267000SR_-_Election_Services__RFP_Packet___Addendum_.pdf

STATE OF CALIFORNIA GAVIN NEWSOM, Governor

Sacramento Regional Office 1031 18th Street Sacramento, CA, 95811-4124 Telephone: (916) 472-1119

DATE: April 21, 2026

TO: PROSPECTIVE BIDDER

REQUEST FOR PROPOSAL: RFP #267000SR (Addendum)

RFP TITLE: Election Services (Open Market Competitive)

AGREEMENT TERM: July 1, 2026 – June 30, 2029

AGREEMENT BUDGET: $250,000.00

PROPOSAL DUE: May 11, 2026 at 5:00 PM (PST)

You are invited to review and respond to this Request for Proposal (RFP) 267000SR for

Election Services. In submitting your proposal, you must comply with the instructions found herein and with the State’s Bidder Instructions (GSPD-451), which are included by reference and may be viewed and downloaded at:

https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf

Note that all agreements entered into with the State of California will include by reference, Department of General Services Procurement Division, Non-IT Services General Terms and

Conditions, GTC 02/2025. that may be viewed and downloaded at:

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February-

2025.pdf

This RFP will include both a Small Business (SB) preference and a DVBE incentive. The

DVBE participation requirement is 0%; however, eligible DVBE bidders will receive an incentive.

Your response to this RFP is due on May 11, 2026 at 5:00 PM (PST). Responses received after this time will not be accepted.

Should you have any questions regarding this RFP, please email the Public Employment

Relations Board at PERBProcurement@PERB.CA.GOV.

https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/DGSPD%20451.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February-2025.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February-2025.pdf mailto:PERBProcurement@PERB.CA.GOV

REQUEST FOR PROPOSAL – GENERAL INFORMATION

A. KEY ACTION DATES

EVENT DATE TIME

RFP AVAILABLE TO PROSPECTIVE BIDDERS 4/21/2026 1 PM

LAST DAY FOR WRITTEN QUESTIONS SUBMITTAL 5/1/2026 5 PM

WRITTEN RESPONSES TO QUESTIONS ISSUED 5/4/2026 5 PM

FINAL DATE AND TIME FOR PROPOSAL SUBMISSION 5/11/2026 5 PM

PROPOSAL OPENING AND EVALUATION (estimate only) 5/12/2026 9 AM NOTIFICATION OF INTENT TO AWARD (estimate only) 5/15/2026 5 PM

NOTE: All dates after the Proposal submission date and time are approximate and may be changed if needed to allow the State additional time for evaluation and contract execution.

B. WRITTEN QUESTIONS

All questions regarding the content of this RFP-267000SR must be submitted by email to PERBProcurement@PERB.CA.GOV and must be received by the Key Action Date identified above. Questions not submitted in writing by the Key Action Date for submission of written questions shall be answered at the State’s option.

When the State has completed its review of the questions, all the questions and answers will be emailed to all bidders.

C. SUBMISSION OF PROPOSALS

1. Proposals must be submitted via email no later than the date and time specified in the Key Action Dates.

2. Proposals must be submitted for the performance of all services described herein (detailed in the Scope of Work). Any major deviation from the work specifications shall not be considered and shall cause a Proposal to be rejected.

3. Proposals shall include all required Proposal documentation identified in the Required Bid Documents Checklist (Attachment 1). Only submit the required Proposal documents with your Proposal, not the entire RFP package. Proposals not including the required Proposal documents shall be deemed non-responsive. A non-responsive Proposal is one that does not meet the basic Proposal requirements.

4. All documents requiring a signature must bear a signature of a person authorized to bind the firm.

5. The cost for developing Proposals in anticipation of the award of the contract is entirely the responsibility of the bidder and shall not be charged to PERB.

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

7. A bidder may withdraw their Proposal by submitting a written withdrawal request to PERB, signed by the bidder’s authorized agent. A bidder may thereafter submit a new Proposal prior to the Proposal submission deadline. Proposals may not be withdrawn without cause subsequent to the Proposal submission deadline.

mailto:PERBProcurement@PERB.CA.GOV

8. PERB may modify this RFP prior to the date fixed for submission of Proposals by the issuance of an addendum to all parties who received a Proposal package.

9. Bidders, before submitting their documents, should carefully proof them for errors and adherence to the RFP requirements. During the evaluation process, PERB is not responsible for reporting defects and/or errors in the submitted documents to the bidder.

10. No additions or increases to the contract amount shall be made due to a lack of careful examination of the RFP specifications. Where applicable, bidders should carefully examine the RFP specifications.

11. Bidders should be aware that marking a document “confidential” or “proprietary” in a Proposal may exclude the Proposal 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 PERB not to release the document. Any disclosure of confidential information provided by a bidder is a basis for rejecting the bidder’s Proposal and ruling the bidder ineligible to further participate.

