RFP - TRANSLATION SERVICES

Location:	California
Posted:	Mar 30, 2026
Due:	Apr 30, 2026
Agency:	San Diego County
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Solicitation No:	BPM012989
Publication URL:	To access bid details, please log in.

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ALLEN R HUNSBERGER

DIRECTOR

DEPARTMENT OF PURCHASING AND CONTRACTING

5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204

Phone (858) 505-6367

Fax (858) 715-6452

BRENDA MILLER

ASSISTANT DIRECTOR

REQUEST FOR PROPOSALS (RFP) 12989

REGISTRAR OF VOTERS

TRANSLATION SERVICES

March 30, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking proposals from firms (“Offerors”) interested in providing Translation Services

2. The contract term is anticipated to be an initial (base) period of one (1) year with four (4) 1-year options.

3. The County has posted this solicitation on its official BuyNet website at https://sdbuynet.sandiegocounty.gov/. In order

to see all information related to this RFP, to submit Questions, and to receive notifications of updates, Offerors must

select “Participate in RFx” for this solicitation in BuyNet.

4. The Contracting Officer for this solicitation is Jeannine Joergensen, Procurement Contracting Officer,

Jeannine.Joergensen@sdcounty.ca.gov

5. Schedule: This timeline is subject to change at any time, at the County’s sole discretion. The County will issue an

addendum for changes to the Pre-Proposal Conference date, Questions due date, or Proposal due date.

Event Description

Questions due

Proposals due

Date and Time (San Diego Time)

April 10 prior to 5:00 p.m.

April 30 prior to 3:00 p.m.

6. Pre-Proposal Conference. The County will not hold a pre-proposal conference.

7. Questions:

7.1. Offerors should submit all Questions, including requests for clarification related to definition or interpretation

of this RFP, in writing by the Date and Time specified in the Schedule. Questions should be submitted via

BuyNet, by sending a message to the Contracting Officer through the “Discussions” functionality.

7.2. Non-Offerors should direct inquiries regarding this solicitation to the Contracting Officer.

8. Table of Contents:

A. Key Information

B. RFP Instructions and Rules

C. Evaluation Criteria

D. Submittal Items

E. Required Forms

F. Statement of Work

G. Payment Schedule

H. Draft Agreement

COUNTY OF SAN DIEGO – REQUEST FOR PROPOSALS (RFP)12989

REGISTRAR OF VOTERS TRANSLATION SERVICES

B. RFP INSTRUCTIONS AND RULES

1. INSTRUCTIONS FOR SUBMITTING A PROPOSAL

1.1. It is the Offeror’s responsibility to submit a proposal based on the most current RFP, addenda thereto,

responses to Questions, any other information posted on BuyNet, and any diligence material made

available by the County. Offerors are advised to regularly check BuyNet for information. The County has

no obligation to contact Offerors directly with any such RFP-related information.

1.1.1. In order to see all information related to this RFP, to submit Questions, and to receive notifications

of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

1.2. Forms required to be submitted with Offerors response to this RFP are included in this RFP or posted on

the County’s web site at https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.

1.2.1. Posted forms may be updated from time to time. Unless otherwise specified, offerors may submit

the version of a form in place as of the date of the posting of this RFP or any later version.

1.3. Offerors are advised to allow for sufficient time to obtain all necessary documents and forms, resolve any

technical difficulties obtaining or completing documents or forms, and, if necessary, obtain documents

and forms by an alternate method. If you are unable to download documents or forms, you may request a

hard copy or technical assistance from Purchasing and Contracting’s front desk or contact clerical support

at (858) 505-6367.

1.4. Offeror must submit a complete original proposal in accordance with the format provided in this

solicitation to the County of San Diego, Department of Purchasing and Contracting, through electronic

upload to BuyNet before the Date and Time listed in Schedule.

1.4.1.

