Latin American indigenous language). The audio recording is then shared with the service user in the preferred file format.

The Contractor will provide this type of voiceover recording service on an as needed basis to assist with pesticide-related messages, including but not limited to radio public service announcements, pesticide safety messages, pesticide safety educational videos. The language, length, and file format will vary depending on need.

a. Services shall be performed approximately one (1) to twelve (12) times per year.

b. CDPR will provide source material (script and/or video) in the target language or in another source language (e.g., Spanish content for Indigenous Mexican languages).

c. The Contractor will handle all casting, interpreting, recording, editing, and post-production to ensure high-quality audio recording with a native speaker of the target language.

d. The Contractor will assign a voice talent to target the tone and style of the message towards the user’s intended audience.

e. The Contractor will provide the audio file in the preferred format of the user.

2. Scheduling and Confirming Services

a. While CDPR shall make every attempt to notify the Contractor, by email, of required services at least ten

(10) business days prior to the date voiceover services are required, CDPR may require voiceover services with as little as four (4) business days’ notice.

i. CDPR shall provide the Contractor with pertinent information, including date, format, subject matter, intended audience, final script or video, language variant, user type (county or CDPR), etc.

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

c. The Contractor shall confirm all details within two (2) business days of request. Details should include availability to perform services and any questions regarding intended tone, style, and target audience of message.

d. If CDPR requests changes to a message within one (1) business day of confirmation, the Contractor shall not bill for extra services. If CDPR requests changes after one (1) business day of confirmation, the Contractor can bill for work that has to be redone.

3. Invoicing

a. The Contractor may charge for interpretation services in addition to the standard recording charge if CDPR submits the source material in a language other than the target language.

TASK 4 – PROJECT MANAGEMENT SERVICES

The Contractor’s Project Manager (PM) will have the responsibility of planning, coordinating, and executing interpretation and support services. The PM will coordinate with the CDPR Contract Manager on the process to provide the services to the intended users (i.e., CDPR or CAC staff). The PM or appointed designee will work with CDPR’s Contract Manager to resolve all contract issues and billing disputes.

1. Kickoff Meeting

a. Within 15 days of execution of this agreement, the Contractor and CDPR shall conduct a kickoff meeting.

The purpose of the meeting is to introduce key project participants, discuss the goals and objectives of the agreement, and, if necessary, clarify any tasks associated with the services listed above.

b. Attendees shall include Contractor staff (including, but not limited to, the project manager), the CDPR Contract Manager, and other CDPR staff associated with the execution of interpretation services.

c. Topics for the meeting will include the purpose and process of each service the Contractor will provide, the roles and responsibilities of the Contractor and CDPR, usage metrics to be included in monthly reports, subcontracting processes, training demos, and training and outreach materials to be developed, among other topics.

2. Monthly Reports

a. The Contractor shall prepare for and submit to the CDPR’s Contract Manager a monthly report that itemizes:

i. OPI calls: source of call (county or CDPR unit), start time, length of conversation, length of wait time, interpreted language

ii. Budget: monthly and cumulative cost by user (county or CDPR), service, and overall

iii. Any other metrics agreed upon at the kickoff meeting.

3. On-going Support to CDPR

a. Within 15 days of the kickoff meeting, the Contractor shall provide written training material(s) and quick reference guides for accessing all interpretation services to the CDPR Contract Manager in an editable file format.

b. The Contractor will be available to join a recorded training session and explain how to access interpretation services.

c. The Contractor will be available for contract check-in meetings, as needed, with CDPR staff to discuss program progress, contract budget utilized, any concerns, and suggestions for improvement.

d. The PM shall designate an Account Manager for any questions from service users regarding the on-demand OPI.

i. The Account Manager shall be available from 8:00 am – 5:00 pm PST, Monday through Friday, except state holidays at a toll-free number.

ii. The Account Manager shall respond to messages from the CDPR Contract Manager regarding problems with the on-demand OPI within two business hours and address complaints with resolutions within 24 business hours.

e. The Contractor will provide customer support to CDPR for event interpretation and voiceover recordings, as needed.

