Project Information

Bid Title

Document Translation Services

Issuing Agency

City of Ventura

Location

California

Published Date

Jan 22, 2026

Closing Date

Feb 19, 2026

Government Level

State & Local

Status

Closed

Ref. #

P-130000863

Original Source

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Project Description

Bid Number:	P-130000863
Bid Title:	Document Translation Services
Category:	Professional Services
Status:	Open

Description: Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts Division for Document Translation Services, in accordance with this Request for Proposal. Closing Time and Date One (1) hard copy bearing signatures delivered in a SEALED envelope clearly marked with the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing Representative must be submitted prior to: Thursday February 19, 2026, at 4:00PM PST Sealed proposals shall be delivered by courier, express mail, or in person to: Purchasing & Contracts Division City of San Buenaventura 501 Poli Street, Room 102 Ventura, CA 93001 Publication Date/Time: 1/22/2026 12:00 AM Closing Date/Time: 2/19/2026 4:00 PM Contact Person: Patricia Zavala [email protected] (805)658-4710 Related Documents: P-130000863 General Plan Translation Services Attachment A -General Provisions for Standard Form Contracts Attachment B- Small Local Business Purchasing Preference Attachment C- Professional Services Agreement translation

Attachment Preview

Request for Proposal No. P-130000863

Thursday January 22, 2026

Notice is hereby given that sealed proposals will be received at the Purchasing and Contracts

Division for Document Translation Services, in accordance with this Request for Proposal.

Closing Time and Date

One (1) hard copy bearing signatures delivered in a SEALED envelope clearly marked with the

Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing

Representative must be submitted prior to:

Thursday February 19, 2026, at 4:00PM PST

Sealed proposals shall be delivered by courier, express mail, or in person to:

Purchasing & Contracts Division

City of San Buenaventura

501 Poli Street, Room 102

Ventura, CA 93001

1

Request for Proposal No. P-130000863

TABLE OF CONTENTS

1. Instructions to Bidders

1.1.

Request for Proposal Timeline

1.2.

Mandatory Pre-Bid Meeting

1.3.

Question and Answer Period

1.4.

Proposal Submission

1.5.

Proposal Format

1.6.

Elevated Consultant Interviews+

1.7.

Contract

1.8.

Insurance Requirements

1.9.

Agreement Prices

1.10.

Subcontracting

1.11.

Communications with City Staff or Elected City Representatives

2. Scope of Services

2.1.

Introduction

2.2.

General Overview

2.3.

Scope of Work

2.4.

Cost Proposal

3. Proposals

3.1.

3.2.

3.3.

3.4.

3.5.

ATTACHMENTS

Evaluation of Proposals

Proposal Format and Requirements

Required upon Successful Award of Bid

Special Requirements

Proposal Authorization Form

• Attachment A – General Provisions for Standard Form Contracts

• Attachment B – Small Local Business Purchasing Preference Certification

• Attachment C – Professional Services Agreement

EXHIBITS

• Exhibit A – Professional Services Agreement (SCOPE OF SERVICES) Left blank intentionally

• Exhibit B – Professional Services Agreement (SCHEDULE OF COMPENSATION) Left blank

intentionally

• Exhibit C – Professional Services Agreement (INSURANCE REQUIREMENTS)

2

Request for Proposal No. P-130000863

1. INSTRUCTIONS TO BIDDERS

1.1 Request For Proposal Timeline

Release of Request for Proposal

Questions to be submitted via Email

Addendum to be Issued, if required

Proposal Submission Deadline

January 22, 2026

February 2, 2026 2:00PM

February 9, 2026

February 19, 2026 4:00PM

1.2 Mandatory Pre-Bid Meeting

Not Applicable.

1.3 Question and Answer Period:

All questions regarding this Request for Proposal (RFP) shall be submitted via email to Patricia

Zavala, Senior Buyer, at pzavala@cityofventura.ca.gov PRIOR to, February 2,2026, at 2:00

PM. Any questions submitted after the deadline shall be rejected. All questions will be

answered in the form of an addendum.

1.4 Proposal Submission:

To be considered, all proposals must be submitted in the manner set forth in the RFP. It is the

Responder’s responsibility to ensure that its/their proposal arrives on or before the specified

time. Proposers shall provide one (1) hard copy in a SEALED envelope clearly marked with

the Proposal Number, and one (1) PDF electronic copy sent via email to the Purchasing

Representative, Patricia Zavala at pzavala@cityofventura.ca.gov. If discrepancies are found

between the hard copy and the PDF, the hard copy will provide the basis for resolving such

discrepancies. If no document can be identified as the original, proposal may be rejected at

the discretion of the City.

