2026-4039_IFB.pdf

STATE OF CALIFORNIA

CALIFORNIA DEPARTMENT OF TAX AND FEE ADMINISTRATION

ACQUISITIONS MANAGEMENT SECTION

651 BANNON STREET, SUITE 100 SACRAMENTO, CA 95811

PO BOX 942879, SACRAMENTO, CA 94279-0024

1-916-309-5421 www.cdtfa.ca.gov

INVITATION FOR BID NO. 2026-4039

TRANSLATION OF FORMS, PUBLICATIONS, AND WEB CONTENT

NOTICE TO PROSPECTIVE BIDDERS

Date: June 1, 2026

The California Department of Tax and Fee Administration (CDTFA) is releasing Invitation for Bid (IFB) NO.

2026-4039 entitled Translation of Forms, Publications, and Web Content.

Bidders are advised to check the Cal eProcure website for addendums, modifications, and updates to the bid documents. CDTFA is not responsible for failure of the prospective bidder to check for any bid document updates, changes, or answers to questions posted on Cal eProcure. Failure to periodically check the website will be at the bidder's sole risk.

In submitting your bid, you must comply with the instructions found herein. Be advised, your bid response will become public record once the Contract becomes final. The CDTFA will provide access to all records upon request unless the law provides an exemption from mandatory disclosure, or a court order is provided.

In the opinion of the CDFTA, this IFB package is complete and without need of explanation. The contact person for this IFB is:

Acquisitions Analyst:

Jonny Hoang

California Department of Tax and Fee Administration Acquisitions Management Section (AMS)

651 Bannon Street, Suite 100, MIC 24 Sacramento, CA 95811

Telephone: (916) 309-5430 Email: ADMIN-AMSContracts@cdtfa.ca.gov

CC: Jonny.Hoang@cdtfa.ca.gov

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum. CDTFA reserves the right to reject any and all of the bidders’ final responses.

The electronic documentation sent via this email transmission shall not be altered in any manner.

The State’s copy of the electronic documentation developed for this IFB, is for the purposes of issuing a binding contract and shall be considered the ORIGINAL.

Jonny Hoang

AMS Contract Analyst

GAVIN NEWSOM

Governor

NICOLAS MADUROS

Secretary, Government Operations Agency

TRISTA GONZALEZ

Director http://www.cdtfa.ca.gov/ mailto:ADMIN-AMSContracts@cdtfa.ca.gov mailto:Jonny.Hoang@cdtfa.ca.gov

CDTFA IFB NO. 2026-4039

January 2023 (Rev.)

TABLE OF CONTENTS

BIDDER REQUIREMENTS AND INFORMATION SECTION

1. Purpose and Description of Services

2. Amendment

3. Bidder’s Minimum Qualifications

4. New Languages

5. Source Files

6. Cost Estimates

7. Translations

8. Typesetting

9. Draft

10. Final Deliverables

11. Performance/Turnaround

12. Expedited Service

13. Secondary Review

14. Authorized Employees

15. Executive Order N-6-22- Russia Sanctions

16. Health and Safety

17. Prohibition on Tax Delinquents

18. Generative Artificial Intelligence Disclosure Obligations (GenAI)

19. Prohibition of Unauthorized Use of CDTFA Logo and Name

20. Schedule of Events

21. Written Questions

22. Submission of Bids

23. Disposition of Bids

24. Evaluation and Selection

25. Notice of Intent to Award Contract

26. Protest

27. Notice of Contract Award

28. Standard Conditions of Service

29. Required Documents (Awarded Contractor)

30. Preference Programs Small Business/Micro Business/Disabled Veteran Business Enterprise

(SB/MB/DVBE)

31. Americans with Disabilities Act (ADA)

January 2023 (Rev.)

REQUIRED BID DOCUMENTS CHECKLIST

1. Exhibit B-1 Rate Sheet - (Attachment 1)

2. Bid/Bidder Certification Sheet - (Attachment 2)

3. Payee Data Record (Std. 204) which can be accessed on the DGS/PD website, linked here: STD 204 - Payee Data Record (ca.gov)

4. Bidder Declaration/Written Version GSPD-05-105 (written), which can be accessed on the DGS/PD website, linked here: Bidder Declaration - Written GS PD-05-105 (ca.gov).

5. Disabled Veteran Business Enterprise (DVBE) Declaration (DGS PD Std. 843) which can be accessed on the DGS/PD website, linked here: DVBE Declaration DGS PD Std 843 (ca.gov)

6. Darfur Contracting Act, DGS PD 1, which can be accessed on the DGS/PD website, linked here: Darfur

Contracting Act Certification DGS PD 1 (ca.gov)

7. Each bidder shall be responsible for providing 3 business references which should include the company name, address, phone number and email address that would allow CDTFA to perform reference check prior to the award.