D. EVALUATION AND SELECTION

1. Each Proposal will be reviewed for required documentation as listed in Attachment 1, Required Bid Documents Checklist. The absence of any of the listed documents may cause the Proposal to be rejected.

2. Proposals that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, may be rejected.

3. A Proposal from any bidder receiving an unfavorable reference may be rejected. Bidders are advised to ensure that their references are notified and available for contact.

4. Final selection will be made in accordance with the Evaluation criteria described in the section below of this RFP. Evaluation will be conducted in three stages:

a) Administrative Review (Pass/Fail)

b) Technical Evaluation (Scored)

c) Cost Evaluation (Scored)

Applicable State preferences, including Small Business and the DVBE Incentive, will be applied after technical and cost scoring have been calculated.

Award will be made to the responsive and responsible Proposer whose final total score represents the best value to the State of California.

Stage 1 – Administrative Review

Each proposal will first be reviewed for compliance with the following administrative requirements:

• Submitted on or before the final due date and time

• Complete proposal package according to Required Documents Checklist

• All required signatures included

• Proposer meets mandatory minimum qualifications listed in RFP General Information Section I

• Required attachments submitted (references, certifications, SB/DVBE forms, etc.)

• No disqualifying exceptions or conditional proposals

Failure to meet any Pass/Fail requirement will result in the proposal being considered non-responsive and removed from further evaluation.

Stage 2 – Technical Evaluation (70 Points Maximum)

Only proposals passing Stage 1 will advance to Technical Evaluation and Cost Evaluation.

Technical Criteria and Weights

Technical scoring will be based on the following weighted criteria:

a) Project Approach & Methodology – 25 Points

• Quality, clarity, and feasibility of proposed work plan

• Understanding of the Statement of Work

• Identification of risks and mitigation strategies

b) Contractor Qualifications & Experience – 20 Points

• Relevant organizational experience

• Experience with similar projects (State or public sector preferred)

• Demonstrated competency and record of successful performance

c) Staffing & Key Personnel – 15 Points

• Qualifications of assigned personnel

• Applicable certifications or specialized expertise

• Availability and allocation of staff

d) References & Past Performance – 10 Points

• Relevance and quality of references

• Evidence of satisfactory performance

Technical Scoring Method

Evaluators will assign a score according to the following standard RFP scale:

• Excellent = 90–100% of possible points

• Good = 70–89%

• Satisfactory = 50–69%

• Poor = 0–49%

The Technical Score for each Proposer = sum of all points earned (maximum 70).

Stage 3 – Cost Evaluation (30 Points Maximum)

Cost proposals will be reviewed only for Proposers who pass Stage 1: Administrative Review.

Cost Formula

The Proposer (with the Lowest Total Evaluated Cost) receives the full 30 points.

All other Proposers receive:

Cost Score = Lowest Total Evaluated Cost / Proposer’s Total Evaluated Cost × 30

Example:

Lowest Total Evaluated Cost = $50

Proposer’s Total Evaluated Cost = $75

Cost Score = (50 ÷ 75) × 30 = 20 points

Stage 4 – Application of State Preferences

Small Business (SB) / Microbusiness Preference

The State shall apply the 5% SB preference per GC §14835–14846.

Preference is applied to total evaluated points after scoring.

SB Adjusted Score = Proposer’s total evaluated points × 1.05

Re-score points using the same formula above.

SB preference can only improve a score and cannot displace another SB bidder.

Stage 5 – DVBE Incentive

The DVBE Incentive is applied after scoring total evaluated points and SB preference.

Standard DVBE Incentive Point Ranges:

• More than 0% but Less than 2% participation = +1 points

• Less than 4% participation = +3 points

• 4% or more = +5 points

The DVBE incentive can’t displace a SB bidder.

Stage 6 – Final Score Calculation

Final Score =

Technical Score (70 max)

• Cost Score (30 max)

• SB Preference Adjustment

• DVBE Incentive Points

= Total Evaluated Score

The State will issue a Notice of Intent to Award to the Proposer with the highest Total Evaluated Score after application of all preferences and incentives.

E. DISPOSITION OF PROPOSALS

1. Upon Proposal opening, all documents submitted in response to this RFP will become the property of PERB and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

2. Proposal packages may be returned only at the proposer's expense unless such expense is waived by the awarding agency.

F. AGREEMENT AND EXECUTION

1. Performance shall start no later than the express date set by PERB and the Contractor after all approvals have been obtained and the agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to PERB for the difference between Contractor's Proposal price and the actual cost of performing work by another contractor.

2. All performance under the agreement shall be completed on or before the termination date of the agreement.

G. AWARD OF CONTRACT

Award of contract, if made, will be in accordance with the RFP information on Evaluation to a responsible bidder whose Proposal complies with all the requirements of the RFP documents and an addendum thereto, except for such immaterial defects as may be waived by the State.

Award, if made, will be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFP; however, a bidder may extend the offer beyond 45 days in the event of a delay of contract award.