Contractor Responsibilities

1. Contractor will maintain and provide all required and current permits, licenses, certifications, and cover costs as needed.

2. Contractor will ensure that any signatories for subcontracts do not have a conflict of interest as defined by Government Code section 87104.

3. Contractor PM will sign the CDPR Background Material Verification Form (Table A-1) the first time an interpreter provides event interpretation services through this Agreement.

4. Contractor will maintain proficiency in interpretation tools, equipment, and technology for both virtual and in-person settings.

5. Contractor’s daily hours of operation must coincide with CDPR’s daily hours of 8:00 a.m. - 5:00 p.m., Monday through Friday, excluding State holidays. However, CDPR understands that some business shops may operate on an alternate work schedule. CDPR will negotiate any alternate work schedule with the awarded Contractor.

6. Time and date to complete interpretation services will vary on each specific project but will be agreed upon in writing by CDPR and the Contractor before the start of interpretation work. Contractor’s acceptance of the project will constitute agreement to comply with CDPR’s deadline.

7. Any unacceptable product which does not meet the Acceptance Criteria or agreed upon time to complete services must be corrected and delivered to CDPR within a timeframe approved by CDPR at no additional charge.

8. Contractor will invoice CDPR once job is deemed complete by CDPR.

9. Contractor will track and report metrics about the interpretation services used, as described in Task 4.

10. Laws and Regulations: Contractor is required to be familiar and comply with all applicable U.S. State, and local laws. The State assumes no liability for Contractor's Violation of applicable laws, regulations, or international agreements.

11. The parties agree to submit to the exclusive jurisdiction of the federal and State courts located in the State of California in connection with any matters arising out of this Agreement.

12. All official communications, except invoices, from the Contractor to CDPR shall be directed to the attention of the CDPR Language Access Coordinator, at:

For electronic mail to: LanguageAccess@cdpr.ca.gov By physical mail to:

California Department of Pesticide Regulation P.O. Box 4015, MS 4D Sacramento, CA 95812-4015 By phone to: (916) 639-0468

Acceptance Criteria

Acceptance criteria may consist of the following:

1. Interpretation equipment for events is provided as specified by CDPR.

2. Interpreters are assigned and attend events as specified by CDPR.

3. Recordings and drafts of audio deliverables are completed as specified and approved by CDPR.

4. All deliverables must be in a format as specified by CDPR, including audio files.

CDPR Responsibilities

1. CDPR staff will provide the Contractor with background materials (e.g., description of the pesticide regulatory program in California, common pesticide term equivalents).

2. CDPR staff will be available to meet and consult with the Contractor on technical and policy issues related to the project.

3. When services are required, CDPR will send the Contractor an email outlining the project and time frame needed to complete the project.

4. CDPR will provide access to business and technical documents as necessary for the Contractor to complete the tasks identified under this agreement.

5. CDPR is responsible for scheduling locations, dates and times of all events at which interpreters will be needed.

6. CDPR will provide and maintain the required license(s) for virtual and hybrid simultaneous interpretation events conducted over Zoom or similar platforms.

7. CDPR staff will electronically distribute materials (such as meeting invitations and training materials) in advance of any user trainings.

8. If services are provided during both Regular Business Hours and Evenings, payment will be made for the actual time worked in each period, at the appropriate standard hour or non-standard hour rate increment.

Table A-1

CDPR Background Material Verification Form

Event Name: _______________________________ Event Date _______________

Interpretation Language:______________________

By signing below, I state that I have reviewed and am familiar with the background documents related to CDPR’s content areas and the Code of ethics, professional conduct, and confidentiality standards mentioned in the Contract. The background documents include the DPR Guide to Pesticide Regulation, Overview of Sustainable Pest Management, Pesticide Information for Farmworkers and Agricultural Communities, DPR pesticide term lists, and rulemaking materials, as applicable.

First Interpreter’s Name: _________________________________

Signature: _________________________________ Date ________________

Phone Number:__________________________

Second Interpreter’s Name (if applicable): _________________________________

Project Manager’s Name: ____________________________

IMPORTANT: This form must be completed, signed, and submitted in advance of the first time an interpreter provides event interpretation services to CDPR through this contract. Payment will not be made until CDPR receives a signed copy of this form for each interpreter and all work meets the requirements of this contract.