No oral, telegraphic, electronic, facsimile, or telephonic proposals or modifications will be

considered in the absence of a hard copy sealed proposal.

Proposals received after the scheduled submittal deadline will be returned. Proposals

postmarked prior to submittal deadline, but received after the deadline, will be returned.

1.5 Proposal Format:

Proposals must be submitted in the format described in the Proposal Format and

Requirements Section No. 3.2. Proposals must be complete in all respects as required in the

Proposal Format and Requirements Section. Proposals are to be prepared in such a way as

to provide a straightforward, concise description of capabilities to satisfy the requirements of

the RFP. Expensive binding, colored displays, promotional materials, etc., are not necessary

or desired. Emphasis should be concentrated on conformance to the RFP instructions,

responsiveness to the RFP requirements, and on completeness and clarity of content. A

proposal may not be considered if it is conditional or incomplete.

3

Request for Proposal No. P-130000863

1.6 Elevated Consultant Interviews

The City may elect, at its option, to elevate the most qualified firms to an interview phase.

1.7 Contract:

A copy of the City of Ventura’s Professional Services Agreement, Attachment “C” is included

herein, as it will be the document executed into a final contract between the City and the

awarded Consultant. You do not have to return Attachment “C” with your proposal submission;

the sample Professional Services Agreement is provided for reference only and does not have

to be returned with the bid.

1.8 Insurance Requirements:

Successful firm shall provide insurance as noted in Exhibit “C” of Attachment “C” Professional

Services Agreement.

1.9 Agreement Prices:

At any time during the course of this anticipated contract the City may alter the Scope of Work,

making changes to the assignments and times indicated, and/or adding or deleting

assignments as deemed necessary. The City and firm will negotiate changes to the contract

pricing accordingly.

Unless otherwise stated, prices are maximum for the term of the Contract. Price adjustments,

if allowed under this Contract, must be requested in writing and accompanied by the required

information to substantiate the request for price adjustment, as set forth in the Contract. No

price adjustment allowable under this Contract will be granted retroactively. The CITY must

also be given the benefit of any decline in prices. If any price increase is granted by the CITY,

the increase shall not be greater than the Consumer Price Index (CPI) of the current year.

1.10 Subcontracting:

No Subcontracting any portion of Consultant’s duties under this agreement without prior

written consent of the City. Clearly state in your proposal if subcontractors will be used and

for what services. Clearly identify if a markup will be utilized and share markup percentage in

Schedule of Compensation.

1.11 Communication with City Staff or Elected City Representatives:

Any communication with City staff or City Elected Representatives, except for the Purchasing

and Contracts Division, regarding this RFP is prohibited. Disregard of this provision could

result in rejection of the proposal.

Copies of the proposal package and subsequent addenda may be obtained at

www.cityofventura.ca.gov/bids.

4

Request for Proposal No. P-130000863

2. SCOPE OF SERVICES

2.1 Background

The City of San Buenaventura is a coastal community located just north of Los Angeles County and

south of Santa Barbara County and is frequently considered one of America’s most desirable places to

live. The City is a full-service municipality, providing police and fire services, parks and recreation,

public works, and community development, in addition to water and wastewater operations, and storm

water management. The City employs over 700 employees, boasts a population of 110,000 residents

within its 32 square miles which includes 32 parks and 119 historic sites, and more than 600 acres of

open green space. The City operates under its own charter with the City Council/City Manager form of

government comprised of seven Council members elected by district for terms of four years.

2.2 General Overview

The City of Ventura, Community Development Department, is requesting proposals for consultant

services to prepare a Spanish translation of the City of Ventura’s 2050 General Plan. The 2050 General

Plan is available at the link shown below.

Link to General Plan:

https://www.cityofventura.ca.gov/DocumentCenter/View/47114/VenturaGP_FinalGeneralPlan_112125

2.3 Scope of Work

A. Translate all text in Chapters 1 through 13 Appendix A-C of the City of Ventura 2050 General Plan

into Spanish. Translation of maps is limited to legends

only. Spanish translation of graphics will include all text associated with the graphic. The consultant will

not be responsible for reproduction of maps or graphics.

B. Produce an initial translated document to be reviewed by certified bilingual City

employees. This document shall be delivered in one of the following ways:

1. SharePoint or OneDrive folder (preferred)

2. Dropbox Folder

3. CD or flash drive

C. Based on comments provided during the City’s review process, the consultant shall produce a

revised and final translated document. The Planning Division anticipates that all revisions identified by

City staff in a timely manner will be fully incorporated into the document. No more than two rounds of

revisions and

corrections are anticipated.

5

Commodity Codes

• NAICS 541930Translation and Interpretation Services

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