C5613042-D_Transcription_Services.pdf

California Department of Corrections and Rehabilitation

Division of Administrative Services Office of Business Services Contracts Management Branch

INVITATION

FOR BID

Updated: February 2025

IFB Page 1 of 77

STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS AND REHABILITATION

CONTRACTS MANAGEMENT BRANCH

8/20/2025

INVITATION FOR BID (IFB)

NOTICE TO PROSPECTIVE BIDDERS

Transcription Services

BID NUMBER C5613042-D

RETURN BID TO: CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov Please see Bid Submittal instructions for CDCR’s new electronic bid submittal process.

You are invited to review and respond to this IFB C5613042-D, titled Transcription Services Contract. In submitting your bid, you shall comply with the instructions found herein. In addition to those programs and preferences that are specified in this solicitation, Prospective Contractors are encouraged to consider programs and preferences that are available, such as those for the use of small businesses, disadvantaged businesses, disabled veteran businesses, and other businesses covered by State and Federal programs and preferences.

As required by Government Code 14838, the California Department of Corrections and Rehabilitation (CDCR) is required to meet the State’s twenty-five percent (25%) Small Business (SB) participation requirement. Certified SBs and micro-businesses (MB) are encouraged to submit bids. See Small Business Preference Program Section, in this IFB for requirements.

The designated contact person for this IFB is:

Contract Analyst: David Kukesh California Department of Corrections and Rehabilitation Email address: David.Kukesh@CDCR.ca.gov Phone: (279) 210 - 3773

Please note that no verbal information given will be binding upon CDCR unless such information is issued in writing as an official addendum.

Technical questions regarding this solicitation will be addressed in writing and accordance with the Questions and Answers portion of this IFB. See Letters of Inquiry Section for more details.

Sincerely, David Kukesh

David Kukesh Contract Analyst

IFB Page 2 of 77 mailto:CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov mailto:David.Kukesh@CDCR.ca.gov

BID PACKAGE OVERVIEW…………………………………………………………………………………………………………….- 4 -

PROJECTED TIMETABLE .................................................................................................................... - 5 -

FUNDING ........................................................................................................................................... - 5 -

BIDDER QUALIFICATIONS AND LICENSING REQUIREMENTS ............................................................ - 5 -

PROHIBITION ON TAX DELINQUENTS ............................................................................................... - 5 -

BIDDER RESPONSIBILITIES & THE BID PACKAGE ............................................................................... - 5 -

BID SUBMITTAL ................................................................................................................................. - 6 -

LETTERS OF INQUIRY ........................................................................................................................ - 7 -

PUBLIC BID OPENING ........................................................................................................................ - 8 -

EXECUTIVE ORDER N-6-22 – RUSSIAN SANCTIONS .......................................................................... - 8 -

GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE ......................................................... - 8 -

BASIS FOR AWARD ............................................................................................................................ - 9 -

PROTEST AWARD .............................................................................................................................. - 9 -

AGREEMENT EXECUTION ................................................................................................................- 10 -

EXTENSION OF TERM ......................................................................................................................- 10 -

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM .....................................................- 10 -

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE .....................................................- 10 -

SMALL BUSINESS PREFERENCE PROGRAM .....................................................................................- 11 -

NON-SMALL BUSINESS PREFERENCE REQUEST ..............................................................................- 12 -

NONPROFIT VETERAN SERVICE AGENCY (NVSA) SMALL BUSINESS PREFERENCE ..........................- 12 -

IDENTIFICATION OF CONTRACTORS, SUBCONTRACTORS, CONSULTANTS: SMALL/MICRO BUSINESS

AND DVBES .....................................................................................................................................- 13 -

BIDDER PROVIDING FACILITY(IES) ..................................................................................................- 13 -

Table of Contents

IFB Page 3 of 77

BID PACKAGE OVERVIEW

This IFB package contains the following documents (except as otherwise indicated).

Please note that you must comply with the requirements contained in all documents.

• Bid Submittal Checklist

• Bidder Acknowledgment/Certification (OBS 300)

• Sample Standard Agreement (STD 213)

• Scope of Work (Exhibit A)

• List of Institution Locations (Exhibit A-1)

• Budget Details and Payment Provisions (Exhibit B)

• Rate Sheet (Exhibit B-1)

• General Terms and Conditions (Exhibit C) This document is incorporated in this bid package by reference only and is available on the Internet at Standard Contract Language for Non-IT Services - GTC 02/2025.

• Special Terms and Conditions (Exhibit D)

• CDCR 2301 PREA Policy Information for Volunteers and Contractors (Exhibit E)

• Job Order Form (Attachment 1)

• Contractor Certification Clauses (CCC)

• Payee Data Record (STD 204)

• Darfur Contracting Act (OBS 1500)

• Iran Contracting Act (OBS 1502

• California Civil Rights Laws Certification (OBS 1510)

• GenAI Reporting and Factsheet (OBS 1000)

• Sample Certificate of Insurance

• Bidder Declaration (GSPD-05-105)

• Non-Small Business Preference Request and Subcontractor Acknowledgement (OBS 555)

• DVBE Declarations (DGS PD 843)

• California DVBE Bid Incentive Instructions

• DVBE Bid Incentive Request and Acknowledgement (OBS 554)

IFB Page 4 of 77 https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

Invitation for Bid Contract Bid Number C5613042-D

PROJECTED TIMETABLE

The following dates are set forth for informational and planning purposes only and are subject to change.