8. California Civil Rights Laws Attachment (DGS OLS 04) which can be found on the DGS/PD website linked here: CALIFORNIA CIVIL RIGHTS LAWS ATTACHMENT (ca.gov)

9. Commercially Useful Function (CUF) Compliance Form - (Attachment 3) Note: The CUF Form is not required if neither a Small Business nor Disabled Veteran Business Enterprise will be participating. More detail information regarding CUF is located online on the DGS/PD website linked here: Commercially Useful Function for Certified Firms (ca.gov)

SAMPLE STD. 213 STANDARD AGREEMENT FORM (ATTACHMENT 4)

EXHIBIT A - Statement of Work EXHIBIT A-Attachment 1 - Standard Instructions for Translations Contractor EXHIBIT A-Attachment 2, Web Link Publishing Standards EXHIBIT A-Attachment 3, Glossary of Words and Phrases EXHIBIT B – Budget Detail and Payment Provisions EXHIBIT B-1 – Rate Sheet EXHIBIT C – General Terms and Conditions (Online Link) EXHIBIT D – Special Terms and Conditions EXHIBIT E – Additional Provisions https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf https://www.dgs.ca.gov/SearchResult?search=California%20Civil%20Rights%20Law&divisionid= https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Commercially-Useful-Function-for-Certified-Firms?search=Commercial%20Useful%20Function https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February-2025.pdf

January 2023 (Rev.)

BIDDER REQUIREMENTS AND INFORMATION

1. PURPOSE AND DESCRIPTION OF SERVICES

A. Successful bidder, hereinafter referred to as “Contractor”, agrees to provide to the California

Department of Tax and Fee Administration, hereinafter referred to as “CDTFA” or the “State”, with the necessary linguistic expertise, desktop publishing, and accessibility skills, materials, supplies, and equipment needed to support CDTFA with translation services and produce the final deliverables, as described herein. Services will primarily be provided for the following languages. CDTFA may request other languages; in such instances, the Contractor will supply a quote that shall not exceed the rates as stated in Exhibit B-1, Rate Sheet.

Amharic Arabic Armenian Chinese (traditional) Farsi Hmong Hindi Japanese Korean Punjabi Russian Spanish Tagalog Urdu Vietnamese

B. The Contractor shall maintain current software applications such as but not limited to Creative

Cloud, InDesign, Illustrator, and Adobe Acrobat, upgrading as needed to ensure the electronic files provided to CDTFA are current and usable by CDTFA and its printers. CDTFA utilizes Imposition Wizard software and Commonlook accessibility checker. The Contractor shall have knowledge of these applications. Acceptance of final files will be upon error-free print set-up through Imposition Wizard software and successful WCAG 2.0 (or current) accessibility verification in Commonlook. If the Contractor uses a computer-aided translation tool or translation memory system, it should successfully process translations within HTML and SRT files and export to XML.

C. The Contractor shall provide translation, typesetting, and desktop publishing for various CDTFA publications. CDTFA will transmit each project to the Contractor for a cost estimate.

Upon receipt of source files, the Contractor shall perform the services requested within the timeframe specified in Exhibit A, Statement of Work, Item 11, Performance/Turnaround.

D. In addition to publications, the Contractor shall translate and typeset pamphlets, brochures, forms, posters, phone scripts, video scripts, web pages (provided in HTML format), advertisements, news releases, leaflets, letters, PowerPoint slides, social media posts, video subtitles, and other documents as needed. The Contractor shall provide translation services for both print and non-print projects in any of the listed languages.

E. Certain jobs will typically include items such as business cards, video scripts, news releases, biographies, single-page text for the web or e-services program, advertisements, flyers, and posters. These small jobs shall require a turnaround time of five (5) business days (excluding CDTFA’s review time) instead of the timeline outlined in Exhibit A, Statement of Work, Item

11. These small jobs are not considered to be expedited services and will not incur rush fees described in Exhibit A, Statement of Work, Item 12.

F. The services shall be performed at the Contractor’s location, and completed projects shall be delivered via email or placed into an external shared BOX folder. Deliverables shall be provided to the CDTFA translation project coordinator, who will be identified to the Contractor at the time of each project assignment.

mailto:https://www.w3.org/WAI/GL/WCAG20/

January 2023 (Rev.)

G. The services shall be performed July 1, 2026 or upon DGS approval, whichever is later, through June 30, 2029, Monday through Friday, between the hours of 8:00 AM and 5:00 PM, Pacific Time, except weekends and State Holidays.

H. The Contractor is not authorized to commence work, as described in this contract, until the contract has been fully executed. Any services provided prior to execution of the contract shall be considered voluntary and non-compensable.

2. AMENDMENT

This Agreement may be amended to add new language(s) at the costs per word as negotiated by the CDTFA’s Contract Manager and the Contractor. The costs per word shall not exceed the rates as stated in Exhibit B-1, Rate Sheet. If the CDTFA exercises this option, it will initiate an amendment to add the new language(s).

3. BIDDER’S MINIMUM QUALIFICATIONS

A. The Contractor shall ensure that only qualified translators are used for services provided under this Agreement and shall be held responsible for the quality and accuracy of all translations.