If Offeror is unable to submit via BuyNet for any reason, Offeror may submit by providing the

Purchasing and Contracting front desk with either (i) electronic files on CD/DVD or, (ii) a printed

proposal. Offeror must prominently mark such submissions with the RFP number on the outside

of the packaging. Please use this method only if unable to submit through BuyNet.

1.4.2. When submitting via BuyNet, Offerors are advised to allow for sufficient time to submit by an

alternate method in the event of technical difficulties.

1.4.3. For proposals submitted electronically through BuyNet, the time on the BuyNet server shall be

considered the official time for the purpose of determining timely submittal.

1.4.4. For proposals submitted at the Purchasing and Contracting front desk, the time stamp at the front

desk shall be considered the official time for the purpose of determining timely submittal.

1.4.5. In the event of multiple submittals of an original proposal by an Offeror, the County will only

consider the most recent submittal submitted before the due date and time. The County will not

review or consider previous submittals, whether submitted at the front desk or through BuyNet.

Offerors are strongly encouraged to submit only one original proposal and to withdraw or replace

any previous submittals in the event they update their proposal. Proposals may be found non-

conforming if the County is unable to determine which proposal is the most recent, timely

submittal.

1.5. A proposal that is untimely or otherwise not submitted in conformance with 1.4 above will not be

considered for award unless: it is received before award is made; the County determines that it is in its best

interest to accept the proposal; and

1.5.1. It is determined by the County that the late receipt was due solely to mishandling by the County,

1.5.2. No timely and conforming proposal was submitted.

1.6. Proposals may not be modified after the due date, except for modifications resulting from the Contracting

Officer’s request for a revised proposal, Best and Final Offer (BAFO), or an addendum to the proposal.

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COUNTY OF SAN DIEGO – REQUEST FOR PROPOSALS (RFP)12989

REGISTRAR OF VOTERS TRANSLATION SERVICES

1.7. Proposals may be withdrawn by written notice signed by a duly authorized representative of Offeror if

received prior to Notice of Intent to Award. After Notice of Intent to Award, all proposals constitute firm

offers, subject to negotiation, that will remain open and cannot be revoked, withdrawn, or modified for a

period of six (6) months.

1.7.1. All proposals become the property of the County upon submission. An Offeror may request the

return of its proposal upon withdrawal, which return the County may grant or deny in its sole

discretion.

1.8. By submitting a proposal, Offeror agrees to these RFP Instructions and Rules and all other terms of this

RFP.

2. QUESTIONS

2.1. Offerors shall direct requests for explanation regarding the RFP or related documents to the Contracting

Officer in writing as a question (“Question”). Submit Questions by sending a message to the Contracting

Officer through the “Discussions” functionality in BuyNet.

2.2. The County may choose not to respond to Questions received after the date and time stated Schedule.

Offeror is responsible for ensuring that Questions are received by the County.

3. PROPOSAL FORMAT

3.1. Submit electronic proposals as files in .pdf format, except where specified otherwise. For pages other than

signature pages, converted and searchable formats are preferred.

3.2. Proposals shall be formatted to print on 8-1/2” x 11” page size, with no less than ½” margins and eleven

(11) point font and to be suitable for black and white reproduction with no loss of information.

3.3. All proposals shall be signed with a handwritten signature by an authorized officer or employee of the

Offeror.

3.3.1. Electronic or digital signatures will not be accepted.

3.3.2. Pages requiring signatures must be scanned from an original handwritten signature. If Offerors are

unable to submit a .pdf with scanned signatures, Offerors may optionally submit clear pictures of

signature pages containing original handwritten signatures.

4. PROPOSAL ORGANIZATION

4.1. Your proposal must be organized in accordance with the Submittal Items in this RFP.

4.1.1. Content shall be organized to correspond to the applicable exhibit and question or item within each

exhibit.

4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and

order.

4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each

page.

4.1.4. Cost/Price information:

4.1.4.1. All cost and pricing information must be contained within Cost/Price exhibit and be

inclusive of all proposed compensation. No price data is to be included in the

Program/Technical or other exhibits.

