C000413-050625_POST_Transcriber_IFB.pdf

California Commission on Peace Officer Standards and Training (POST)

Invitation For Bid (IFB)

POST Certified Transcriber #C000413-050625

Technical Requirements

May 16, 2025

Issued By:

STATE OF CALIFORNIA

Commission on Peace Officer Standards and Training

860 Stillwater Road, Suite 100

West Sacramento, CA 95605

Peace Officer Standards & Training Certified Transcriber

Date: May 16, 2025

Re: Notice to Prospective Proposers

You are invited to review and respond to this Invitation for Bid (IFB), beginning services are upon Department of General Services (DGS) approval, July 1, 2025, through June 30, 2026. In submitting your proposal, you must comply with the following instructions:

• Sealed bids or price quotes are submitted.

• A pass/fail determination is made for responsiveness to IFB requirements.

• The award is made to the lowest responsible bidder.

• Cost proposals are submitted in a separate sealed envelope apart from the narrative proposal.

• Following the opening and reading of cost proposals, the cost proposals are then adjusted for small business and TACPA calculations, if applicable.

• A certified small business receives an amount equal to 5 % of the lowest cost proposal submitted by a non-certified small business reduced from its cost proposal.

• All ties will be awarded by a flip of a coin.

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at https://www.dgs.ca.gov/- /media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February-2025.pdf

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. If applicable, please also review the updated Provisions for GenAI at the link above. If you do not have internet access, a hard copy can be provided by contacting the person listed below.

In the opinion of the Commission on Peace Officer Standards and Training, this IFB is complete and without need of explanation. However, if you have questions, or should you need any information clarifying the solicitation, please contact the person below:

Veronica Wogec Contracts Analyst, Administration Services Bureau Commission on Peace Officer Standards and Training

(916) 227-4885 Contracts@post.ca.gov 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:Contracts@post.ca.gov

Attachments:

• Key Action Dates

• Sample Contract, Statement of Work, and Exhibits

• Cost Sheet

• References Sheet

• Required State documents that are to be completed and returned

All Bids are due no later than May 30, 2025, at 5:00pm PDT

Email Submissions U.S. Postal Service Deliveries

Hand Deliveries UPS, FedEx, Express

Mail, Courier

Contracts@post.ca.gov California Commission on Peace Officer Standards and Training

ATTN: Veronica Wogec, Contracts Analyst

860 Stillwater Road, Suite 100

West Sacramento, CA 95605

(916) 227-4885

Same as U.S Postal Service Deliveries

Note - Any bid not submitted by the above time will be considered non-responsive and will not be considered for scoring.

VALUE EFFECTIVE EVALUATION CRITERIA

The overall responsiveness of each quote is based on the complete response from the Bidder to all IFB requirements.

The following three (3) sub-sections and criteria will be reviewed and scored by the Evaluation Team.

1. ADMINISTRATIVE REQUIREMENTS – Rated Pass/Fail Administrative requirements will be scored as Pass or Fail.

Responsiveness to the requirements listed in this IFB will be given a “Pass” (e.g., complied with requirement, completed, and returned document) or “Fail” (e.g., did not comply with requirement, did not complete or return document). Administrative requirements include, but are not limited to:

A. Cover Letter B. Bidder Declaration (GSPD-05-105) C. Small Business Certification, if applicable D. California Civil Rights Laws Certification (DGS OLS 04) E. Darfur Contracting Act Certification (DGS PD 1) F. Federal Debarment Certification Form (DGS PD 2) G. Payee Data Record (STD 204) H. TACPA Application Form (STD 830), if applicable I. Seller’s Permit Information, if applicable J. Proof of valid License, Permit, or Certification K. Contractor Certification Clause (CCC) L. Commercially Useful Function (CUF) Declaration (812C)

2. MANDATORY QUALIFICATION – Rated Pass/Fail

Only Bidders that have passed the Administrative Requirements evaluation will be evaluated on the Mandatory Qualification Selection Criteria. Bidders must complete the attached References Sheet.

Bidders may also provide experience and past performance substantiation through resumes and contracts executed with other agencies as to how the company/contractor meets the Mandatory Qualification.

A. References Sheet

3. COST WORKSHEET – Rated Pass/Fail The provided template is for reference and the bidder may produce their own cost worksheet, but all cost worksheets must include, at a minimum, the provided Cost Worksheet template, and the total cost of their bid.