• Translators shall have a minimum of three (3) years of continuous professional translation experience.

• The Contractor shall provide copies of language certifications from the American Translators Association (ATA) for translators assigned to translate CDTFA documents from English into Spanish, Chinese, Korean, Japanese, Russian, and any other language requested by CDTFA that is currently certified by the ATA.

• Translators assigned to the remaining languages listed in the Agreement shall provide proof of the same certification, if unavailable, proof of certification from a government agency or other professional translation service organization.

• If ATA or certification from another organization is not available for the remaining languages, the Contractor may provide a certification for the translator on company letterhead. The certification must include:

(1) A minimum of three (3) years of continuous professional translation experience and a degree in professional translation for the target language.

(2) Specification of how the translator’s language fluency is verified/tested.

(3) Identification of the level of competency verified/tested.

B. Contractor shall ensure that only qualified desktop publishing (DTP) staff is used for services provided through this Agreement. DTP staff must have:

• A minimum of one (1) year of experience providing graphic and page layout typesetting services.

• Journey-level understanding in printing processes, including but not limited to layout, bleeds, folding, cropping, text flow, trapping, RGB, CMYK, and saving files in different file formats for applications for the Internet and printing to both desktop color printers and large commercial printers.

• Knowledge of accessibility laws and the ability to create files that ensure CDTFA’s compliance with those laws.

https://www.calhr.ca.gov/employees/pages/state-holidays.aspx

• A minimum of one (1) year of experience creating and manipulating PDF files, including the creation of bookmarks and thumbnails.

• A minimum of three (3) years of experience creating, coding, modifying, and translating HTML files.

C. If the Contractor subcontracts any work, including subcontracting with another translation service company or desktop publisher, the Contractor shall be responsible to ensure that only qualified translators and desktop publishers are used for services provided as stated in Paragraphs A and B above. The Contractor retains full responsibility for fulfilling the requirements of this Agreement.

D. All communications and records originated or prepared by the Contractor—including PDF files, graphics, logos, glossaries, reports, videos (SRT files), brochures, charts, inventions, translation memory exports (XML files), HTML files, and similar materials—produced and delivered under this Agreement shall be the exclusive property of CDTFA. These materials may be copyrighted by CDTFA and shall be released to CDTFA by the Contractor.

E. All equipment used by the Contractor remains the Contractor’s property, and the Contractor is fully responsible for all maintenance and service to prevent any delay or disruption to the services under this Agreement.

4. NEW LANGUAGES

If CDTFA requests translation services in a language not listed on the cost sheet in Exhibit B-1, Rate Sheet, the cost per word will be negotiated by the CDTFA’s Contract Manager and the Contractor.

5. SOURCE FILES

A. New Full Translations: CDTFA will supply electronic files in English, including the graphics and fonts used in the documents. These files are created on a PC platform and are primarily in Word, PowerPoint, HTML, or InDesign Creative Cloud.

B. Revisions: Most projects involve updates to existing documents. For updates to existing translated documents, CDTFA will supply:

1. The most recent version of the existing electronic translated source file.

2. The translation memory files, if available.

3. The new English source file, including all necessary fonts, and graphics. Translated source files are typically in Word, PowerPoint, HTML, or InDesign Creative Cloud.

C. The Contractor shall be prepared to utilize any layout software programs necessary. The Contractor will utilize comparison software to identify changes between the English source documents. No fee will be charged for this service.

D. Corrupt Files: CDTFA believes its translation files are in good working order; however, if a file become corrupt and requires re-keying, the Contractor shall be prepared to provide this service. In such instances where re-keying is required, CDTFA will pay one-half (1/2) of the per-word translation cost for re-keying.

January 2023 (Rev.)

6. COST ESTIMATES

The Contractor shall provide a written estimate for each translation within two (2) business days of receiving the request. Cost estimates submitted by email on company letterhead to the CDTFA’s Contract Manager. Each estimate will be based on the number of English words to be translated. Upon receipt of the source files, the Contractor shall begin the translation and typesetting necessary for the project.

7. TRANSLATIONS

A. Translations shall be clear and concise, ensuring maximum ease of comprehension and avoiding confusion or ambiguity. Vocabulary and syntax shall be standard and relevant to the majority of California residents who speak, read, and write the language. Contemporary colloquialisms or regionalisms are not acceptable unless specifically requested.

Translations must accurately reflect the meaning contained of the English documents.

B. To preserve standards and maintain consistency across publication, the Contractor shall use pre-established translated terminology throughout CDTFA’s materials (e.g., the phrase “Sales and Use Tax”). A glossary of Spanish words and phrases will be provided. In addition, the Contractor shall follow Style Guides CDTFA’s Style Guides.

C. CDTFA has outlined general rules and standards for publications. For example, all publication covers includes the English title and date as well as the translated title and date.

