IFB_No._119349.pdf

September 8, 2025

TO PROSPECTIVE BIDDERS

SUBJECT: INVITATION FOR BID (IFB) No. 119349

Translation and ADA Accessibility Remediation Services

Term: January 1, 2026 through December 31, 2027

The Employment Development Department (EDD) invites you to submit your bid for the above service in accordance with the attached Specifications.

If you wish to bid, see the Instructions to Bidders. If you make any additions or modifications to the IFB package, it may result in the rejection of your bid. The EDD reserves the right to reject any or all bids. Disabled Veteran Business Enterprise Participation and Incentive requirements are waived for this IFB.

Bids must be received and date stamped in the Contracts Services Group no later than

Wednesday, September 24, 2025 by 3:00 p.m. (PT)

If you have any questions, please do not hesitate to contact me.

/s/CLAYTON WOLERY Associate Contract Analyst

Enclosures

Cc: Robert Bonetti

Employment Development Department 722 Capitol Mall, MIC 62-C

P.O. Box 826880 Sacramento, CA 94280-0001

Bid Due Date: September 24, 2025

Time: 3:00 p.m.

Exhibit Pages

Instructions to Bidders

A Scope of Work

Attachment A-1, Specifications Attachment A-2, Work Authorization Process/Form Attachment A-3, Worth Authorization Acceptance Form

B Budget Detail and Payment Provisions……………………………………….. 2

Attachment B-1, Cost Table

C *General Provisions – 02/2025

D Special Terms and Conditions

Attachment D-1, Contractor Responsibilities Attachment D-2, Code of Ethics, Professional Conduct and Confidentiality

E Sample Standard Agreement, STD 213

F Cost Proposal

G Bidder Declaration

H Contractor Contractor Clauses (CCC 04/2017)………………………………. 4

I Darfur Contracting Act Certification……………………………………………. 2

J Certification Regarding Debarment

K Certification Regarding Lobbying

L California Civil Rights Laws Certification

M Payee Data Record, STD 204…………………………………………………… 2

N Payee Data Record Supplement, STD 205……………………………………. 2

*View at: https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language

Invitation for Bid No. 119349

STATE OF CALIFORNIA

EMPLOYMENT DEVELOPMENT DEPARTMENT

INSTRUCTIONS TO BIDDERS

INVITATION FOR BID (IFB) REQUEST

1. Submission of Bids

a. Failure to read these instructions, the Specifications, and the Terms and Conditions included in this bid package will be at the bidder's risk. Written instruction(s) regarding the submission of bids shall take precedence over any verbal instruction(s).

b. Bidders shall complete, sign, and return all of the following documents listed below: The exterior of your envelope must clearly be noted: “INVITATION FOR BID, DO NOT

OPEN IN MAIL ROOM, IFB NO. 119349.”

Exhibit F Cost Proposal

Exhibit G Bidder Declaration

Exhibit H Contractor Certification Clauses (CCC 04/2017)

Exhibit I Darfur Contracting Act Certification

Exhibit J Certification Regarding Debarment

Exhibit K Certification Regarding Lobbying

Exhibit L California Civil Rights Laws Certification

Exhibit M Payee Data Record, STD 204

Exhibit N Payee Data Record Supplement, STD 205, if applicable

Secretary of State Certification of Status, is required if your company is a Corporation, Limited Liability Company (LLC), or Limited Partnership (LP). (Refer to Registered To Do Business in California of these Instructions For Bidders).

c. Documents must be signed by an authorized representative of the bidder’s firm. The forms must be completed in ink or typewritten. If errors are made, they must be crossed out and corrections printed in ink or typewritten adjacent to error. Corrections must be initialed in ink by person signing the bid forms.

d. The EDD reserves the right to reject any or all bids and may waive any immaterial deviation or defect in the bid. The EDD’s waiver of any immaterial deviation or defect shall in no way modify the solicitation documents, or excuse the bidder from full compliance with the solicitation specification if awarded the contract. The EDD is not required to award an agreement.

IFB No. 119349

e. Bid packages must be received and time stamped in Contract Services Group no later than 3:00 p.m. (PST) on the bid closing date of September 24, 2025. Signed copies of the sealed bid package are to be mailed or delivered to:

Email Delivery:

Clayton.Wolery@edd.ca.gov

Regular, Overnight and/or Express Delivery:

Employment Development Department Mail Services 722 Capitol Mall, Room 2071 Sacramento, CA 95814 Attn: Clayton Wolery, MIC 62-C

Bids received and time stamped after 3:00 p.m. (PT) on the bid closing date of September 24, 2025, will be considered "late" and will be returned to sender.