The State reserves the right to determine the successful bidder(s) either based on individual items or on the basis of all items included in its RFP, unless otherwise expressly provided in the State’s RFP. Unless the bidder specifies otherwise in its Proposal, the State may accept any item or group of items of any Proposal. The State reserves the right to modify or cancel in whole or in part its RFP.

Written notification of the State’s intent to award will be made to all bidders.

H. PROTESTS

Any bidder’s issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the contact for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final.

If a bidder has submitted a Proposal which it believes to be responsive to the requirements of the RFP and to be the Proposal that should have been selected according to the evaluation procedures in the solicitation and the bidder believes the State has incorrectly selected another bidder for award, the bidder may submit a protest of the selection as described below. Protests regarding selection of the “successful vendor” will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final.

All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation, or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests must be mailed or delivered to:

Department of General Services

Office of Legal Services

Attention: Bid Protest Coordinator

707 Third Street, 7th Floor, Suite 7-330

West Sacramento, CA 95605

Bid Protest Coordinator

Email address: OLSProtests@dgs.ca.gov

All protests to the RFP or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by the DGS Procurement Division Deputy Director as promptly as possible, but must be no later than five (5) working days after the posting of the Notice of Intent to Award. Certified or registered mail must be used unless delivered in person; in which case the protester should obtain a receipt of delivery.

I. MINIMUM REQUIREMENTS AND QUALIFICATIONS FOR BIDDERS

See Attachment 1, Required Bid Documents Checklist, for a complete list of all required documents. Bidders must submit all the required information and/or show capacity to meet the requirements set forth in this Request for Proposal (RFP).

1. BIDDER REFERENCES (ATTACHMENT 3)

Provide three (3) references for Election services performed within the last 10 years which are mailto:OLSProtests@dgs.ca.gov similar to the scope of work to be performed in this contract. A minimum of one (1) reference from a state entity is preferred. If a reference cannot be reached after three (3) attempts during business hours (M-F, 8:00 a.m. – 5:00 p.m.), the Proposal Package may be deemed non-responsive and rejected.

2. BIDDER EXPERIENCES

The Bidder shall demonstrate organizational experience in the following areas within the last 10 years:

• State or Public Sector Projects Successful completion of at least 1 Election services performed within projects of comparable size and scope for a State of California agency or another public/private entity.

3. CALIFORNIA STATE QUALIFIED

Bidder must be properly licensed and qualified to do business in California.

J. OTHER ADMINISTRATIVE REQUIREMENTS

1. Each contract executed as a result of this RFP must be able to be amended by mutual consent of the State and the Contractor.

2. Any subcontractor that the bidder chooses to use in fulfilling the requirements of this RFP, and which is expected to receive more than ten (10) percent of the value of the contract, must also meet all Administrative and Technical Requirements of the RFP, as applicable. Complete linked attachment (Bidder Declaration GSPD-05-105) located in Attachment 1 and include it with the proposal. All proposed subcontractors must be identified on Attachment 4:

Subcontractor Information document.

3. Commercially Useful Function (CUF)

Suppliers, whether the bidder or a subcontractor, who have a California certification for one or more of the socio-economic programs (e.g., small business or DVBE), must perform a commercially useful function (CUF) in the resulting contract. CUF is defined in the Military and Veterans Code Section 999(b)(5)(B) for DVBEs and in the Government Code Section 14837(d)(4)(A) for small business. At the State’s option, bidders may be required to submit additional written clarifying information regarding CUF. Failure to submit the requested written information as specified may be grounds for proposal rejection.

4. Small Business Preference

Section 14835 et seq. of the California Government Code requires that a 5% preference be given to bidders who qualify as a small business or bidders who qualify as a non-small business claiming at least 25% California certified small business subcontractor participation. The rules and regulations of this law, including the definition of a small business, or qualifying non-small business, are contained in Title 2, California Code of Regulations, Section 1896 et seq. The definition of nonprofit veteran service agencies qualifying as a small business is contained in Section 999.50 et seq. of the Military and Veterans Code. Bidders claiming the preference must complete the linked attachment (Bidder Declaration GSPD-05-105) located in Attachment 1.

5. DVBE participation

Section 10115 et seq. of the Public Contract Code (PCC), Section 999 et seq. of the Military and Veterans Code (M&VC), and Title 2, California Code of Regulations, Section 1896.60 et seq., establish the Disabled Veteran Business Enterprise (DVBE) Participation Program for State procurements. Compliance with DVBE requirements is mandatory for all State entities. Bidders must either meet the State’s minimum DVBE participation requirement or document a complete Good‑Faith Effort to do so, as prescribed in these statutes and the State Contracting Manual.

Bidders proposing DVBE participation may also be eligible for a DVBE incentive, which is applied during the evaluation process in accordance with departmental policy. Bidders claiming DVBE participation must complete and submit the required DVBE documentation, including the STD 843 form, as referenced in Attachment 1. The DVBE participation requirement for this RFP is 0%. However, bidders that qualify as DVBEs will receive an incentive. The DVBE incentive is applied after cost scoring and the Small Business (SB) preference. Details can be found in Stage 5 of the Evaluation section on page 5 of the RFP.