Publication numbers will always include the language identifier. For example, an English publication may be called Publication 23, while the Spanish version would be Publication 23-S (“S” identifies Spanish). Titles of proper names and agencies are typically not translated, but when they are, the English will appear the first time they are introduced. See Exhibit A, Statement of Work, Attachment 1, Standard Instructions for Translations Contractor.

D. To ensure translators fully understand tax concepts, the Contractor shall provide direct communication between translators and CDTFA tax program experts for clarification of California tax-related terms and concepts, as needed, via email, telephone, or Microsoft Teams.

8. TYPESETTING

The Contractor shall typeset and format documents to mirror the corresponding English version, including margins, graphics placement, font size, leading, kerning, and page numbers. Because translated text may be longer, page flow may differ and additional pages may be needed. In such cases, the Contractor shall ensure that all headers, footers, page numbering, and the table of contents are updated to reflect repagination.

Α. To maintain visual consistency, the Contractor shall follow CDTFA publishing guidelines.

See the following guidelines:

Β. Exhibit A, Statement of Work Χ. Exhibit A, Attachment 1, Standard Instructions for Translations Contractor ∆. Exhibit A, Attachment 2, Web Link Publishing Standards Ε. Exhibit A, Attachment 3, Glossary of Words and Phrases

B. New and revised guidelines will be provided to the Contractor once available.

C. CDTFA’s Contract Manager will reject electronic files received from the Contractor that are, in the judgment of CDTFA’s Contract Manager, to be of poor quality or require CDTFA electronic prepress/file manipulation. In such events the Contractor will correct and resubmit those files within 24-hours of being notified by the Contract Manager. No additional payments will be made to the Contractor in the cases of Contractor error or omission.

Repeated poor quality of electronic files from the Contractor due to typesetting/layout errors may be seen as the Contractor’s inability to provide the required services and possible cause for termination of the Agreement.

D. CDTFA may also request files to be translated and produced in Word, PowerPoint, InDesign, HTML, SRT, or Excel. CDTFA will make payment based on which deliverables are requested.

9. DRAFT

Within two (2) to fifteen (15) calendar days of receiving the source files, depending on word count (see Exhibit A, Statement of Work, Item 11 for details), the Contractor shall submit a draft of the translated project to CDTFA. Translation requests will be provided in one of two formats:

A. Formatted Proof: CDTFA will typically request a proof that mirrors the final layout, following established guidelines and ensuring accurate translation, spelling, grammar, and punctuation. All graphics, colors, page flow, and design elements must be included in the first proof. The proof shall be provided as a composite PDF file (current Adobe Acrobat version) and sent electronically by email to the CDTFA’s Contract Manager.

B. Side-by-Side Draft: Alternatively, CDTFA may request a two-column Word document showing English on one side and the translated language on the other, broken into paragraphs for ease of review.

C. In all instances: Translations should be carefully proofread by the translator as well as proofread by a second party before the proof is submitted to CDTFA.

CDTFA will conduct an internal review and, if needed, provide corrections to the Contractor for language and formatting. Typically, corrections are made and another round of proofs is required.

These corrections will be submitted as notations embedded in a PDF or, if handwritten edits are necessary, scanned and electronically returned to the Contractor. If there is a difference of opinion regarding word usage, language syntax, or interpretation, the CDTFA’s Contract Manager will instruct the internal reviewer to contact the translator to reach a mutually acceptable resolution.

There will be no additional compensation to the Contractor for corrections or for errors or omissions.

CDTFA considers the need for more than one proof to be an exception; however, if a second proof is required, the Contractor shall submit the corrected proof within five (5) business days from the date corrections are requested. If the Contractor develops a pattern of consistently requiring more than two proofs per project, CDTFA may consider this a service issue and possible cause for termination of the Agreement.

10. FINAL DELIVERABLES

The Contractor shall submit final deliverables within five (5) business days after CDTFA’s Contract Manager approves the proof. CDTFA expects the final deliverables to be free of any errors in content and layout. If the final deliverables contain errors not caused by CDTFA, it may be considered a failure to meet the deadlines outlined in Exhibit A, Statement of Work, Item 11, Performance/Turnaround.

The final deliverables will consist of the following:

Source File – Word, PowerPoint, InDesign Creative Cloud, HTML, SRT, Excel (PC compatible).

Typeset and, when applicable, coded to match English version.

• Sequential pages (not booked).

• Prepared for print and packaged with all graphics and fonts, no RGB or incorrect colors.

• Delivered electronically (email or external shared BOX folder).

Booked Composite File for Print – PDF\High Quality Print

• Converted to PDF from final source file.

• Booked pages.

• Composite.

• Pantone “spot” colors to match English version.

• Embedded fonts.

• 0.125 bleeds.

• Press ready.

• Delivered electronically (email or external shared BOX folder).

Web File – PDF

• Converted to PDF from final source file (using screen optimized settings for Internet)

• In compliance with California Government Code Section § 11135 to comply with rules regarding accessibility for persons with disabilities- see Web Content Accessibility Guidelines 2.x.).

• Blank pages deleted.

• Sequential pages.

