IFB_No._132324.pdf

August 25, 2026

TO PROSPECTIVE BIDDERS

SUBJECT: INVITATION FOR BID (IFB) No. 132324

Written Translation Services

Term: October 1, 2026, through September 30, 2028

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 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 9, 2026 by 3:00 p.m. (PT)

If you have any questions, please contact me at Angelica.Santiago@edd.ca.gov

/s/Angelica Santiago Contract Analyst

Cc: Aleli De Asis

Enclosures mailto:Angelica.Santiago@edd.ca.gov

Employment Development Department 1416 9th Street, MIC 62-C

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

Bid Due Date: September 9, 2026

Time: 3:00 p.m. (PT)

Exhibit Pages

Instructions to Bidders

A Scope of Work Exhibit A-1, Specifications Exhibit A-2, Work Plan

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

Exhibit B-1, Cost Table……………………

C *General Provisions – 02/2025

D Special Terms and Conditions

E Protection of Confidentiality

Attachment E-1, Vendor/Contractor Confidentiality Statement

Exhibit E-2, Indemnity Agreement

Exhibit E-3, Data Destruction Certification Form

F Safeguarding Contract Language For Technology Services

G STD 213, Sample Standard Agreement

Attachment

1 Cost Proposal

2 Bidder Declaration

3 Contractor Certification Clauses…………….………………………………… 4

4 Certification Regarding Debarment……………………………………………. 2

5 Darfur Contracting Act Certification……………………………………………. 2

6 STD 204, Payee Data Record………………………………………………….. 2

7 STD 205, Payee Data Record Supplement…………………………………… 2

Invitation for Bid No. 132324

8 California Civil Rights Laws Certification……………………………………..… 1

9 Certification Regarding Lobbying………………………………………………. 3

10 Iran Contracting Act Certification

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

IFB No. 132324

STATE OF CALIFORNIA

EMPLOYMENT DEVELOPMENT DEPARTMENT

INSTRUCTIONS TO BIDDERS

Invitation for Bid (IFB) No. 132324

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 and return the IFB Requirements Checklist, found on page 10, and all supporting documents listed. If mailed, the exterior of your envelope must clearly be noted: “INVITATION FOR BID, DO NOT OPEN IN MAIL ROOM, IFB NO. 132324.”

c. All submitted 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.

e. Bid packages must be received and time stamped in Contract Services Group no later than 3:00 p.m. (PT) on the bid closing date of September 9, 2026. Signed copies of the sealed bid package are to be mailed or delivered to:

Regular, Overnight and/or Express Delivery:

Employment Development Department Mail Services 1416 9th Street, MIC 62-C Sacramento, CA 95814 Attn: Angelica Santiago

Bids received and time stamped after 3:00 p.m. (PT) on the bid closing date of September 9, 2026, will be considered "late", disqualified and will be returned to sender.

Bid submissions received by email or other electronic means will not be accepted or considered.

Public Bid Opening

The public bid opening is scheduled for September 10, 2026 promptly at 9:00 a.m. The event will be held at the following address:

1416 9th Street Sacramento, CA 95814

Upon arrival, all attendees are required to check-in with security and sign-in on the bid opening record. All attendees will be escorted to the appropriate location.

During the bid opening, each submission will be opened, read aloud, documented, and examined for preferences and incentives. To ensure efficiency, all questions and answers will be kept to a minimum.

2. Key Action Dates

Action Date Release IFB August 25, 2026 Deadline to Submit Questions August 28, 2026 by 3:00 PM PT Response to Questions September 2, 2026 by 5:00 PM PT Proposals Due September 9, 2026 by 3:00 PM PT Intent to Award Week of September 14, 2026 Contract Commencement October 1, 2026, or upon final approval

3. 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/Apply-for-or-Re-apply-as-Small- Business-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.

4. 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.

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 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 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

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 (P.C.C.) section 10115.10 or P.C.C. § 4110 (applies to public works only).

5. 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.

6. Rejection of Bids

a. If the bid is received after 3:00 p.m. (PT) on the due date of September 9, 2026 as stipulated in the bid package, the bid shall be rejected and returned to sender.

b. If it is found that a bidder is not responsible (i.e., has not paid taxes; 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.

7. 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. Location and time will be announced to all bidders.

8. 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.

9. Subcontractors Substitution

If 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.

10. 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.

11. Grounds For Protest

a. Those who may protest are as follows:

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

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

12. 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.