4. Online Small Business (SB) and Disabled Veteran Business Enterprise (DVBE)

Certification Process

California’s SB and DVBE firms can now file their applications and get certified online via the Department of General Services website at: https://www.dgs.ca.gov/PD/Services/Page- Content/Procurement-Division-Services-List-Folder/Register-Apply-or-Renew-a-Small- Business-and-Disabled-Veteran-Business-Enterprise. Small Businesses and DVBEs can access the numerous benefits that come along with certification in a more timely and efficient manner.

5. Replacement of Disabled Veteran Business Enterprise Subcontractors

If for this Agreement, the Contractor made a commitment to achieve Disabled Veteran Business Enterprise (DVBE) participation, then the Contractor must within 60 days of receiving final payment under this Agreement (or within such other time period as may be specified elsewhere in this Agreement) certify in a report to the awarding department: (1) the total amount the prime Contractor received under the Agreement; (2) the name and address of the DVBE(s) that participated in the performance of the Agreement; (3) the amount each DVBE received from the prime Contractor; (4) that all payments under the Agreement have been made to the DVBE(s), and (5) the actual percentage of DVBE participation that was achieved. A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation (Military & Veterans Code section 999.5(d)).

The Contractor understands and agrees that should award of this Agreement be based in part on their commitment to use the DVBE subcontractor(s) identified in their bid or offer, per Military and Veterans Code section 999.5(e), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by the Department of General Services (DGS).

Changes to the scope of work that impact the DVBE subcontractor(s) identified in the bid or offer and approved DVBE substitutions will be documented by contract amendment.

Failure of the Contractor to seek substitution and adhere to the DVBE participation level identified in the bid or offer may be cause for contract termination, recovery of damages under rights and remedies due to the State and penalties as outlined in Military and Veterans Code section 999.9; Public Contract Code section 10115.10 or P.C.C. § 4110 (applies to public works only).

6. Award of the Agreement

a. Award will be made to the lowest responsible bidder meeting specifications and offering to supply the services described. The firm submitting the lowest responsible bid may be required to submit evidence that they have available, as needed, sufficient resources to provide the necessary equipment and personnel to enable them to meet the requirements of the Contract, and may also be required to furnish information as to their financial responsibility.

b. It is understood and agreed that following the award of the Contract, the successful bidder shall agree to comply with all Exhibits attached herein, and provide the required documents requested (i.e., bonds, insurance certificates, etc.) in order for the EDD to complete the execution of a Standard Agreement (STD. 213).

c. Small Business/Microbusiness (SB/MB) and Small Business/Nonprofit Veteran

Service Agency (SB/NVSA) Certification Preferences

A SB/MB and SB/NVSA Certification Preferences are applicable to the award of this Contract.

(1) Certified SB/MB and SB/NVSAs may claim preference when submitting a bid on this

Contract. The preference is equal to five percent (5%) of the lowest responsible bid.

When the lowest responsible bid is not submitted by a certified small business, the preference becomes applicable. Please note that the preference is used for computation purposes only (to a maximum amount of $50,000) in determining the successful bidder. It does not alter the amount of the resulting contract.

(2) To learn more about the SB/MB and SB/NVSA Preference Programs and how your business might qualify, contact the Office of Small Business and DVBE Services at

(916) 375-4940.

d. California Certified Small Business Subcontractor Preference

A five percent (5%) bid preference is available to a non-small business claiming twenty-five percent (25%) California certified small business subcontractor participation. If claiming the non-small business subcontractor preference, the bid response must include a list of the small business(es) with which you commit to subcontract in an amount of at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses. Each listed certified small business must perform a “commercially useful function” in the performance of the contract as defined in Government Code section 14837(d)(4).

The required list of California certified small business subcontractors must be attached to the bid response and must include the following: 1) subcontractor name; 2) address;

3) phone number; 4) a description of the work to be performed and/or products supplied;

5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

Bidders claiming the five percent (5%) preference must commit to subcontract at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services no later than 5:00 p.m.

on the bid due date, and the Office of Small Business and DVBE Services must be able to approve the application as submitted. Questions regarding certification should be directed to the Office of Small Business and DVBE Services at (916) 375-4940.

7. Rejection of Bids

a. If the bid is received after the exact time and date as stipulated in the bid package, the bid shall be rejected.

b. If it is found that a bidder is not responsible (i.e., has not paid taxes; has no business license; has submitted a bid when the bidder’s license is suspended on the date of the bid opening and/or award of the Contract, or during the proposed term of the Agreement;

submitted a bid without an authorized signature; falsified any information in the proposal package or has provided poor performance on a previous contract with the EDD, etc.), the bid/proposal shall be rejected.

c. If it is found, upon license verification with the Contractor's State Licensing Board, that a bidder's license is suspended on the date of the bid opening and/or award of the Contract, or during the proposed term of the Agreement, the proposal shall be considered nonresponsive and shall be rejected.

d. The EDD reserves the right to reject any and all bids and to waive any immaterial deviation or defect in the bid. The EDD’s waiver of any immaterial deviation or defect shall in no way modify the bid document or excuse the bidder from full compliance with the solicitation document specifications if awarded a Contract.