• Bookmarked with simple links from “Table of Contents” to associated chapters.

• Embedded fonts.

• Union bug removed.

• Delivered electronically (email or external shared BOX folder).

Web Title File

• Translated web title (used for link on the Internet) with standardized formatting prepared as

Word document.

• Delivered electronically (email or external shared BOX folder).

Summary Sheet

• A completed summary sheet indicating information including but not limited to the type of source file used and any color and/or font changes made from the original English document.

11. PERFORMANCE/TURNAROUND

Each project requests by CDTFA will be independent prior requests and will have distinct turnaround times as specified by CDTFA’s Contract Manager and described below.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=11135

• From the time CDTFA’s Contract Manager requests translation services, the Contractor shall submit a cost estimate within two (2) business days.

• The first proof due date depends on the word count. Please see table below.

Words Page Turn-around time

1,500 or less 1-2 2 business days 3,000 2-10 5 business days 4,500 5-15 8 business days 6,000 10-25 10 business days 7,500 15-35 15 business days

• When necessary, the Contractor request an extension for holidays and more complex translations.

• If a second proof is required, the Contractor shall have five (5) business days to complete the changes.

• In the rare case that more than two proofs are required, the same turnaround timeframe shall apply to all subsequent proofs.

• From the time CDTFA’s Contract Manager approves the proof for final deliverables, the

Contractor shall have five (5) business days to provide all final deliverables listed in Exhibit A, Statement of Work, Item 10.

12. EXPEDITED SERVICE

If CDTFA requests expedited services beyond the standard turnaround times in Exhibit A, Statement of Work (Items 1.E or 11), an additional 25% fee will apply.

13. SECONDARY REVIEW

In rare instances when CDTFA does not have a team member to conduct an internal review of a document, CDTFA may request from the Contractor a second, independent review by a different translator. CDTFA may also request a review of documents translated in-house. In these instances, CDTFA will pay 50% of the agreed-upon translation rate for that language.

14. AUTHORIZED EMPLOYEES

The following employees are authorized to request services as project coordinators under this Agreement:

Leslee Yeager (916) 309-8405 Amy Henry (916) 309-0030 Annette Zurawski (916) 309-8409 Stephany Jordan (916) 309-8436 Alexander Lewis (916) 309-8495 Adam Neighbours (916) 309-0449

15. 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 https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

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 State.

16. HEALTH AND SAFETY

Contractor is required to, at their own expense, comply with all applicable health and safety laws and regulations. Upon notice, Contractor is also required to comply with the state agency’s specific health and safety requirements and policies. Contractor agrees to include in any subcontract related to performance of this Agreement, a requirement that the subcontractor comply with all applicable health and safety laws and regulations, and upon notice, the state agency’s specific health and safety requirements and policies.

17. PROHIBITION ON TAX DELINQUENTS

Persons or companies identified as the largest tax delinquents by the Franchise Tax Board (FTB) or the (CDTFA) under authority of Sections 7063 or 19195 of the Revenue and Taxation Code, shall be disqualified from the bidding process.

Pursuant to PCC §10295.4, contracts are void and unenforceable if a Contractor is included on tax delinquency lists. (a) Notwithstanding any other law, a state agency shall not enter into any contract for the acquisition of goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. Any contract entered into in violation of this subdivision is void and unenforceable.

18. GENERATIVE ARTIFICIAL INTELLIGENCE DISCLOSURE OBLIGATIONS (GENAI)

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.

Per Executive Order N-12-23, all Bidders / Offerors 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 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.

19. PROHIBITION OF UNAUTHORIZED USE OF CDTFA LOGO AND NAME

The name "California Department of Tax and Fee Administration" and the CDTFA logo (collectively referred to as the "CDTFA Marks"), are the exclusive property of California Department of Tax and Fee Administration ("CDTFA").

A. Unauthorized Use: No individual, entity, or organization (hereinafter referred to as "User") shall

B. Use, reproduce, distribute, or display the CDTFA Marks in any manner without the prior written consent of CDTFA. This prohibition includes, but is not limited to, use in advertising, promotional materials, websites, social media, and any other form of communication.

C. Request for Permission: Any User seeking to use the CDTFA Marks must submit a written request to CDTFA, detailing the intended use, context, and duration of such use. CDTFA reserves the right to grant or deny permission at its sole discretion.

D. Consequences of Unauthorized Use: Any unauthorized use of the CDTFA Marks may result in legal action, including but not limited to, claims for damages, injunctive relief, and any other remedies available under applicable law.

E. Modification of Terms: CDTFA reserves the right to modify these terms at any time without prior notice. Continued use of the CDTFA Marks after such modifications shall constitute acceptance of the revised terms.

20. SCHEDULE OF EVENTS

Event Date Time

IFB available to prospective bidders Monday, June 1, 2026 5:00 PM

Written questions regarding IFB are due by (Note: See additional info in Section 21.) Thursday, June 4, 2026 1:00 PM

Written responses to IFB questions released by Monday, June 8, 2026 4:00 PM

Final date for Bid Submission and Bid Opening/Evaluation (Note: See additional info in Section 22.)

