DC260032_-_In-Person_Language_Interpreting_and_VRI_Services.pdf

California Department of Education Invitation for Bid (IFB) In-Person Language Interpreting and VRI Services – DC260032

Diagnostic Center, Central California Analyst: Contract Analyst – Nikki Garcia

1430 N Street, Suite 2213 Sacramento, CA 95814

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

Bid Due Date: April 7, 2026 at 12:00 pm PST

Public Bid Opening: April 9, 2026 at 10:00 am PST Contract Period: October 1, 2026 (or upon DGS Approval) – September 30, 2027

One-Year Option to Renew: October 1, 2027 – September 30, 2028 One-Year Option to Renew: October 1, 2028 – September 30, 2029 mailto:NGarcia@cde.ca.gov

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) In-Person Language Interpreting and VRI Services – DC260032

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. BID SUBMISSION

XII. BID SUBMISSION REQUIREMENTS

XIII. BASIS OF AWARD

XIV. OPTION TO RENEW

XV. CONTRACT AWARD PROTEST PROCEDURES

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

II. CONTRACT MONITORS

III. BACKGROUND/PURPOSE

IV. LANGUAGES

V. IN-PERSON LANGUAGE INTERPRETING SERVICES

VI. VIDEO REMOTE INTERPRETING SERVICES

VII. INTERPRETER QUALIFICATIONS

VIII. SCHEDULED SERVICES

IX. CANCELLATION

X. INVOICING

XI. COORDINATION

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

I. INVOICING AND PAYMENT

II. BUDGET CONTINGENCY CLAUSE (rev. 04/2025)

III. PAYMENT

EXHIBIT B.1 – CONTRACTOR’S BID FORM

EXHIBIT B.1 – CONTRACTOR’S BID FORM CONTINUED

EXHIBIT B.2 – CONTRACTOR’S BID FORMS

EXHIBIT B.2 – CONTRACTOR’S BID FORMS CONTINUED

EXHIBIT B.3 – CONTRACTOR’S BID FORMS

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

EXHIBIT E – ADDITIONAL PROVISIONS

I. COMPUTER SOFTWARE COPYRIGHT COMPLIANCE

II. CERTIFICATE OF INSURANCE REQUIREMENTS:

III. WORKERS’ COMPENSATION

IV. AMENDMENTS

V. OPTION TO RENEW

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 37

ATTACHMENT 4 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 5 – SMALL BUSINESS PREFERENCE SHEET

ATTACHMENT 6 - BIDDER CERTIFICATION

ATTACHMENT 7 – PROTEST PROCEDURES FOR INVITATION FOR BIDS

GENERAL INFORMATION

I. PURPOSE

The California Department of Education (hereinafter referred to as CDE) is soliciting bids to provide In-person foreign language interpreting services and Video Remote Interpreting (VRI) services on an as-needed basis for the Diagnostic Center, Central California located at 1818 West Ashlan Avenue, Fresno, CA 93705, in accordance with the specifications contained herein this Invitation for Bid (IFB).

It is anticipated that the contract start date will begin approximately on October 1, 2026.

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 March 24, 2026

Bids Due April 7, 2026, at 12:00 pm PST

Public Bid Opening April 9, 2026, at 10:00 am PST

Contract Start Date October 1, 2026, 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. 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.

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

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 https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/How-to-do-business-with-the-state-of-California https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/How-to-do-business-with-the-state-of-California https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx 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 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 the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

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.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-Target-Area-Contract-Preference?search=TACPA https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Request-Target-Area-Contract-Preference?search=TACPA https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=4535.&lawCode=GOV https://govt.westlaw.com/calregs/Document/IB6959FB0FA6A11DE8C6E96BC63A3F6F5?viewType=FullText&listSource=Search&originationContext=Search+Result&transitionType=SearchItem&contextData=(sc.Search)&navigationPath=Search%2fv1%2fresults%2fnavigation%2fi0ad720f200000180dc9fa61d346ef6d5%3fppcid%3dda49fab88d1d4a6d9177c26f3ebfaf26%26Nav%3dREGULATION_PUBLICVIEW%26fragmentIdentifier%3dIB6959FB0FA6A11DE8C6E96BC63A3F6F5%26startIndex%3d1%26transitionType%3dSearchItem%26contextData%3d%2528sc.Default%2529%26originationContext%3dSearch%2520Result&list=REGULATION_PUBLICVIEW&rank=1&t_T2=1896.40&t_S1=CA+ADC+s https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf

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, and all interpreters, to be used in fulfillment of this contract must meet one of the following two criteria:

Criteria 1: Interpreters must have at least two (2) years of experience and at least forty hours of training, interpreting the specified language, OR

Criteria 2: Interpreter must possess at least one of the following:

1. A professional language interpreting college degree, OR:

2. A valid and current Certification Commission for Healthcare Interpreters certification

OR:

3. A valid and current Judicial Council interpreting certificate OR:

4. A valid and current State Personnel Board interpreting certificate.

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 phone at 916-319-0940 or 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. 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 – In-Person Language Interpreting and VRI 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 – DC260032 – IFB 1430 N Street, Suite 2213 Sacramento, CA 95814 SEALED BID – In-Person Language Interpreting and VRI 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 April 7, 2026, at 12:00 pm PST.

The bids will be publicly opened and read on April 9, 2026, at 10:00 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 – DC260032, 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.

XII. 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 XI. 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.

C. Insurance Certificate

The bidder must possess and provide a copy of their insurance certificates meeting the terms outlined in Exhibit E, Article II. 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 II.

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

D. 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.

E. 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.

F. 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.

G. 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.

H. Attachment 4 – California Civil Rights Certification

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

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

I. Attachment 6 – Bidder Certification

The Bidder Certification must be fully completed and dated with an original signature.

