California Department of Corrections and Rehabilitation

Division of Administrative Services Office of Business Services Contracts Management Branch

INVITATION

FOR BID

Updated: December 2025

IFB Page 1 of 86

STATE OF CALIFORNIA

DEPARTMENT OF CORRECTIONS AND REHABILITATION

CONTRACTS MANAGEMENT BRANCH

INVITATION FOR BID (IFB)

NOTICE TO PROSPECTIVE BIDDERS

Transcription Services

BID NUMBER C5613492-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 C5613492-D, titled Transcription Services, Service Contract, for the California Department of Corrections and Rehabilitations Office of Legal Affairs and the Office of Internal Affairs. 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: Julia Saechao California Department of Corrections and Rehabilitation Email address: julia.saechao@cdcr.ca.gov Phone: (916) 210-3152

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, Julia Saechao

Julia Saechao Contract Analyst

07/23/2026

IFB Page 2 of 86 mailto:CDCR-CMB-Non-IT-Service-Bids@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 ............................................................................................................................ - 8 -

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 86

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)

• 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)

• HIPAA Business Associates Agreement (Exhibit E)

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

• Standard Contractor Certification Clauses (CCC)

• Payee Data Record (STD 204)

• Payee Data Record Supplement (STD 205) (If Applicable)

• Supplement Vendor Payee Data Record Form

• Darfur Contracting Act (OBS 1500)

• 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 and Subcontractor Acknowledgement (OBS 555)

• DVBE Declarations (DGS PD 843)

• DVBE Bid Incentive Request and Acknowledgement (OBS 554)

• California Disabled Veteran Business Enterprise (DVBE) Bid Incentive Instructions

IFB Page 4 of 86 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 C5613492-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 July 23, 2026 Letters of Inquiry Submission Date July 30, 2026

Submission of Bid August 6, 2026 by 11:00 AM

Public Bid Opening August 10, 2026 at 2:00 PM

Anticipated Date for Commencement of Services

September 01, 2026

Term End Date of Agreement June 30, 2028

FUNDING

The State’s estimate for this Agreement is $164,998.00

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

IFB Page 6 of 88IFB Page 6 of 86 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.

The subject line of the electronic bid must be titled:

BID FOR C5613492-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: C5613492-D

ATTENTION: Julia Saechao

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 7920 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

IFB Page 7 of 86 the IFB. Any modifications to the IFB as a result of these inquiries will be documented by an addendum and forwarded to all bidders.

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 Julia Saechao, Contracts Management Branch, by E-mail: julia.saechao@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 86

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 C5613492-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 Sacramento, CA 95827

IFB Page 9 of 86 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, B, B-1, D, E, and F.

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 Department of General Services. 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 Agreement.

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.

IFB Page 10 of 86 https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

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 as Small Business, 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 86 https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise?search=apply%20for%20or%20re-apply%20for%20certification https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise?search=apply%20for%20or%20re-apply%20for%20certification 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 as Small Business, 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).

IFB Page 12 of 86 https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise?search=apply%20for%20or%20re-apply%20for%20certification https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise?search=apply%20for%20or%20re-apply%20for%20certification

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.

IFB Page 13 of 86

Bid Submittal Checklist Bid Number C5613492-D

BID SUBMITTAL CHECKLIST

Transcription Services

IFB Number C5613492-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 will consist 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)

_____ Page 14 of Business Associates Agreement (HIPAA) (Exhibit E)

_____ Copy of Contractor Certification Clauses (CCC 04/2017)

_____ Payee Data Record (STD 204)

_____ Payee Data Record Supplement (STD 205)(if applicable)

_____ Supplement Vendor Payee Data Record Form

_____ GenAI Reporting and Factsheet (OBS 1000)

_____ Darfur Contracting Act (OBS 1500)

_____ California Civil Rights Laws Certification (OBS 1510)

_____ Bidder Declaration (GSPD-05-105)

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

_____ DVBE Declaration (DGS PD 843)

_____ DVBE BID Incentive Request and Acknowledgement (OBS 554)

_____ 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.

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Bid Submittal Checklist Bid Number C5613492-D

NOTE TO BIDDER: In addition to the above, the Contractor shall furnish the following to CDCR upon request or award.