IFB Available to Prospective Bidders August 20, 2025

Letters of Inquiry Submission Date September 3, 2025

Submission of Bid September 29, 2025 by 11:00 AM

Public Bid Opening September 30 at 2:00 PM

Anticipated Date for Commencement of Services

January 1, 2026

Term End Date of Agreement December 31, 2028

FUNDING

The State’s estimate for this Agreement is $3,000,000.00.

BIDDER QUALIFICATIONS AND LICENSING REQUIREMENTS

Bidder qualifications and licensing requirements (if any) are specified below and/or in Exhibit A. Unless otherwise stated, the bidder shall meet all qualifications and licensing requirements at the time of the bid opening.

PROHIBITION ON TAX DELINQUENTS

Persons or companies identified as the largest tax delinquents by the Franchise Tax Board (FTB) or the Board of Equalization (BOE) 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.

(b) This section shall apply to any contract executed on or after July 1, 2012.

BIDDER RESPONSIBILITIES & THE BID PACKAGE

Bidders are solely responsible for understanding the scope of work and all requirements, terms, conditions, evaluation criteria, etc., before submitting a bid. If the language is unclear or ambiguous, it is the bidder’s responsibility to request clarification or assistance before submitting a bid. Please note that no verbal information will be binding upon the State unless the State issues such information in writing as an official addendum. If the IFB is modified prior to the final bid submission date, the State will issue an addendum to all bidders that received a bid package.

Bidder shall provide rate(s) on Rate Sheet (Exhibit B-1). Bidder shall set forth rates in clear, legible figures in the spaces provided in Exhibit B-1. Failure to provide the required rates shall be cause for rejection of your bid.

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NOTE:

1. Any quantities listed on Exhibit B-1 are CDCR’s estimates only and are offered as a basis for the comparison of bids. The State does not expressly or by implication agree that the actual amount of work will correspond therewith and reserves the right to omit portions of the work as may be deemed necessary or advisable by the State.

2. In the case of a discrepancy between the Unit Price (e.g., Hourly Rate, Cost per Service) and Item

Total (e.g., Hourly Rate x Hours Worked = Item Total), the Unit Price shall prevail. However, if the Unit Price figure is ambiguous, illegible, uncertain, or is omitted, the Item Total shall be divided by the estimated usage (e.g., Hours Worked) to determine the Unit Price. In the case of a discrepancy between the Basis of Award and the sum of the Item Totals, the sum of the Item Totals shall prevail.

3. The amount of the total bid will be rounded up to the nearest whole dollar when the Agreement documents resulting from this bid are prepared.

All required documents listed in the Bid Submittal Checklist must be included within the bid package. No bid will be considered unless it is submitted with the CDCR Bidder Acknowledgement/Certification form (OBS 300) and Exhibit B-1 Rate Sheet and is in conformance with the submission requirements of this IFB. Additionally, a signed copy of all pages of the Contractor Certification Clause (CCC) must be submitted to CDCR with the completed bid package. The State reserves the right to request clarification of any documents included with this bid.

The bid must be for the entire activity described herein. The State does not accept alternate contract language from a prospective Contractor. A bid with such language will be considered a counter proposal and will be rejected. Additionally, bids may be rejected if the bid proposal shows any alterations of form, additions not called for, a conditioned or incomplete bid, or erasures and/or irregularities of any kind. Any bid amounts changed after the amounts are originally inserted MUST be initialed through DocuSign by the bidder.

Failure to submit required documentation may result in the rejection of your bid.

BID SUBMITTAL

Bids must be submitted electronically, with all necessary bid submission documents in a clear, legible Portable Document Format (PDF), the documents are fully responsive and lack any deficiency, to CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov no later than the time and date specified in the Projected Timetable. Any bid received in any other manner will NOT be considered. Bid submission time will be recorded using the electronic time stamp associated with receipt of the email submission. CDCR will provide an automated email response confirming receipt of each submission received showing the date and time the submission was received. If a confirmation receipt is not received, please contact CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov to confirm your bid was received. Confirmation receipt is not a representation by CDCR that the submitted bid is responsive and complete.

Any electronic bid received after the Submission of Bid date and time specified in the Projected Timetable will NOT be considered. Bidders are ultimately responsible for ensuring timely receipt of their bid. It is recommended that Bidders submit bids at least one (1) hour in advance of the bid submission deadline to allow for confirmation of bid submission.