13. 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 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

Contract Services Group 1416 9th Street, MIC 62-C

Email: BOPSDContractsExternal@edd.ca.gov mailto:OLSProtests@dgs.ca.gov mailto:BOPSDContractsExternal@edd.ca.gov

14. 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.

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

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/

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/about-ftb/newsroom/tax-news/may-2021/top-500-delinquent-taxpayer-list.html

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.

https://bizfileonline.sos.ca.gov/ https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.ftb.ca.gov/about-ftb/newsroom/tax-news/may-2021/top-500-delinquent-taxpayer-list.html https://www.ftb.ca.gov/about-ftb/newsroom/tax-news/may-2021/top-500-delinquent-taxpayer-list.html https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf http://www.boe.ca.gov/cgi-bin/deliq.cgi https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

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-Division-Resources- 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 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 section 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.

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

IFB REQUIREMENTS CHECKLIST

Please complete the checklist below to confirm that all items are contained with the Bid. Place a check mark () next to each item being submitted. For the Bid to be responsive, the checklist and all required documents must be submitted from the list below. Offers must be delivered by mail and received no later than 3:00 p.m. (PT), on September 9, 2026.

The Bid must contain: Each required supporting document and a completed Requirements Checklist sheet.

The need to verify that all required documentation is submitted with the Bid cannot be overemphasized as failure to submit all completed documents referenced on this checklist may cause the Bid to be rejected.

CHECK

() #REFERENCE DOCUMENT NAME / DESCRIPTION REQUIRED

Attachment 1 Cost Proposal YES Attachment 2 Bidders Declaration

(Must complete all relevant sections to the prime and subcontractors including page numbers, located in the bottom right-hand corner)

YES

Attachment 3 Contractor Certification Clauses 04/2017 (CCC 04/2017) YES Attachment 4 Certification Regarding Debarment, Suspension

Indelibility and Voluntary Exclusion Lower Tier Covered Transaction

YES

Attachment 6 STD 204 Payee Data Records YES Attachment 8 California Civil Rights Law Certification YES Attachment 9 Certification Regarding Lobbying YES Attachment 10 Iran Contracting Act Certification YES

SEE NEXT PAGE FOR ADDITIONAL REQUIREMENTS

The following forms are required, if applicable, at the time of submittal. Failure to submit all completed documents referenced on following checklist may cause the Bid to be rejected.

CHECK

() #REFERENCE DOCUMENT NAME / DESCRIPTION

Attachment 5 Darfur Contracting Act Certification Attachment 7 STD 205 Payee Data Record Supplement Secretary of State Certification of Status

The following document(s) are due upon award:

Copy of Vendor’s Insurance Certificates and Additional Insured Endorsement(s)

I, ______________________, hereby certify under penalty of perjury that I have carefully read, reviewed, and fully completed all documents required in connection with this Invitation for Bid. I affirm that I understand the requirements and conditions set forth in the specifications and agree to provide the requested goods and/or services at the cost specified in the cost proposal. I further certify that all bid documents, responses, and information submitted by me, or on behalf of the bidder, are complete, accurate, and provided in good faith.

(Signature of representative/date)

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 TBD, hereinafter referred to as the Contractor, for the purpose of providing Written Translation Services, in accordance with IFB No. 132324.

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

State Agency Contractor

Attn: Aleli De Asis PO Box 826880, MIC 49-A

TBD

Attn:

Phone: (916) 982-2036 Email: Aleli.DeAsis@edd.ca.gov

Phone:

Email:

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

3. The services shall be provided in accordance with Exhibit A-1, Specifications, and

Exhibit A-2, Work Plan, which is incorporated as a part of this Agreement.

4. The State may, at its sole discretion, elect to amend to increase funding. All amendments with funds shall be processed utilizing the original rates evaluated in the Exhibit B-1, Cost Table, and shall not be denied by the Contractor. The State is not obligated to use any or all of these options.

mailto:Aleli.DeAsis@edd.ca.gov

EXHIBIT A-1

SPECIFICATIONS

I. INTENT

The State of California, Employment Development Department (EDD), is seeking to contract with a qualified vendor to provide written translation services and other services to enhance and facilitate access and participation by Limited English Proficient (LEP) individuals to EDD programs and services.

II. SCOPE AND BACKGROUND

The EDD is responsible for administering several benefits and programs including Unemployment Insurance, Disability Insurance, payroll tax collection, and job training/workforce services. Many Californians who seek and receive services are non- English speakers or limited English proficient individuals. To effectively serve these populations and comply with state and federal law, the EDD seeks to provide written information to customers in their primary or preferred language whenever it is not English.