K. Insurance Requirements

Bidders must submit evidence of insurance -or- evidence of insurability such as a letter from an insurance company indicating that bidder is insurable under the following requirements. Actual evidence of insurance will be required during the contract execution period.

General Liability Insurance: Bidder shall maintain general liability insurance with limits of not less than $1,000,000.00 per occurrence for bodily injury and property damage liability combined and shall furnish to the State a certificate of insurance stating that this coverage is presently in effect.

The policy shall be in effect at all times during the term of this contract, and include coverage for liabilities arising out of premises, operations, independent contracts, products, completed operations, personal and advertising injury, and liability assumed under an insured contract. This insurance shall apply separately to each insured against whom claim is made or suit is brought subject to the Bidder’s limit of liability.

Workers’ Compensation and Employer Liability Coverage: Bidder shall maintain statutory workers’ compensation and employer’s liability coverage for all its employees who will be engaged in the performance of the contract, including special coverage extensions where applicable.

Professional Errors and Omissions Insurance (if applicable): Bidder shall maintain professional errors and omissions insurance with limits of not less than $1,000,000.00 per occurrence.

Bidder’s policy shall provide the kind of coverage customary for the publishing industry, including but not limited to coverage for libel, slander and false light.

Automobile Insurance (if applicable): Upon signing the resulting agreement, the Bidder certifies that any person it authorizes to perform services under the agreement possesses valid automobile coverage in accordance with California Vehicle Code Sections 16450 to 16457, inclusive. The State reserves the right to request proof at any time.

Additional Insured: This policy must include the PERB as additional insured, but only insofar as the operations under this contract are concerned and must provide the additional insurance language as follows: “The State of California, its officers, agents and employees are included as additional insured, but only with respect to work performed for the State of California under the contract.”

Certificate of Insurance: The certificate of insurance shall be issued by an insurance company or be provided through lawful partial or total self-insurance.

Crime / Fidelity Coverage: The Contractor shall maintain Crime (Fidelity) Insurance protecting against loss of money, securities, or other property resulting from fraudulent or dishonest acts committed by the Contractor’s employees, agents, or subcontractors.

Cyber / Data Breach Insurance: The Contractor shall maintain Cyber Liability insurance with coverage for data breach, network security, privacy liability, media liability, and regulatory defense. Coverage shall include costs associated with data loss, data restoration, breach notification, credit monitoring, legal expenses, and fines/penalties where insurable by law. The policy shall provide limits of no less than $1,000,000.00 per occurrence. The State of California shall be named as an additional insured, and Contractor shall provide proof of insurance upon request and ensure continuous coverage for the duration of the contract.

Requirements to Notify PERB of terminated Insurance coverage: Bidder is responsible for notifying PERB within five (5) business days of any cancellation, non-renewal or material change that affects required insurance coverage.

30 Day Notice to cancel from Insurer: The certificate of insurance shall provide that the insurer shall not cancel the insured’s coverage without thirty (30) days prior written notice to PERB.

ATTACHMENT 1 - REQUIRED BID DOCUMENTS CHECKLIST

A complete proposal or proposal package consists of the documents identified below.

Complete this checklist to confirm the inclusion of the following documents in your proposal.

Place a checkmark or “x” next to each document that you are submitting to the State. For your proposal to be responsive, all required attachments must be returned.

ATTACHMENT

NO. ATTACHMENT NAME

☐ 1 Required Bid Document Checklist ☐ 2 Bid/Bidder Certification Sheet ☐ 3 Bid/Bidder References Form ☐ 4 Subcontractor Information Form ☐ 5 Darfur Contracting Act Form

☐ 6 California Civil Rights Law Certification (Unruh Certification)

☐ 7 Contractor Resumes ☐ 8 Cost Worksheet

ATTACHMENT NAME ATTACHMENT

INTERNET WEBSITE LINK

(FOR INFORMATION ONLY)

☐ 9. Disabled Veterans Business Enterprise Form (STD. 843) (If Applicable) https://www.documents.dgs.ca.gov/dgs/fmc/gs /pd/pd_843.pdf

☐ 10. Bidder Declaration Form (GSPD-05-105) https://www.documents.dgs.ca.gov/dgs/fmc/gs/ pd/gspd05-105.pdf

☐ 11. Payee Data Record Form (STD. 204) https://www.documents.dgs.ca.gov/dgs/FMC/PDF/St d204.pdf

☐ 12. Contractor Certification Clauses

(CCC 04/2017)

https://www.dgs.ca.gov/- /media/Divisions/OLS/Resources/CCC-042017.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_843.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/FMC/PDF/Std204.pdf https://www.documents.dgs.ca.gov/dgs/FMC/PDF/Std204.pdf https://www.documents.dgs.ca.gov/dgs/FMC/PDF/Std204.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf

ATTACHMENT 2 – BID/BIDDER CERTIFICATION SHEET

This Bid/Bidder Certification Sheet must be signed and returned with all the "required bid documents" (see Attachment 1) as an entire package with signatures.

