CALIFORNIA ENVIRONMENTAL PROTECTION AGENCY

OFFICE OF ENVIRONMENTAL HEALTH HAZARD ASSESSMENT

Gavin Newsom, Governor Yana Garcia, Secretary for Environmental Protection Kristina Thayer, Director

October 15, 2026

OFFICE OF ENVIRONMENTAL HEALTH HAZARD ASSESSMENT

INVITATION FOR BID (IFB) No. 26-E0010

TRANSLATION AND INTERPRETATION SERVICES

NOTICE TO PROSPECTIVE BIDDERS

You are invited to review and respond to this Invitation for Bid (IFB) titled, 26-E0010 Translation and Interpretation Services. In submitting your bid, you must comply with the instructions herein.

Note that all agreements entered into with the Office of Environmental Health Hazard Assessment (OEHHA), hereinafter referred to as OEHHA or State, 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. If you do not have Internet access, a hard copy can be provided by contacting the person listed below.

In the opinion of the OEHHA, this IFB 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:

Cindy Vang Office of Environmental Health Hazard Assessment

Administrative Services Division Contracts and Business Services Branch

1001 I Street, MS 12B Sacramento, CA 95814

Acquisitions.sections@oehha.ca.gov

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

Office of Environmental IFB No. 26-E0010 Health Hazard Assessment Translation and Interpretation Services

Table of Contents

Section Page

A. Purpose and Description of Services B. Bidder Minimum Qualifications C. Bid Requirements and Information

1. Key Action Dates

2. Questions and Clarifications

3. Submission of Bid

4. Withdrawal and Modification of Bid Package

5. Public Bid Opening

6. Evaluation and Award

7. Award and Protest

8. Disposition of Bid

9. Contract Agreement Execution and Performance

D. California Socio-Economic Preference and Incentive Programs

1. Disabled Veteran Business Enterprise (DVBE)

Participation Program

2. Small Business (SB) and Non-SB Subcontractor Preference Program

3. Commercially Useful Function (CUF)

4. Reporting Requirement

E. Generative Artificial Intelligence (GenAI) F. Description of Bid Submittal Items and Required Attachments

(Attachments 1 through 12) G. Description of Reference Attachments (Attachment 13) H. Attachment 1 – Required Attachment Checklist I. Attachment 2 – Bid/Bidder Certification Sheet J. Attachment 3 – Minimum Qualifications Sheet K. Attachment 4 – Cost Worksheet L. Attachment 5 – Bidder References M. Attachment 6 – Bidder Declaration GSPD-05-105 N. Attachment 7 – Payee Data Record (STD 204) O. Attachment 8 – Contractor’s Certification Clauses (CCC) P. Attachment 9 – Darfur Contracting Act Certification Q. Attachment 10 – Conflict of Interests and Confidentiality Statement R. Attachment 11 – Contractor’s Response Requirement S. Attachment 12 – Special Submittal Attachments T. Attachment 13 – Sample Standard Agreement

A. Purpose and Description of Services

1. Contractor shall provide OEHHA with qualified and experienced language professionals to conduct as-needed written and webpage translation services to ensure that OEHHA’s critical and time-sensitive public health related information are accessible to California residents regardless of language. Contractor shall also provide OEHHA staff translations of various scientific studies that are written in other languages. Additionally, Contractor shall provide real-time interpretation (in-person and telephonic/virtual) services.

2. Written and webpage translations shall include, but are not limited to, Fish Advisory Signs, Invasive Species Program Question and Answer (Q&A) Fact Sheets including HTML translation for posting Q&A Fact Sheets to website, Synthetic Turf Fact Sheets, Prop 65 Warnings, and documents relating to CalEnviroScreen.

3. Languages to be translated into include, but are not limited to, Arabic, Armenian, Cambodian (Khmer), German, Hmong, Japanese, Korean, Laotian, Mixteco, Punjabi, Romanian, Russian, Samoan, Simplified Chinese, Spanish, Tagalog, Traditional Chinese, Ukrainian, Vietnamese and Zapotec; languages to be translated from include, but are not limited to, Chinese, German, and Russian.

4. Contractor shall provide Standard General Translation, Premium General Translation, Website and Online Document translation, and Scientific/Technical document translation.

5. Translated documents provided to OEHHA shall be made fully accessible.

B. Bidder Minimum Qualifications (MQs) Requirements

The Bidder, their personnel, and/or subcontractors must have the experience and qualifications to perform the work as outlined below and in Attachment 13, Sample Agreement. The Bidder shall provide evidence/confirmation of how the bidder, their key staffs, and/or subcontractors meet the minimum qualifications requirements listed below:

1. The Bidder, if required by law, must have a valid license to do business in the State of

California throughout the term of this Agreement.

2. The Bidder, if required by law, must have valid certification and be good standing with the California Secretary of State (SOS).

