CN250005_Literary_Braille_Transcription_Services.pdf

California Department of Education Invitation for Bid (IFB) Literary Braille Transcription

Services– CN250005

Curriculum Frameworks and Instructional Resources Division Analyst: Contract Analyst – Nikki Garcia

1430 N Street, Suite 2213 Sacramento, CA 95814

Email: NGarcia@cde.ca.gov Phone: 916-319-0940

Question and Answer Due Date: January 21, 2025 at 12:00 pm PST

Bid Due Date: February 4, 2025 at 2:00 pm PST Public Bid Opening: February 6, 2025 at 9:00 am PST

Contract Period: July 1, 2025 (or upon DGS Approval) – June 30, 2026 One-Year Option to Renew: July 1, 2026 – June 30, 2027 One-Year Option to Renew: July 1, 2027 – June 30, 2028

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) Literary Braille Transcription Services– CN250005

TABLE OF CONTENTS

GENERAL INFORMATION

I. PURPOSE

II. IFB SCHEDULE

III. ELIGIBLE BIDDERS

IV. SUBCONTRACTING

V. DVBE PROGRAM REQUIREMENT

VI. PREFERENCE PROGRAMS

VII. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

NOTIFICATION

VIII. BIDDER REQUIREMENTS

IX. IFB DOCUMENTS

X. BID DOCUMENTS AS PUBLIC RECORD

XI. QUESTIONS AND ANSWERS

XII. BID SUBMISSION

XIII. BID SUBMISSION REQUIREMENTS

XIV. BASIS OF AWARD

XV. OPTION TO RENEW

XVI. CONTRACT AWARD PROTEST PROCEDURES

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

II. CONTRACT MONITORS

III. BACKGROUND/PURPOSE

IV. REQUIREMENTS AND CERTIFICATIONS:

V. GLOSSARY OF TERMS:

VI. FORMATTER RESPONSIBILITIES:

VII. TRANSCRIBER RESPONSIBILITES:

VIII. PROOFER RESPONSIBILITIES:

IX. GRAPHIC ARTIST (TACTILIST) RESPONSIBILITIES:

X. BRAILLE SOFTWARE:

XI. COMPUTER FILES:

XII. INVOICES:

XIII. TIMELINE:

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

I. INVOICING AND PAYMENT

II. BUDGET CONTINGENCY CLAUSE (rev. 9/2012)

III. PAYMENT

EXHIBIT B.1 – CONTRACTOR’S BID FORM

EXHIBIT B.2 – CONTRACTOR’S BID FORM

EXHIBIT B.3 – CONTRACTOR’S BID FORM

EXHIBIT C – GENERAL TERMS AND CONDITIONS

EXHIBIT D – SPECIAL TERMS & CONDITIONS

I. RIGHT TO TERMINATE

II. TERMINATION FOR TARGETS OF ECONOMIC SANCTIONS; EXECUTIVE

ORDER N-6-22 – RUSSIA SANCTIONS

III. RESOLUTION OF DISPUTES

IV. LOSS LEADER

V. ICT ACCESSIBILITY REQUIREMENTS (05/2018)

VI. PROHIBITION OF DISCRIMINATION

VII. HEALTH AND SAFETY

VIII. GENAI TECHNOLOGY USE & REPORTING

EXHIBIT E – ADDITIONAL PROVISIONS

I. CONTRACTS FUNDED BY THE FEDERAL GOVERNMENT

II. COMPUTER SOFTWARE COPYRIGHT COMPLIANCE

III. CERTIFICATE OF INSURANCE REQUIREMENTS:

IV. WORKERS’ COMPENSATION

V. OWNERSHIP OF MATERIALS AND DATA (Rev. 1/20)

VI. AMENDMENTS

VII. OPTION TO RENEW

EXHIBIT F - TRANSCRIBER’S NOTES TEMPLATE

EXHIBIT G - PROOFER’S NOTES TEMPLATE

EXHIBIT H - TITLE PAGE TEMPLATE

EXHIBIT I - BRAILLE FILE INFORMATION TEMPLATE

EXHIBIT J - GRAPHICS TALLY SHEET TEMPLATE

ATTACHMENT 1 – REQUIRED ATTACHMENT CHECKLIST

ATTACHMENT 2 – CERTIFICATION OF WORKERS’ COMPENSATION INSURANCE

ATTACHMENT 3 – DARFUR CONTRACTING ACT CERTIFICATION

ATTACHMENT 3a – DARFUR CONTRACTING ACT CERTIFICATION SUPPLEMENTAL 48

ATTACHMENT 4 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 5 – SMALL BUSINESS PREFERENCE SHEET

ATTACHMENT 6 – PROTEST PROCEDURES FOR INVITATION FOR BIDS

ATTACHMENT 7 – IRAN CONTRACTING ACT CERTIFICATION

GENERAL INFORMATION

I. PURPOSE

The California Department of Education (hereinafter referred to as CDE) is soliciting bids to provide Literary Braille Transcription Services (formatting, transcription, proofing, and tactile creation) for state-adopted textbooks and other instructional materials on an as-needed basis for the California Department of Education (CDE), Curriculum Frameworks and Instructional Resources Division (CFIRD), Clearinghouse for Specialized Media and Technology (CSMT) located at 1430 N Street, Suite 3207, Sacramento, CA 95814, in accordance with the specifications contained herein this Invitation for Bid (IFB).