8. Tie Bids

In the event of a tie between two bidders, a coin toss will be used to determine the winner.

Any coin toss shall be observed by witnesses, and the tied bidders would be invited to have representatives present.

9. Subcontractors

No subcontracting will be allowed to circumvent competitive bidding. A certified Small Business/Microbusiness, Small Business/Nonprofit Veteran Service Agency or a certified Disabled Veteran Business Enterprise will only be permitted to subcontract in order to meet Department requirements and/or preferences. The subcontracting services and amount shall not exceed 25 percent (25%) of the bid. The Contractor shall be solely responsible for fulfilling the requirements of the bid. If it is anticipated that subcontractors will be used, the bid must include the name(s) of person(s) or firm(s), and must specify the portions and monetary percentages of the work to be done by them.

10. Subcontractors Substitution

If the EDD gives written approval to subcontract, Public Contract Code section 4107 authorizes an awarding authority to consent to substituting a subcontractor when the subcontractor listed in the bid fails or refuses to execute a written Contract for the Scope of Work specified in the subcontractor's bid, and at the price specified in the subcontractor's bid.

11. Disposition of Bids

All material submitted in response to this bid package will become the property of the EDD and will become a public record after Award.

12. Grounds For Protest

a. Those who may protest are as follows:

• For RFQ/IFBs, the lowest responsible bidder meeting the specifications (if not awarded the Contract).

• For RFPs, any proposer who claims he/she should have been awarded the Contract if the EDD had scored his or her proposal correctly, or if the agency had correctly followed the procedures specified in the P.C.C.

b. There is no protest if the awarding agency rejects all bids or proposals, based on the interest of the State.

13. Protest Exclusions

The State has no jurisdiction to consider a protest when:

• The Contract is considered a public works contract.

• The Contract award is for a type of contract not subject to the protest procedures. This category includes contracts for maintenance, modification, and so forth of real or personal property, including equipment and contracts for professional services under Government Code section 4525.

• The protestant was not the lowest responsible bidder or the highest-scored proposer.

• The protestant was not a bidder or proposer, and seeks to contest the award. The only recourse in this case is through the civil courts.

• The protest was not submitted in a timely manner.

• The grounds for the protest do not meet the permissible grounds stated in the P.C.C.

14. Notification of the Right to Protest

Unsuccessful bidders who wish to protest this award must submit a detailed, written statement of protest, including the IFB/RFP No., the name of the State agency involved, and the agency contact person. The protest must be submitted within five (5) working days following the bid opening. All protests must be submitted to both of the following:

Department of General Services

Office of Legal Services Attention: Bid Protest Coordinator

707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605

Bid Protest Coordinator Email address: OLSProtests@dgs.ca.gov

Employment Development Department Contract Services Group

722 Capitol Mall, MIC 62-C Sacramento, CA 95814

FAX: (916) 319-1684

15. Conditions and Commitment

By signing and submitting a bid package, the bidder acknowledges it has read, understood, and agrees to the following provisions:

a. General Provisions – 02/2025 available for viewing at: GTC 02/2025

b. Performing a Commercially Useful Function: In accordance with Government Code section 14837 and Military and Veterans Code section 999, all certified SB/MB or DVBE contractors, subcontractors and suppliers that bid on or participate in a state contract, regardless of whether it is a verbal or written solicitation must perform a Commercially Useful Function (CUF). A certified SB/MB or DVBE is deemed to perform a CUF if the business does all of the following:

• Is responsible for the execution of a distinct element of the work of the Contract.

• Carries out its obligation by actually performing, managing, or supervising the work involved.

• Performs work that is normal for this business services and functions.

• Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment.

• Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices.

c. Payee Data Record, STD. 204

Revenue and Taxation Code section 18646 requires state agencies to file information tax returns (IRS Form 1099) for certain types of payments made to vendors. The successful bidder will be required to complete and submit a Payee Data Record, STD. 204 to the EDD before processing payment for services. Upon completion of the work in a manner satisfactory to the EDD, the EDD agrees to make payments in accordance with the contract provisions.

d. California Taxpayer and Shareholder Protection Act of 2003

This solicitation and any resulting contract are subject to all requirements as set forth in the Public Contract Code section 10286 which includes, but is not limited to, providing written submission of a declaration stating that the supplier is eligible to contract with the State of California pursuant to statutory requirements.