3. The Bidder must possess at least five (5) years of experience providing interpretation and translation services. The Bidder may not rely on the experience of a subcontractor to satisfy this requirement. Two (2) years out of the five (5) years must be with a public entity within local, State, or federal government.

4. The Bidder must have interpreters and translators who perform the work to possess a minimum of three (3) years of professional experience as a contracted translator or interpreter. Two (2) of the three (3) years of professional experience in complex scientific subjects, including but not limited to, toxicology, risk assessment, carcinogens, and/or climate change, and its impact on human health. Professional experience must have been acquired within the last five (5) years.

C. Bid Requirements and Information

1. Key Action Dates

2. Questions and Clarification

a. Every attempt has been made to produce complete specifications for this service.

Should the Bidder discover any ambiguity, conflict, omission, or other error in the IFB, or have any questions concerning interpretation or clarification, the Bidder shall immediately notify OEHHA of such in writing and request clarification or modification of the document.

Questions or concerns regarding this IFB must be sent in writing via email to the OEHHA representative identified in the Notice to Prospective Bidders cover page.

At OEHHA’s discretion questions will be answered.

b. No oral understanding or agreement shall be binding on either party.

3. Submission of Bid

a. All bids must be submitted via email no later than the date and time specified in the Key Action Dates above. OEHHA will not accept any bids that are mailed or hand delivered.

i. Bids shall be emailed to acquisitions.sections@oehha.ca.gov.

ii. Bids that contain any bid information in the body of the email may be rejected.

iii. Bids shall be sent to the email address listed above and contain the following information in the Subject Line only:

Description: Date Time (PST) IFB Available to Prospective Bidders October 15, 2026 12:00 p.m.

Final Date and Time for Bid Submission

October 29, 2026 12:00 p.m.

Public Bid Opening Date and Time via Teams

October 29, 2026 2:00 p.m.

Notice of Intent to Award* November 2, 2026 12:00 p.m.

Proposed Start Date November 16, 2026 or Upon

Approval N/A

*Depending on the time needed to complete the evaluation, the Notice of Intent to Award may be released at an earlier or later date and/or time.

1) IFB# 26-E0010 Translation and Interpretation Services Due:

Thursday, 10/29/2026, at 12:00 p.m. PST.

b. Emailed bids will not be opened until the date and time specified in Key Action Dates.

c. Cost for developing bids and in anticipation of award of the contract are entirely the responsibility of the Bidder and shall not be charged to the State.

d. Bidders must submit the bid on the forms provided by OEHHA included in this IFB or included by reference to the downloadable form.

e. All bids shall include the documents identified in Section F, Attachment 1 – Required Attachment Checklist. Bids not including the proper “Required Attachments” may be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

f. All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm contractually. The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

g. Bids must be submitted for the performance of all the services described herein.

Any deviation from the work specifications will not be considered and will cause a bid to be rejected.

h. A bid received after the scheduled time will not be considered and the Bidder will be notified in writing via email of late submittal.

i. A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. Nonprofit organizations as defined in GC 19134 may alter the bid sheet. The State may reject any or all bids and may waive an immaterial deviation in a bid. The State’s waiver of an immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the contract agreement.

j. The State does not accept alternate contract language from a prospective bidder.

A bid with such language shall be considered a counter bid and will be rejected.

The State’s General Terms and Conditions (GTC) are not negotiable.

4. Withdrawal and Modification of Bid Package

a. A Bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

b. A Bidder may withdraw its bid by submitting a written withdrawal request to the State, signed by the bidder or an authorized representative. A bidder may thereafter submit a new bid prior to the bid submission deadline.

c. An error in the Final Bid may cause the rejection of that bid; however, OEHHA may at its sole option retain the bid and make certain immaterial corrections, including obvious clerical errors.

d. OEHHA may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all Bidders who received a bid package.

e. OEHHA reserves the right to reject all bids. The OEHHA is not required to award a contract agreement.

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

g. Where applicable, bidder should carefully examine work sites and specifications.

Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

5. Public Bid Opening

a. The qualified bids (sealed) will be opened publicly at the time and date indicated in

C. 1. Key Action Dates via a webcast link.

b. Use the webcast link below to participate in public bid opening for this event.

Public Bid Opening – Thursday, October 29, 2026, at 2:00p.m. PST.

Teams Meeting Link:

https://teams.microsoft.com/meet/297831431236577?p=gbIhvG9Mc1xvX1PjFD Meeting ID: 297 831 431 236 577 Passcode: it3cJ7cC

c. At the time of the public bid opening, only the contractor’s name and the dollar amount of each bid shall be read. The contract award is subject to a complete review of the entire bid proposal to determine that the Bidder is responsive and responsible.

6. Evaluation and Award

a. After the time of bid opening, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this

IFB.

b. The State will put each bid proposal through a process of evaluation to determine its responsiveness to the State’s published requirements to the IFB.