Bid submissions with attached PDF documents in excess of forty (40) Megabytes in size risk being undeliverable. The State’s mail server may automatically reject excessively large emails. Bidder may submit multiple emails if file size exceeds forty (40) Megabytes. Multiple emails should be identified as follows: 1 of 3, 2 of 3, 3 of 3, etc. Links to files stored on the internet (e.g., Google Drive, Dropbox) in lieu of attachments are not acceptable, and any documents stored at such links will not be reviewed.

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The subject line of the electronic bid must be titled:

BID FOR C5613042-D- Transcription Services.

Bids that are not properly marked may be disregarded. Please see example below for further assistance.

The body of the email of the electronic bid must only contain the following:

DO NOT OPEN

BID NUMBER: C5613042-D

ATTENTION: David Kukesh

COMPANY NAME:

(See Sample Below)

In submitting a bid, the bidder accepts the terms and conditions expressed herein. Costs incurred for developing bids and in anticipation of award of the Agreement are the responsibility of the bidder and shall not be charged to the State.

Only an individual who is legally authorized to bind the proposing firm contractually shall sign all documents requiring a signature, and each document must bear one of the following DocuSign, or Adobe Acrobat Sign signature, or a scanned document of an original ink signature. An unsigned bid may be rejected.

A bidder may modify a bid after its submission by withdrawing the original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered. A bid may be withdrawn from consideration by submitting a written withdrawal request to CDCR via email to CDCR-CMB-Non-IT-Service-Bids@cdcr.ca.gov, signed by the bidder or an authorized agent. Bids will not be opened until the Public Bid Open date and time. Once opened by the State, the submitted bid is binding and may not be withdrawn without cause.

All documents submitted in response to this IFB will become the property of the State 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.

LETTERS OF INQUIRY

The purpose of these letters is to provide bidders the opportunity to ask questions and/or provide feedback to CDCR on the specifics of the IFB and/or DVBE requirements. While some input may be incorporated into the IFB, remarks and explanations submitted may not necessarily change provisions of the IFB. Any modifications to the IFB as a result of these inquiries will be documented by an addendum and forwarded to all bidders.

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Any letters of inquiry must be submitted by email to allow CDCR time to research and prepare a response.

Submit your letter of inquiry by the date specified in the Projected Timetable Section of this IFB directly to David Kukesh, Contracts Management Branch, by E-mail: David.Kukesh@CDCR.ca.gov.

Inquiries received after this date will only be addressed at CDCR’s discretion.

PUBLIC BID OPENING

All bids received by the due date and time will be opened and read at a virtual public bid opening. Bids will be opened publicly over conference-call utilizing the call-in number below. The time of the public bid opening will be as outlined in the Projected Timetable.

Call-In Number: 1-916-701-9994 Passcode: 340347063#

At the time of the public bid opening, the dollar amount of each bid, claimed preference, and the name of each company bidding shall be read. The contract award is subject to a complete review of the entire bid proposal for compliance and adherence to the IFB requirements, verification of all calculations and claimed preferences, and compliance with DVBE Mandatory participation requirements, if applicable.

Final results may change as a result of formal bid evaluation.

Bid opening will be audio only with no opportunity for questions and answers.

Bid Results can also be requested by contacting the contract analyst listed in this solicitation following the public bid opening.

EXECUTIVE ORDER N-6-22 – RUSSIAN 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, Contractor represents that it is not a target of Economic Sanctions. Should the State determine 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.

GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

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.

Bidder / Offeror 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 its right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

IFB Page 8 of 77 mailto:David.Kukesh@CDCR.ca.gov

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.

BASIS FOR AWARD

The award of an Agreement, if it is to be awarded, will be made to the lowest responsible bidder whose bid complies with all requirements prescribed herein. In the event a bidder submits more than one (1) bid for the same institution/service under this bid process, the State shall select the lowest bid and reject all other bids from this bidder.

In the event of tie bids, except as provided in Government Code §14838(f), CDCR reserves the right to determine the bidder entitled to the contract award based on the percent of discount specified in Exhibit B-1, if applicable. If not applicable or if there is a discount tie, a coin toss or lot drawing will be used to determine the bidder entitled to the contract award. The coin toss or lot drawing will be officially witnessed, and all affected bidders will be advised of the tiebreaker method and invited to attend.

The State is not required to award an Agreement and reserves the right to reject any and all bids and to waive any immaterial deviations in the bid. The State’s waiver of an immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the Agreement.

PROTEST AWARD

Information regarding the protest of an award may be found by going to State Contracting Manual - Volume 1, under Chapter 6: Contract Award Protests.

A protest to this bid must adhere to Public Contract Code (PCC) Section 10345.

The envelope or email subject line containing the written protest must clearly state:

"Protest Concerning IFB Number C5613042-D for the California Department of Corrections and Rehabilitation".