Failure of the supplier to comply with and provide information, when requested by the awarding department within the time indicated, will cause the supplier's bid response to be considered nonresponsive and their bid will be rejected.

e. Registered To Do Business In California

Corporations, Limited Liability Companies (LLCs), and Limited Partnerships (LPs) must be registered with the California Secretary of State to be awarded a contract. The Secretary of State Certificate of Status must be included with the bid. The Secretary of State may be contacted as follows:

California Secretary of State Division of Corporate Filing and Services

1500 Eleventh Street, Third Floor Sacramento, CA 95814-5701

Certification Unit: (916) 657-5251

Required document(s) may also be obtained at the following website:

https://bizfileonline.sos.ca.gov/search/business

f. Prohibition of Tax Delinquents from Contracting

The State of California is prohibited from entering into any contracts for the acquisition of goods and services with persons whose name appears on either list of the 500 largest tax delinquencies pursuant to section 7063 or section 19195 of the Revenue and Taxation Code. Reference also to P.C.C. § 10295.4.

Bidder certifies that it is not included on the California Department of Tax and Fee Administration list at: https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm or the Franchise Tax Board list at: https://www.ftb.ca.gov/aboutFTB/Delinquent-Taxpayers.shtml

g. Loss Leader

It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in California Business and Professions Code section 17030.

h. Declaration Forms

All bidders must complete the Bidder Declaration GSPD-05-105 and include it with the bid response.

Bidders who have been certified by California as a Disabled Veteran Business Enterprise Declaration (DVBE) (or who are bidding rental equipment and have obtained the participation of subcontractors certified by California as a DVBE must also submit a completed form(s) STD. 843 (Disabled Veteran Business Enterprise Declaration).

All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). The completed form should be included with the bid response. At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for bid rejection.

i. Insurance Requirement

The Contractor agrees the insurance herein provided for shall be in effect at all times during the term of this Agreement. In the event said insurance coverage expires at any time during the term of this Agreement, the Contractor agrees to provide at least 30 days prior to said expiration date, a new certificate of insurance evidencing insurance coverage as outlined below for not less than the remainder of the term of this Agreement, or for a period of not less than one year. New certificates of insurance are subject to the approval of the Department of General Services, and the Contractor agrees that no work or services shall be performed prior to the giving of such approval. In the event the Contractor fails to keep in effect at all times insurance coverage as herein provided, the EDD may, in addition to any other remedies it may have, terminate this Agreement upon the occurrence of such event. The Contractor shall provide written notice to the EDD within five (5) business days of any cancellation, non-renewal, or material change that affects required insurance coverage.

The Contractor shall display evidence of the following coverage on an ACORD certificate:

j. General Liability Insurance – The Contractor shall furnish to the EDD a certificate of insurance prior to commencement of work stating there is general liability insurance in effect for the Contractor in an occurrence form with limits not less than $1,000,000 per occurrence for bodily injury and property damage combined.

The certificate of insurance must include the following provision stating:

“The State of California, its officers, agents, employees and servants are included as additional insured, but only with respect to work performed for the EDD under this Contract.” The additional insured endorsement must accompany the certificate.

k. Workers' Compensation and Employer’s Liability Insurance - The Contractor shall furnish to the EDD a certificate of insurance evidencing Workers’ Compensation and Employers Liability Insurance presently in effect with limits not less than $1,000,000 by an insurance carrier licensed to write Workers' Compensation insurance in California. Such certificate shall include the name of the carrier and the policy inception and expiration dates. If the Contractor is self-insured for Workers’ Compensation, a certificate must be presented evidencing Contractor is a qualified self-insurer in the State of California.

l. Automobile Liability Insurance, if applicable - The Contractor shall furnish to the EDD a certificate of insurance evidencing automobile liability insurance presently in effect for the Contractor of not less than $1,000,000 per accident while utilizing a motor vehicle in the performance of this Contract. Such insurance shall cover liability arising out of a motor vehicle including owned, hired and non-owned motor vehicles.

m. Environmental Liability Insurance, if applicable – The Contractor and any subcontractors shall furnish to the EDD a certificate of insurance evidencing environmental liability insurance presently in effect for the Contractor of not less than $1,000,000 per occurrence for bodily injury, property damages and costs incurred for clean-up and removal of substances causing pollution conditions. This requirement can also be met by securing one of the following: (1) an endorsement to the Contractor’s general liability insurance overriding the general liability pollution exclusion or; (2) an endorsement evidencing pesticide/herbicide coverage afforded to the Contractor’s general liability policy.

n. Iran Contracting Act Certification, if applicable

Pursuant to the Iran Contracting Act of 2010 (P.C.C. sections 2200 - 2208 are “the Act”), vendors are ineligible to bid on, submit a bid for, enter into, or renew any contract with the State for goods or services of one million dollars ($1,000,000) or more if the vendor engages in investment activities, in Iran, as defined in the Act.

Bidder certifies that it is not on the current list of Entities Prohibited from Contracting with Public Entities in California per the Act found at:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-DivisionResources- List-Folder/List-of-Ineligible-Businesses

o. California Public Records Act (PRA)

Upon award, all documents and information therein, submitted in response to this IFB become property of the State of California and will be regarded as public records under the Public Records Act, pursuant to Government Code section 6250, et seq.

p. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals.