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

d. Upon the identification of the lowest responsive/responsible bids, claimed preferences calculations (if applicable, for bid evaluation purposes only) will be performed to identify the lowest bid.

e. Award, if made, will be to the lowest responsive and responsible bid after Small Business (SB)/ Disabled Veteran Business Enterprise (DVBE) Preference/Incentive calculations have been applied, if applicable.

f. In the event there are tie bids, each bidder will be contacted by the State regarding a date and time for a flip of a coin. The Bidder whose bid was received first by time stamp will make the call. Bidders or their Authorized Representatives are allowed to be present for the flip of the coin.

7. Award and Protest

a. Whenever an agreement is awarded under a procedure, which provides for competitive bidding, but the contract agreement is not to be awarded to the low bidder, the low bidder shall be notified by electronic mail within five working days prior to the award of the agreement.

b. Notice of the proposed award shall be posted via DGS Cal eProcure website IFB Event Page for at least five (5) working days prior to the award of the agreement.

c. If any bidder, prior to the award of agreement, files a written protest with the DGS, Office of Legal Services and OEHHA on the grounds that the (protesting) bidder is the lowest responsive bidder, the contract agreement shall not be awarded until either the protest has been withdrawn or the DGS has decided the matter.

d. Within five days after filing the initial protest, the protesting bidder shall file with the DGS Services and the awarding agency a detailed written statement specifying the grounds for the protest including the IFB number, the name of the state agency, and the agency contact person. It is suggested that you submit any protest by certified or registered mail to both of the following, but the protest may also be sent by email, regular mail, courier, or personal delivery:

Department of General Services

Office of Legal Services Attention: Protest Coordinator olsprotests@dgs.ca.gov 707 Third Street, 7th Floor, Suite 7-330

West Sacramento, California 95605

Administrative Services Division

Contracts and Business Services Branch Attention: Cindy Vang acquisitions.sections@oehha.ca.gov 1001 I Street, MS 12B

8. Disposition of Bids

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

b. Bid packages may be returned only at the bidder’s expense unless such expense is waived by the awarding agency.

9. Contract Agreement Execution and Performance

a. Awarded Contractor and the resulting contract will be subject to the provisions in this

IFB and the Sample Standard Agreement.

b. Services shall be available on the express date set by the awarding agency and the Contractor, after all approvals have been obtained and the agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the contract agreement. In addition, the Contractor shall be liable to the State for the difference between Contractor’s bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

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

D. Socio-Economic Programs

Pursuant to Section 10115 et seq. of the Public Contract Code (PCC), and Section 999 et seq. of the Military and Veterans Code (M&VC), this IFB does not have a mandatory Disabled Veteran Business Enterprise (DVBE) participation requirement.

Regardless of DVBE requirements, Bidders may participate in Small Business (SB)/DVBE preference and incentive programs and/or the Target Area Contract Preference Act (TACPA) as described below.

SB and/or DVBE firms must be certified by the State of California, Department of General Services (DGS), Procurement Division (PD), Office of Small Business and DVBE Services

(OSDS).

Certified Reporting Requirements apply to SB/DVBE preference and incentive programs as described below.

To be eligible to claim SB/DVBE preference and/or incentive, all preference program participation must be documented by completing the Bidder Declaration form GSPD-05-105 and the Commercially Useful Function Certification Form (CV 112).

1. DVBE Participation Program

a. An explanation of the Disabled Veteran Enterprise Program (DVBE) requirements, the DVBE package, and required submittal forms can be found at the Internet website https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement- Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business- Disabled-Veteran-Business-Enterprise

2. SB Preference and Non-SB Subcontractor Preference Programs

The following information shall apply to both Small Businesses (SB) and Microbusiness (MB), Bidders shall note that for the purposes of this IFB, the OSDS SB certification of “SB-PW” (Public Works) cannot be used to fulfill the SB/Non-SB Preference Programs.

a. An explanation of the SB Preference Program requirements, the SB package, and the required submittal forms can be found at the Internet website:

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division- Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled- Veteran-Business-Enterprise

b. An explanation of the Non-SB Subcontractor Preference Program requirements can be found at the Internet website:

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/12/12-05

c. Small Business Non-Profit Veteran Service Agency (SB/NVSA). A NVSA certified by the OSDS is entitled to SB certification benefits.

Pursuant to Military and Veteran Code Section 999.50 et seq., Nonprofit Veteran Service Agencies (NVSAs) claiming Small/Micro business preference and verified as such in the relevant category or business type, will be granted a preference of five percent (5%) (refer to SB Preference above) of the lowest responsive bid, if the lowest responsive bid is submitted by a bidder not certified as a Small/Micro business.

3. Target Area Contract Preference Act (TACPA) Preference Program

a. An explanation of the TACPA preference program requirements and required submittal forms can be found on the Internet website:

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services- List-Folder/Request-Target-Area-Contract-Preference?search=TACPA

4. Commercially Useful Function

For purposes of meeting or exceeding the DVBE participation requirements and/or participating in the preference/incentive programs using subcontractors, Bidders shall ensure listed subcontractors perform a commercially useful function as defined in the Military and Veterans Code (M&VC) section 999.9 and GC section 14842.