A. Cost Worksheet

Small Business Preference Program

Certified small businesses or microbusinesses can claim the 5% preference when submitting a bid on a State contract. A non-small business may receive a preference of 5% if the business commits to subcontract at least 25% of its net bid price with one or more small businesses or microbusinesses. The 5% preference is used only for computation purposes, to determine the winning bidder and does not alter the amounts of the resulting contract. The value of the preference is limited to $50,000 when a contract award is based upon award to the lowest compliant bid. A contract awarded on the basis of the 5% preference is awarded to the small business, microbusiness or non-small business for the actual amount of its bid.

Award and Protest

Notice of the proposed award shall be posted in a public place in the office of the Commission on POST, 860 Stillwater Road, Suite 100, West Sacramento, CA 95605 and on the Commission on POST website at www.post.ca.gov for five (5) working days prior to awarding the agreement.

If any proposer, prior to the award of agreement, files a protest with the Commission on POST and the Department of General Services, Office of Legal Services, ATTN: Bid Protest Coordinator, 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605, Bid Protest Coordinator email address:

OLSProtests@dgs.ca.gov pursuant to Public Contract Code Section 10345, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services had decided the matter. It is suggested that you submit any protest by certified or registered mail.

Within five (5) days after filing the initial protest, the protesting proposer shall file with the Department of General Services, Office of Legal Services and the Commission on POST a detailed statement specifying the grounds for the protest.

http://www.post.ca.gov/ mailto:OLSProtests@dgs.ca.gov

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KEY ACTION DATES

The following schedule has been established for informational purposes. Efforts will be made to adhere to this plan, but the State reserves the right to adjust the dates as may be required by circumstances. All deadline times are 5:00 p.m. PDT unless otherwise noted.

Action Date/Time

1. Release of IFB May 16, 2025

2. Last day to submit questions for clarification May 23, 2025

3. Responses to proposer’s questions complete May 27, 2025

4. Submission of final proposals May 30, 2025

5. Proposal evaluation* June 2-5, 2025

6. Notification of Intent to Award* June 5, 2025

7. Last Day to appeal Intent to Award* June 13, 2025

8. Estimated Contract Execution Date* July 1, 2025

* All dates after submission of final proposals are approximate and may be adjusted as conditions indicate, without addendum to this IFB.

SCO ID: 8120-

STATE OF CALIFORNIA - DEPARTMENT OF GENERAL SERVICES

STANDARD AGREEMENT

STD 213 (Rev. 04/2020)

1. This Agreement is entered into between the Contracting Agency and the Contractor named below:

CONTRACTING AGENCY NAME

CONTRACTOR NAME

2. The term of this Agreement is:

START DATE

THROUGH END DATE

3. The maximum amount of this Agreement is:

4. The parties agree to comply with the terms and conditions of the following exhibits, which are by this reference made a part of the Agreement.

Exhibits Title Pages

Exhibit A Scope of Work

Exhibit B Budget Detail and Payment Provisions

Exhibit C * General Terms and Conditions 02/2025

Items shown with an asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached hereto.

These documents can be viewed at https://www.dgs.ca.gov/OLS/Resources

IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO.

CONTRACTOR

CONTRACTOR NAME (if other than an individual, state whether a corporation, partnership, etc.)

CONTRACTOR BUSINESS ADDRESS CITY STATE ZIP

PRINTED NAME OF PERSON SIGNING TITLE

CONTRACTOR AUTHORIZED SIGNATURE DATE SIGNED

STATE OF CALIFORNIA

CONTRACTING AGENCY NAME

CONTRACTING AGENCY ADDRESS CITY STATE ZIP

PRINTED NAME OF PERSON SIGNING TITLE

CONTRACTING AGENCY AUTHORIZED SIGNATURE DATE SIGNED

CALIFORNIA DEPARTMENT OF GENERAL SERVICES APPROVAL EXEMPTION (If Applicable)

Form Print Form http://www.dgs.ca.gov/OLS/Resources

Exhibit A

SCOPE OF WORK

Contractor agrees to provide for the Commission on Peace Officer Standards and Training (POST), with Certified Electronic Reporter and Transcriber (CERT) services during the public Advisory Committee, Commission, Commission closed session, Peace Officer Standards and Accountability Advisory Board (POSAAB), and POSAAB closed session meetings held as needed for a (12) twelve-month period commencing July 2025 and concluding June 2026.