Protests MUST be filed with:

ORIGINAL COPY

EMAIL OR MAIL DELIVERY

Email: OLSProtests@dgs.ca.gov

Department of General Services Office of Legal Services Attn: Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605

EMAIL OR MAIL DELIVERY

E-mail: m_CDCR-OBS-Protest-Mailbox@cdcr.ca.gov

Department of Corrections and Rehabilitation Office of Business Services Contracts Management Branch 9838 Old Placerville Road, Suite B-2 Sacramento, CA 95827

IFB Page 9 of 77 https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/State-Contracting https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/SCM-VI---04-2022-Update/SCM-Volume-1-rev-04-2022---Chapter-6.pdf?la=en&hash=33EED4E1173B84AE93CFDD3D3268B13618EA189F mailto:OLSProtests@dgs.ca.gov mailto:m_CDCR-OBS-Protest-Mailbox@cdcr.ca.gov

AGREEMENT EXECUTION

The Agreement will be executed only upon the State's acceptance of the Contractor's certificates of insurance, bonds, licenses, and permits, when such items are required. Should the Contractor fail to commence work at the agreed-upon date and time, the State, upon five (5) days written notice to the Contractor, reserves the right to terminate the Agreement.

The successful bidder shall enter into an Agreement with the State, which will be prepared on a State of California Standard Agreement (STD 213 form, sample attached) and shall include from this IFB Exhibits A, A-1, B, B-1, D, E and Attachment 1.

This Agreement will not include a copy of the Exhibit C, General Terms and Conditions for Private Contractors, which is incorporated into the Agreement by reference only on the STD 213. Exhibit C may be downloaded from the Internet at Standard Contract Language for Non - IT Services.

After award, the Standard Agreement will be forwarded to the Contractor for signature via DocuSign.

Upon receipt, the Contractor must sign the Agreement and return the Agreement with any required documentation in accordance with the time frame specified in the transmittal letter. In the event the State has not received the signed Agreement and the required documentation within the specified time frame, the award may be rescinded and awarded to the next lowest responsible bidder.

This Agreement is not valid unless and until approved by the Department of General Services, or, under its authority CDCR. The State has no legal obligation unless and until the Agreement is approved. Any work commenced by the Contractor prior to approval may be considered voluntary and the Contractor may have to pursue claim for payment by filing with the DGS Government Claims Program. When the Agreement is fully approved, a copy will be forwarded to you.

EXTENSION OF TERM

This Agreement may not be amended to extend the term except where necessary to complete performance of the original agreement and not to provide for additional services.

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PROGRAM

This IFB is exempt from the DVBE requirement. However, the State is committed to achieving legislatively established goals for the participation of DVBEs in all state contracting and seeks to use certified DVBE business whenever possible. Therefore, the State requests your voluntary participation in reporting any certified DVBEs, including yourself, that will be used in the performance of this

DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

CDCR is committed to meeting and exceeding the three percent (3%) goal for Disabled Veteran Business Enterprise (DVBE) participation in State contracting activities, set forth in Military and Veterans Code

999. The DVBE Incentive Program applies to all contracting activities for services. The DVBE incentive is applied during the evaluation process and is only applied to responsive bids from responsible bidders proposing DVBE participation. This incentive is for bid computation only.

To be eligible for the DVBE incentive, the business must:

1. Complete DVBE Incentive Request and Subcontractor Acknowledgement form (OBS 554) and submit with bid proposal.

2. Have a completed DVBE application on file with DGS, OSDS by 5:00 p.m. on the date bids are due.

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For certification and preference approval process information, contact the OSDS by telephone at (916)

375-4940 or access the OSDS Internet website at Apply for or Re-Apply for Certification as a Small Business and/or Disabled Veteran Business Enterprise.

Award Based on Low Price

The incentive shall be equal to a bidder’s DVBE participation level (rounded to the nearest two decimal places).

DVBE PARTICIPATION LEVEL INCENTIVE APPLIED

1.0 - 1.99% 1%

2.0 UP TO 2.99% 2%

3.0 UP TO 3.99% 3%

4.0 UP TO 4.99% 4%

5.0 UP TO 5.99% 5%

1. The incentive is subject to a minimum of one percent (1%) and a maximum of five percent (5%) and will not exceed $500,000. Bids with DVBE participation of more than five percent (5%) will be calculated with a five percent (5%) incentive.

2. Bidders with DVBE participation of less than the required percentage listed in the solicitation will be deemed non-responsive and eliminated from any further participation.

3. The Small Business Preference (five percent (5%) up to $50,000) may be combined with the DVBE incentive but will not exceed a combined total of $500,000.

4. The DVBE incentive is computed from the lowest responsive and responsible bid price.

SMALL BUSINESS PREFERENCE PROGRAM

Current law requires state departments to support the success of small businesses, including microbusinesses, in participation in contracting opportunities. CDCR is committed to supporting Small/Micro Business participation in state contracting and seeks to contract with certified Small/Micro Businesses whenever possible.