For more information regarding Commercially Useful Function for Certified Firms, please visit DGS website located at https://www.dgs.ca.gov/PD/Resources/Page- Content/Procurement-Division-Resources-List-Folder/Commercially-Useful-Function-for-Certified-Firms.

5. Reporting Requirements

In compliance with GC 14841, awarded Contractor shall, upon completion of an awarded contract for which a commitment to small business subcontractors was made, report to the State the actual percentage of small business participation that was achieved.

In compliance with M&VC 999.5(d) and 999.7, awarded Contractor shall, upon completion of an awarded contract for which the Contractor entered into a subcontract with a DVBE, certify payment and submit to the Office of Environmental Health Hazard Assessment, the SB/DVBE Subcontractor Payment Certification STD 817 located at:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std817.pdf.

After Award, Contractor shall use the DVBE subcontractors or suppliers proposed in the bid to the State unless a substitution is requested and approved. Contractor shall request the substitution in writing to State and receive approval from both the State and DGS in writing prior to the commencement of any work by the proposed subcontractor or supplier. A DVBE subcontractor may only be replaced by another DVBE subcontractor.

If for this Contract, Contractor made a commitment to achieve the DVBE participation goal, the State will withhold $10,000 from the final payment, or the full final payment if less than $10,000, until the Contractor complies with the certification requirements above. A Contractor that fails to comply with the certification requirement shall, after written notice, be allowed to cure the defect. Notwithstanding any other law, if, after at least 15 calendar days but not more than 30 calendar days from the date of notice, the prime contractor refuses to comply with the certification requirements, the State shall permanently deduct $10,000 from the final payment, or the full payment if less than $10,000.

A person or entity that knowingly provides false information shall be subject to a civil penalty for violation (M&VC § 999.5(d); GC § 14841). Contractor agrees to comply with the rules, regulations, ordinances, and statutes that apply to the DVBE program as defined in Section 999 of the M&VC, including, but not limited to, the requirements of Section 999.5(d). (PCC Code 10230.)

E. Generative Artificial Intelligence (GenAI)

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

Bidder must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

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

Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

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

F. Description of Bid Submittal Items and Required Attachments

All bids shall include the documents identified in Attachment 1, Required Attachment Checklist. Bids not including the proper “required attachments” may be deemed non-responsive. A non-responsive bid is one that does not meet the basic requirements.

Description of Bid Package Forms

As indicated, Bid Package Forms are included as part of the IFB or included by reference to downloadable form.

Bid Package must contain the following:

Attachment 1 – Required Checklist Complete and submit the included Required Attachment Checklist to confirm the submittal of all required bid items.

Attachment 2 – Bidder Certification Sheet Complete and submit the included Bid/Bidder Certification to acknowledge and certify to all items contained therein. If claiming SB/DVBE Preference, include certification number and copy of certification. Bid/Bidder Certification must be signed by the individual who is legally authorized to contractually bind the Contractor.

Attachment 3 – Minimum Qualifications Sheet Complete and submit the included Minimum Qualifications Sheet.

Attachment 4 – Cost Worksheet Complete and submit the included Cost Worksheet and spreadsheet file name “Attachment 4 – Cost Worksheet”. See attachment for more details.

Attachment 5 – Bidder References Bidder must demonstrate the minimum qualifications by submitting three verifiable references from organizations for which Bidder has provided services of same or similar scope and nature as described herein within the past seven (7) years. It is the Bidder’s sole responsibility to ensure that the reference organization’s information is current, complete, and accurate.

For purposes of this solicitation, OEHHA may not be used as a reference or experience.

The State may disqualify a Bidder if:

a. References fail to substantiate Bidder’s description of services provided; or

b. References fail to support that Bidder has a continuing pattern of providing capable, productive, and skilled personnel; or

c. The State is unable to reach the point of contact with reasonable effort. It is the

Bidder’s responsibility to inform the point of contact of normal State working hours.

Attachment 6 – Bidder Declaration GSPD-05-105 Included by reference and available for download at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

All Bidder’s must complete the Bidder Declaration GSPD-05-105 to identify all subcontractors proposed for participation in the contract, their SB and/or DVBE Certification number (if applicable), a description of the services they will provide, and the percent of net bid price they will perform. The Bidder awarded the contract is contractually obligated to use the subcontractors for the corresponding work identified, unless the State agrees to a substitution, and it is incorporated by amendment to the contract. If no subcontractors are being utilized, please indicate “none” on the form.

Attachment 7 – Payee Data Record (STD 204) Included by reference and available for download at:

https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf

Required when receiving payment from the State of California in lieu of IRS W-9 or W-7. A completed Payee Data Records, STD 204 form, is required for all payees (non-governmental entities or individuals) entering into a transaction that may lead to a payment from the state. Each state agency requires a completed, signed, and dated STD 204 on file.