The Project Representatives during the term of this agreement will be:

State Agency: Commission on POST Contractor:

Name/Title: Brandy Essex Name/Title:

Phone: (916) 227-2803 Phone:

Email: Brandy.Essex@post.ca.gov Email:

Direct all inquiries to:

State Agency: Commission on POST Contractor:

Contract Analyst: Veronica Wogec Attn:

Address: 860 Stillwater Rd, Suite 100 West Sacramento, CA 9560

Address:

Phone: (916) 227-4885 Phone:

Email: contracts@post.ca.gov Email:

STATEMENT OF WORK

1. Contractor agrees to an initial kick-off meeting with POST staff, within two weeks of the execution of contract, to discuss logistics and set up. Meeting date/time (TBD) will be held online or at POST headquarters.

2. Contractor agrees to arrive, set up, in place, and ready to begin 30-minutes prior to the scheduled start time of each meeting. This contract may be rescinded at any time if transcriber is unable to meet these requirements.

REQUIRED DELIVERABLES

1. The public Advisory Committee, Commission, Commission Closed Session, POSAAB, and POSAAB Closed Session are generally conducted on Tuesday, Wednesday and Thursday during the months of September, November or December, January, March, April, June, and July annually pending Holidays.

The following are the projected dates and areas for these Meetings:

July 16 - 17, 2025 POST HQ, West Sacramento

POSAAB Meeting

September 9 - 10, 2025 Tentative, Southern California

Commission/Serious Misconduct Meetings

October 8 -9, 2025 POST HQ. West Sacramento

POSAAB Meeting

December 2 - 5, 2025 POST HQ. West Sacramento

Advisory Committee/Commission/Serious Misconduct Meetings

January TBD, 2026 POST HQ, West Sacramento (1 day)

POSAAB Meeting

March TBD, 2026 POST HQ, Tentative, Southern California (3 days)

Advisory Committee/Commission/Serious Misconduct Meetings

April TBD, 2026 POST HQ, West Sacramento (1 day)

POSAAB Meeting

June TBD, 2026 POST HQ, West Sacramento (3 days)

Advisory Committee/Commission/Serious Misconduct Meetings

**Up to (5) additional meetings, TBD for POSAAB and up to (2) additional meetings for Commission only. POSAAB meetings will be held at POST Headquarters in West Sacramento with dates announced 45 days prior to the meeting. Both meetings should be scheduled for (1) day, however, unforeseen circumstances may require an extra day.

2. Routinely, the Advisory meetings are scheduled on Day One from 10:00 a.m. to 5:00 p.m., Commission meetings are scheduled on Day two from 10:00 a.m. to 5:00 p.m. If the Commission Agenda is not completed on Day Two or the Commission must review Misconduct Cases recommended by the POSAAB, the Commission Meeting will resume on Day Three from 9:00 a.m. until adjourned (usually around 2:00 p.m.) Unforeseen circumstances may require the Commission to hold an emergency meeting.

3. POSAAB meetings will be held from 9:00 a.m. to 5:00 p.m. at POST in West Sacramento.

4. The CERT services commence one-half (1/2) hour prior to the scheduled start time of each meeting and conclude at the time each meeting adjourns for the day. Such services shall include, at a minimum:

5. Transcript Preparation (Pursuant to Division 24 of Title 16 of the California Code of Regulations):

• A minimum of 25 text lines per page.

• Five (5) space indent, including exhibit listings.

• 1 ½ inch margins (a minimum of 56-character spaces per line, time-stamping no fewer than 52).

• Submit edited transcripts to the POST Contract Manager for final review, to ensure transcript credibility.

6. Transcript Production:

• **Deliver one audio copy, one certified copy, and one electronic copy of final transcript within fifteen (15) business days.

7. Transcript Confidentiality:

• Contractor shall be bound to strict confidentiality pertaining to transcripts under the terms of the resulting agreement. Violation of such confidentiality shall be subject to contract termination.

8. Transcript Ownership:

• POST will maintain ownership of any transcript prepared under the terms of the resulting agreement. Any transfer or sale of transcripts is strictly prohibited without express written permission of POST.

* Transcript Deliverables – 15 business days: One hard copy transcript and one e-mailed copy of transcript with appearance page, index, errata page, signed certificate; USB thumb drive with transcript in PDF format and digital audio recording for each meeting; (closed session confidential transcript and audio recording delivered in sealed envelope);

complimentary delivery.

#C000413-050625 Exhibit B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. Invoicing and Payment

A. The State agrees to compensate Contractor for actual expenditures based upon services satisfactorily rendered and upon receipt of undisputed invoices. Such compensation shall be in accordance with the rates specified in the Cost Proposal Worksheet, Exhibit B, Attachment I, which is attached hereto and incorporated herein.