ATTACHMENT A-2

CODE OF ETHICS, PROFESSIONAL CONDUCT & CONFIDENTIALITY STATEMENT

Interpreters and translators utilized by the Contractor to perform services under this contract must uphold the following standards:

A. Ethics

1. Cultural Sensitivity and Courteousness: Interpreters and translators shall be culturally competent, sensitive, and respectful of the individual(s) they serve.

2. Impartiality: Interpreters and translators shall maintain impartiality and shall not counsel, advise, or project their own personal biases or beliefs. The interpreter shall avoid distorting the message in favor of one party or the other.

3. Non-Discrimination: Interpreters and translators shall always be neutral, impartial, and unbiased.

Interpreters/translators shall not discriminate based on gender, disability, race, color, national origin, age, socio-economic or educational status or religious, political or sexual orientation.

4. Conflict of Interest: Interpreters and translators shall disclose any real or perceived conflict of interest which would affect their objectivity in the delivery of services. Providing interpretation or translation services for family members or friends may violate the individual’s rights to confidentiality or constitute a conflict of interest.

5. Withdrawal: Interpreters and translators, who are unable to ethically perform in a given situation, shall refuse or withdraw from the assignment without threat or retaliation.

B. Professional Conduct

1. Professional Integrity: Interpreters and translators shall demonstrate professionalism and personal integrity, including:

a. If the interpreter or translator believes he or she may have interpreted/translated inaccurately or incompletely, he or she will make this known and, if possible, provide corrected interpretation/translation.

b. If the interpreter or translator believed he or she is so impacted by the content to be interpreted/translated, that he or she becomes unable to interpret/translate accurately and completely, he or she shall inform the parties of this intent to withdraw without threat or retaliation.

2. Accuracy: Interpreters and translators shall render the message faithfully, conveying the content, spirit, and cultural context of the original message. This means the interpreter or translator shall interpret everything the speaker or document says without changing the meaning, conveying what is said and how it is said, without additions, omissions, or alterations, but with due consideration of the cultural context of both the sender and the receiver of the message.

3. Role Boundaries: Interpreters and translators shall maintain the boundaries of their professional role, refraining from personal involvement. This does not mean that an interpreter cannot be friendly or develop a rapport with the person speaking but does not represent personal involvement in their interpretation.

4. Self-Evaluation: Interpreters and translators shall accurately and completely represent their certification, education, training, and experience.

5. Personal Demeanor: Interpreters and translators shall be punctual, prepared and dressed in an appropriate manner and not distracting from the situation.

6. Inability to Perform: Interpreters and translators shall assess, at all times, their ability to interpret/translate. Should interpreters or translators have any reservations about their competency to perform in any given situation, they must immediately notify the parties and office to withdraw without threat or retaliation.

7. Professional Development and Training: Interpreters and translators shall make a reasonable effort to acquire ongoing development of their skills and knowledge through professional training, continuing, education, and interaction with colleagues, and specialist in related fields.

8. Cultural Competency: Interpreters and translators shall develop awareness of their own and other cultures in order to promote cross-cultural understanding. Interpreters and translators will strive to bridge the cultural differences between all participating parties, by seeking to minimize, and avoid potential misunderstandings based upon stereotyping and/or differing cultural practices, beliefs, or expectations. When clashing cultural beliefs or practices, a lack of linguistic equivalency, or the inability of parties to explain in their own words are encountered, the interpreter or translator may assist by sharing cultural information or helping develop an explanation that can be understood by all.

9. CDPR’s Review of Voiceover Recording: Upon receipt of the audio recording from the translator, CDPR shall promptly review it, and within 30 days after receipt, shall notify the Contractor of any requested corrections or changes. The Contractor shall correct, at no additional cost to CDPR, any errors made by the Contractor.

C. Confidentiality

1. Interpreters and translators shall not divulge any information learned in the performance of professional duties. This includes any documents or other written material.