A. BID

For Election Services, the proposal is $250,000.00 and covers the services listed in the scope of work for the time period of July 1st, 2026 – June 30th, 2029, start date will be finalized upon award of contract and, if necessary, the monthly invoice will be prorated.

The proposal bid (pricing structure with rates) for both mailed ballot elections and electronic elections of various sizes that provide a sliding scale of prices based on the number of ballots per election is located in Attachment 8 (Cost Worksheet).

B. All required attachments are included with this certification sheet.

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.

An Unsigned Bid/Bidder Certification Sheet May Be Cause For Rejection

1. Company Name 2. Telephone No. 3. Email

4. Business Address

Indicate your organization type:

5. Sole Proprietorship ☐ 6. Partnership ☐ 7. Corporation ☐

Indicate the applicable employee and/or corporation number:

8. Federal Employee ID No. (FEIN): 9. California Corporation No.:

10. Indicate applicable license and/or certification information:

11. Bidder’s Name (Print) 12. Title

13. Signature 14. Date

15. Are you certified with the Department of General Services, Office of Small Business & Disabled Veteran Business Enterprise Services (OSDS) as:

a. California Small Business b. Disabled Veteran Business Enterprise

Yes ☐ No ☐ Yes ☐ No ☐

If yes, enter certification number below: If yes, enter your service code below:

ATTACHMENT 2 – BID/BIDDER CERTIFICATION SHEET

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

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.

Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s Office. This information is used for checking if a corporation is in good standing and qualified to conduct business in California.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

11,12,13,14

Name, Title, Signature and Date must be completed.

If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSBCR.

ATTACHMENT 3 – BID/BIDDER REFERENCES FORM

Submission of this attachment is mandatory. Failure to complete and return this attachment with your bid will cause your bid to be rejected and deemed nonresponsive. Provide three (3) references for election services performed within the last 10 years which are similar to the scope of work to be performed in this contract. A minimum of one (1) reference from a state entity is preferred.

REFERENCE 1 - State of California entity (Preferred) Name of Firm: Email:

Street Address: City: State: Zip:

Contact Person: Telephone Number:

Dates of Services: Value or Cost of Service:

Brief Description of Service Provided:

REFERENCE 2

Street Address: City State: Zip:

Contact Person: Telephone Number:

REFERENCE 3

Street Address: City: State: Zip:

Contact Person: Telephone Number:

ATTACHMENT 4 – SUBCONTRACTOR INFORMATION

Submission of this attachment is mandatory if the contractor proposes to use a subcontractor under this agreement. Failure to return this attachment with your bid will cause your bid to be rejected and deemed nonresponsive.

Check this box if subcontractors will not be used for this contract.

Primary contractor shall list the following information for each subcontractor:

SUBCONTRACTOR 1

Name of Firm:

Street Address: City: State: Zip:

Contact Person: Telephone Number:

E-Mail:

SUBCONTRACTOR 2

Street Address: City: State: Zip:

SUBCONTRACTOR 3

Street Address: City: State: Zip:

If necessary, use a separate sheet(s), to list additional subcontractors. Subcontractors are subject to all the conditions, terms and requirements as the primary contractor under this contract.

STATE OF CALIFORNIA

DARFUR CONTRACTING ACT CERTIFICATION

DGS PD 1 (Rev. 12/19)

DEPARTMENT OF GENERAL SERVICES

PROCUREMENT DIVISION

Public Contract Code Sections 10475 -10481 applies to any company that currently or within the previous three years has had business activities or other operations outside of the United States. For such a company to bid on or submit a proposal for a State of California contract, the company must certify that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services to submit a proposal.

If your company has not, within the previous three years, had any business activities or other operations outside of the United States, you do not need to complete this form.

OPTION #1 - CERTIFICATION

If your company, within the previous three years, has had business activities or other operations outside of the United States, in order to be eligible to submit a bid or proposal, please insert your company name and Federal ID Number and complete the certification below.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that a) the prospective proposer/bidder named below is not a scrutinized company per Public Contract Code 10476; and b) I am duly authorized to legally bind the prospective proposer/bidder named below. This certification is made under the laws of the State of California.

Company/Vendor Name (Printed) Federal ID Number

By (Authorized Signature) Date

Printed Name and Title of Person Signing

OPTION #2 – WRITTEN PERMISSION FROM DGS

Pursuant to Public Contract Code Section 10477(b), the Director of the Department of General Services may permit a scrutinized company, on a case-by-case basis, to bid on or submit a proposal for a contract with a state agency for goods or services, if it is in the best interests of the state. If you are a scrutinized company that has obtained written permission from the DGS to submit a bid or proposal, complete the information below.