The EDD disseminates important information via its public website, (EDD.ca.gov), benefit application portals (such as myEDD), media outreach and marketing, multilingual interactive voice response systems, mailing, etc. The EDD also periodically receives non-English language documents or information that must be translated into English for processing. In addition, the EDD is in the process of modernizing programs’ systems, portals, and self-serving options for customers, which may require such systems to be available in languages other than English.

III. DEFINITIONS

“Limited English Proficient (LEP)” means individuals who do not speak English as their primary language and who have a limited ability to read, write, understand, or speak English.

“Primary Languages” means the top seven non-English spoken languages determined by the EDD based on the most recent U.S. Census data. The languages are Spanish, Cantonese, Mandarin, Vietnamese, Tagalog, Korean, and Armenian. When referencing written languages, they languages are Spanish, traditional Chinese, simplified Chinese, Vietnamese, Tagalog, Korean, and Armenian.

“Secondary Languages” means the top 8 to 15 non-English spoken languages determined by the EDD based on the most recent U.S. Census data. The languages are Arabic, Farsi, Punjabi, Russian, Japanese, Hindi, Mon-Khmer (Cambodian), and Thai.

https://edd.ca.gov/

EXHIBIT A-1

“Editing/Proofreading” means the act or process of reviewing a translated document and of making revisions and/or corrections to the translated copy to bring the translation into better agreement with the meaning of the English original.

“Desktop Publishing” means the act or process of designing, re-creating, or formatting electronic documents using a computerized software package to prepare a document for printing or electronic display.

IV. LANGUAGES

The Contractor shall perform translation services (into and from English) by qualified language professionals of the following languages:

Group A – Primary Languages Spanish, Traditional Chinese, Simplified Chinese, Vietnamese, Tagalog, Korean, and Armenian. When referring to spoken languages for narration services, the languages are Spanish, Cantonese, Mandarin, Vietnamese, Tagalog, Korean, and Armenian.

Please note, the EDD has an in-house Spanish Translation Unit that produces a large volume of Spanish translations. Therefore, it is expected that requests for Spanish translations may not be as high as the other languages in this group.

Group B – Secondary Languages Arabic, Farsi, Punjabi, Russian, Japanese, Hindi, Mon-Khmer (Cambodian), and Thai.

The Contractor must be able to provide services in all the listed languages of Group A and B, and additional languages as requested, and may propose a tiered pricing methodology for these groups, including additional languages.

V. DESCRIPTION OF SERVICES

All contract interactions for the services below will be between the Contractor and the EDD, which is responsible for disseminating accurate, timely and consistent information in English and non-English languages to Californians.

Tier 1 – Primary Services:

The Contractor shall provide professional written translation services from English into designated target languages and from designated target languages into English.

Services may include, but are not limited to:

EXHIBIT A-1

• Translation of written documents such as forms, web pages, marketing and outreach materials, correspondence, notices, reports, training materials, and other public facing or internal communications.

• Translation of content in various electronic formats, including Microsoft Office products, PDFs, websites and other digital platforms.

• Desktop Publishing (DTP) and formatting of translated materials in various electronic formats to preserve the layout, appearance, functionality and accessibility of the source document.

• Standard, expedited, and urgent translation services as requested by the EDD.

Tier 2 – Secondary Services:

The Contractor shall provide supplementary language services that support the quality, accuracy, and consistency of translated materials, including:

• Editing, proofreading, and revision of previously translated materials.

• Independent linguistic review and quality assurance of translations produced by the Contractor, the EDD, or third parties.

• Translation Quality Evaluation (TQE) using Multidimensional Quality Metrics

(MQM) or comparable industry standards to assess human-translated, machine-translated, and machine translation post-edited (MTPE) content.

• Machine translation post-editing (MTPE) services, when authorized and requested by the EDD.

VI. SERVICE DETAILS

Turnaround Requirements

The Contractor shall acknowledge receipt of translation requests within one (1) business day.

Unless otherwise agreed upon by the EDD, all translation requests shall be considered standard service and shall be completed within the following timeframes:

• Requests containing fewer than 100 words shall be completed within one (1) business day.

• Requests containing 100 to 2,000 words shall be completed within three (3) business days.

• Requests containing 2,001 to 10,000 words shall be completed within five (5) business days.

EXHIBIT A-1

• Requests containing more than 10,000 words, involving multiple languages, or requiring extensive desktop publishing or formatting services shall be completed within ten (10) business days.