B. If emergency meetings exceed the estimation as stated in the Cost Proposal Worksheet, it is the intent of POST to augment the resulting agreement by formal amendment.

C. The Contractor shall submit invoices to the California Commission on POST within thirty

(30) days of completing deliverable(s). Invoices shall set forth in detail the services performed under this proposal. Full payment for services rendered shall be made within thirty (30) days after presentation of an invoice to the California Commission on POST.

D. Upon completion of each presentation, the Contractor agrees to submit a detailed invoice in duplicate with the following information before payment will be authorized:

• Agreement Number

• Title of Agreement

• Date(s) of Service

• Detailed line item of each service provided

Invoices not containing the above bulleted information will be disputed and payment will be held until complete information and/or documentation is submitted. The Contractor shall submit invoices not more frequently than monthly in arrears to the address provided below before the 15th of the upcoming month:

invoicereceived@post.ca.gov

Commission on POST Accounting Section

860 Stillwater Road, Suite 100 West Sacramento, CA 95605-1630 mailto:invoicereceived@post.ca.gov

#C000413-050625

1. Budget Contingency Clause

A. It is mutually agreed that if the California Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

B. If funding for any fiscal year is reduced or deleted by the California Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State or offer an agreement amendment to Contractor to reflect the reduced amount.

2. Prompt Payment Clause

Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.

Exhibit D

SPECIAL TERMS AND CONDITIONS

1. SETTLEMENT OF DISPUTES: Except as otherwise provided in this Agreement, any dispute concerning a question of fact arising under this Agreement which is not disposed of by compromise shall be decided by POST, who shall produce its decision notification decision in writing and mail or otherwise furnish a copy thereof to the Contractor. The Contractor shall have fifteen (15) calendar days after receipt of such a decision to submit a written protest to POST specifying in detail in what particulars the Agreement requirements were exceeded. If the Contractor fails to submit such a protest within the period specified above shall constitute a waiver of any and all rights to adjustment in the Agreement terms and POST's decision shall be final and conclusive. Pending POST final decision of a dispute hereunder, the Contractor shall proceed diligently with the performance of this Agreement.

2. AMENDMENTS: This Agreement may be amended for time, scope, increase or decrease of funds by mutual written consent.

3. TERMINATION CLAUSE: For contracts involving the presentation of POST courses, POST reserves the right to require the Contractor to discontinue the use of any particular Instructor, Facilitator, Auditor, Volunteer, or approved subcontractor under this Agreement (a) at any time, with or without cause, by delivering thirty day written notice to the Contractor; or (b) immediately, with cause, which for purposes hereof means such Instructor, Facilitator, Auditor, Volunteer, or approved subcontractor has allegedly engaged in conduct POST deems to be inappropriate, unprofessional, illegal, immoral, deceptive or fraudulent, as determined by POST in its sole discretion. The Contractor shall provide timely evidence to POST of its compliance with this paragraph. Failure to comply may result in the decertification of the Contractor's presentation.

4. CONTRACTOR EVALUATION (if applicable): In accordance with provisions of the Public Contract Code, PCC § 10367, 10369 and 10370, the Contractor's performance under this Agreement will be evaluated. The evaluation will be prepared by POST within 60 days after completion of the Agreement.

5. TRAVEL (if applicable): Travel expenses and per diem related to the services provided under this Agreement are subject to prior approval by the POST representative and shall not exceed the rates paid to State non-represented/excluded employees.

Rate information may be viewed at http://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx.

6. SUBCONTRACTING (if applicable): The Contractor is expected to perform the services contemplated with the resources available within its own organization.

Subcontracting of work pertinent to this Agreement shall be upon prior written consent by POST and subject to the permissive conditions set forth in the State Contracting Manual Section 3.06.

http://www.calhr.ca.gov/employees/pages/travel-reimbursements.aspx

Based on “reasonable effort” to the best of its ability, the Contractor warrants, represents and agrees that it and its subcontractors, employees and representatives will, at all times when performing services under this Agreement (a) comply with all applicable local, city, county, state and federal laws, codes, statutes, ordinances, rules, and regulations; and (b) fulfill student course expectations.

The Contractor shall notify POST in writing immediately upon termination of any such subcontract(s).