2. Confidentiality is to be maintained in all situations, except when legally mandated to disclose information in specific situations such as child abuse, elder abuse, a person threatening to harm their self or others, or where the interpreter/translator determines to the best of their ability, that non-disclosure may result in harm.

3. Disclosure: Interpreters and translators shall not publicly discuss, report, or offer an opinion concerning matters in which they are or have been engaged, even when the information is not privileged by law to be confidential.

D. Compliance

1. Violations of the above standards may result in the disqualification of an interpreter or translator and termination of the contract.

B) Bidder Minimum Qualifications

Bidders not meeting the following minimum qualifications will be disqualified:

1. The bidder must have at least five (5) years' experience providing interpretation services.

2. Cover Letter that includes:

a. The full legal name of Offeror’s organization or firm, mailing address, and telephone number signed by the authorized officer of the company or firm who has legal and binding authority.

b. The name and telephone number for the Offeror’s contact person for this Offer.

3. The offeror’s “Statement of Work” responds to the State’s Scope of Work and will be used to evaluate responsiveness to requirements. This Statement of Work response must map each task/deliverable item back to the scope of work. The response must include any additional information that the offeror deems necessary to explain how the Contractor intends to meet the State’s requirements.

The Statement of Work needs to contain the following as appropriate:

a. Overview of the required tasks and outcomes,

b. Description of how the tasks will be performed,

c. Work plan for each task, including sub-task description, including due data for each deliverable,

d. Samples of work from other projects, or outlines of what deliverables are proposed for the required Tasks,

e. Organization chart that identifies the proposed contract team,

f. Resumes for each identified member of the contract team, detailing experience meeting the State’s requirements

C) Bid Requirements and Information

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

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

1) Key Action Dates

Below is the time schedule for this IFB. CDPR 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.

Event Date and Time

1. IFB Available to Prospective Bidders Monday, June 8, 2026

2. Deadline for Bidder Questions Monday, June 15, 2026, at 2:00 PM

3. CDPR Response to Questions Monday, June 22, 2026, at 2:00 PM

4. Deadline for Bid Submission

Monday, June 29, 2026, at 2:00 PM

5. Public Bid Opening Tuesday, June 30, 2026, at 11:00 AM

6. Estimated Contract Start Date Tuesday, September 1, 2026

Questions regarding this IFB must be submitted in writing by June 15, 2026.

Written questions must include the individual’s name, firm name, complete address, and must reference IFB 26- C0019. Questions must be sent to the following email:

Email: ContractsUnit@CDPR.ca.gov

Written responses to all questions will be collectively compiled and posted as an Addendum to the Cal eProcure website CalEprocure/Events. It is the responsibility of the Bidder to access the website for any changes or addenda that may be posted. Refer to Key Action Dates, for the schedule of events.

The estimated start date shall not be considered as the actual start date of the contract. No work shall begin until all required approvals and signatures are obtained.

2) Submission of Bid

All bids must be submitted and received by CDPR by the dates and times shown in the Key Action Dates, file size cannot exceed 50 Megabytes (MB).

All attachments MUST be submitted in ONE email.

All attachments must be combined into one PDF document and labeled IFB 26-C0019 [Insert Vendor Name] Bid.

IFB documents MUST be submitted to CDPR electronically (by email) to the contract analyst listed below:

Christina Lopez

ContractsUnit@cdpr.ca.gov

All bids shall include the documents identified in Attachment 1 – Required Attachments Checklist. Bids that do not include the required documents and/or attachments shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

3) Bid Submission Withdrawal

A bidder may modify a bid after its submission by withdrawing the 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.

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

4) Bidder Responsibilities

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

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 the State of California.

Note to Bidders: It is the sole responsibility of the Bidder to contact the Contract Analyst listed for this IFB to verify receipt of the submitted IFB documents.

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.

It is the bidder's responsibility to promptly notify the CDPR Contract Analyst identified in the solicitation, by email, if the bidder believes that the solicitation is unfairly restrictive, contains errors or conflicting language, or needs clarification. Such notification must be submitted no later than 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 CDPR.

Bidder must complete and submit Quotation Sheet, Attachment 4. Submission of this attachment is mandatory.

Failure to fully complete and return…