It is anticipated that the contract start date will begin approximately on July 1, 2025. The actual start date of the contract is contingent upon approval of the agreement by the Department of General Services (DGS), if required. Contract includes two one-year options to renew.

Award of a contract as a result of this IFB shall be contingent on DGS approval, CDE executive approval, funding and program authorization provided to and by the CDE.

II. IFB SCHEDULE

Activity Action Date

Invitation for Bid Advertisement January 14, 2025

Questions Due to the CDE January 21, 2025 at 12:00 pm PST

CDE Response January 28, 2025 (TENTATIVE)

Bids Due February 4, 2025 at 2:00 pm PST

Public Bid Opening February 6, 2025 at 9:00 am PST

Contract Start Date July 1, 2025, or upon contract/DGS approval, whichever is later

III. ELIGIBLE BIDDERS

Public or private corporations, agencies, organizations, associations, or individuals may submit a sealed bid in response to this IFB. The bidder must be legally constituted and qualified to do business within the State of California (registered with the California Secretary of State), if applicable. Bidders must be a legally cognizable public agency, sole proprietorship, partnership, or corporation (fully incorporated by the deadline for submitting bids). Failure to meet the foregoing requirement will result in disqualification.

Bidders who have had a contract terminated by the CDE in the past 18 months may be automatically disqualified.

A. Disabled Veteran Business Enterprise (DVBE) Program Requirement

This solicitation is exempt from DVBE participation

See General Information, Article V DVBE Participation Goals for information.

B. Targets of Economic Sanctions; Executive Order N-6-22 – Russia Sanctions:

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals.

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, 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 termination of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

IV. SUBCONTRACTING

The bidder responding to this IFB must serve as the Prime Contractor and will be the responsible entity in ensuring that all services and activities are competently and successfully completed. If any portion of the work outlined in Exhibit A, Scope of Work, is to be subcontracted out, or performed by anyone other than the bidder, a Bidder Declaration Form (GSPD-05-105) must be completed and submitted as part of the bid submission. The Bidder Declaration Form must bear the original signature of the person authorized to bind the bidder. The Bidder Declaration form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

A. Commercially Useful Function

Bids must propose that Prime bidders provide a commercially useful function for the resulting contract or the bid will be deemed non-responsive and rejected by the State.

Commercially useful function is defined as: 1) Is responsible for the execution of a distinct element of the work of the contract (including the supplying of service and goods); 2) Carries out its obligation by actually performing, managing or supervising the work involved; 3) Performs work that is normal for its business services and functions; 4) Is responsible, with respect to products, inventories, materials and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing, if applicable, and making payment; and 5) Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices. (Tit. 2 CCR § 1896.71(b).)

A small or microbusiness/DVBE contractor, subcontractor or supplier is not performing a “commercially useful function” if its role is limited to that of an extra participant in a transaction, contract or project through which funds are passed in order to obtain the appearance of small business or microbusiness/DVBE participation. (GC § 14837(d)(4);

Tit. 2 CCR § 1896.15.) (Mil. & Vet. Code § 999(b)(5)(B); Tit. 2 CCR § 1896.71(c).)

V. DVBE PROGRAM REQUIREMENT

Section 10115 et seq. of Public Contract Code, and Section 999 et seq. of the Military and Veterans Code requires a goal of three percent (3%) certified California Disabled Veteran Business Enterprise (DVBE) participation for all contracts on an agency-wide basis of $25,000.00 and over unless exempted due to the services provided.

This solicitation is exempt from DVBE participation, however the DVBE incentive still applies (see Article VI. Preference Programs).

The CDE is committed to achieving legislatively established goals for the participation of DVBEs in all contracting and seeks to use certified California DVBE business whenever possible.

VI. PREFERENCE PROGRAMS

A. Small Business Preference

A five percent (5%) bid preference is available and will be applied in accordance with Attachment 5. The small business preference will be applied to those bidders declaring their eligibility by completing Attachment 5. The bidder must include proof of Small Business certification, if applying for the preference. Certification can be verified on Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

Information regarding this preference program may be obtained on the DGS website, https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources- List-Folder/How-to-do-business-with-the-state-of-California

B. DVBE Incentive Option

In accordance with Section 999.5(a) of the Military and Veterans Code, an incentive will be given to responsive and responsible bidders who provide DVBE participation as outlined below. The incentive amount for awards based on the lowest responsive/ responsible bid received will vary in conjunction with the percentage of DVBE participation. The incentive is only given to those bidders who are responsive to the DVBE Program Requirements and DVBE participation in the resulting contract. The following represents the percentages that will be applied:

Confirmed DVBE Participation of 5% or more, the DVBE Incentive is 5%.

Confirmed DVBE Participation of 4% to 4.99%, the DVBE Incentive is 4%.

Confirmed DVBE Participation of 3% to 3.99%, the DVBE Incentive is 3%.

In order to receive the incentive bidders must document DVBE participation commitment by completing and submitting the Bidder Declaration (GSPD-05-105) with the Bid. The

GSPD-05-105 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf.

The bidder must also include proof of DVBE certification, if applying for the incentive.