_____ Copy of Commercial General Liability

_____ Copy of Worker’s Compensation

_____ Copy of Automobile Liability

_____ Copy of Non-Medical Professional Liability

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Number 13492

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2. The term of this Agreement is:

SAMPLE

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TBD

Bid Number C5613492-D Exhibit A

Scope of Work

TRANSCRIPTION SERVICES

1. Introduction

The Contractor shall provide transcription of audio or video recorded proceedings including, but not limited to hearings, meetings, interviews, interrogations, witness statements, personal histories, police reports, law enforcement dispatch recordings, surveillance recordings, jailhouse recordings, etc., for the California Department of Corrections and Rehabilitation (CDCR), Office of Legal Affairs (OLA) and Office of Internal Affairs (OIA).

A. These proceedings are recorded by the governmental agency and the recording is submitted to the Contractor for transcription.

B. This category has two transcription services sub-categories:

(1) The transcription service types are of the following: interviews, interrogations, hearings, meetings, etc., except those under number 2:

(2) Law Enforcement Dispatch, Surveillance and Jailhouse recordings, define below:

a. Law Enforcement Dispatch Recordings are recordings of actual dispatcher announcements and conversations with law enforcement officers in the field.

b. Surveillance recordings are made surreptitiously by law enforcement agents and/or informants.

c. Jailhouse recordings are made surreptitiously of incarcerated person conversations while in custody and/or recordings made surreptitiously of an incarcerated person’s phone conversations while in custody.

2. Contractor Responsibilities

A. The Contractor shall furnish all labor, including travel and per diem, materials, non-consumable supplies, transportation, equipment, and every other item of expense necessary to provide transcription services. Contractor office location is recommended to be within a 50-mile radius from Rancho Cordova, California.

B. The Contractor shall ensure transcription is the most accurate reflection of statements made as any errors can cause issues with credibility and can cause valid employment action to be reversed. The transcriptions provided by the Contractor are to be performed according to industry standard, and in compliance with any applicable government code. The Contractor shall maintain confidentiality of all sensitive information contained in any recorded interview. Any breach of confidentiality shall be grounds for and shall result in contract termination on any date before and up to the end of the contract term. The Contractor shall provide a signed Transcriber’s Certificate with every completed transcription job.

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Bid Number C5613492-D Exhibit A

Scope of Work

C. Due to the sensitivity and confidential nature of the records to be retrieved and duplicated, the Contractor shall ensure their employees assigned to record retrieval and duplication work shall meet the following conditions:

1. Shall not have been an incarcerated person, or ward, within CDCR at any time.

2. Shall currently not be on parole or discharged from parole.

3. Shall not have any family member, romantic partner, or significant other currently incarcerated in an institution overseen by CDCR on parole or discharged from parole.

D. The delivery of the final transcript (Original, including the disk, and a digital copy via secure electronic file transfer portal) will be provided to CDCR within 1 to 10 business days.

E. Services shall be provided at the following location:

California Department of Corrections and Rehabilitation Employee Prosecution Advocacy Team 10111 Old Placerville Road, Suite 100 Sacramento CA 95827

California Department of Corrections and Rehabilitation Office of Internal Affairs 10111 Old Placerville Road, Suite 200 Sacramento CA 95827

F. The Contractor shall designate a Contract Manager responsible for ensuring the terms, conditions, and provisions of this Agreement are met. The Contractor shall notify CDCR within five (5) working days of a change in personnel regarding the aforementioned employee.

G. Contractor shall transcribe recording(s) and produce one (1) double-spaced, final certified copy on 8 ½ x 11 white bond paper, an da certified digital copy via secure electronic file transfer portal upon request.

1. Twenty five (25) typed text lines per page, double spaced;

2. No less than 56 characters per full line of text unless time stamping is used, in which case no fewer than 52 characters per line of full text;

3. Each question and answer is to begin on a separate line;

4. Font is Courier, 12 point;

5. Court or Deposition Format, margins: top 0.3, bottom 0.3, left 1.5, right 0.6, header

0.4, footer 0.4.