Friday, June 12, 2026 4:00 PM

Intent to Award Monday, June 15, 2026 4:00 PM

Proposed start date of contract July 1, 2026, or upon DGS approval, whichever is later N/A

21. WRITTEN QUESTIONS

Submit all written questions via electronic mail (email) to CDTFA AMS’S Inbox at:

ADMIN-AMSContracts@cdtfa.ca.gov and CC: Jonny.Hoang@cdtfa.ca.gov, the contact person indicated on the cover page of this IFB package no later than the date and time specified in Section 20. Schedule of Events. Written responses to IFB questions will be released by the date and time specified in Section 20. Schedule of Events and viewable in the online project advertisement in Cal eProcure at: www.caleprocure.ca.gov.

http://www.caleprocure.ca.gov./

22. SUBMISSION OF BIDS

A. Bids must be submitted via email, no later than the date and time specified in Section 20.

Schedule of Events.

Bids submitted via email must be sent to the CDTFA AMS’S Inbox at:

ADMIN-AMSContracts@cdtfa.ca.gov and CC: Jonny Hoang at Jonny.Hoang@cdtfa.ca.gov

B. The email must contain the following in the subject line:

1) BIDDER’S/COMPANY’S NAME

2) In the body of the email, provide a short sentence to identify the service requested, the IFB number, and send it ATTN: Jonny Hoang

C. Bids must be received by the CDTFA no later than the date and time specified in Section 20.

Schedule of Events. Any bid received after the specified due date and time will not be accepted and shall be returned to the bidder as a rejected bid. It is CDTFA’s policy to make every effort to ensure that all bids have been received and properly time stamped and certified; however, bidders are ultimately responsible for ensuring timely receipt of their bid.

Bidders may verify receipt of their bid by contacting the person identified in the cover letter of this IFB prior to the Bid Opening.

D. Bids shall include all required bid documents identified in the Required Bid Documents Checklist. Only submit the required bid documents with your bid, not the entire IFB package. Bids not including the required bid documents shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements. Additionally, bid documents mailed or personal delivery shall be stapled and placed in a secure envelop; bid documents DO Not need to be placed in a binder or folder for submission.

E. All required bid documents submitted by mail or personal delivery must be printed single-sided. Bids that include required bid documents that are printed double-sided shall be deemed non-responsive.

F. All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm.

G. Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications shall not be considered and shall cause a bid to be rejected.

H. Costs for developing bids in anticipation of award of the contract are entirely the responsibility of the bidder and shall not be charged to the CDTFA.

I. An individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet (Attachment 2). The signature must indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

J. A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, shall not be considered.

K. A bidder may withdraw their bid by submitting a written withdrawal request to the CDTFA, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

L. The CDTFA may modify this IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

M. Bidders are cautioned to not rely on the CDTFA during the evaluation to discover and report to the bidder any defects and errors in the submitted documents. Bidders, before submitting their documents, should carefully prove them for errors and adherence to the IFB requirements.

N. Where applicable, bidders should carefully examine work sites and specifications. Bidders shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the contract amount shall be made due to a lack of careful examination of work sites and specifications.

O. Bidders should be aware that marking a document "confidential" or "proprietary" in a bid may exclude a bid from consideration for award and will not keep that document from being released after notice of award as part of the public record unless a court has ordered the CDTFA not to release the document. Any disclosure of confidential information provided by a bidder is a basis for rejecting the bidder’s bid and ruling the bidder ineligible to further participate.

23. DISPOSITION OF BIDS

All documents submitted in response to this IFB shall become the property of the State of California and shall be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.). However, the contents of all proposals, draft bids, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a bidder's bid, shall be held in the strictest confidence until notice of award is released. The content of all working papers and discussions relating to a bid shall be held in confidence indefinitely, unless the public's interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement, or evaluation of a bid. Bid packages may be returned only at the bidder's expense unless such expense is waived by the CDTFA.

24. EVALUATION AND SELECTION

A. Each bid shall be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

B. The CDTFA shall put each bid through a process of evaluation to determine its responsiveness to the CDTFA's needs.

C. A bidder may be deemed not responsible, and their bid may be rejected if they have previously been terminated for cause/breach for the same or similar services at the location designated in this IFB.

D. All bids may be rejected whenever the CDTFA determines that the cost is not reasonable or otherwise in the best interest of the CDTFA. There is no requirement to award a contract if, in the opinion of the CDTFA, no bids were received containing a reasonable contract price or if there is another business-based reason not to make an award.

E. Bids that contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by the bidder, may be rejected. If, in the opinion of the CDTFA, such information was intended to mislead the CDTFA in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this IFB, it shall be the basis for rejection of the bid.

F. A bid may be rejected if it is conditional or incomplete. The CDTFA may reject any or all bids and may waive any immaterial deviation in a bid. The CDTFA's waiver of immaterial defect shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the contract.