Certification can be verified on Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

C. Target Area Contract Preference Act (TACPA) Preference

Preference will be granted to California-based companies in accordance with GC § 4530–4535.3 whenever contracts for goods and services are in excess of $100,000 and the bidder meets certain requirements as defined in the California Code of Regulations (2 CCR § 1896.30) regarding labor needed to produce the goods or provide the services being procured.

This IFB includes the optional TACPA preference. Bidders are not required to apply for this preference. Denial of the TACPA preference request is not a basis for rejection of the bid.

The TACPA workplace and workforce preferences will be evaluated for this IFB.

California-based companies seeking TACPA preferences will need to complete and submit the following preference forms with the bid:

TACPA Preference Request form STD 830:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf

Bidder’s Summary of Contract Activities and Labor Hours form DGS/PD 526:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

Information regarding this preference program may be obtained at the DGS-PD website, https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List- Folder/Request-Target-Area-Contract-Preference?search=TACPA. By submitting TACPA preference forms, a bidder given a TACPA preference agrees to the TACPA contract provisions required by Government Code section 4535 and provided in 2 CCR 1896.40 in addition to requirements specified on the TACPA form STD 830.

VII. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE NOTIFICATION

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/Contractor must notify the State in writing if their solution or service includes, or makes available, any GenAI, including GenAI from third parties or subcontractors.

The State has developed a GenAI Reporting & Factsheet (STD 1000) to be completed by the Bidder/Offeror/Contractor.

Failure to report GenAI to the State may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

Upon receipt of a Bidder/Offeror/Contractor GenAI Reporting & Factsheet (STD 1000), 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.

VIII. BIDDER REQUIREMENTS

Bidders must be responsible and have the capability to professionally carry out the terms of this contract. Those bidders who have had a contract terminated with the CDE in the past 18 months will be disqualified and will not be considered in the award process.

The Bidder’s Transcriber(s) and Proofreader(s) to be used in fulfillment of this contract must have all of the following certifications and a copy of each certification must be provided for each Transcriber(s) and Proofreader(s).

Transcriber(s) Certifications:

1. Literary Braille Transcribing Certification issued by the Library of National Braille Institution, Library of Congress Federation for the Blind or Library of National Federation of the Blind.

2. Braille transcribers certified before 2016 should provide a Letter of Proficiency from the National Library Service in Unified English Braille (UEB) or proof of registration/wait list with certification provided upon receipt.

Proofreader(s) Certifications:

1. Literary Braille Proofreading Certification issued by the Library of Congress Federation for the Blind, Library of National Federation of the Blind or National Braille Institution.

2. Braille proofreaders certified before 2016 should provide a Letter of Proficiency from the National Library Service in Unified English Braille (UEB) or proof of

IX. IFB DOCUMENTS

Any conflicts, omissions or errors in the IFB or questions concerning clarification or interpretation of the IFB, shall be brought to the attention of Contract Analyst Nikki Garcia, NGarcia@cde.ca.gov, 916-319-0940. The CDE reserves the right to rephrase or not answer any question submitted.

The CDE reserves the right to amend or modify the IFB document prior to the final bid submittal date identified herein by issuing an addendum to all parties. The CDE will not be bound by verbal representations or interpretations.

The CDE reserves the right, at its sole discretion, for any reason, including price, rates, costs, etc., to cancel or modify this IFB, in whole or in part, prior to the award of any contract. The CDE may waive any immaterial deviation or defect in a bid proposal. The CDE’s waiver of a deviation or defect shall in no way modify the IFB documents or excuse the Contractor from full compliance with the IFB specifications if awarded the contract. The CDE may reject any bid for any deviation or defect.

If you would like to request a copy of this IFB in an alternate format, including Word, please contact Nikki Garcia, by e-mail at NGarcia@cde.ca.gov.

X. BID DOCUMENTS AS PUBLIC RECORD

All bids and related documents submitted in response to this IFB become the property of the State of California and are considered public records and are subject to disclosure upon request, pursuant to Government Code Section 6250 et seq. All contracts awarded and all attachments thereto will become public records.

XI. QUESTIONS AND ANSWERS

Bidders may submit questions, requests for clarification, concerns, and/or comments (hereinafter referred to collectively as “questions”) regarding this IFB. All questions must be submitted in writing. The bidder must include their name, e-mail address, and telephone number with its submission of questions. The bidder should specify the relevant section and page number of the IFB for each question submitted. Questions must be received by 12:00 pm PST on Tuesday, January 21, 2025. CDE will post the questions and answers on the Cal eProcure advertisement and e-mail the questions and answers to everyone who has submitted a question by Tuesday, January 28, 2025 (tentative). At its discretion, the CDE may respond to questions that are submitted late or not in proper form. The CDE reserves the right to rephrase or not answer any question submitted.

All questions must be submitted by e-mail to Nikki Garcia at NGarcia@cde.ca.gov.

XII. BID SUBMISSION

Each bidder shall submit to the CDE two sealed copies of their bid meeting the specifications described in this IFB.

1. One (1) original set of bid documents which must bear the original signature of the individual authorized to do so, and

2. One (1) copy of the bid documents with a photocopy of the original signature.

All bid package documents must bear the original signature of the individual authorized to sign the contract. No electronic signatures will be accepted as original. Original signature shall mean a manual handwritten signature or mark in wet ink.