A Small/Micro Business enterprise is defined as a business certified by the Department of General Services (DGS), Office of Small Business and Disabled Veteran Business Enterprise Certification Services (OSDS) in which:

1. The principal office is located in California;

2. The officers are domiciled in California;

3. The business is independently owned and operated;

4. The business, with any affiliates, is not dominant in its field of operation; and

a. For Small Business, either:

(1) The business, together with any affiliates, has one hundred (100) or fewer employees and averaged annual gross receipts of $16,000,000 or less over the previous three years, or

(2) The business is a manufacturer with one hundred (100) or fewer employees;

b. For Micro Business, either:

(1) The business, together with any affiliates, has twenty-five (25) or fewer employees and averaged annual gross receipts of $5,000,000 or less over the previous three years, or

(2) The business is a manufacturer with twenty-five (25) or fewer employees.

Section 14835, et seq., of the California Government Code requires that a five percent (5%) preference be given to bidders who certify as a Small/Micro Business enterprise. The rules and regulations of this

IFB Page 11 of 77 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/Services/Page-Content/Procurement-Division-Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise law are contained in Title 2, California Code of Regulations, Section 1896, et seq. A copy of the regulation is available upon request.

To claim the Small/Micro Business preference, which may not exceed $50,000 for any bid, your firm must:

1. Have a completed application (including proof of annual receipts) on file with the DGS, OSDS, by

5:00 p.m. on the date bids are due, and

2. Receipt of documents verified by such office.

Therefore, if you are a Small/Micro Business, but are not certified, it is to your advantage to become certified. For certification and preference approval process information, contact the OSDS by telephone at (916) 375-4940 or access the OSDS Internet website at Apply for or Re-Apply for Certification as a Small Business and/or Disabled Veteran Business Enterprise.

NON-SMALL BUSINESS PREFERENCE REQUEST

Pursuant to Title 2, CCR Section § 1896, et seq., and GC Section § 14838, et seq., a bid preference of five percent (5%) is available to a responsive non-small business claiming no less than twenty-five percent (25%), Small Business/Micro Business (SB/MB) subcontractor participation with one or more SB/MB enterprises. This preference is considered only if the tentative low bidder is not a certified SB/MB.

In granting the Non-Small Business Preference, no bid price will be reduced by more than $50,000. This preference cost adjustment is for bid evaluation purposes only and does not alter the actual cost offered by the bidder.

A non-small business is defined as a responsive/responsible bidder that is not certified by the DGS OSDS as a SB/MB enterprise.

To be eligible for the non-small business preference, the business prime vendor must complete and submit the Non-Small Business Preference Request and Subcontractor Acknowledgement form (OBS

555) with their bid proposal.

NONPROFIT VETERAN SERVICE AGENCY (NVSA) SMALL BUSINESS

PREFERENCE

Pursuant to Military and Veteran Code Section 999.50 et seq., Nonprofit Veteran Service Agencies (NVSAs) claiming Small/Micro Business preference and verified as such in the relevant category or business type, will be granted a preference of five percent (5%) of the lowest responsive bid, if the lowest responsive bid is submitted by a bidder not certified as a Small/Micro Business.

In granting Small/Micro Business preference to NVSAs, no bid will be reduced by more than $50,000.

The preference cost adjustment is for computation purposes only and does not alter the actual cost offered by the bidder.

To be eligible for the NVSA Small/Micro Business Preference, the business concern must:

1. request preference at the time of bid submission, and

2. must possess a valid certification prior to bid submission.

An SB/NVSA is not subject to the same standards as other certified Small/Micro businesses. SB/NVSA standards are identified in Military and Veterans Code Section 999.51(a) (3).

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IDENTIFICATION OF CONTRACTORS, SUBCONTRACTORS, CONSULTANTS:

SMALL/MICRO BUSINESS AND DVBES

CDCR must identify all contractors, subcontractors, and consultants who will provide labor or render services in the performance of this Agreement and further identify whether any of the listed subcontractors and consultants are a certified Small/Micro business, or a certified DVBE. Therefore, the bidder must complete a Bidder Declaration (GSPD-05-105). If any changes occur in the submitted original GSPD-05-105, the Contractor shall notify the Office of Business Services (OBS), in writing within ten (10) working days of those changes, including any changes to Small/Micro business or DVBE status.

CDCR asks that you encourage any subcontractor(s) and/or consultant(s) not currently certified as a Small/Micro business or DVBE that may meet the certification requirements specified herein to become certified through the DGS, OSDS. Please provide those subcontractor(s)/consultant(s) the OSDS contact and certification information provided above.

If you are a certified Small/Micro business enterprise and fail to complete the Prime Contractor information of the CDCR Bidder Acknowledgement/Certification form (OBS 300), your business shall be classified as a large business, which will preclude your bid from receiving the five percent (5%) Small/Micro business preference and can cause incorrect reporting of Small/Micro business and large business participation by CDCR.

If you are a certified DVBE and fail to specify that information on the CDCR Bidder Acknowledgement/Certification form, (OBS 300) your business shall be classified as a large business, which will preclude your bid from receiving any range of the DVBE incentive and cause incorrect reporting of DVBE participation by CDCR.

BIDDER PROVIDING FACILITY(IES)

Bidders providing facility(ies) for their services must specify the complete address(es) of the facility(ies) where the services will be performed in the appropriate section on the Bidder Acknowledgement/Certification form (OBS 300) in the spaces provided.