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, the Contractor represents that it is not a target of Economic Sanctions. Should the state determine the Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to Contract execution, or, if determined after Contract execution, shall be grounds for termination by the EDD.

q. Generative Artificial Intelligence (GenAI) Technology

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 / Offeror 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 nondisclosure.

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.

EXHIBIT A

SCOPE OF WORK

(Standard Agreement)

1. This Agreement is entered into by and between the Employment Development Department, hereinafter referred to as the EDD, and Vendor TBD, hereinafter referred to as the Contractor, for the purpose of providing Translation and ADA Accessibility Remediation Services for the EDD’s Document Management Division, in accordance with IFB No.

119349.

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

State Agency Contractor

Employment Development Department Attn: Robert Bonetti 1733 Sports Drive, MIC 38

TBD

Attn:

Sacramento, CA 95834 Phone: (916) 928-5963 Email: TranslationsContractMonitor@edd.ca.gov

Phone:

Email:

3. Project Representatives may be changed by written notice without an amendment to this Agreement.

4. The services shall be provided in accordance with Exhibit A, Scope of Work, Attachment A- 1, Specifications, Attachment A-2, Work Authorization Process/Form, Exhibit B, Budget Detail and Payment Provisions, Attachment B-1, Cost Table, Exhibit D, Special Terms and Conditions, Attachment D-1, Contractor Responsibilities, and Attachment D-2, Code of Ethics, Professional Conduct and Confidentiality, which are incorporated as a part of this Agreement.

5. Health and Safety Requirements

The Contractor when entering the EDD facility and/or property is expected to be familiar with and abide by all statewide and locally mandated health and safety requirements. Such requirements include, but are not limited to, remaining compliant with personal protective equipment (PPE) and other safety equipment requirements provided under state and federal occupational safety and health laws.

The EDD also requires that the Contractor follow additional guidelines from the CDPH and public health officials, such as avoiding close contact with others and engaging in hygienic practices while working. The EDD reserves the right to require stricter requirements than are recommended by local and state public health authorities. Non-compliance by the Contractor, its employees, or any subcontractors may result in the EDD refusing entry onto, or removal from, the EDD property. A breach of these requirements grants the EDD the right to terminate this Agreement.

ATTACHMENT A-1

SPECIFICATIONS

(Standard Agreement)

I. GENERAL

The Contractor shall furnish all labor, tools, equipment, and materials, and pay all taxes and licensing fees necessary to perform the work for the EDD’s Document Management Division in accordance with these Specifications. The Contractor shall perform all work per accepted industry standards. Should there be any errors or omissions in any of the instructions, specifications, or exhibits in regards to materials and or methods recommended, it shall be the Contractor’s responsibility to notify the EDD Representative, and upon agreement, use the appropriate method or process to obtain the intended finished product.

II. SCOPE OF WORK

A. The Contractor agrees to provide the EDD with the necessary linguistic expertise, desktop publishing skills, materials, supplies, and equipment needed to support the translations, typesetting services, and ADA Remediation for Accessibility Compliance, for the EDD’s pamphlets, brochures, forms, posters, web text, advertisements, news releases, letters, PowerPoint slides, and other documents, as needed, and produce the final deliverables as described in the following various languages:

1. Armenian 11. Lao/Laotian 21. Amharic (Ethiopian)

2. Arabic 12. Punjabi 22. Portuguese

3. Cambodian/Khmer 13. Russian 23. Urdu

4. Traditional Chinese/Cantonese 14. Tagalog 24. Cebuano

5. Simplified Chinese/Mandarin 15. Thai 25. Indonesian

6. Farsi 16. Vietnamese 26. Bengali

7. Hindi 17. Ilocano 27. Cyrillic

8. Hmong 18. French 28. Mien

9. Japanese 19. Hebrew 29. Spanish

10. Korean 20. German

III. SPECIFICATIONS

A. The EDD may request other languages as needed. In these instances, a Work Authorization Process/Form (Attachment A-2) shall be completed by the EDD prior to the commencement of any work being performed by the Contractor.

B. The Contractor shall maintain current software applications, such as, but not limited to, MS Office 2013, Adobe InDesign CC, Adobe Illustrator CC, Adobe Photoshop CC, and Adobe Acrobat CC software for its English documents. The Contract will upgrade these applications as needed to ensure the electronic files provided to the EDD are current and usable by the EDD and/or its printers. The Contractor is to include Adobe InDesign IDML file format in instances where software version conflict may occur.

(Standard Agreement)

C. The Contractor shall provide translation services for both print and non-print projects in any of the listed languages. A “project” refers to any single document or collection of documents submitted to the contractor for translation and/or remediation. Each submitted project carries a minimum contractor cost of $200, regardless of the number of documents, languages, pages, or English word count.