The bid shall be returned in a sealed envelope marked “SEALED BID – Literary Braille Transcription Services – DO NOT OPEN.” To prevent inadvertent premature opening, place sealed bid in one envelope within a second envelope addressed as follows:

California Department of Education Fiscal and Administrative Services Division Contracts Office Attention: Nikki Garcia – CN250005 – IFB 1430 N Street, Suite 2213

Sacramento, CA 95814 SEALED BID – Literary Brailled Transcription Services – DO NOT OPEN

Sealed bids may be submitted via mail to the address above. Or may be hand delivered to the CDE Mail Room located on the first floor of the CDE building at 1430 N Street, Sacramento, CA 95814. If hand delivering, bidder must check in with the security desk (present valid ID). Security personnel will not accept bids.

The deadline for submission of sealed bids is Tuesday, February 4, 2025 at 2:00 pm PST.

The bids will be publicly opened and read on Thursday, February 6, 2025 and 9:00 am PST at the California Department of Education, Fiscal and Administrative Services Division, 1430 N Street, Suite 2213, Room 2219, Sacramento, CA 95814.

In a closed session, following the bid opening and reading, the CDE will review the apparent low bid to determine if the low bidder is responsible and responsive to the IFB.

Bids not received at the location by the date and time specified will not be accepted.

Postmark date will not constitute delivery. It is the bidder's responsibility to ensure that the bid is received at the location specified by the bid deadline.

By submitting a bid, prospective bidders certify that they meet all qualifications specified herein and agree to comply with all terms and conditions of this IFB. After announcement of the apparent successful bidder, there will be no negotiations of the terms and conditions of this IFB or the bidder's submitted proposal between the CDE and the apparent successful bidder.

Bids shall not be qualified or conditioned. Any bid response modifying, amending, or proposing alternate language to the terms and conditions of the IFB will be invalid and inapplicable. Bids submitted must be complete in all respects and may be rejected if incomplete or contain irregularities of any kind.

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.

There is no requirement to award a contract if, in the opinion of the CDE, no bids were received containing a reasonable contract price or if there is another business-based reason not to make an award.

If no submissions are received containing bids offering a cost/price/rate, which in the opinion of the CDE is a reasonable cost/price/rate, CDE is not required to award an Agreement (Public Contract Code Section 10344 [d]).

Every component of the bid cost/price/rate is subject to reasonableness of cost justification. If any portion of the cost is rejected by the CDE, then the entire bid may be rejected.

The cost of bid development is the responsibility of the prospective bidder and shall not be chargeable to the CDE.

A bidder may withdraw its bid at any time prior to the date and time of bid opening by submitting a request in writing to the CDE, Attention: Contracts Office – Nikki Garcia –

CN250005, 1430 N Street, Suite 2213, Sacramento, CA 95814. A new bid package may be submitted prior to the date and time of bid opening. Written withdrawal of bidder’s bid will not be accepted after the date and time of bid opening. Withdrawals requested by telephone or fax are not acceptable.

Clarification may be requested by the CDE Contracts Office during the review of the bids for the purpose of clarifying ambiguities in the information presented in the bid response. The CDE reserves the right, at its sole discretion, to overlook, correct, or require a bidder to remedy any obvious clerical or incidental mathematical errors on a bid form. Bidders may be required to initial corrections.

Any failure by the bidder to acquaint itself with available information will not relieve them from responsibility for estimating properly, the difficulty, or cost of successfully performing the work.

XIII. BID SUBMISSION REQUIREMENTS

The bid submission package must be submitted to the CDE and must include the following required forms fully completed and signed where applicable. One original set and one full copy of the bid documents listed herein must be included in the bid package. See Article XII. Bid Submission.

A. Attachment 1 – Required Attachment Checklist

The Required Attachment Checklist is to be used to ensure and confirm compliance with the bid submission requirements. The checklist must be completed and submitted as the cover of your bid package.

B. Exhibit B.1, Exhibit B.2, and Exhibit B.3 Contractor’s Bid Forms

Contractor's Bid Form: must be completed and submitted with an original signature by the individual legally authorized to bind the bidder. Proposal form must contain the proposed bid cost for Grand Total.

C. Certification

The Bidder’s Transcriber(s) and Proofreader(s) to be used in fulfillment of this contract must have all of the following certifications and a copy of each certification must be provided for each Transcriber(s) and Proofreader(s).

Transcriber(s) Certifications:

1. Literary Braille Transcribing Certification issued by the Library of National Braille Institution, Library of Congress Federation for the Blind or Library of National Federation of the Blind.

2. Braille transcribers certified before 2016 should provide a Letter of Proficiency from the National Library Service in Unified English Braille (UEB) or proof of

Proofreader(s) Certifications:

1. Literary Braille Proofreading Certification issued by the Library of Congress Federation for the Blind, Library of National Federation of the Blind or National Braille Institution.

2. Braille proofreaders certified before 2016 should provide a Letter of Proficiency from the National Library Service in Unified English Braille (UEB) or proof of

D. Insurance Certificate

The bidder must possess and provide a copy of their insurance certificates meeting the terms outlined in Exhibit E, Article III. Certificate of Insurance Requirements:

1. Commercial General Liability, AND

2. Workers’ Compensation

Proof of coverage and limits for the above required terms are required in the bid submission package. The additional insured language (see Exhibit E, Article III.