The EDD may designate a request as a rush request when business needs require delivery sooner than the applicable standard service timeframe. Rush requests shall be subject to the Contract's established rush service fees, if applicable.

The Contractor shall immediately notify the EDD if any circumstance may affect the agreed-upon delivery schedule.

Completion time and estimated total cost will be agreed upon between the EDD and the Contractor prior to each assignment.

The translation services include, but are not limited to:

• Translations: Submissions will be provided in EDD plain language standards;

therefore, lower literacy translations will not be acceptable. No contemporary colloquialisms unless specifically called for in the text provided for translation.

• Reverse translation: Translation into English for documents received by the EDD program that are written in a language other than English.

• Typesetting: As specified in format of project for printed materials if requested.

• Proofing: Verified quality translations(s), fonts, margins, etc. on all provided or created materials.

• Development of electronic documents for translations requiring printing: When requested by the EDD, the Contractor shall provide translations on an electronic storage device, including any required artwork. The Contractor shall promptly inform the Contract Monitor of any issues encountered or provide such notice in writing upon request. All materials produced for the State are the property of the State.

• When EDD requests it, the contractor must provide print-ready files that include database information, graphics, using the required PMS or CMYK colors, and the final English layout file. The typeset materials must be delivered in a complete page format.

• The Contractor may be required to provide rush translation services for revisions to previously translated materials when changes are requested by the EDD after delivery.

• Any deliverable containing translation errors, formatting deficiencies, desktop publishing issues, or other deficiencies that do not conform to the requirements of this Contract may be rejected by the EDD and returned to the Contractor for correction.

EXHIBIT A-1

• Requests requiring translation of a single word shall be billed at the applicable per-word rate identified in the Contract's pricing schedule, with no minimum word count requirement.

• EDD composition and/or printing costs attributable to the Contractor’s errors and/or omissions in the materials or information provided by the Contractor shall be borne solely by the Contractor. No additional payments will be made by EDD for any product/file changes because of Contractor error(s) or omissions.

• The Contractor shall provide staff, located at the Contractor's place of business, who are qualified to diagnose and resolve technical production issues including, but not limited to, translation, electronic files, graphics, typesetting, formatting, and quality-control issues within a two (2) to four (4) hour turnaround time.

• Language translations which require special foreign language fonts or non-Latin characters must be provided in language-specific Noto font family as outlined in the EDD Brand Manual. Other language translations (e.g. Spanish) which do not require special language fonts must be provided in Noto Sans font.

• The EDD requires at least one review (sometimes multiple reviews) of unformatted text for each translation project prior to the Contractor's final formatted translation document.

Translation Services

The Contractor shall provide translations of source texts, with the meaning and intent, and, to the extent possible, the format and layout of the original source text retained.

The Contractor shall translate documents in a culturally sensitive manner and at the same reading level as the source material. Unless the EDD requests a translation be written in a specific regional or class dialect, documents must always be translated into standard language.

Accuracy, completeness, consistency, and cultural appropriateness are critical. The Contractor shall utilize qualified translators and quality assurance processes to ensure the accuracy, completeness, and consistency of translated materials. The Contractor shall be capable of reviewing and validating human-translated, machine-translated, and machine translation post-edited (MTPE) content using Multidimensional Quality Metrics (MQM) or other evaluation methods approved by the EDD.

The Contractor shall maintain sufficient staffing, project management, and quality assurance resources to support large-scale translation projects exceeding 250,000 total words. Such projects may involve multiple target languages, phased delivery schedules, iterative review cycles, and desktop publishing services. The Contractor shall be capable of coordinating and delivering these projects in accordance with a mutually agreed-upon project schedule.

EXHIBIT A-1

Performance Standards

The Contractor shall provide accurate translations that must be proofread and edited for correctness, by technically qualified, certified, and experienced translators. Translator(s) must:

• Be experienced and possess an advanced command of the source and target language.

• Have excellent knowledge of accents and regional language variations.

• Have ability to translate with a high standard of accuracy, and in a culturally competent manner.

• Respect precedent and established terminology (when it exists); and

• Be able to work under pressure and meet tight deadlines.

The Contractor shall conduct linguistic review/testing as part of their translation work.