D. Required Qualifications:

1. The Contractor must ensure that only qualified translators are used for services provided in the performance of this Agreement and will be held responsible for the quality and accuracy of all translations.

2. Translators shall have a minimum of five (5) years of continuous professional translation experience.

3. In order to verify performance capabilities, the Contractor shall provide one of the following for translators used to translate materials in all languages listed in the table in section II(A) of this Agreement:

a. Language certifications from the American Translators Association (ATA).

b. Certification from a government agency or other professional translation service organization.

c. In the absence of either (a) or (b) above, the Contractor may certify for the translator on company letterhead. The certification must include: that the translator(s) possesses a minimum of five (5) years of continuous professional translation experience, information that specifies how the translator's language fluency is verified/tested, and identification of the level of competency verified/tested.

d. Documentation that does not qualify as proof of translation abilities includes:

stand-alone resumes that do not accompany one of the above approved certification options and collegiate-level degrees presented in a foreign language.

4. Translators used for any additional languages not listed in section II(A) shall be able to provide the same proof of certification as outlined in subsections (a), (b), or (c) above.

E. The Contractor shall ensure that only qualified desktop publishing (DTP) staff are used for services provided under this Agreement. DTP staff must have:

1. A minimum of one (1) year of experience providing graphic and page layout typesetting services.

(Standard Agreement)

2. Journey level understanding in printing processes, including but not limited to, layout, bleeds, folding, cropping, text flow, trapping, RGB, CMYK, saving files to different file formats for applications on the internet, and printing to both desktop color printers and large commercial printers.

3. Knowledge of Accessibility laws and ability to create files that ensure that the EDD is in compliance with those laws.

4. A minimum of one (1) year of experience creating/manipulating PDF files, including the creation of bookmarks and thumbnails.

F. If the Contractor subcontracts any portion of the work outlined in this Agreement, including subcontracting with another translation service company, ADA remediation services, or desktop publisher, the Contractor will be held responsible for ensuring that only qualified translators, ADA remediation services, and desktop publishers are used for services provided. The Contractor retains complete responsibility for fulfilling the requirements of this Agreement.

G. All communications, records originated or prepared by the Contractor, PDF files, graphics, logos, glossaries, reports, videos, brochures, charts, etc., produced and delivered under the auspices of this Agreement shall become the exclusive property of the EDD, and may be copyrighted by the EDD, and shall be released to the EDD by the Contractor.

H. All equipment used by the Contractor is the property of the Contractor who is fully responsible for all maintenance and service required to ensure there is no delay or disruption to the services requested in this Agreement.

I. Other Languages

The EDD may request translation services for other languages, as needed. In these instances, a Work Authorization Form shall be completed by the EDD prior to the commencement of any work by the Contractor. Any work performed for other languages not listed in the table provided in section II(A) must follow the instructions in section III(T), Unanticipated Tasks.

J. Source Files

1. New Full Translations: The EDD will supply electronic files, in English, with the respective links, assets, graphics, and fonts used in the documents. These source files are created on a PC platform and are primarily in Adobe InDesign Creative Cloud (CC), Adobe Illustrator CC, Adobe Photoshop CC and Microsoft Office Suite 2013.

2. Revisions: Most of the EDD projects will be updates to existing documents.

Translated source files are in Adobe InDesign CC, Adobe Illustrator CC, and Microsoft Office Suite 2013.

(Standard Agreement)

3. Corrupt Files: The EDD believes all of its translation files to be in good working order. However, should a file become corrupt and need to be re-keyed, the Contractor shall be prepared to provide such service at no additional cost.

K. Cost Estimates

The Contractor shall respond to a Cost Estimate Project Package Spreadsheet within two (2) business days of request. The cost for the project will be based on the number of English words to be translated. Word counts may be compared against the Source Files submitted. The contractor shall begin the translation/typesetting necessary for the project once the Cost Estimate Project Package Spreadsheet has been approved by an EDD Representative.

L. Translations

1. Translations shall be clear and concise with maximum ease of comprehension (5th to 8th grade level) and minimum confusion and ambiguity. Translations must be verbatim in context. Vocabulary and syntax used shall be standard and relevant to the majority of California residents who speak, read, and write the language.

Contemporary colloquialisms or regionalisms are not acceptable unless specifically called for. Translations must accurately reflect the meaning contained in the English documents to be translated.

2. In order to preserve standards and maintain consistency from publication to publication, and within an individual publication, the Contractor shall use pre-established, translated terminology throughout the EDD documents.

M. Electronic documents submitted for translation and remediation are to follow the same tag structure as per the WCAG 2.1 pre-approved English versions provided by the EDD.

The EDD Remediation Validation Checklist for Vendor will be provided as a resource guide of the EDD’s recommended file settings. The EDD Publication Center Document Design Unit will conduct quality control on remediated documents returned by vendor for compliance. If the document fails to pass WCAG 2.1 and the EDD’s remediation standards the document will be rejected and returned to the Contractor for correction at no charge to the EDD.