4.2. Confidential/Proprietary information:

4.2.1. The County is a public agency subject to the California Public Records Act, Government Code §

7920.000, et seq. Some or all of the documents submitted in response to this RFP may be subject

to disclosure, and the County intends to publish any resulting contracts to its public website.

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COUNTY OF SAN DIEGO – REQUEST FOR PROPOSALS (RFP)12989

REGISTRAR OF VOTERS TRANSLATION SERVICES

4.2.2. It is Offeror's responsibility to identify and separate into a "CONFIDENTIAL/PROPRIETARY”

exhibit and to provide a signed Nondisclosure Indemnification Agreement for:

4.2.2.1. all confidential information that should be protected from disclosure, including PI

(Personal Information), PII (Personally Identifiable Information), or PHI (Protected

Health Information), and

4.2.2.2. any proprietary or other information Offeror determines is exempt from disclosure under

the California Public Records Act and wishes to protect from disclosure.

4.2.3. The “CONFIDENTIAL/PROPRIETARY” exhibit must be clearly labeled with all pages marked

as “CONFIDENTIAL/PROPRIETARY”

4.2.4. Refence material in the “CONFIDENTIAL/PROPRIETARY” exhibit where it is needed to

respond to a Submittal Item (for example “See response 1 contained within the

“CONFIDENTIAL/PROPRIETARY” exhibit” for staff Social Security numbers”).

4.2.5.

If the County determines that a submission improperly designates information as confidential or

proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare

the submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any

other appropriate action. (Note: pricing and terms and conditions are generally not considered

confidential under the California Public Records Act).

5. PROPOSAL EVALUATION

5.1. Evaluations shall be based on the criteria contained in the Evaluation Criteria and Submittal Items to

determine the proposals(s) that provide the best value to the County.

5.2. The County shall have the discretion, but not the obligation, to construe any submission as non-conforming

and ineligible for consideration if it does not conform to the requirements of this Request for Proposals.

The County shall also have the discretion to waive any irregularities or deviations from the requirements

of this Request for Proposals in any submission.

5.3. Small-Local Business preference: In accordance with Section 405 of the San Diego County Code of

Administrative Ordinances, when evaluating competing proposals, the County will give a fifteen percent

(15%) price preference to offerors that meet the definition of a Small-Local Business set forth in Board

Policy B-53 and that have completed the Small-Local Business Self-Certification Form.

The price preference will be applied to the proposed price portion of the evaluation only. Fifteen percent

(15%) or one hundred and fifty-thousand dollars ($150,000), whichever is less (“Price Adjustment”), shall

be subtracted from any Small-Local Business’s proposed price being evaluated for award (“Adjusted

Price”). A Small-Local Business’s Adjusted Price shall be the basis for evaluating the proposal’s price.

Contract award will be made to the proposer(s) providing the best value to the County after consideration

of the price preference and will be made at the unadjusted price. For example, a Small-Local Business

submitting a proposal for $100,000 would be evaluated as if the proposed price was $85,000. If, based on

the Adjusted Price, the Small-Local Business is evaluated to be the best value, the Small-Local Business

would be awarded a contract at the unadjusted price of $100,000.

5.4. RESERVE.

5.5. During evaluation, County may appropriately consider the sustainability and social, human health,

environmental, and economic impact of Offeror’s proposed products and approach to providing goods and

services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include relevant

information in their proposals.

5.6. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and

Offeror’s proposed approach to providing goods and services. Therefore, Offerors are encouraged to

include relevant information in their proposals.

5.7. When evaluating an Offeror’s cost or pricing, the County may also consider the effect of the proposal on

the overall total cost to the County.

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COUNTY OF SAN DIEGO – REQUEST FOR PROPOSALS (RFP)12989

REGISTRAR OF VOTERS TRANSLATION SERVICES

5.8. In evaluating an Offeror’s ability to satisfy the requirements of this RFP and any resulting contract, the

County may also consider any parent, subsidiary, or related legal entity of Offeror, including, without

limitation, a legal entity that Offeror acquired or merged with or will use as a guarantor in providing

services to the County.