We are a scrutinized company as defined in Public Contract Code section 10476, but we have received written permission from the Department of General Services to submit a bid or proposal pursuant to Public Contract Code section 10477(b). A copy of the written permission from DGS is included with our bid or proposal.

Company/Vendor Name (Printed) Federal ID Number

By (Authorized Signature) Date

CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

Pursuant to Public Contract Code section 2010, if a bidder or proposer executes or renews a contract over $100,000 on or after January 1, 2017, the bidder or proposer hereby certifies compliance with the following:

1. CALIFORNIA CIVIL RIGHTS LAWS: For contracts over $100,000 executed or renewed after January 1, 2017, the contractor certifies compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960 of the Government Code); and

2. EMPLOYER DISCRIMINATORY POLICIES: For contracts over $100,000 executed or renewed after January 1, 2017, if a Contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).

CERTIFICATION

I, the official named below, certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Proposer/Bidder Firm Name (Printed)

Federal ID Number

By (Authorized Signature)

Date Executed Executed in the County and State of

ATTACHMENT 7 – CONTRACTOR RESUMES

Submission of this attachment is mandatory. Failure to complete and return this attachment with your proposal will cause your proposal to be rejected and deemed nonresponsive. The Bidder shall provide resumes for all proposed key staff assigned to the engagement with years of relevant experience and information on comparable projects completed. Submit resume(s) for all personnel who will be performing work under this contract, including all prime and subcontractors. Label resume(s) Attachment 7 and submit resume(s) with proposal package.

Resumes should serve as backup documentation, reflecting the bidder’s knowledge and experience in the relevant scope of works.

ATTACHMENT 8 – COST WORKSHEET

The Contractor must provide a competitive cost breakdown using the Cost Worksheet below. PERB is expecting the Contractor to submit their lowest rates possible. For this contract, PERB has allotted $250,000.00 for the whole duration. The Contractor shall support PERB as detailed in the Scope of Work. The number of ballots per election under this contract is uncertain.

However, most of PERB’s elections in prior years have involved fewer than 10,000 ballots, with typically anticipated ranges between 3,000 and 20,000 ballots. There is also a potential upcoming large-scale election that may involve over 400,000 ballots. Scoring for the different ballot ranges is outlined in the Cost Evaluation section of this RFP under General Information.

The bidders must submit a pricing structure for both mailed ballot elections and electronic elections of various ballot ranges that provide a sliding scale of prices, using the table below:

Cost Evaluation Table (Electronic)

Ballots Ranges Multiplier based on usage (for evaluation purposes only, not intended to indicate number of elections)

Price per Ballot (to be proposed by the bidder)

Evaluation Price per Ballot (for evaluation purposes only, to be determined by PERB multiplying the multiplier by the Price proposed by the bidder) 1 – 5,000 X4 5,001 – 10,000 X5 10,001 – 25,000 X3 25,001 – 50,000 X2 50,001 – 100,000 X2 100,001 – 250,000 X1 250,001 – 400,000 X1 400,001 + X1

Total Evaluated Cost (Electronic)

Cost Evaluation Table (Mailed)

Ballots Ranges Multiplier based on usage (for evaluation purposes only, not intended to indicate number of elections)

Price per Ballot (to be proposed by the bidder)

Evaluation Price per Ballot (for evaluation purposes only, to be determined by PERB multiplying the multiplier by the Price proposed by the bidder) 1 – 5,000 X4 5,001 – 10,000 X5 10,001 – 25,000 X3 25,001 – 50,000 X2 50,001 – 100,000 X2 100,001 – 250,000 X1 250,001 – 400,000 X1 400,001 + X1

Total Evaluated Cost (Mailed)

Total Evaluated Cost

SCOPE OF WORK

A. Background

The Public Employment Relations Board is a quasi-judicial administrative agency charged with administering the collective bargaining statutes covering employees of California’s public schools, colleges, and universities, employees of the State of California, employees of California local public agencies (cities, counties and special districts), trial court employees, trial court interpreters, supervisory employees of the Los Angeles County Metropolitan Transportation Authority, Judicial Council employees, Orange County Transportation Authority employees, Bay Area Rapid Transit District (BART) employees, Sacramento Regional Transit District employees, Santa Cruz Metropolitan Transit District employees, Santa Clara Valley Transportation Authority employees, rideshare drivers, and child care providers who participate in a state-funded early care and education program.

B. Contract Term and Budget/Cost Limitation

The term of this Agreement shall be from July 1, 2026 through June 30, 2029, and $250,000.00 with the option to amend for more time or funds as needed.

Travel and parking expenses are not included in this contract and are the responsibility of the Contractor.

C. Description of Work

Contractor’s Full Business Name (to be completed by PERB after selection), hereafter referred to as the Contractor, agrees to provide the Public Employment Relations Board (PERB) with Election Services.