G. State’s General Terms and Conditions (GTC) for Non-IT Services are not negotiable. The GTC may be viewed on the internet at: General Terms and Conditions (GTC 02/2025).

H. The final selection shall be made based on the lowest responsible responsive bid. In the event there is tie, each of the tied bidders shall be contacted by the contact person indicated on the cover page of this IFB regarding a date and time for a flip of a coin. The bidder whose bid was received first shall make the call. Bidders or their authorized representative(s) are allowed to be present for the flip of the coin.

25. NOTICE OF INTENT TO AWARD CONTRACT

Upon written request by any bidder via email, or regular mail, or personal delivery prior to award of the contract, the CDTFA shall email and post in Cal eProcure, a written notice of intent to award contract no less than five (5) CDTFA business days prior to awarding the contract. All written requests must be submitted to and received by the contact person indicated on the cover page of this IFB prior to award of the contract.

26. PROTEST

A. If any bidder, prior to the award of the contract, files an initial protest with the CDTFA and the

Department of General Services (DGS) on the grounds that the protesting bidder is the lowest responsive responsible bidder, the contract shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

B. Within five (5) calendar days after filing an initial protest with the CDTFA and DGS, the protesting bidder shall file a full and complete written statement with the CDTFA and DGS specifying the grounds for the protest, including: the IFB number, the name of the State agency involved, and the agency contract person. Protestants should also include their fax number if they have one.

C. A written protest must be sent by regular mail, emailed, courier, or personal delivery to both of the following:

Department of General Services Office of Legal Services

Attn: Protest Coordinator 707 3rd. Street 7th Floor West Sacramento, CA 95605 email: OLSProtests@dgs.ca.gov

California Department of Tax and Fee Administration/Contracts Unit

Attn: Jonny Hoang 651 Bannon Street, Suite 100, MIC:24 Sacramento, CA 95811 email: ADMIN-AMSContracts@cdtfa.ca.gov.

27. NOTICE OF CONTRACT AWARD

The CDTFA shall email, or mail bidding contractors a written notice of contract award.

28. STANDARD CONDITIONS OF SERVICE

A. Following the release of the written notice of contract award, the CDTFA shall email, fax, or mail the awarded contractor a prepared contract for signature that includes a cover letter instructing the awarded contractor on how to proceed. The cover letter may request that https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=Exhibit%20C%20General%20Terms%20and%20Conditions mailto:OLSProtests@dgs.ca.gov additional information and/or required documents be provided by the awarded contractor before the contract can be fully executed.

B. Services shall be available on the expressed date set by the CDTFA after all approvals have been obtained and the contract is fully executed.

C. All performance under the contract shall be completed on or before the termination date of the contract.

D. No oral understanding or agreement shall be binding on either party.

Required Documents (Awarded Contractor).

29. REQUIRED DOCUMENTS (AWARDED CONTRACTOR)

A. Prior to approval of the contract, the awarded contractor shall provide to CDTFA the following required documents within ten (10) calendar days. If the awarded contractor fails to provide the CDTFA with all of the following required documents within the above specified number of calendar days, the CDTFA may deem the awarded contractor as non-responsive and may rescind the contract award:

1) California Civil Rights Law Certification (Per Public Contract Code 2010)

The awarded Contractor shall sign and submit to the CDTFA, California Civil Rights Law Certification if the total Contract amount exceeds $100,000.00. The form can be found on the DGS/PD website, linked here: California Civil Rights Laws Attachment (ca.gov).

2) Iran Contracting Act Certification

The awarded Contractor shall sign and submit to the CDTFA, Iran Contracting Act if the total Contract amount exceeds $1,000,000.00. The form can be found on the DGS/PD website, linked here: Iran Contracting Act Verification Form (ca.gov).

30. PREFERENCE PROGRAMS SMALL BUSINESS/MICRO BUSINESS/DISABLED VETERAN

BUSINESS ENTERPRISE (SB/MB/DVBE)

A. Small Business/Micro Business (SB/MB) Enterprise Preference Program

1) A five percent (5%) preference will be granted to Bidders certified as “Small Business” or “Microbusiness” in accordance with California Code of Regulations, Title 2, § 1896 et.

seq. A business that is not certified as a SB/MB may receive a preference of 5% if that business commits to subcontract at least 25% of its net bid price with one or more SB or MB. The value of the SB/MB preference cannot exceed $50,000.00 when a contract award is based upon award to the lowest bid.

2) A certified SB/MB may only be displaced by another certified SB/MB with a higher percentage of DVBE participation and a lower adjusted Bid price.

3) If the Bidder is not already a Certified SB/MB, applications for certification as “Small Business” or “Micro Business” must be submitted to the Office of Small Business and DVBE Certification (OSDS), 707 3rd Street, First Floor, Suite 1-400, West Sacramento, CA 95605.

https://www.dgs.ca.gov/SearchResult?search=California%20Civil%20Rights%20Law&divisionid= https://www.dgs.ca.gov/SearchResult?search=Iran%20Contracting%20Certification&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=&page=1

4) Submit a copy of your OSDS certification email confirmation with the Bid Form.