N. Typesetting

1. The Contractor shall typeset and format documents to mirror corresponding English documents. This includes, but is not limited to margins, placement of graphics, font size, leading, kerning, and page number(s). It is understood that because translated text may be lengthier than the English text, the Contractor must mirror the English document which may result in reformatting the translated text to ensure the documents match. The page flow must not be altered and no additional pages shall be added. Typically, all translated forms and documents shall be completed in the standard letter format (size 8.5 x 11), unless otherwise indicated with the source document.

(Standard Agreement)

2. In order to preserve standards and maintain visual consistency, the Contractor is required to observe the following EDD typesetting guidelines:

a. Revision numbers on translated documents shall follow the same set up as the

English Counterpart. Typically, it will read the form number, followed by a slash, then a one letter indication of language (i.e., S for Spanish), the revision number (Rev 3), and the revision date in parenthesis: DE 1000/S Rev 3 (12-18).

b. Page numbers will follow the same set up as the English document.

c. Bullets, indentations, and paragraphs shall be the same as they appear in the

English document.

d. Areas that are bolded in the English document must be bolded in the translated document.

e. The EDD program names that cannot be translated must be explained in the translated document and shall appear in parenthesis.

f. All completed work must be checked for the following:

i. Grammar

ii. Syntax

iii. Spelling

iv. Vocabulary

v. Punctuation

vi. Typographical errors

vii. Capitalization

viii. Consistency/Parallelism

ix. Unnecessary use of transliteration (if applicable)

x. Text enhancements

3. When the English source document has areas that are fillable the Contractor shall ensure that the translated versions also contain the same fillable fields.

4. The EDD Representative will reject electronic files received from the Contractor that are, in the judgment of the EDD Representative, to be of poor quality (such as typesetting/layout errors, low resolution, etc.). In such events the Contractor will correct and resubmit those files within two (2) business days of being notified by the EDD Representative. No additional payments will be made to the Contractor in the cases of the Contractor’s error or omission. Repeated poor quality of electronic files from the Contractor due to typesetting/layout errors may be seen as the Contractor's inability to provide the required services and possible cause for termination of this Agreement.

O. Proofs

The EDD will request that the translated proofs be provided with the look of a completed final project. Established guidelines must be followed and translations must be accurate, including proper spelling, grammar, and punctuation. In addition, all graphics, color, page flow, and design elements must be included in the first proof.

The proof must be provided as a composite PDF file (current version of Adobe Acrobat) and sent electronically by email to the EDD Representative. In all instances, translations should be carefully proofread by the translator, as well as proofread and digitally signed by two parties before the proof is submitted to the EDD. The EDD will conduct an internal review and, if needed, submit corrections to the Contractor for language and formatting. Typically, corrections will be made and another round of proofs will be required. These corrections will be submitted as notations embedded in a PDF or, written out in an email if corrections of a similar manner are required throughout a projects translation series. Should there be a difference of opinion regarding word usage, language syntax, or interpretation, the EDD Representative will instruct the internal reviewer to contact the translator so that a mutually acceptable resolution can be found.

There will be no additional compensation to the Contractor in the case of the Contractor’s errors or omissions.

The majority of the EDD translations projects will require proofs to be sent to the EDD Representative within ten (10) days of approval of the estimate. In the case of large, multi- page projects, the EDD Representative will negotiate a proof delivery timeframe with the Contractor.

The EDD considers the need for more than one proof to be the exception, but should a second proof be required, the Contractor shall submit the corrected proof within three (3) business days from the date corrections are requested. Should the Contractor develop a pattern of consistently requiring more than two proofs per project, the EDD may consider this a service problem and possible cause for termination of this Agreement.

P. Final Deliverables

The Contractor is to submit final deliverables within three (3) business days after the EDD Representative gives approval of the proof. The EDD expects the final deliverables to be free of any errors in content and layout. If the final deliverables contain errors not due to actions of the EDD, it may be considered a failure to provide services detailed in this contract and a failure to meet the deadlines as outlined in section III(Q), Performance/Turnaround, below.

Unless otherwise indicated by the EDD, all final deliverables will consist of the following:

Dependent on original software file format, final translated and remediated files will be supplied in Adobe InDesign CC, Adobe Acrobat CC, or Microsoft Office Suite 2013, typeset to match the English version and:

Packaged with properly formatted graphics, (descriptive alternative text, correct tagging order, paragraph styles, and embedded fonts, when applicable) An exported press quality Adobe Acrobat PDF file Delivered on CD to the EDD Representative

Adobe InDesign CC

Original InDesign source files used must be packaged and surrendered upon completion of the approved and finalized translation. This includes any and all assets used in creation and re-creation of each document, i.e., fonts, images, photographs, links to other source documents, etc.