The scope of work will require the Contractor, under the direction and supervision of PERB, to carry out both mailed ballot elections and electronic elections of various sizes using the contractors online election platform.

The contractor must submit a pricing structure for both mailed ballot elections and electronic elections of various ballot ranges that provide a sliding scale of prices, refer to Attachment 8 (Cost Worksheet).

D. Project Managers:

1. The Project Manager during the term of this Agreement will be:

Party: State: Public Employment Relations Board

Contractor:

Name: Joseph Eckhart, Acting General Counsel

Phone: 415-654-2227 Email: Joseph.Eckhart@perb.ca.gov

2. Direct all contract document(s) inquiries to:

Party: State: Public Employment Relations Board

Contractor:

Name: Sukhvir Singh, Contract Analyst Address: 1031 18th Street

Sacramento, CA 95811

Phone: 916-472-1765 Email: Sukhvir.Singh@perb.ca.gov

3. Either party may make changes to the Project Manager by giving written notice

(email is acceptable) to the other party. Said changes shall not require an amendment to this Agreement.

E. Objectives and Deliverables

• Establish election parameters and prepare the mailed ballots and/or online ballots

• Personalized voting process walkthrough document

• Distribution of voting credentials via email

• Reminder email(s) to those who have not yet voted

• Administration of mailed ballots and/or online voting and results

• Support helpdesk via telephone and email

• Scheduled and ad-hoc voter participation reporting

• Polling period 10-14 days (unless otherwise noted)

F. Election Responsibilities

Mailed Ballot Elections:

1. Print ballot packets, quantity specific to each election, each to include: (1) a ballot, (2) a secret ballot envelope, (3) voting instructions, and (4) a postage-paid return envelope pre-printed with the address of the PERB office to which ballots are to be returned.

PERB will create and approve the ballot packet materials in advance and provide them to the Contractor. For each ballot packet, the ballot and the voting instructions will be provided in both English and Spanish. The Contractor shall be responsible for the printing of enough copies of each ballot packet for the election.

2. Verify that each ballot packet has been compiled correctly.

3. Mail the ballot packets on the correct date to the voter list that PERB will provide on an

Excel spreadsheet, which will include the names and addresses of the eligible voters.

4. Establish a system to mail duplicate or challenged ballots when requested. Duplicate ballots are issued to eligible voters claiming to not have received or misplaced a ballot.

Challenged ballots are provided to an individual whose name does not appear on the voter list but claims to be an eligible voter. Requests for duplicate and challenged ballots will be accepted only during the dates and times specified by the Consent Election Agreement (CEA) or Directed Election Order (DEO).

The duplicate ballot system should include a process for capturing the following information for each requestor:

A. The date of the request B. The name and address of the voter C. The reason for the duplicate or challenge D. The type of ballot issued

E. The date issued F. The name or initials of the person issuing the ballot

Duplicate and challenged ballots should be mailed by the Contractor no later than 24 hours upon receipt of an e-mail request. Aside from the materials in the ballot packets, duplicate ballot packets should include PERB’s duplicate ballot declaration form, and its duplicate ballot instructions. PERB will supply the Contractor with a sample duplicate ballot declaration and instruction forms for printing. Depending on the type of ballot, both the outer envelope and the postage-paid return envelope should be labeled “CHALLENGED” or “DUPLICATE”.

At the Public Employment Relations Board, located at 1031 18th Street in Sacramento, California, process and tally the voted ballots that PERB received, time-stamped, and arranged in alphabetical order. The Contractor must review each envelope for completeness, setting aside ballots that cannot be identified (e.g., no labor or signature) and challenged ballots. The Contractor will then verify that the ballot is from an eligible voter by checking off the name from the voter eligibility list. The Contractor will then tally the votes and inform PERB of the outcome.

PERB is ultimately required to certify the results.

Electronic Elections:

1. Create an online ballot based on PERB’s specific requirements; create a unique randomly generated Personal Identification Number (PIN) for each eligible voter; email each eligible voter voting instructions that include the voting website, the voting period, organizational ID, PIN, and Contractor’s helpdesk phone number and email. PERB will approve the organizational ID, the online ballot, and voting instructions. PERB will also provide the voter list. The email messages to voters must be sent only on the specific date designated by PERB.

2. If requested, the Contractor will provide PERB with a sworn declaration attesting that Contractor will use its security protocols in conducting this election. Additionally, the declaration should assure that the Contractor’s online election platform used for this election is encrypted and secure. Further, the declaration should state that the Contractor’s online election platform ensures that each ballot being submitted is and will remain a secret ballot.

3. The online ballot must have PERB’s logo at the top. The question on the online electronic ballots will be determined by PERB at later time. Example of a possible questions includes but is not limited to: “Please select if you wish to be represented by (TBD by PERB) or if no representation is desired.” Voters will select one of two options:

“(TBD by PERB)” or “No representation.”

4. Voters will log-in to vote using an organization ID for the online elections and their PIN to the Contractor’s website. Polls dates may be changed due to operational needs, the parties’ agreement, or unforeseen events.