6. Electronic version of the certified transcript in a .pdf document.

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Bid Number C5613492-D Exhibit A

Scope of Work

H. The Contractor shall transmit the finished transcription reports in accordance with CDCR's instructions. Possible methods of transmission shall include:

1. Pickup by an OIA/OLA employee or by a CDCR employee designated by OIA/OLA, from the physical location the original request was sent to or delivered to.

2. CDCR can request to have the finished transcription reports and the original audio recordings shipped to them via any government agency, commercial shipping company, or private courier of CDCR's choosing. When choosing this option CDCR is responsible for all charges related to the transmission of the finished transcription reports and original audio recordings.

3. CDCR can request to have the finished transcription reports and the original audio recordings deliver to them via a secure electronic transfer portal operated by OIA/OLA or the Contractor

I. The Contractor will be expected to provide the finished product of each request within the timelines requested by OIA as per the price schedule provided by the vendor in the contract (Please see attached Exhibit B-1 - RATE SHEET). Contractor shall provide transcription services within the requested timeframe (Monday through Friday, holidays excluded). Contractor may be required to expedite services due to the nature of the related investigation. Services requiring, expedited services will be specifically identified as such upon initial notification by CDCR.

3. CDCR’s Responsibilities

CDCR is responsible for submitting requests for transcription services to the Contractor in a reasonable manner consistent with the Contractor's normal business operations and the contract provided by the Contractor.

A. The audio recordings will be of sufficient quality to facilitate transcription. The audio file format of the interviews will be in compliance with the contract provided by the Contractor.

The media containing the recorded interviews will also be in compliance with the contract provided by the Contractor. OIA and OLA are not required to provide any equipment to the Contractor or any employee of the Contractor. OIA and OLA are not required to supply a workspace for the Contractor or any employee of the Contractor for the completion of any request of service.

B. All documents transcribed in the performance of this Agreement become the property of the State. Digital audio files for transcription will be submitted on removable media including but not limited to: Any format of compact disc (aka "CD"), any format of digital versatile disc (aka "DVD"), any format of Blu-Ray Disc, or any make or model of removable non-volatile computer storage device (aka "Flash Drive", "Pen Drive", "USB Drive", "Memory Stick", "Portable Hard Drive"), which can include any digital storage device capable of being connected to a computer via USB, USB2.0, USB3.0, HDM1, or IEEE 1394 ("Firewire"). CDCR may submit audio files, video files and other file types for transcription via secure electronic file transfer portal (aka “FTP”). For audio recording encoded in digital format, CDCR will submit audio recordings to the

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Bid Number C5613492-D Exhibit A

Scope of Work

Contractor in a digital format of their choosing. Audio files will be encoded in formats that include but are not limited to:

1. Wav = Standard audio file format used mainly with Windows operating systems

2. AIFF = Standard audio file format used by Apple

3. AU = Standard audio file format used by Sun, Unix, and Java

4. Mp3 = MPEG Layer III audio

5. Wma = Windows media audio file

6. Mp4 = MPEG-4 Part 14 file

C. OIA/OLA shall submit audio for transcription as an analog recording on cassette or encoded on removable digital media. Possible methods of transmission of this media shall include:

1. Drop off by an OIA/OLA employee, or by a CDCR employee designated by OIA/OLA, at the physical place of business or location maintained by the Contractor for submission of requests for transcription.

2. Pick up by Contractor from an OIA/OLA employee, or a CDCR employee designated by OIA/OLA, at the physical place of business or location maintained by OIA/OLA.

3. CDCR can ship transcription requests and original audio recordings via any government agency commercial shipping company, or private courier of CDCR's choosing. When choosing this option, CDCR is responsible for all charges related to the transmission of the requests and original audio recordings.

4. All notices and/or requests shall be made by OLA and OIA staff in writing and transmitted via email, fax, uploaded to a file transfer portal, hand delivered and/or mailed by prepaid first class postage addressed to the State Contractor using the contact information below.