Certificate of Insurance Requirements) will be required as a condition of contract award.

E. Contractor Certification Clauses (CCC 04/2017)

The Contractor Certification Clauses (CCC 04/2017) must be signed and dated with an original signature. The CCC 04/2017 can be found at https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language.

F. Payee Data Record (STD 204) and Payee Data Record Supplement (STD 205)

The STD 204 form must be completed and submitted with an original signature. The STD 204 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf.

The STD 205 form must be completed and submitted with an original signature if the bidder must identify a remittance address that is different from the mailing address identified on the STD 204. The Payee Data Record Supplemental STD 205 can be found at https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf.

G. Generative Artificial Intelligence (GenAI) Disclosure and Factsheet (STD 1000)

The STD 1000 form must be completed and submitted with an original signature. See General Information, Article VIII. Generative Artificial Intelligence (GenAI) Disclosure Notification for more information. The STD 1000 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf

H. Attachment 2 – Certification of Workers’ Compensation Insurance

The Certification of Workers’ Compensation Insurance form must be fully completed, signed and dated with an original signature.

I. Attachment 3 – Darfur Contracting Act Certification, or Attachment 3a – Darfur Contracting Act Certification Supplemental

The Darfur Contracting Act Certification or the Darfur Contracting Act Certification Supplemental must be fully completed, signed and dated with an original signature.

J. Attachment 4 – California Civil Rights Certification

The California Civil Rights Certification must be fully completed, signed and dated with an original signature.

K. Attachment 7 – Iran Contracting Act Certification

The Iran Contracting Act Certification form must be fully completed, signed and dated with an original signature.

L. Conditional Attachments

1. Subcontracting

If bidder intends to subcontract any portion of the work outlined in Exhibit A, Scope of Work, the Bidder Declaration (GSPD-05-105) form must be completed and submitted with original signature. The GSPD-05-105 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

2. Small Business Preference

If bidder intends to apply for the Small Business Preference the Attachment 5 Small Business Preference Sheet must be completed and submitted with original signature.

The bidder must submit proof of Small Business certification. Failure to submit a copy of your proof of certification for the industry appropriate for this bid will not be cause for bid rejection; however, preference for small business will not be considered or granted for your bid. Certification can be verified on Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

3. DVBE Incentive Option

If bidder intends to apply for the DVBE Incentive the following documents are required. Failure to submit any of the documents for this bid will not be cause for bid rejection; however, DVBE incentive will not be considered or granted for your bid.

Bidder Declaration (GSPD-05-105). Bids must include a GSPD-05-105 form completed in accordance with the instructions on the form. The GSPD-05-105 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf.

DVBE Certification. Bids must include a copy of the DVBE certification for each DVBE contractor/subcontractor. DVBE certification can be verified and printed from Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

4. TACPA Preference

If bidder intends to apply for the TACPA Preference the TACPA Preference form (STD 830) and Bidder’s Summary of Contract Activities and Labor Hours (DGS/PD 526) form must be completed and submitted with original signature.

TACPA Preference Request form (STD 830). Bids must include a STD 830 form completed in accordance with the instructions on the form. The STD 830 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf

Bidder’s Summary of Contract Activities and Labor Hours form DGS/PD 526.

Bids must include a DGS/PD 523 form completed in accordance with the instructions on the form. The DGS/PD 526 form can be found at:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf

XIV. BASIS OF AWARD

Following the public bid opening, the CDE Contracts Office will review the low bid for compliance with the bid requirements, specified herein, and to determine if the low bidder is responsible and responsive to this IFB.The contract shall be awarded on the basis of the responsive/responsible bidder submitting the lowest average Grand Total for Literary Braille Transcription services stated on the Contractor’s Bid Forms, Exhibit B.1, B.2, and B.3.

The lowest average Grand Total will be computed by adding the Grand Total from each of the three bid forms, Exhibit B.1, B.2, and B.3, and then dividing the amount by three.

Charges for the bidder’s operating expenses such as: labor, travel, transportation, fuel, shipping, delivery, materials, parking, equipment, equipment rental, taxes, permits, certifications, licenses, insurance and/or any other overhead expenses necessary to perform all the work required for literary braille transcription must be included as part of the bidder’s rates.

All bid responses must comply with the requirements outlined herein. Failure to do so will disqualify the bid. If it is determined not to be in the best interest of the State, the State reserves the right to not award a contract in response to this IFB.

THE STATE RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS.

The method that shall be used as a "tie-breaker" in the event of a two-way (or more) tie of the responsive/responsible lowest bid will be to place the names of the bidders in a container. The first name drawn will be the proposed awardee. The remaining bidder(s) name(s) will be drawn sequentially and noted in case, upon validation, the proposed awardee selected through the tie-breaking process is unacceptable.

Small business bidders, meeting the IFB specifications, shall have precedence over non-small business bidders in that the application of any bidder preference for which non-small business bidders may be eligible under any other provision of law shall not result in the denial of the award to a small business bidder.

In the event of a precise tie between the low responsible bid of bidder meeting the specifications of a small business, and the low responsible bid of a bidder meeting the specifications of a disabled veteran-owned small business, the contract shall be awarded to the veteran-owned small business.

