The vendor required to provide translation, typesetting, and proofreading services for services performed under this agreement are: Spanish, Chinese (traditional), Hindi, Japanese, Khmer, Korean, Tagalog, Thai, and Vietnamese; however, additional languages may be required.
- The items to be translated are:
• For the November 3, 2026, general election only: ballot labels to be provided to county elections officials and printed in the voter information guide
• For the November 3, 2026, general election only: ballot titles and summaries for the voter information guide
• Voter information guide (print-ready and web-ready versions)
• Text of proposed laws (TOPL) if required (print-ready and web-ready versions)
• Top two candidates open primary act precinct notice
• Weblinks for the voter information guide and text of proposed laws
• Introduction, transition, closing scripts, and cd labels for audio production
• Cover letters for audio and large print mailings
• Text for SOS (VIG) website
• Opt-out email
- Web
• The June 2, 2026, primary election and the November 3, 2026, general election, the contractor will be required to provide the translations in the nine (9) standard languages for text to represent page titles, introductory paragraphs, page disclaimers, etc.
• Additional languages may be required.
• Secretary of state (SOS) will provide english text for the website to the translator.
• SOS will provide the additional languages pages and text for proofing by translator.
• This includes editing and final proofing on-screen to make sure that the language displays correctly before the content is linked to the website on the internet.
• Done pursuant to the attached schedules for the SOS to post content as one contiguous document as well as breaking up the document content into separate segments.
• The additional language web ready pdfs and weblinks in html will be provided to translator for proofing.
- Proofing
• Proofread all translations for typos and formatting mistakes.
• Review translations for accuracy, including ensuring the same style and comprehension level of original document is maintained, unless otherwise specified in the services requested.
• Review translations for errors in choice of words and phrases, syntax, and grammar.
• Monitor, as part of the QA process, interpreters, and translators’ performance to ensure accuracy and quality of delivery of service.
• The contractor must have at least four (4) proofers and two (2) translators per language.
- Style guidelines:
• The TOPL may flow differently than the english version if need be; however, the final page count for the translated TOPL must be identical to that of the english version, unless otherwise specified by the SOS.
• If the flow of the TOPL changes, then the corresponding headings and tabs must be adjusted accordingly.
• Any deliverables provided in electronic copy and a hard copy, must be identical to each other. The electronic files and the printout of their hard copies must match exactly.
• The language of the translated TOPL must be clearly indicated in english on the back cover.
• Placement will be at the bottom of the page, centered, and consistent for each language.
• Style will be full caps in the same font used in the english version of the TOPL.
• The font selection and size must be the same for all languages – i.e., using “Thai” and “Khmer” is unacceptable.
• A sample will be provided.
• No “contemporary colloquialisms” will be considered as an acceptable translation unless specifically called for in the text provided for translation.
• All translations must follow exactly, or as closely as possible, to the layout and format of the english document, free of errors.
• This includes translated deliverables, translations, margins, font size and type, and page numbers.
• Translations must be verbatim in context.
• The contractor shall ensure that the translations reflect the local dialect of languages spoken in state.
• Unless otherwise specified by SOS, the contractor will provide to office final translated portable document files (pdf) files exported from InDesign using the export settings provided to them by office, with all fonts embedded, 8.25” x 10.75” page size, .25 bleeds, and leaving color unchanged and designated as spot colors plus black consistent with english version.
• The translated material must be provided to SOS and office in electronic form within the timeframe requested.