5) Pursuant to Section 1896.14, in order to receive the small business preference, Bidders must have a completed application (including proof of annual receipts) on file with the OSDS. The Bidder must have requested a preference from OSDS and meet all applicable requirements under the subchapter and the State Small Business Procurement and Contract Act.

Note: Firms can apply for SB/MB and or DVBE certification on the OSDS website linked here: Application for Certification as a SB/MB and/or DVBE (ca.gov)

B. DVBE Participation

1) The DVBE Participation Program for state contracts is established in Public Contract Code, § 10115 et seq., Military and Veterans Code (MVC), § 999 et seq., and California Code of

Regulations, Title 2, § 1896.60 et seq. Military and Veterans code Section 999.2 establishes a contract participation goal of at least three percent (3%) for DVBE. This goal applies to a state agency’s overall contracting program. For the purpose of this solicitation the DVBE program requirements are waived. Bidders must have DVBE Participation of no less than the required goal. The DVBE Incentive does not alter this requirement.

2) A DVBE Incentive will be granted to bidders achieving DVBE Participation of on one percent (1%) or more of their Bid total, in accordance with Military and Veterans Code, § 999.5(a) and (d), and California Code of Regulations §1896.98 et seq.

3) The DVBE Incentive will be applied during the Bid evaluation process and will only be applied to responsive Bids. Any Small Business Preference will be calculated prior to the DVBE Incentive calculation.

Bidders that achieve a DVBE Participation of one percent (1%) or more will have the DVBE Incentive applied to their Bid in an attempt to displace the apparent low Bidder.

The percentage of DVBE Incentive will be equal to the percentage of DVBE participation, and subject to a minimum of one percent (1%) and a maximum of five percent (5%).

4) Each Bidder’s DVBE Incentive percentage will be computed and subtracted from the lowest responsive Bid amount. Calculations to determine adjusted Bid price are for consideration only and the Contract will be awarded for the Bidder’s actual Bid amount.

5) Bidders who have been certified by California as a DVBE should submit a completed form(s) DVBE DGS PD. 843. All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). Should the form not be included with the solicitation, contact the State contracting official or obtain a copy online from OSDS website at: Disabled Veterans Business Enterprise Declarations (ca.gov)

6) The completed form should be included with the quotation/Bid response.

31. AMERICANS WITH DISABILITIES ACT (ADA)

The Contractor certifies it complies with the Americans with Disabilities Act of 1990 (42 U.S.C.

section 12101, et seq.).

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Search-Results?search=DVBE%20843&divisionid=7bce8ca3ed8a4aedbdeaf52f5e77df36&activeFilters=division-or-office-facets

ATTACHEMENT 2

BID/BIDDER CERTIFICATION SHEET

Your bid may be deemed non-responsive by the CDTFA if you fail to complete, sign, and submit this document with your bid.

A. Our bid is submitted as detailed in Attachment 2, Cost Sheet.

B. All required bid documents are included with our bid.

C. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification.

BIDDER INFORMATION

1. BIDDER’S LEGAL BUSINESS NAME:

2. ADDRESS, CITY, STATE, ZIP CODE:

3. TELEPHONE NUMBER: 4. FAX NUMBER: 5. EMAIL ADDRESS:

ORGANIZATION TYPE

6. SOLE PROPRIETORSHIP/SINGLE MEMBER LLC. 7. PARTNERSHIP 8. CORPORATION

9. FEDERAL EMPLOYER ID NUMBER (FEIN): 10. CALIFORNIA CORPORATION NUMBER (If Applicable):

LICENSES AND/OR CERTIFICATIONS (If Applicable)

11. CONTRACTORS’ LICENSE NUMBER: 12. PUC LICENSE NUMBER CAL-T: 13. ADDITIONAL REQUIRED LICENSES/CERTS:

14. Is this company certified by the Department of General Services, Office of Small Business and Disabled Veteran Business Enterprises Services (OSDS) as any of the following:

A. SMALL BUSINESS ENTERPRISE? ( YES* NO) →

*If “YES”, enter certification number:

B. DISABLED VETERAN BUSINESS ENTERPRISE? ( YES* NO) → *If “YES”, enter certification number:

C. If an application for certification is pending, what date was the application submitted to the OSDS? →

*Provide proof of your certification via a printout from the DGS/OSDS Cal eProcure website if either A or B above is checked “YES”.

BIDDER’S AUTHORIZED REPRESENTATIVE

15. NAME (Print): 16. TITLE:

17. SIGNATURE: 18. DATE:

ATTACHMENT 2

COMPLETION INSTRUCTIONS FOR BID/BIDDER CERTIFICATION SHEET

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item Numbers Instructions

1, 2, 3, 4, 5 Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

9 Enter your Federal Employer Identification Number (FEIN)

Enter your corporation number assigned by the California Secretary of State’s Office.