Attachment 8 – Contractor’s Certification Clause (CCC) Included by reference and available for download located at:

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf

An agreement entered into by the State of California will include by reference the Contractor’s Certification Clause. Bidder must complete and submit CCC’s.

Attachment 9 – Darfur Contracting Act Certification Included by reference and available for download located at:

https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf

PCC Section 10475 through 10481 apply to any company that currently or within the previous three years has had business activities or other operations outside of the United States.

Attachment 10 – Conflict of Interest and Confidentiality Statement Complete and submit included statement to certify adherence to the policy.

Attachment 11 – Contractor’s Response Requirements

1. Provide a Narrative of no more than two (2) pages demonstrating the Bidder’s the ability to meet the requirements set forth in Attachment I – Sample Agreement, Exhibit A, Scope of Work. Must clearly be identified as “Narrative”. If more than two

(2) pages are provided, only the first two pages will be reviewed and evaluated.

Attachment 12 – Special Submittal Attachments (Provided by Contractor)

a. PDF copy of your firm’s current California SB Certification issued by the DGS, Office of Small Business & Disabled Veteran Business Enterprise, if applicable.

G. Description of Reference Attachments

The following attachment contains the Sample Standard Agreement, the documents are included for reference only and are not a required bid submittal item:

Attachment 13 – Sample Standard Agreement (STD 213), Exhibit A – Scope of Work, Exhibit B – Budget Detail and

Payment Provisions, Exhibit C – General Terms and Conditions, Exhibit D

– Special Terms and Conditions, Exhibit E – Insurance Requirement.

Bidder shall review the Sample Standard Agreement thoroughly when formulating bid.

Attachment 1 – Required Checklist

ATTACHMENT 1 – REQUIRED CHECKLIST

A complete bid or bid package will consist of the items identified below.

Complete this checklist to confirm the items in your bid. Check each required item that you are submitting to the State. This checklist should be returned with your bid package. Failure to return all required forms may cause your bid to be rejected.

ATTACHMENT TYPE REQUIRED ATTACHMENT NAME

☐ Attachment 1 YES Required Checklist

☐ Attachment 2 YES Bidder Certification Sheet

☐ Attachment 3 YES Minimum Qualifications Sheet

☐ Attachment 4 YES Cost Worksheet

☐ Attachment 4.1 YES Cost Worksheet (Excel)

☐ Attachment 5 YES Bidder References

☐ Attachment 6 YES Bidder Declaration GSPD-05-105*

☐ Attachment 7 YES Payee Data Record (STD 204)*

☐ Attachment 8 YES Contractor’s Certification Clause (CCC)*

☐ Attachment 9 As Applicable

Darfur Contracting Act Certification*

☐ Attachment 10 YES Conflict of Interests and Confidentiality Statement

☐ Attachment 11 YES Contractor Response Requirements

☐ Attachment 12 As

Applicable Special Submittal Attachments

Attachment 13

(Include for Reference Only. Do not submit with Bid Package)

NO Sample Standard Agreement (STD 213), Exhibit A – Scope of Work, Exhibit B – Budget Detail and Payment Provisions, Exhibit C – General Terms and Conditions, Exhibit D– Special Terms and Conditions, Exhibit E – Insurance Requirement.

*Bidder shall obtain forms via the Internet, see Section F – Description of Bid Submittal Items and Required Attachments for links.

Attachment 2 – Bidder Certification Sheet

ATTACHMENT 2 – BIDDER CERTIFICATION SHEET

This Bidder Certification Sheet must be signed and returned along with all the "required attachments" as an entire package. The bid must be transmitted via email in accordance with IFB instructions.

Do not return the "Sample Agreement" at the end of this IFB.

A. Our all-inclusive bid is submitted as detailed in Attachment 4, Cost Worksheet.

B. All required attachments are included with this certification sheet.

C. Bidder certifies meeting the all the minimum qualifications.

D. Bidder certifies ability to meet the insurance requirements.

E. The signature affixed hereon and dated certifies thorough review and compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification.

An Unsigned Bid/Bidder Certification Sheet May Be Cause for Rejection

BIDDER INFORMATION

1. BIDDER’S LEGAL BUSINESS NAME:

2. ADDRESS, CITY, STATE, ZIP CODE:

3. TELEPHONE NUMBER: 4. FAX NUMBER 5. EMAIL ADDRESS:

ORGANIZATION TYPE

6. SOLE PROPRIETORSHIP 7. PARTNERSHIP 8. CORPORATION

9. FEDERAL EMPLOYER ID NUMBER (FIEN):

10. CALIFORNIA CORPORATION NUMBER

(If Applicable):

CERTIFICATIONS (If Applicable)

11. Are you certified with the Department of General Services, Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) as any of the following:

A. SMALL/MIRCO BUSINESS? ( Yes* No) *If yes, enter certification number: ___________

B. DISABLED VETERAN BUSINESS ENTERPRISE? ( Yes* No) *If yes, enter certification number: ___________

C. If an applicable for certification is pending, what date was on the application submitted to the OSDS? ____________ *Provide proof of your certification along with your bid packet.