THIS FEE SCHEDULE IS FOR THE FISCAL YEAR 2025-2026

Commission on Peace Officer Standards and Training

Certified Shorthand Reporting Services/Electronic Reporter and Transcription Cost Quote/Worksheet

Cost Quote Sheet Covering Advisory Committee Meetings, Commission Meetings, Commission Serious Misconduct Meetings, and PEACE OFFER STANDARDS

ACCOUNTABILITY ADVISORY BOARD (POSAAB), and Closed Sessions as needed.

FY 25/26 TENTATIVE MEETING DATES AND LOCATIONS

July 16 - 17, 2025 POST HQ, West Sacramento

POSAAB Meeting

September 9 - 10, 2025 Tentative, Southern California

Commission/Serious Misconduct Meetings

October 8 - 9, 2025 POST HQ. West Sacramento

POSAAB Meeting

December 2 - 4, 2025 POST HQ. West Sacramento

Advisory Committee/Commission/Serious Misconduct Meetings

January TBD, 2026 POST HQ, West Sacramento (1 day)

POSAAB Meeting

March TBD, 2026 POST HQ, Tentative, Southern California (3 days)

Advisory Committee/Commission/Serious Misconduct Meetings

April TBD, 2026 POST HQ, West Sacramento (1 day)

POSAAB Meeting

June TBD, 2026 POST HQ, West Sacramento (3 days)

Advisory Committee/Commission/Serious Misconduct Meetings

**Up to (5) additional meetings, TBD for POSAAB and up to (2) additional meetings for Commission only. POSAAB meetings will be held at POST Headquarters in West Sacramento with dates announced 45 days prior to the meeting. Both meetings should be scheduled for (1) day, however, unforeseen circumstances may require an extra day.

APPEARANCE FEE DAY 1

(ADVISORY COMMITTEE MEETING)

Flat fee for preparation, set-up equipment, reporting, tear-down equipment Meeting time approx. 10:00 am – 5:00 pm

Additional time after 5:00 p.m.: $/hr. $

TOTAL APPEARANCE DAY 1 $

APPEARANCE FEE DAY 2

(COMMISSION MEETING/ SERIOUS MISCONDUCT, IF APPLICABLE)

Flat fee for preparation, set-up equipment, reporting, tear-down equipment Meeting time approx. 10:00 am - 5:00 pm

Additional time: $/hr. $

TOTAL APPEARANCE DAY 2 $

APPEARANCE FEE DAY 3

(COMMISSION SERIOUS MISCONDUCT)

Flat fee for preparation, set-up equipment, reporting, tear-down equipment Meeting time approx. 9:00 am – until adjourned (usually around 2:00 p.m.)

Additional time after 5:00 p.m.: $/hr. $

TOTAL APPEARANCE DAY 3 $

TOTAL TRANSCRIPT PAGES

(Advisory Committee, Commission and Serious Misconduct meetings) $/pg. (estimate 350 pages)

TOTAL ESTIMATE FOR 1 DAY MEETING ONLY (POSAAB

MEETING Open and Closed sessions) Meeting time approx.. 9:00 am – 5:00 pm *45 Day Notice for meeting date to be announced.

TRAVEL PACKAGE TO SOUTHERN CALIFORNIA

Airfare, rental car, 2 nights’ lodging, travel time, additional set-up time, meals, parking fees, etc.

EXTRA MEETING COST: If an extra meeting is to be scheduled, we will use the 1-day meeting cost. If a meeting occurs in Southern California travel cost will be included.

* Transcript Deliverables – 15 business days: One hard copy transcript and one e-mailed copy of transcript with appearance page, index, errata page, signed certificate; USB thumb drive with transcript in PDF format and digital audio recording for each meeting; (closed session confidential transcript and audio recording delivered in sealed envelope);

complementary delivery.

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EXPERIENCE/PAST PERFORMANCE (REFERENCES)

Submission of this attachment is mandatory. Failure to complete and return this form with your bid will cause your bid to be rejected and deemed non-responsive.

1. List all references where similar types of services were performed within the last three (3) years.

Use additional sheets for complete narrative of services provided. If three references cannot be provided, please explain why on an attached sheet of paper.

REFERENCE 1

City State Zip Code Telephone Number

Name of Firm Street Address Contact Person Dates of Service Value or Cost of Service Brief Description of Service Provided

REFERENCE 2

Name of Firm

Street Address City State Zip Code Contact Person Telephone Number Dates of Service Value or Cost of Service Brief Description of Service Provided

REFERENCE 3

Name of Firm

Street Address City State Zip Code Contact Person Telephone Number Dates of Service Value or Cost of Service Brief Description of Service Provided