5. Midway through voting periods, the Contractor will email a reminder to eligible voters who have not submitted a vote to remind them to submit their vote before 5 p.m. on the deadline date. The Contractor’s will regularly report to PERB, as requested, on how many voters have voted.

6. Eligible voters who require assistance accessing the ballot, or those who have not received their PIN, can contact the Contractor’s election helpdesk via phone or email for support. The Contractor’s will establish a system to provide replacement PIN information when requested. The helpdesk will be staffed during the voting periods. During the election, any voicemails or emails received after business hours will be responded to the following business day.

7. Requests to access online voting should be handled as follows:

A) When a voter calls or emails to request a voting instruction email, organization ID, or PIN, the Contractor will verify that the voter’s name is listed on the eligible voter list.

B) If the name is listed on the eligible voter list, then the Contractor will ask the voter to provide their mailing address or phone number. If the mailing address or phone number provided by the voter matches the mailing address or phone number attached to the eligible voter’s name on the list, then proceed to step D.

C) If the mailing address or phone number does not match, but the voter’s name is listed on the eligible voter list, then proceed to step E.

D) If A and B are satisfied, then the Contractor will provide the eligible voter voting instructions, organization ID and/or PIN to the email provided by the eligible voter.

The Contractor’s shall provide PERB with the following information: (a) the date the request from the voter was made; (b) the voter’s name; (c) the voter’s mailing address or phone number; (d) reason for the call; (e) what was emailed to the voter; and (f) the name or initials of the person providing the voting information to the voter.

E) If the caller’s name is not on the list and/or if the caller’s mailing address or phone number does not match the one on the list, the caller is not an eligible voter and the Contractor will not provide them with voting instructions, organization ID and/or PIN.

Instead, the Contractor shall provide PERB with the following information: (a) the date of the request of the caller; (b) the caller’s name; (c) reason for the call; (d) phone number;

(e) email address, (f) mailing address and (g) the name or initials of the person who answered the call. PERB will contact the voter and arrange to send them a challenge ballot by mail. Challenge ballots will only be provided during the first two days of the voter period. After dates determined by PERB at a later time, the Contractor will inform callers that the Contractor will notify PERB of their request for a challenge ballot. And PERB will not mail a challenge ballot.

At the Public Employment Relations Board, when the tally of ballots takes place, a representative of the Contractor will be present virtually via Zoom to tabulate and reveal the results of the online electronic election. PERB is ultimately responsible to certify the results by counting electronic votes and any valid mailed ballot votes.

G. Roles and Responsibilities

Contractor:

• Deliver all tasks, milestones, and documentation as described.

• Follow directions provided by PERB’s General Counsel.

PERB

• General Counsel: Provides business oversight, ensures alignment with statutory obligations, and approves final deliverables.

H. Change Control

Any modification to the schedule must be documented in writing and approved by the PERB General Counsel as well as the Contractor’s authorized representative, prior to implementation.

I. Performance Standard

Compliance with statutory obligations, SAM/SIMM, and State security standards.

J. Confidentiality and Data Security

The Contractor shall adhere to all State and federal requirements for safeguarding confidential and personally identifiable information.

K. Termination:

PERB may terminate this contract/agreement with or without cause via written notice (email is acceptable) to the Contractor.

L. General Terms and Conditions (GTC 02/2025): Attached as Exhibit C

This is required State Standard Contract Language:

“INDEMNIFICATION: Contractor agrees to indemnify, defend and save harmless the State, its officers, agents and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers, and any other person, firm or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement, and from any and all claims and losses accruing or resulting to any person, firm or corporation who may be injured or damaged by Contractor in the performance of this Agreement.”

M. Data Retention and Destruction Requirements

1. Scope of Data For purposes of this Contract, “Voting Data” means all information, records, and data generated, collected, transmitted, or stored in connection with the administration of any Election Services conducted under this contract, including but not limited to:

• Voter eligibility lists provided by the Board or its designees;

• Ballot files, encrypted votes, audit logs, tally reports, and transmission metadata;

• System access credentials, encryption keys, and user activity logs; and

• Any personally identifiable information (PII) or confidential data pertaining to voters, driver-organizations, or Board personnel.

2. Data Retention

a. Retention Period:

The Contractor shall securely retain all Voting Data for a minimum of two (2) years following final certification of election results, or longer if required by:

• Government Code § 6250 et seq. (California Public Records Act),

• Government Code § 11120 et seq. (Bagley-Keene Open Meeting Act),

• any applicable state records retention schedule, or

• written notice from the Board implementing a litigation hold or preservation directive.

b. Storage and Security:

During the retention period, the Contractor shall:

• Maintain all Voting Data in encrypted form (minimum AES-256) and protected by multi-factor authentication and role-based access controls;

• Store all data within the continental United States, in compliance with Government Code § 11019.9, SAM § 5305.2, and…