BIDDER’S AUTHORIZED REPRESENTATIVE

12. NAME (PRINT):

13. TITLE:

14. SIGNATURE:

15. DATE:

Attachment 2 – Bidder Certification Sheet

Completion Instructions for Bidder Certification Sheet

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item Numbers

Instructions

1, 2, 3, 4, Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line.

If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSDS.

12, 13, 14, 15

Must be completed. These items are self-explanatory.

Attachment 3 – Minimum Qualifications Sheet

ATTACHMENT 3 – MINIMUM QUALIFICATIONS SHEET

The Bidder shall submit the following evidence/confirmation documentation as stated in Table B.1 to demonstrate that bidder has met the minimum qualifications (MQs).

Bidders who do not meet the minimum qualifications may be deemed non-responsive and ineligible for award.

Table B. 1

# Minimum Qualifications Evidence/Confirmation

1. The Bidder, if required by law, must have a valid license to do business in the State of California throughout the term of this Agreement.

Provide copy of business license or written proof that a business license is not required

2. The Bidder, if required by law, must have valid certification and be good standing with the California Secretary of State (SOS).

Provide copy of your CA SOS certificate or screenshot showing business is in good standing with CA SOS.

3. The Bidder must possess at least five (5) years of experience providing interpretation and translation services. The Bidder may not rely on the experience of a subcontractor to satisfy this requirement. Two (2) years out of the five (5) years must be with a public entity within local, State, or federal government.

Bidder References must demonstrate that the Bidder meets MQ.

4. The Bidder must have interpreters and translators who possess a minimum of three (3) years of professional experience as a contracted translator or interpreter.

Two (2) of the three (3) years of professional experience in complex scientific subjects, including but not limited to, toxicology, risk assessment, carcinogens, climate change and its impact on human health. Professional experience must have been acquired within the last five (5) years.

By signing the Bidder’s Certification Sheet, Bidder certifies meeting this requirement.

Attachment 4 – Cost Worksheet

ATTACHMENT 4 – COST WORKSHEET

1. Bidder shall complete and submit the Excel spreadsheet file name, “Attachment 4.1 - Cost Worksheet” for this solicitation.

a. This must be returned with bid as an excel spreadsheet file.

b. The spreadsheet contains the formulas for calculating subtotals, totals, and grand total. Therefore, bidder should only be entering cost/rates.

c. Bidder is responsible for ensuring completion of all four (4) parts on the spreadsheet.

d. Each line item must have a quote price/rate. Do not leave any column blank or this cost worksheet will be deemed non-responsive and ineligible for award. For services that are free or if cost is already included in another line of item, then the rate shall be noted as $0.00.

e. Date Ranges for Fiscal Year (FY) are as follows:

i. FY 2026/2027 – November 1, 2026 through June 30, 2027

ii. FY 2027/2028 – July 1, 2027 through June 30, 2028

iii. FY 2028/2029 – July 1, 2028 through June 30, 2029

iv. FY 2029/2030 – July 1, 2029 through October 31, 2029

2. Unless otherwise stated, the undersigned hereby proposes and agrees to furnish all labor, materials, equipment, insurance, licenses/certifications, and permits necessary to perform all services required in accordance with the services outlined in Attachment 13, Sample Agreement.

3. The rates set forth in clear legible figures will remain in force throughout term of Agreement and will include every item of expense, direct and indirect, including Federal and State taxes. Cost/Rates must be provided for all services and invoices will be paid in accordance with the rates listed on Attachment 4.1 – Cost Worksheet.

4. Rate total is strictly for bidding purposes and determining the lowest responsive bidder.

The budget for this agreement shall not exceed $97,500.00. OEHHA reserves right to adjust budget and omit portions of the work as deemed necessary or advisable by OEHHA.

OEHHA shall determine the allocation of the funding per Fiscal Year when the contract is awarded.

5. In case of discrepancy between the unit price and the total set forth for a unit basis item, the unit price shall prevail.

6. Do not alter, modify, or change this bid cost worksheet. Any alterations, modifications, or changes to the cost worksheet will be grounds to reject the bid.

7. The cost worksheet shall be valid for one hundred eighty (180) calendar days. Upon mutual agreement of Bidder and OEHHA, the expiration may be extended.

8. By signing below Bidder swears and certifies under penalty of perjury that the Cost Worksheet is true and correct, and the Bidder has read and understands all documents contained herein.

Attachment 4 – Cost Worksheet

Contractor Name:

Telephone Number:

Business Address:

City, State, Zip:

Email Address:

Authorized Representative (Print Name): Title:

Authorized Representative Signature: Date:

This Bidder’s Cost Worksheet must be clear, legible, signed, and returned.