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Bid Number C5613492-D Exhibit A

Scope of Work

5. CDCR Contact Information:

Should questions or problems arise during the term of this Agreement, the Contractor should contact the following offices:

Billing/Payment Issues:

Headquarters Accounting Office (OLA) Phone Number: (916) 255-2042 FAX Number: (916) 255-5411

Scope of Service/Performance Issues:

Office of Legal Affairs – Employment Advocacy and Prosecution Team Trennie Rios, Staff Services Manager II Phone Number: (916) 255-1309 or (916) 584-2779 FAX Number: (916) 255-1444 Email: Trennie.Rios@cdcr.ca.gov

Division Support Unit - Office of Internal Affairs Attn: Taylor Salisbury, Supervisor I Phone Number: (916) 997-9000 Email: m_DSUProcurement@cdcr.ca.gov

Contract Issues:

Office of Legal Affairs – Headquarters Ameenah Meuanghane, Contract Analyst Phone Number: (279) 223-4859 Email: Ameenah.Meuanghane@cdcr.ca.gov

Headquarters Accounting Services (OIA) Phone Number: (279) 300-5559 Email: APA.Invoices@cdcr.ca.gov

Cece Velez, Staff Services Manager I Phone Number: (916) 255-1309 or (916) 917-7388 FAX Number: (916) 255-1444 Email: Cece.Velez@cdcr.ca.gov

General Contract Issues:

Office of Business Services Contracts Management Branch Phone Number: (279) 210-3152 Email: m_CDCROBSCONTRACTS@cdcr.ca.gov

Office of Internal Affairs Carl Tignino, Contract Analyst Phone Number: (279) 233-2607 Email: Carl.Tignino@cdcr.ca.gov

IFB Page 22 of 86 mailto:APA.Invoices@cdcr.ca.gov mailto:Trennie.Rios@cdcr.ca.gov mailto:Cece.Velez@cdcr.ca.gov mailto:m_DSUProcurement@cdcr.ca.gov mailto:m_CDCROBSCONTRACTS@cdcr.ca.gov mailto:Ameenah.Meuanghane@cdcr.ca.gov mailto:Carl.Tignino@cdcr.ca.gov

California Department of Corrections and Rehabilitation (CDCR)

Bid Number C5613492-D Exhibit B

Budget Details and Payment Provisions for Legal Agreements Rev. 12/2025

1. Invoicing and Payment

a. For services satisfactorily rendered, and upon receipt and approval of Contractor’s invoices, CDCR agrees to compensate the Contractor in accordance with the rates specified herein on Exhibit B-1 Rate Sheet.

b. Invoices shall include a summary sheet, with cumulative total of invoice, the Agreement Number and Purchase Order Number. Invoice detail shall be listed on separate sheets. The Contractor shall submit invoices electronically to the email address listed below. The Contractor must use the name on the Agreement and the Agreement Number on the subject line of the email. The email must include an attached PDF file of the invoice, in accordance with the information above, and must reference the Office of Legal Affairs acronym (OLA) or Office of Internal Affairs acronym (OIA) and invoice number.

(1) To submit invoices for all Headquarters Legal contracts, email to:

mailto:InstitutionNonMedContractInvoices@cdcr.ca.gov

(2) Invoices submitted electronically must follow specific requirements:

(a) Summary sheet with a roll-up with invoice totals. Supporting case invoice information to be submitted as a separate PDF attachment.

(b) E-mail may have multiple invoices attached as long as they are for the same vendor and contract number. If a vendor has multiple contracts, then a separate email must be sent for each specific contract.

(c) Do not send hard copy of invoices if electronic version was submitted.

c. Invoices that have travel expense receipts as part of the invoice cannot be electronically sent and must be sent hard copy. Original travel receipts are needed in order to be processed by the State Controller’s Office. Original invoice and original travel expense claim receipts should be sent not more frequently than monthly in arrears to:

California Department of Corrections and Rehabilitation (CDCR) Office of Legal Affairs Invoicing Unit 10111 Old Placerville Road Sacramento, CA 95627

2. Budget Contingency Clause

a. It is mutually agreed that if the California State Budget Act for the current fiscal year and/or any subsequent fiscal 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, CDCR shall have no liability to pay any funds whatsoever to Contractor, or to furnish any other considerations under this

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Bid Number C5613492-D Exhibit B

Budget Details and Payment Provisions for Legal Agreements Rev. 12/2025

Agreement, and Contractor shall not be obligated to perform any provisions of this Agreement.

b.