The review shall include but not limited to correctness of language, margins associated with those specific language/fonts adhering to the EDD Brand manual as mentioned previously, etc. The EDD reserves the right to perform a quality review on translated documents. The results of those reviews shall be shared with the Contractor and shall form the basis for any further steps, as agreed upon, to remedy any deficiency in quality that may be determined by such reviews. The Contractor shall provide comprehensive support services to the EDD by providing project management, consultation and deliverables. The Contractor must have available staff qualified to resolve technical production issues such as, but not limited to, translation, electronic files, graphics, typesetting, formats, and quality issues within a rush turnaround time.

If requested by the EDD, the Contractor must be able to provide documentation as to how accuracy is ensured and a quality product delivered. Any errors identified by the EDD or by the Contractor as part of linguistic testing shall be remediated and updated translation be provided at no cost to the EDD. Prior to final submission of revisions, the Contractor may be required to provide rush translation services for the revised portions of the document.

Completed product from the Contractor that is of poor quality, or that requires excessive electronic prepress or file manipulation, may be rejected and returned to the Contractor for re-work. The Contractor shall perform all required corrections at no additional cost to the EDD and shall resubmit the corrected deliverable within twenty-four (24) hours of notification, unless otherwise approved by the EDD.

EXHIBIT A-1

The Contractor, or its support services vendor(s), will ensure translators abide by professional translator ethics, including confidentiality, impartiality, and accuracy; and will have received professional training and provide an ongoing demonstration of qualifications to serve in the role of translator. The Contractor, or its support services vendors, shall not rely on ad hoc translators (untrained and untested bilingual persons who are providing informal translation support).

The Contractor, and their translators who work on translation projects, must use a translation memory software and be willing and able to deliver to the EDD, upon request, any files related to the EDD-assigned projects, including "clean" and "unclean" files, specialized glossaries and translation memory files in TMX and XLSM format. The Contractor must identify word(s)/sentences that the Contractor previously translated under this Contract and provide lower and/or no-cost translations for such sentences when they are a part of a translation project. For complex and large projects, the EDD’s bilingual internal staff may request to work collaboratively with the Contractor to complete translation projects. The Contractor must be able to easily share translation files and allow editing of documents by the EDD.

Desktop Publishing Services

The translation must be formatted to match the original version. A template may be provided by the EDD authorized user (in English) for conversion to requested language.

The Contractor shall be able to provide services in languages that include other characters such as Chinese, Japanese, and Cyrillic alphabet characters. The document shall be translated within the EDD Authorized User’s designated timeframe, in a format specified by the EDD Authorized User, and delivered, via email, over a secure portal or other electronic media, as specified by the EDD.

The Contractor shall be able to provide "print ready files" in a variety of electronic formats specified and deliver final products that mirror the layout of the English version or source language, including graphics with the designated PMS (or Pantone Matching System) colors or CYMK colors. The Contractor must be able to handle the translation and production of web-ready formats, such as HTML files. All materials created for the EDD belong to the Department.

Editing and Proofreading Services

The EDD may request editing, proofreading, linguistic review, and validation of materials previously translated by EDD, the Contractor, another contractor, or through machine translation.

EXHIBIT A-1

The same quality standards that apply to written translation services shall apply to editing and proofreading services. The Contractor shall review materials for accuracy, completeness, terminology consistency, grammar, readability, cultural appropriateness, and compliance with the EDD-approved glossaries, style guides, and terminology standards.

When requested by the EDD, the Contractor shall perform Translation Quality Evaluation (TQE) using Multidimensional Quality Metrics (MQM) or other EDD-approved methodologies to review, revise and validate human-translated, machine-translated, and machine translation post-edited (MTPE) content. The Contractor shall provide corrected deliverables and, when requested by the EDD, a summary of identified issues and recommended corrections.

VII. REPORTING

The Contractor must be able to provide ad hoc and monthly activity reports to EDD designated representative. All data reporting elements, noted below, must be in selected data formats (Excel, comma separated files). Ad hoc requests shall be provided within five (5) business days of EDD’s request, unless otherwise specified by the EDD.

The EDD reserves the right to request additional data elements.

• Project code/identifier

• Date of request

• Date of completion

• Source language

• Target languages

• Service Type (e.g. translation, editing, proofreading, linguistic review, MTPE)

• Total number of words

• Cost

Certification of Translator

All interpreters and translators utilized to perform services under the Contract must meet one of the three following minimum qualifications for the applicable language or service to be performed:

Minimum Qualifications:

All interpreters and translators, as applicable, have been tested and certified by a professional organization or association recognized as qualified by the industry; and

EXHIBIT A-1

All interpreters or translators, as applicable, possess a valid certification (expiration date has not elapsed) that specifies the language(s) and is…