The Contractor is responsible for the accuracy of all arithmetic in Costs/Rates.

An unsigned or incomplete Cost Worksheet may be cause for rejection.

Attachment 5 – Bidder References

ATTACHMENT 5 – BIDDER REFERENCES

Submission of this attachment is mandatory. Failure to complete and return this attachment with your bid will cause your bid to be rejected and deemed nonresponsive.

Provide three references for services performed within the last seven (7) years, which demonstrates Bidder’s capability to provide same or similar services as described in Attachment 13, Sample Agreement, Exhibit A - Scope of Work and Attachment 3, Minimum Qualifications #4.

All references must be a public entity, preferably one with the State of California. For the purposes of this solicitation, OEHHA may not be used as a reference.

REFERENCE 1

Name of Firm:

Firm Address:

Contact Person Name:

Telephone #:

Start Date

(MM/DD/YY):

End Date

(MM/DD/YY):

Total Worked: Years Months

Value or Cost of Service(s):

Brief Description of Service(s) Provided:

REFERENCE 2

Name of Firm:

Firm Address:

Contact Person Name:

Telephone #:

Start Date

(MM/DD/YY):

End Date

(MM/DD/YY):

Total Worked: Years Months

Value or Cost of

REFERENCE 3

Name of Firm:

Firm Address:

Contact Person Name:

Telephone #:

Start Date

(MM/DD/YY):

End Date

(MM/DD/YY):

Total Worked: Years Months

Value or Cost of

Attachment 6 through 9

ATTACHMENT 6 – BIDDER DECLARATION GSPD-05-105

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

ATTACHMENT 7 – PAYEE DATA RECORD STD 204

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

ATTACHMENT 8 – CONTRACTOR CERTIFICATION CLAUSE (CCC 04/2017)

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf

ATTACHMENT 9 – DARFUR CONTRACTING ACT CERTIFICATION

https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf

(For Reference Only, Click Links to Access and Complete Forms)

Attachment 10 – Conflict of Interest and Confidentiality Statement

ATTACHMENT 10 – CONFLICT OF INTEREST AND CONFIDENTIALITY STATEMENT

I certify that I have no personal or financial interest and no present or past employment or activity which would be incompatible with my participation in any activity related to the planning or procurement processes for Translation and Interpreter Services, SB RFQ 26-E0001. For the duration of my involvement in this Project, I agree not to accept any gift, benefit, gratuity or consideration, or begin a personal or financial interest in a party who is bidding/proposing, or associated with a bidder/proposer, on the Project.

I certify that I will keep confidential and secure and will not copy, give or otherwise disclose to any other party who has not signed a copy of this confidentiality agreement, all information concerning the planning, processes, development or procedures of the Project which I learn in the course of my duties on the Project. I understand that the information to be kept confidential includes, but is not limited to, specifications, administrative requirements, and terms and conditions, and includes concepts and discussions as well as written or electronic materials. I understand that if I leave this Project before it ends, I must still keep all Project information confidential. I agree to follow any instructions provided by the Project relating to the confidentiality of Project information.

I fully understand that any unauthorized disclosure I make may be a basis for civil or criminal penalties and/or disciplinary action (including dismissal for State employees). I agree to advise OEHHA Chief Counsel via email at LegalUnit@oehha.ca.gov, immediately in the event that I either learn or have reason to believe that any person who has access to Project confidential information has or intends to disclose that information in violation of this agreement.

Date:

Signature:

Printed Name:

Title:

Organization:

Telephone Number:

Email Address:

Attachment 11 through 12

ATTACHMENT 11 – CONTRACTOR’S RESPONSE REQUIREMENT

(Provided by Bidder)

ATTACHMENT 12 – SPECIAL SUBMITTAL ATTACHMENTS

(Provided by Bidder)

Bidder shall refer to above Section F – Description of Bid Submittal Items and Required Attachments for detail on these Attachments.

(Included for Reference Only)

ATTACHMENT 13 – SAMPLE STANDARD AGREEMENT

STD. 213 to be inserted here upon award.

EXHIBIT A

SCOPE OF WORK

1. Contracted Parties:

A. (CONTRACTOR NAME), hereinafter referred to as “Contractor,” shall provide translation and interpretation services to the Office of Environmental Health Hazard Assessment, hereinafter referred to “OEHHA” or “State”, on an as needed basis, pursuant to the terms and conditions of this Agreement.

B. The Contractor is not authorized to commence work, as described in this Agreement, until the Agreement has been fully approved and executed. Any services provided prior to execution of the Agreement shall be considered voluntary and non-compensable.