Upon written request by any bidder who has submitted a bid, notice of the proposed award shall be posted in a public place in the offices of the contracting agency at least five working days prior to awarding the contract.

XV. OPTION TO RENEW

The contract awarded through this IFB would expire on June 30, 2026; however, the CDE may exercise the options to renew for two additional years.

Costs for the first one-year option to renew (July 1, 2026 – June 30, 2027) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.2, contract period July 1, 2026 – June 30, 2027. If the State elects to renew the agreement with the Contractor, the CDE Contract Monitor will notify the Contractor of the option to renew in January 2026.

Costs for the second one-year option to renew (July 1, 2027 – June 30, 2028) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.3, contract period July 1, 2027 – June 30, 2028. If the State elects to renew the agreement with the Contractor, the CDE Contract Monitor will notify the Contractor of the option to renew in January 2027.

XVI. CONTRACT AWARD PROTEST PROCEDURES

If prior to the award, any bidder files a protest with the CDE against the awarding of the contract on the grounds that it is the lowest responsive/responsible bidder meeting the specifications of the IFB, the contract shall not be awarded until either the protest has been withdrawn or the DGS has decided the matter. Protests shall be limited to those bases specified in Public Contract Code section 10345 (Attachment 6 describes the protest procedures to be followed by a bidder filing a protest). The protest shall be sent to:

Department of General Services Office of Legal Services ATTN: Bid Protest Coordinator 707 3rd Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605 EMAIL: OLSProtests@dgs.ca.gov

California Department of Education Contracts Office ATTN: Contract Manager 1430 N Street, Suite 2213

Sacramento, CA 95814 EMAIL: ContractsOffice@cde.ca.gov

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

The Contractor will provide all labor, materials, and equipment necessary to provide formatting, transcription, proofing, and creating tactile(s) to produce braille versions of literary base state-adopted textbooks and other instructional materials on an as-needed basis for the California Department of Education (CDE), Curriculum Frameworks and Instructional Resources Division (CFIRD), Clearinghouse for Specialized Media and Technology (CSMT) located at 1430 N Street, Suite 3207, Sacramento, CA 95814, as described herein.

II. CONTRACT MONITORS

The California Department of Education (CDE) assigns Joe Thompson, 916-323-1953, jthompson@cde.ca.gov, as the CDE Contract Monitor to oversee this project. Said CDE Contract Monitor is not authorized by the State to make any commitments or make any changes which will affect the price, terms or conditions of this Agreement without a formal contract amendment.

The Contractor must assign a Contractor Contract Monitor to oversee this project. Said Contractor Contract Monitor is not authorized by the State to make any commitments or make any changes which will affect the price, terms or conditions of this Agreement without a formal contract amendment.

III. BACKGROUND/PURPOSE

The CDE/CSMT produces accessible versions of textbooks, workbooks, and literature books adopted by the State Board of Education. Products and services are provided pursuant to California law:

California Education Code Section 60312 The state board shall make available copies of adopted textbooks and other state adopted print materials in large print and other accessible media for pupils enrolled in the elementary schools whose visual acuity is 10/70 or less or who have other visual impairments making the use of these textbooks and alternate formats necessary. The state board shall make available adopted textbooks in braille characters for pupils enrolled in elementary schools whose corrected visual acuity is 20/200 or less. The state board may purchase or contract for the development of those materials.

California Education Code Section 60313(a) The Superintendent of Public Instruction shall maintain a central clearinghouse-depository and duplication center for the design, production, modification, and distribution of Braille, large print, special recordings, and other accessible versions of instructional materials for use by pupils with visual impairments or other disabilities who are enrolled in the public schools of California.

IV. REQUIREMENTS AND CERTIFICATIONS:

The Contractor will provide all labor necessary to provide formatting, transcription, tactile creation and proofing services to produce braille versions of literary state-adopted instructional resources on an as-needed basis. The Contractor must be able to provide all four services; however, all services may not be required at one time.

All services will be performed at the Contractor’s site. The Contract must be located in the United States of America. The Contractor must ensure that, at all times during the contract period, they have equipment available on site to complete the work specified in Exhibit A, Scope of Work.

Any edits and corrections to the contractor’s products that are found will need to be fixed to satisfactory and emboss-ready format at no additional cost to the CDE. If substantial errors are found, CDE will assign to an independent proofreader at the Contractor’s cost. Substantial errors include, but are not limited to, those which are considerable in quantity or affect the meaning of the braille materials.

A. Contractor will ensure work will be completed only by knowledgeable persons with appropriate certifications that are provided to CDE prior to the start of their work.

Transcriber(s) Certifications:

1. Literary Braille Transcribing Certification issued by the Library of National Braille Institution, Library of Congress Federation for the Blind or Library of National Federation of the Blind.

2. Braille transcribers certified before 2016 should provide a Letter of Proficiency from the National Library Service in Unified English Braille (UEB) or proof of registration/wait list with certification provided upon receipt.

Proofreader(s) Certifications:

1. Literary Braille Proofreading Certification issued by the Library of Congress Federation for the Blind, Library of National Federation of the Blind or National Braille Institution.