The bidder hereby authorizes the State to insert the bidder’s facility(ies) as listed in the CDCR Bidder Acknowledgement/Certification form (OBS 300) into the contract Exhibit A Scope of Work.

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BID SUBMITTAL CHECKLIST

TRANSCRIPTION SERVICES

IFB NUMBER C5613042-D

Use this checklist to ensure that the documents identified below are included in your company’s bid package. Place a check mark or “X” next to each document being submitted to the State. Failure to submit these documents may be cause for rejection of your bid. This checklist should also be returned with your bid.

A complete bid package will consist of ALL of the documents identified below.

NOTE TO BIDDER: The company name identified on all documents submitted to the State (e.g., licenses, permits, certifications) must be identical to the company name written on the Bidder Acknowledgement/Certification (OBS 300). Failure to comply may cause delays in the award or result in the rejection of your bid.

_____ Bid Submittal Checklist (this checklist)

_____ Bidder Acknowledgement/Certification (OBS 300)

_____ Rate Sheet (Exhibit B-1) For the bidder’s convenience, Exhibit B-1 is an Excel spreadsheet file. The spreadsheet is password protected and cannot be altered, except where highlighted. The bidder will enter amounts into each of the highlighted cells.

_____ Copy of valid California city or county business license (if applicable) or, if a corporation located within the State of California, incorporation documents or letter from the Secretary of State or, if not a California business, an affidavit that business is in good standing with the state, province, or country in which business is headquartered.

_____ Contractor Certification Clauses (CCC 04/2017)

_____ Payee Data Record (STD 204)

_____ Payee Data Record Supplement (STD 205)

_____ Supplemental Vendor Payee Data Record Form

_____ Darfur Contracting Act (OBS 1500)

_____ Iran Contracting Act (OBS 1502)

_____ California Civil Rights Laws Certification (OBS 1510)

_____ GenAI Disclosure & Factsheet (OBS 1000)

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IFB Number C5613042-D Bid Submittal Checklist

_____ GSPD-05-105 Bidder Declaration

_____ Non-Small Business Preference Request and Subcontractor Acknowledgement (OBS 555)

(If Applicable)

_____ DVBE Declarations (STD 843) (If Applicable)

_____ DVBE Bid Incentive Request and Acknowledgement (OBS 554) (If Applicable)

NOTE TO BIDDER: In addition to the above, the Contractor shall furnish the documents/materials identified below at the time of award and/or upon request by CDCR.

_____ Certificate of Insurance (Commercial General, Auto, and Non-Medical Professional Liability)

_____ Workers Compensation Insurance

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Bidder Acknowledgement/Certification (OBS 300) IFB Number C5613042-D

The bidder hereby agrees to provide all labor, materials, supplies, licenses, permits, equipment and transportation necessary to perform all services required for the foregoing titled work in accordance with the Scope of Work, all Terms and Conditions, Disabled Veteran Business Enterprise (DVBE) requirements, if applicable, and such addenda thereto as may be issued before the public bid opening date, at the rates set forth by the bidder in Exhibit B-1, Rate Sheet. Exhibit B-1 Rate Sheet must be submitted with this Bidder Acknowledgement/Certification form.

Exhibit B-1 Rate Sheet shall remain in force for the stated term of this Agreement and shall include every item of expense, direct and indirect, including any taxes incidental to the specified rates.

By virtue of submitting this bid, the undersigned is accepting the terms and conditions expressed in this IFB. Any and all services performed outside the scope of this Agreement shall be at the sole risk and expense of the bidder.

COMPANY NAME:

STREET ADDRESS: P.O. BOX:

CITY, STATE AND ZIP CODE: CITY, STATE AND ZIP CODE:

TELEPHONE NUMBER: FAX NUMBER:

FEDERAL ID or SOCIAL SECURITY NUMBER: E-MAIL ADDRESS:

TAX STATUS [ ] Individual/Sole Proprietor [ ] Estate or Trust [ ] Partnership

[ ] Corporation (State in which incorporated _______) [ ] Other: ______________________

By signing this document, I CERTIFY UNDER PENALTY OF PERJURY, that I am duly authorized to legally bind the prospective proposer/bidder to the requirements of this bid document. This certification is made under the laws of the State of California.

PRINT NAME AND TITLE OF AUTHORIZED REPRESENTATIVE

SIGNATURE OF AUTHORIZED REPRESENTATIVE: DATE:

Bidding Preferences Claimed (Check only the preferences claimed)

Preferences: Certification Number/Expiration Date

DGS certified Small Business

DGS certified Micro Business

Non-Small Business Subcontractor Preference (committing use of 25% or more of DGS certified Small/Micro Business Subcontractors) include the OBS 555

DGS certified Disabled Veteran Business Enterprise

DVBE Incentive requested by bidder (include the completed OBS 554 with bid)

NVSA preference request

TACPA Attach all applicable forms

Bidder Providing Facility(ies) If the bidder is supplying the facility(ies) for services, please specify the complete address(es) of the facility(ies) where services will be provided (use additional sheets if necessary). The bidder hereby authorizes the State to insert the bidder’s facility(ies) listed below into the Exhibit A Scope of Work.