2. Purpose:

A. Contractor shall provide OEHHA with qualified and experienced language professionals to conduct as-needed written and webpage translation services to ensure that OEHHA’s critical and time-sensitive public health related information are accessible to California residents regardless of language. Contractor shall also provide OEHHA staff translations of various scientific studies that are written in other languages. Additionally, Contractor shall provide real-time interpretation (in-person and telephonic/virtual) services.

B. Written and webpage translations shall include, but are not limited to, Fish Advisory Signs, Invasive Species Program Question and Answer (Q&A) Fact Sheets including HTML translation for posting Q&A Fact Sheets to website, Synthetic Turf Fact Sheets, Prop 65 Warnings, and documents relating to CalEnviroScreen.

C. Languages to be translated into include, but are not limited to, Arabic, Armenian, Romanian, Russian, Samoan, Simplified Chinese, Spanish, Tagalog, Traditional Chinese, Ukrainian, Vietnamese and Zapotec; languages to be translated from include, but are not limited to, Chinese, German, and Russian.

D. Contractor shall provide Standard General Translation, Premium General Translation, Website and Online Document translation, and Scientific/Technical document translation.

E. Translated documents provided to OEHHA shall be made fully accessible.

3. Project Representatives:

The Project Representatives during the term of this Agreement will be:

Office of Environmental

Health Hazard Assessment

CONTRACTOR NAME

Name: Name:

Address:

Phone: Phone:

Email: Email:

Contract Representatives:

Office of Environmental Health Hazard Assessment

CONTRACTOR NAME

Name: Name:

Phone:

Email:

Phone:

Email:

Project representatives may be changed without a formal amendment to this contract.

The changing party shall provide written notice to the other party by mail or email and whenever possible the notice should be provided to the other party at least ten (10) days prior to the effective date of the change in project representative. The notice shall contain the new project representative’s name, mailing address, email address, and telephone numbers.

4. Contractor Responsibilities:

Under the direction of OEHHA, Contractor shall:

A. Provide standard per word translation services which shall include one professional native-language translator proofing himself/herself. Upon OEHHA request, provide premium general per word translation services which shall include a team of one professional native-language translator and one proofreader and/or editor.

B. Translate, as needed, languages to include, but not limited to, Arabic, Armenian, Romanian, Russian, Samoan, Simplified Chinese, Spanish, Tagalog, Traditional Chinese, Ukrainian, Vietnamese and Zapotec.

C. Translate various OEHHA written and webpage materials intended to inform the general public.

D. Written and webpage material shall include, but not be limited to:

i. Word Documents and PDFs

ii. Reports/Articles

iii. PowerPoint presentations

iv. Brochures

v. Web Page Announcements

E. Translate scientific journal articles from foreign languages into English to include technical scientific language that draw from a number of scientific disciplines such as toxicology, biology, chemistry, and/or other scientific disciplines.

F. Provide most appropriate translations of terms and phrases in response to proofreading edits and questions from OEHHA during the OEHHA review of the material. When possible, shorter words and phrases are to be chosen, in line with such statutes as the federal Plain Writing Act of 2010.

G. Support and employ the following office and graphic programs: Microsoft Word, Adobe Acrobat (PDF), Microsoft Publisher, Microsoft PowerPoint, Microsoft Excel, Canva, and InDesign.

H. For events/meetings requiring real-time interpretation services, provide an adequate number of interpreters and equipment technicians, as determined in consultation with OEHHA. OEHHA may require in-person interpretation services within California with as little as one (1) working day advance notice. However, OEHHA shall make every attempt to notify the contractor, by telephone or email, of required services at least five (5) business days prior to the date interpretation services are required. OEHHA shall provide the contractor with pertinent information, including date, time, location, etc.

Interpretation services provided telephonically shall be arranged as expeditiously as possible through coordination between Contractor and OEHHA.

I. Provide translation services within a three (3) business day, seven (7) business day, ten

(10) business day, and 15 business-day turnaround time as requested by OEHHA.

Respond to rush requests as needed to accommodate OEHHA program deadlines.

Rush requests shall be completed in no more than three (3) working days.

J. Ensure that all translated documents are made fully accessible for users with disabilities.

K. Provide via email electronic versions of translated materials to OEHHA and, if directed, hard copies, within the requested timeframe specified by OEHHA.

L. Provide all equipment needed including hardware and software. The Contractor is fully responsible for all maintenance and services required for the upkeep of the equipment.

M. Work with Project Representative or designee(s) to revise translations as needed to correct problems identified with technical terminology or readability. OEHHA has sole discretion as to what constitutes a satisfactory translation.

5. OEHHA Responsibilities:

A. OEHHA will provide Contractor access to business and technical documents as necessary for the Contractor to complete translation tasks.

B. For in-person or virtual interpretations, OEHHA shall coordinate with Contractor to ensure access to conference calls, virtual meetings, and/or buildings.

6. Amendment:

A. The Agreement may be amended, consistent with the terms and conditions of the Agreement, and by mutual consent of both parties, subject to approval by the

Department of General Services, Office of Legal Services, if applicable.