6. EVALUATION AND SELECTION PROCESS

6.1. Proposals received, including any additions, revisions, and clarifications, will be evaluated by a Source

Selection Committee (SSC) appointed by a Source Selection Authority(s) (SSA). The County may

evaluate information known to the County, in addition to the information provided in response to the RFP.

6.2. The County reserves the right to request clarification and/or additional information (“Clarification”) from

Offerors. The Contracting Officer will determine the appropriate means of requesting and obtaining

Clarification, which may include telephonic communication, email, letter, presentation, oral interview, or

an addendum or revision to the proposal. The County may invite Offerors to make presentations to, or

participate in interviews with, the County at a date, time, and location determined by the County.

Notwithstanding the foregoing, the County is not obligated to seek Clarification, therefore Offerors are

advised to submit complete and accurate information in their proposals.

6.3. At any point in the evaluation process, the County may determine that a proposal is unacceptable in any

area or that a proposal is no longer in the competitive range, and no longer consider it for award. In such

cases, the Contracting Officer will attempt to notify the Offeror.

6.4. At any point in the evaluation process, the County may hold discussions with one or more Offerors in the

competitive range. Discussions may include requests for revised proposals, Best and Final Offers

(BAFOs), or addenda to the proposal that may contain additional selection factors.

6.5. The SSC may recommend to the SSA that award be made to one or more Offerors. After receipt and

approval of the SSA’s decision, the County will post a Notice of Intent to Award (NOI).

6.6. Upon posting of the NOI, the County will enter into contract finalization negotiations with the selected

Offeror(s) and, upon successful completion, award a contract(s).

6.7. The County may rescind or modify the NOI at any time due to unsuccessful negotiations or if the County

otherwise determines that it is in its best interest to do so.

6.8. [#include for federal funds, otherwise reserve] The County intends to expend federal funds for contract(s)

resulting from this solicitation. 2 CFR § 200.324 requires that pricing and profit margin be negotiated prior

to award if only one conforming proposal is received. Failure to provide sufficient cost and pricing

information for such negotiations may be cause for the County to terminate negotiations.

6.9. The actual timing and sequence of events resulting from this RFP shall ultimately be determined by the

County, in its sole discretion. The County may, at any time cancel this RFP, reject all proposals, restart

evaluations, modify or replace the membership of the SSC, or correct any deficiencies in the procurement

process or evaluation.

7. DEBRIEF AND REVIEW OF CONTRACT FILES

7.1. After an Offeror has been notified by the Contracting Officer that that Offeror’s proposal is no longer

being considered for award, the Offeror may request a debriefing from the Contracting Officer. For

debriefings held prior to contract execution, the Offeror will be limited to a review of the information

pertaining to the County’s evaluation of their own proposal, in accordance with Section 9.4 of these RFP

Instructions and Rules. After contract execution, debriefings may include review of other proposals, the

Source Selection Committee Report, and other releasable documents.

8. PROTEST PROCEDURE

8.1. Board Policy A-97 sets forth the procedures for the filing and resolution of protests related to this RFP.

Board Policy A-97 is available from the Clerk of the Board, 1600 Pacific Highway, San Diego, CA 92101,

or on the County’s website at https://www.sandiegocounty.gov/content/sdc/cob/ocd.html .

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

RFx Name:	BPM012989
RFx Begin Date (UTC+0):	RFP - TRANSLATION SERVICES
RFx End Date (UTC+0):	1
Commodities:	1
RFx Status:	Writing and translations
Solicitation Code:	3/30/2026 3:30:00 PM
Lot #:	4/30/2026 3:00:00 PM
Round #:	30 d 06 h 43 min 12 s

RFP - TRANSLATION SERVICES

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See also