The Contractor must ensure that the following is provided within each InDesign package:

Original source file with editable text (.INDD) Original source file with outlined text (.INDD) Legacy file (.IDML) Fonts All linked graphics and assets

Adobe Acrobat PDF files

Press Quality PDF of approved and finalized document (Unlocked) Additional Optimized PDF for web posting purposes (using screen optimized settings for internet and in compliance with Government Code section 11135 as to accessibility by persons with disabilities)

Blank pages deleted Sequential pages Embedded fonts Delivered electronically on CD to the EDD Representative

Summary Sheet

A completed summary sheet indicating the type of source file used, any color and/or font changes made from the original English document, etc.

Q. Performance/Turnaround

Each project request by the EDD will be independent of other/prior requests and will have distinct turnaround times as specified by the EDD Representative, and described below:

1. From the time the EDD Representative requests translation services, the Contractor shall reply to a Cost Estimate Project Package Spreadsheet within two (2) business days.

2. Upon approval of the Cost Estimate Project Package Spreadsheet, the Contractor shall have ten (10) business days to submit a proof to the EDD Representative.

3. When a second proof is required, the Contractor shall have three (3) days to submit the second proof to the EDD Representative.

4. In the rare case where more than two proofs are required, the EDD Representative and the Contractor shall negotiate a timeframe.

5. In the case of a project with more than five (5) forms, the EDD Representative shall negotiate a delivery timeframe with the Contractor, tailored to that specific project.

6. From the time the EDD Representative approves the proof for final deliverables, the Contractor shall have three (3) business days to provide all final deliverables listed in section III(P) above.

R. Expedited Service

The EDD may require expedited services outside of the normal turnaround time. In these "rush" instances, the EDD will pay no more than an additional fee of 15 percent of the normal cost for the services. An expedited services request will be defined and require a three (3) business day turnaround for the first proof.

S. File Retention

The Contractor shall retain all original translated source files/documents for a minimum of three (3) years in the event of any revisions and/or corrections.

T. Unanticipated Tasks

The EDD reserves the right to set aside a certain amount of the total Contract dollar amount for unanticipated tasks. If, in the performance of the work, the Contractor determines that a deliverable under this Contract cannot be accomplished without the completion of another deliverable or task that is not within the original work requested, the Contractor will immediately notify the EDD in writing of the Contractor’s estimate of the work hours and associated costs which will be required to complete the additional deliverable or task in full. Upon receipt of such notification, the EDD may:

1. Authorize the Contractor to expend the estimated additional work hours of service in excess of the original estimate necessary to complete the deliverable; or,

2. Terminate further work on the deliverable; or,

3. Alter the scope of the deliverable in the Contract to define tasks that can be accomplished within the remaining estimated work hours/funds for the deliverable.

The EDD will notify the Contractor in writing of its election within seven (7) calendar days after receipt of the Contractor’s notification. If notice of the election is given to proceed, the EDD agrees to reimburse the Contractor for such additional work.

The following procedure shall be followed in developing a Work Authorization Form (Attachment A-2), under this provision:

1. For each item of unanticipated work a Work Authorization Form will be prepared by the EDD and will be incorporated as a Schedule to this Contract.

2. It is understood and agreed to by both parties to this Contract that all of the terms and conditions of this Agreement shall remain in force with the inclusion of any such Work Authorization Form added as a Schedule to this Contract.

3. Such Work Authorization shall in no way constitute a Contract other than as provided pursuant to this Agreement, nor in any way amend or supersede any of the other provisions of this Contract.

4. Each Work Authorization shall consist of a detailed statement of the purpose, objective, or goals to be undertaken by the Contractor, the job classification of the personnel to be made available by the Contractor, an identification of all significant materials to be delivered by the EDD to the Contractor, a time schedule for the provisions of these services by the Contractor, completion criteria for the work to be performed, the name or identification of the Contractor’s personnel to be assigned, the Contractor’s billing rates per English word translated, and the Contractor’s total cost of the Work Authorization.

5. Prior to commencing work, the Work Authorization Form must be signed by the EDD Representative or assigned designee.

The Contractor’s resources will not be expended (at a cost to the EDD) in excess of the authorized maximum cost to complete the deliverable. In the event that additional work must be performed which all parties agree is necessary to the successful completion of the general scope of work required, the procedures outlined in this provision will be employed.

ATTACHMENT A-2

WORK AUTHORIZATION PROCESS/FORM

(Standard Agreement)

The following rules shall apply for Work Authorizations (WAs):

1. GENERAL

All service tasks or deliverables not described in the Contract shall be defined and agreed to through the use of an approved WA. Tasks or deliverables not specified either in the Contract, or via an approved WA, Attachment A-2, and WA Acceptance Form, Attachment A-3, may not be invoiced under the Contract and are completed at the Contractor’s own expense.