2. Braille proofreaders certified before 2016 should provide a Letter of Proficiency from the National Library Service in Unified English Braille (UEB) or proof of registration/wait list with certification provided upon receipt

B. The Contractor will provide all services according to guidelines established by the Braille Association of North America (BANA). The Contractor has the responsibility to know and use any publications, amendments/revisions to such publications and other guidance relating to:

1. Braille Formats: Principles of Print to Braille Transcription, 2016 (or its current web edition)

2. Guidelines and Standards for Tactile Graphics, 2010 (or its current web edition) and its supplements

3. BANA Guidelines for the Transcription of Early Educational Materials from Print to Braille, 2020 (or its current web edition)

V. GLOSSARY OF TERMS:

A. BANA Formats: BANA is an association which publishes rules and guidelines pertaining to the standardization of braille in all existing and future codes for braille transcription and tactile graphic

B. Braille File: A completed text in an electronic file that can be printed out in braille (e.g., in .abt or .brf extensions)

C. NIMAS file: (National Instructional Materials Accessibility Standard) Publisher file sent to the National Instructional Materials Accessibility Center repository and converted into a file in which alternate formats can be created.

D. Formatted RTF file: A textbook from the publisher in rich text file format.

E. Braille Transcription: A Braille version of text in an electronic file

F. Tactile: A tactile graphic is a representation of a print graphic designed in a manner that is the most meaningful to the reader.

G. Contracted Braille: also known as Grade Two Braille, using standard shortened characters for common words and/or phrases.

H. Uncontracted Braille: also known as Grade One Braille, using letter for letter braille.

I. Interpoint: Dual-sided Braille, using both sides of the Braille paper to condense the number of volumes needed to complete the book.

J. Title Page (TP): A Word document that must be created by transcriber in text which contain information in each volume, for sighted instructors. Each title page should contain the title of book, ISBN, volume number and the print pages that the volume contains in braille, etc. (see Exhibit H) this document must be done in Arial 12-point font.

K. Volumes: Braille and tactile files will be sectioned by volumes. Volumes of braille will be divided into no more than 75 braille pages. A new volume must start at the beginning of a chapter.

L. Preliminary Volume(s): Also known as front matter, which is all print information at the front of the book to include copyright information, author, and table of contents.

If front matter is more than 75 Braille pages, a separate preliminary volume should be created and saved as such.

M. Supplemental Volume(s): Also known as back matter: the information at the back of the book to include index, glossary, and other appendices, all labeled as supplemental volumes. If back matter is more than 75 Braille pages, a separate supplemental volume should be created and saved as such.

N. Transcribers Notes (TN): A Word document template that the transcriber fills out to provide notes when the Braille does not match the text. Such as explaining the picture in text for the teacher that would be better understood rather than a tactile graphic.

O. Graphic Tally Sheet: A Word document template that the graphic artist (tactilist) fills out to account for all graphics, pictures, charts, diagrams, maps and all other visual arts that need to be recorded for the embosser.

P. Proofer Notes: A Word document template that the proofer completes to document any notes, edits and/or recommended corrections to either formatting, tactiles or transcription.

Q. Special Symbol page: A Word document that describes the special symbols that the transcriber used this includes all contracted Braille short codes as well as punctuation specific to the subject matter.

VI. FORMATTER RESPONSIBILITIES:

The Formatter cannot be the same person as the Proofer. The Formatter will:

A. Receive an extractable .pdf, or rich text file (rtf), or .docx, or NIMAS file, and/or a print copy of the book from CDE for formatting instructions.

B. Provide instructions to the Transcriber, Graphic Artist, and Proofer.

C. Review the completed braille volumes from the Transcriber and Graphic Artist to ensure that the Formatter’s instructions were followed. If changes need to be made, the Formatter should advise the Transcriber and Graphic Artist, and review the final completed braille file to ensure changes were made accurately.

VII. TRANSCRIBER RESPONSIBILITES:

The Transcriber cannot be the same person as the Proofer. The Transcriber will:

A. Transcribe text according to Formatter’s instructions. Use commercial computer software to transcribe materials (e.g., Braille 2000, Duxbury, or Braille Blaster).

B. Transcribe in contracted braille, or Grade Two Braille, using standard shortened characters for common words and/or phrases (unless BANA guidelines supersede this rule and uncontracted braille is required.) These files should be transcribed using the UEB format. Number all volumes (including preliminary or supplemental) consecutively in sequence as such (13-digit ISBN brl VOL 01.abt).

If there is a preliminary or supplemental volume, it should be named as such (13-digit ISBN brl PRE 01.abt or SUP 01.abt).

C. Volumes should contain no more than 75 print pages. New volumes must begin at the start of a chapter, or at a good place that would be easily started up again in the following volume.

D. Braille should be created in Interpoint, unless requested in single-sided and/or BANA guidelines require single-sided braille.

E. Create, using a Microsoft Word document, the Transcriber notes (see Exhibit F) and Title Pages (See Exhibit H) for each volume and Special Symbol page (if needed).

F. Receive electronic tactile(s) from Graphic Artist and insert tactile in transcription file as instructed in Formatter’s notes.

G. Review completed braille volumes before submitting to the Formatter and Proofer.

H. Send the transcribed volume(s) to the Formatter to review.

I. Make corrections from Formatter, if any, and send to Proofer.

J. Send the transcribed volume(s) to the Proofer to proof (Proofer will make recommended edits and corrections on Proofer Notes (See Exhibit G) and return to Transcriber for review).

