IFB #S25-33098 Written Translation and Document Accessibility Service

The Contractor will provide Written Translation and Document Accessibility for Department of Rehabilitation (DOR) on an as needed basis. Translations will be from written materials, to include, but not limited to, publications, forms, letters, fact sheets, reports, and brochures. The Contractor will translate written materials provided by the DOR Contract Administrator or designee from English into the following languages: this includes but is not limited to Spanish, Chinese, Tagalog, Vietnamese, and Korean. Chinese shall be translated into both Traditional and Simplified Chinese. All translated documents shall be fully accessible.

The Contractor will provide PDF accessibility services for Department of Rehabilitation (DOR). Documents will be in the following languages: this includes but is not limited to Spanish, Chinese, Tagalog, Vietnamese, and Korean. Chinese shall be translated into both Traditional and Simplified Chinese.  Approximately 50 documents in each of these languages will be will be prioritized by DOR for immediate accessibility remediation.

1.        Requests of Translations
¿        The DOR Contract Administrator or designee will send the information to be translated in either electronic or in hard copy format. This may include images that will need to be reformatted in Microsoft (MS) Word and Adobe PDF.
¿        The Contractor will translate requests within the following timelines:
o        For requests containing 3,000 words or less, the translated document is due within 5 business days of receipt.
o        For requests containing 3,001 words to 6,000 words, the translated document is due within 10 business days of receipt.
o        For requests containing 6,001 words to 9,000 words, the translated document is due within 15 business days of receipt.
o        Delivery timeline for requests over 9,000 words shall be determined on a case-by-case basis.
o        Business days are defined as Monday through Friday, exclusive of State holidays. For a listing of State holidays, please visit https://www.calhr.ca.gov/employees/Pages/state-holidays.aspx.
¿        The Contractor must notify the DOR Contract Administrator in writing of any anticipated delays in submitting the translated document prior to the expected completion date.
¿        The Contractor will submit an email of each document translated, in both MS Word and PDF format, to the DOR Contract Administrator in accordance with the timelines listed above.
¿        Each file will be emailed with an English title corresponding to the English document title and language, keeping the original title of the document intact (example: Spanish Appointment Letter.pdf). For those document titles containing a DR # (example: DR209), please identify with the language and the DR # only (example: Spanish DR209).
¿        Upon receipt, the DOR Contract Administrator may request that the Contractor make corrections to the translated document.
¿        The Contractor will make all changes if any requested by the DOR Contract Administrator, or designee, and return the corrected translated document in the format required by the DOR Contract Administration within 2 working days of receipt. If a document must be re-translated in entirety, it shall default to the standard timelines listed above.
¿        If accessibility corrections are requested, the contractor shall also provide an Accessibility Conformance Report (ACR), such as the Voluntary Product Accessibility Template (VPAT).
¿        The Contractor will submit the final copy of the translated document in electronic format. Unless otherwise requested, documents shall be delivered as MS Word and PDF files. The Contract Administrator may request documents delivered in other formats including but not limited to PowerPoint, images, and Excel spreadsheets.
¿        Unless otherwise requested, documents shall be fully accessible. All individuals must be able to access translated documents independently regardless of disability. Examples of accessibility features include but are not limited to alternative text for images, screen reader accessibility, large font, and color contrast.
¿        Any digitally fillable fields must be preserved in the translated document. The DOR Contract Administrator may request fillable fields are added to a document if they are missing in the English version.

2.  Requests for Accessible Documents
¿        The DOR Contract Administrator or designee will send the information to be translated in either electronic or in hard copy format. This may include images that will need to be reformatted in Microsoft (MS) Word and Adobe PDF.
¿        Upon receipt, the contractor will provide an estimated completion date for each request.
¿        The Contractor must notify the DOR Contract Administrator in writing of any anticipated delays prior to the expected completion date for each request.
¿        The Contractor will email each document in PDF format to the DOR Contract Administrator.
¿        The Contractor will make all changes when requested by the DOR Contract Administrator, or designee, and return the corrected document within 5 working days of receipt.
¿        Corrected documents will be returned with an Accessibility Conformance Report (ACR), such as the Voluntary Product Accessibility Template (VPAT).

3.        Type of Service
¿        Contractor will translate written materials provided by the DOR Contract Administrator from English into one or more of the languages noted in Exhibit B.1. There may be instances where the Contractor is requested to translate documents from a non-English language into English.
¿        All estimates of costs will be based on an hourly rate, billed in 15 minute increments, which will include the time necessary to translate the document, the time required to make the document fully accessible, and the time required to perform any other digital editing that is necessary.
¿        Some requests may require minor edits to images, formatting, and other digital elements that are not related to accessibility. For example, text contained within images may require slight modifications to the image to accommodate the translated text.
¿        Documents will be formatted to replicate the original documents.
¿        The Contractor will ensure all documents conform to the Web Content Accessibility Guidelines (WCAG) 2.1 (minimum Level AA conformance). Guidelines can be found using the following link: https://www.w3.org/TR/WCAG21/
¿        When requested by the Contract Administrator, the Contractor will translate documents and format the document to include the original English text and non-English language on the same document.
¿        Contractor will ensure document titles and revision dates appear on each document (in English).
¿        Contractor must be proficient in translating written text from English into the requested languages. The translated materials must convey the same contextual and cultural meaning as the English version including differences based on regional dialects. If a document has been translated into an incorrect dialect or if it appears to have been completed primarily by automated software, DOR reserves the right to reject the translated document. If the document is rejected, the Contractor shall re-translate the document in its entirety at no additional cost.
¿        Changes requested by the DOR Contract Administrator are at the discretion of DOR. Due to the sensitive nature of the services provided by DOR, changes could consist of preference of word choice. If changes are required, suggested replacement words or phrases may be provided to the Contractor.
¿        The Contractor will ensure that the language translation is clearly understandable to a DOR consumer, appropriate in grammar, word choice, and conceptually accurate.
¿        Expedited requests will be on a case-by-case basis submitted in writing by the DOR Contract Administrator.
¿        Invoices will be submitted for each request and must include the language with a listing of the documents and hours required to complete the request.

4.        Certification
¿        The Contractor will use only certified translators. DOR reserves the right to ask for the third-party certificates at any time during the term of this contract.
¿        When the DOR Contract Administrator sends a request for translation, the Contractor will provide the individual(s) that will perform translation duties for the specific request.
¿        DOR reserves the right to request certifications from any staff that will be providing accessibility services under the contract.
¿        The DOR Contract Administrator reserves the right to require Accessibility Conformance Reports (ACR) for all requests.