Street Address, City, State, Zip Code

Street Address, City, State, Zip Code

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2. The term of this Agreement is:

SAMPLE

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TBB IFB Number C5613042-D California Department of Corrections and Rehabilitation Exhibit A Scope of Work

TRANSCRIPTION SERVICES

I. INTRODUCTION

The primary Contractor shall provide, on an as-needed basis, verbatim transcription services for the California Department of Corrections and Rehabilitation (CDCR), Board of Parole Hearings (Board). This contract supports the Board’s statutory duty to document parole suitability hearings under California Penal Code provisions and applicable CDCR regulations.

Transcription services will be performed remotely for hearings conducted across institution locations listed in Exhibit A-1. The Board does not guarantee a minimum number of hearings due to factors such as postponements, stipulations, holidays, training, number of commissioners, etc.

II. CONTRACTOR RESPONSIBILITIES

A. Upon request by the Board or its representative, the Contractor shall provide verbatim transcripts of recorded quasi-judicial hearings conducted by the Board. Hearings are recorded by the Board and are uploaded to a secure web-based file transfer system.

Presently the Board utilizes BlackBerry Workspaces (aka WatchDox).

B. Recorded hearings are provided to the Contractor through a secure web-based transfer system. If the audio is on a cassette tape or similar, the Board converts the audio to digital before sending it to the Contractor. There may be rare instances (less than 1%) when a cassette or alternate media types such as mini cassettes or compact discs are forwarded to the Contractor for transcription. The Contractor must have the necessary equipment for the media type to transcribe hearings. The media type used must be returned to the Board, upon submission of the transcript.

C. The Contractor shall use an approved secure web-based file transfer system. The

Contractor shall have access to the secure web-based file transfer system, wherein it can be used to download the files without the risk of files being handled by other entities.

D. The Contractor shall ensure confidentiality by exclusively using the WatchDox system for all file transfers.

E. Completed electronic digital copies of the written transcripts are to be returned to the

Board within seven (7) calendar days (or three (3) business days if expedited) after the Contractor has been successfully notified to download the job order files.

F. Completed written transcripts (hard copies) are to be returned to, and received by, the

Board at 1515 K Street, Suite 520, Sacramento, California 95814 with a Job Order Form (Attachment 1). The point of contact is identified in Section 15 under this Agreement – CDCR Contact Information.

G. Once the Contractor is notified by the Board that audits of the electronic copies are complete, the Contractor has three (3) calendar days to make any corrections indicated, print, and deliver all completed, corrected (as necessary) hard copies of transcripts to the Board. Unless otherwise specified, expedited transcript hard copies may be included with the next regular Job Order package.

H. The Contractor will inform the Board of any audio files that appear corrupted and/or ends abruptly so they may attempt to remedy the situation in a timely manner. In the event of

IFB Page 18 of 77 abnormal sound levels, the Contractor shall utilize an external sound-filtering device to ensure the transcript is appropriately transcribed without any excessive inaudible recording.

III. MINIMUM TRANSCRIPTION PREPARATION CRITERIA

Transcripts of hearings are to be prepared by the Contractor in accordance with the following format:

A. One electronic copy and one hard copy of transcripts for each hearing shall be provided to the Board. The hard copy of transcript shall have a watermark clearly identified as “INCARCERATED PERSON [I/P] COPY.” The electronic copy should not have a watermark.

B. Electronic transcripts must be produced using Microsoft Office 2016 (or newer version) professional computer software, in a Microsoft Word format and must be compatible with Board software.

C. Transcripts are to be typed on 25-line, 8½” x 11” court or transcription (number-lined) paper. Margins of text pages shall not be more than 1½” on the right side (a minimum of 56-character spaces per line, 14 font, style Arial).

D. If any inaudible segments of the recording are encountered, the Contractor shall identify them in the transcription as “inaudible.” Crosstalk may be identified as such.

E. Page one (1) of the transcript (Title page) shall consist of the type of hearing (Parole Suitability Hearing), name of the incarcerated person, incarcerated person’s CDCR number, full name of institution, city and state of the institution, date and time of hearing, names and titles of the panel members conducting the hearing, names and titles of others present at the hearing, and the name of the transcriber.

F. Page two (2) of the transcript must be an index of the transcript.

G. Page three (3) through the page before the final page (Certification page) of the transcript will be a verbatim transcription of the hearing. Each page of text shall be numbered at the top center above the first line of text (line number 1). Page numbering will continue throughout the entire transcript.

H. The Decision page of the transcript will be the start of a new page. The first page of the Decision section will include the continuous page number, centered in the header of the page. CALIFORNIA BOARD OF PAROLE HEARINGS ( the title) shall be centered on line number 1; DECISION shall be in written capital letters and centered on the next line and the first line of text will begin on the following line. All pages of text (except for the last pages) shall include 25 lines of text. Transcript footers shall include the incarcerated person’s name, CDCR number, Decision, page number, and date in bold characters. The word Adjournment shall be written on the last line, upon conclusion of the hearing.