K. Respond to proofer notes’ edits and corrections, (e.g. “fixed” or “do not agree with recommendations (with a reasoning)”) and submit back to Proofer. Make all necessary corrections from Proofer’s Notes. Sign and verify that corrections were made.

L. Complete Braille File Information form (See Exhibit I).

M. Once verified by Formatter and Proofer, the Transcriber will save the completed files (braille, tactiles, TN, TP, and other documents) accordingly. Upon assignment completion, files will be uploaded either through CDE’s electronic FTP site or a cloud service, to CDE, along with the necessary forms and invoice, as a completed assignment. Completed Assignments should be uploaded to the FTP site or cloud service labeled as ISBN only.

VIII. PROOFER RESPONSIBILITIES:

The Proofer cannot be the same person as Formatter, Transcriber, or Graphic Artist. The Proofer will:

A. Receive one print copy of the original book from Transcriber for proofing assignment.

B. Receive one copy of the written Formatter’s instructions and marked-up copy of the instructional material from the Formatter.

C. Receive completed braille and tactile volumes from Transcriber and Graphic Artist for proofing using Proofer Notes template form (See Exhibit G), note any errors for edits and corrections, and submit to Transcriber.

D. Work with the Transcriber and Graphic Artist to resolve any discrepancies if the Transcriber does not agree with edits and corrections.

E. Verify that the agreed-upon edits and corrections in the Proofer’s Notes are completed by the Transcriber by reviewing the corrected braille volumes.

F. Send completed Proofer’s Notes to Transcriber. The Transcriber will submit completed, final Proofer’s Notes form along with the completed assignment and invoice to the CDE for payment.

IX. GRAPHIC ARTIST (TACTILIST) RESPONSIBILITIES:

The Graphic Artist cannot be the same person as the Proofer. The Graphic Artist will:

A. Review the Formatter’s mark-up instructions to determine if a tactile will need to be created.

B. Create the tactile(s) in the size required by the Formatter.

C. Work with Transcriber to provide braille for internal words, caption(s) for the tactile(s), and estimate of space required for completed tactiles of one-half page or more. A simple phrase, such as, “picture was omitted” or “ask teacher for help” will not be accepted.

D. Send an electronic copy, and a copy of the Graphics Tally Sheet (See Exhibit J), to the proofer to proof for accuracy and completeness.

E. If Proofer has any edits and corrections, Graphic Artist will need to work with the Transcriber and proofer to resolve.

F. Save and send the completed electronic tactiles and the Graphics Tally Sheet to the Transcriber for insertion by volume. Transcriber will insert electronic file in the space reserved for the electronic tactile. Each tactile must be provided in a .pdf format for verification and payment purposes.

G. Electronic tactile files must be saved by volumes consecutively and in sequence as such (13-digit ISBN tac VOL 01.abt).

H. When project is done, send Graphics Tally Sheet to the Transcriber so that it can be included with the final complete braille file and be submitted for payment.

Tactiles must be created electronically (software examples are: CorelDraw, Adobe Illustrator, or Microsoft Word) so that it can be incorporated into the braille file.

Not all graphics or pictures in an assigned instructional material will be transcribed by the Graphic Artist. The Graphic Artist shall confer with the formatter. A tactile should be created if the picture or graphics are required for educational purposes. However, if a picture is omitted, a description or caption should be provided for each omitted picture on the transcriber notes. If there are any discrepancies or disagreements on the Formatter’s instructions, the Graphic Artist will need to work with the Formatter to resolve.

X. BRAILLE SOFTWARE:

The Contractor will conduct services using widely-used software. The files must be able to be reviewed by Braille 2000, Duxbury, or Braille Blaster. If CDE or any of CDE’s clients and/or contractors are not able to view any materials and or files provided by the Contractor, the CDE reserves the right to request Contractor to replace their Braille software with one that is viewable, at no additional cost to CDE.

XI. COMPUTER FILES:

The Contractor will provide all files using CDE’s FTP site or cloud service, for all assigned and completed materials. Completed Assignments should be uploaded to the FTP site or cloud service labeled as ISBN only. All electronic data files resulting from the production of braille are the property of the State of California and cannot be duplicated or used for profit, and shall be forwarded to CDE upon completion of assignment. All materials used or created in the production of any braille transcription services outlined in this Scope of Work are protected by copyright laws. The Contractor is prohibited from using, distributing, or selling any part of the instructional materials (electronic and/or hard copies) at any stage during the transcription process for any use other than to carry out the services outlined in this Scope of Work.

A. Completed Assignments should be saved in a folder labeled as ISBN only.

That folder should contain 4 subfolders as follows:

1. Folder labeled Braille Files and will include every volume for the assignment as such (13-digit ISBN brl Vol. 01.abt)

2. Folder labeled Tactile Files (if applicable), and will include tactiles that were created for this assignment as such (13 digit ISBN tac Vol. 01.doc) This folder will include a .pdf of each tactile for verification and payment purposes.

3. Folder labeled Transcribers Notes and Title Pages which includes:

a. Transcribers Notes (See Exhibit F as such (13-digit ISBN TN Vol.01.doc)

b.