I. The final page of the transcript will be a certification by the transcriber that she/he/they is a disinterested party, has no interest in the outcome of the hearing, and that the transcript is an accurate transcription of the recordings as produced by the Board. The certification must be signed and dated by the transcriber. All copies shall include a digitally embedded signature of the transcriber.

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J. The last line of the final page of the transcript must state “Copyright 2025 (specify what year transcript was created) /All Rights Reserved by Board.”

K. Hearing speakers are to be identified by last name, typed in bold and in capital letters (i.e., COMMISSIONER SUAREZ, ATTORNEY OKA) using the provided speaker titles.

L. No paragraphing will be allowed, other than for a new speaker.

M. Numbers one (1) through ten (10) shall be spelled out (i.e., one, three, five) unless they are used to identify amounts (see item Q, below).

N. Numbers over ten (10) shall be shown as figures (i.e., 34, 256) unless they begin a sentence, in which case they are to be spelled out.

O. Dates: Word/figure combinations are to be used to express month, day, and year (i.e., January 10, 2022) unless it is expressed differently in the verbatim transcript, in which case a date may be stated in an abbreviated form (i.e., I went to the house on July 5th).

P. Time: Time should be expressed in figures followed by the abbreviations a.m. or p.m.

(i.e., 11:15 a.m.), unless it is stated differently in the verbatim transcript (i.e., He left for the day at four o’clock).

Q. Figures are to be used to indicate section, catalog, contract, page numbers, street, apartment, room or suite numbers, sizes, weights and measures, shares, mixed amounts, percentages, and fractions (i.e., Penal Code Section 3001 or P.C.3001, Page 3, 3824 W.

53rd Street).

R. A dash is used to indicate an abrupt stop or a change in tone or thought. It is created by typing two consecutive hyphens (hitting the minus key twice). There will be a space in front of the first dash and behind the second dash. For example: “ Mr. Jones said he was -- Mr. Smith said he was asleep.” Stammering or repeated words should be indicated by a comma between words (i.e., “I, I, I went to work.”)

IV. TRANSCRIPT ORDERS

A. Transcripts are deemed to be ordered by the Board as of the day the job order recording files are uploaded on a secure web-based file transfer system (i.e., WatchDox), with an email notification sent to the Contractor.

B. The Contractor should anticipate receiving notification of new job order groups (invoice) on Tuesdays and/or Fridays by 12:00 p.m. unless otherwise arranged for holidays, etc.

Each job order includes:

1. Date notified and uploaded in a secure web-based file transfer system.

2. Due date

3. Job order Number (YYYY ###)

4. Total quantity of hearings for which recorded hearings are included in job order.

C. The Board shall supply the following for each hearing:

1. Incarcerated person’s name and CDCR number

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2. Institution

3. Hearing date

4. Decision rendered

5. Type of Audio (digital)

D. The Contractor should anticipate receiving transcripts with required corrections for an entire job order group (invoice) on Mondays and/or Thursdays by 9:00 a.m., unless otherwise arranged for holidays, etc.

E. The Contractor must:

1. Return transcripts in sequence listed in the job order

2. Submit number of transcribed pages per hearing

3. Attach a copy of the job order with each invoice

V. TIME REQUIREMENTS

A. The Contractor shall deliver transcripts to the Board with a completed Job Order Form (Attachment 1). BPH will provide one Job Order Form with each Job Order to the Contractor, and it is the Contractor’s responsibility to complete and submit the form with each job order. Late transcripts shall be assessed a monetary penalty as described below, starting the first day after the original due date. Any late penalties shall be reflected on submitted invoices. If not reflected, the invoice error shall be disputed, and the payment process will be delayed.

B. Completed hard copy transcripts and recordings (if requested) are to be returned to and received by the Board an aggregate of (10) calendar days, not to include time used by the Board to audit and suggest corrections (if any), or three (3) business days if expedited, after the Contractor has been notified to download a job order. Any transcript not received by the time specified shall be cause for the Board to discount the cost for each transcript as follows:

Consecutive Calendar Days identified as:

Days Late Cost Discount 1 - 7 25%

8 - 14 50% 15 - 21 75% Over 22 100%

C. The State reserves the right to issue multiple contracts to ensure consistent and uninterrupted service delivery. One primary contract will be awarded to a single business entity, which will serve as the Primary Contractor. In addition, one secondary contract will be awarded to a separate single business entity to serve as the Secondary Contractor for the entire state.

If the Primary Contractor is unavailable or unable to perform the required services, the State may assign those services to the Secondary Contractor at its sole discretion. This structure is intended to maintain operational continuity and ensure that service needs are met without delay.

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VI. COMPLETED TRANSCRIPTS

Each transcript must be physically secured with rubber bands or paper clips for…