Bidders must demonstrate responsibility and the capability to professionally carry out the terms of this contract through the bidder certification.

J. 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 https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx 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

XIII. 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 Non-Emergency Total for In-Person Language Interpreting Services stated on the Contractor’s Bid Forms, Exhibit B.1, B.2, and B.3.

The lowest average Non-Emergency Total for In-Person Language Interpreting Services will be computed by adding the Non-Emergency Total for In-Person Language Interpreting Services from each of the three bid forms, Exhibit B.1, B.2, and B.3, and then dividing the amount by three.

Video Remote Foreign Language Interpreting Services Rates will be not be considered for awarding purposes.

Emergency Hourly Rates will not be considered for awarding purposes. Non-Emergency Hourly Rates and Emergency Hourly Rates must be completed for all languages.

Charges for the bidder’s operating expenses such as: to furnish all labor, travel, transportation, fuel, parking, equipment, equipment rental, taxes, permits, licenses, insurance and/or any other overhead expenses necessary to perform all the work required to provide in-person language interpreting and VRI services 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) https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf 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.

XIV. OPTION TO RENEW

The contract awarded through this IFB would expire on September 30, 2027; however, the CDE may exercise the options to renew for two additional years.

Costs for the first one-year option to renew (October 1, 2027 – September 30, 2028) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.2, contract period October 1, 2027 – September 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 March 2027.

Costs for the second one-year option to renew (October 1, 2028 – September 30, 2029) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.3, contract period October 1, 2028 – September 30, 2029. 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 March 2028.

XV. 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 7 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 mailto: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 mailto:CONTRACTSOFFICE@cde.ca.gov

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

Contractor shall provide in-person foreign language interpreting services and video remote interpreting (VRI) services on an as-needed basis for the Diagnostic Center, Central California (DCCC), located at 1818 West Ashlan Avenue, Fresno, CA 93705, as described herein.

II. CONTRACT MONITORS

The California Department of Education (CDE) assigns Shanon McClain, smcclain@dcc-cde.ca.gov, (559) 470-4423, 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 Contractor shall provide in-person foreign language interpreting services and VRI services. Both services will be provided on an as-needed basis to meet the requirement of the Code of Federal Regulations Title 34 Part 30 300.29 (a) (1), (2), and (b);

California Education Code Part 30 Chapter 4 Section 56341.5 (i).

The DCCC will have in-person language interpreting services and VRI services available in languages outlined in Exhibit A, Article IV, Languages to ensure that all information communicated in various meetings, trainings, parent and family conferences, and telephone correspondence are understood by non-English speaking students, parents and/or guardians of children attending the DCCC for educational diagnostic assessments.

IV. LANGUAGES

The Contractor shall provide in-person foreign language interpreting services at the DCCC, or VRI services, on an as-needed basis for the following languages:

1. Arabic 5. Korean 9. Russian

2. Cantonese 6. Mandarin 10. Spanish

3. Farsi 7. Portuguese 11. Tagalog

4. Hmong 8. Punjabi 12. Vietnamese

The Contractor must have at least two (2) interpreters per language specified herein.

Languages available throughout the contract term to provide services as stated in the Scope of Work.

mailto:smcclain@dcc-cde.ca.gov

V. IN-PERSON LANGUAGE INTERPRETING SERVICES

A. The Contractor shall perform in-person interpreting services at the DCCC on an as-needed basis for one or more of the languages listed in Exhibit A, Article IV, Languages. Services may be required for such events as:

1. Individual diagnostic assessments with a pupil,

2. discussions and/or interviews between assessment staff and the parents of the pupil during the assessment period,

3. Formal conferral meetings between the DCCC, Local Education Agency (LEA) and parents of the assessed pupil

B. The Contractor shall notify all interpreters who will provide in-person interpreting services in fulfillment of this contract that it is a requirement for interpreters to wear a badge showing current certification. If an interpreter arrives for an assignment without the proper certification, they will not be allowed to provide services.

C. The CDE will email the Contractor with relevant details of the in-person interpreting assignment. It is the responsibility of the Contractor to forward this information to the assigned interpreter(s).

D. In-person interpreting assignments shall be performed at the DCCC, located at 1818

West Ashlan Avenue, Fresno, CA 93705. The Contractor will be responsible for any and all travel costs. Travel costs are not reimbursable. Rates listed in Exhibit B are all-inclusive.

VI. VIDEO REMOTE INTERPRETING SERVICES

A. The Contractor shall perform VRI services on an as-needed basis for one or more of the languages listed in Exhibit A, Article IV, Languages.

B. VRI services will be performed remotely in the method requested by the DCCC Administrators such as live-stream, webinar, Zoom meeting, chat, and/or telephone.

C. The CDE will email the Contractor a meeting invitation for each VRI assignment with relevant details of the assignment including instructions on how to connect to the meeting. It is the responsibility of the Contractor to forward this invitation to the assigned interpreter(s).

D. The Contractor shall ensure the interpreter has a professional looking space inside a home office setting, booth, or office during VRI sessions. The interpreter shall not conduct a VRI session from an open public space, a parking lot, or a moving vehicle.

E. Contractor’s VRI services include all labor, tools, materials, and equipment necessary to perform VRI sessions.

VII. INTERPRETER QUALIFICATIONS

A. Any interpreter to be used in the fulfillment of this contract must meet one of the following two criteria:

Criteria 1:

Interpreter must have at least two (2) years of experience and at least 40 hours of training interpreting the specified language, OR

Criteria 2:

Interpreter must possess at least one of the following:

1. A professional language interpreting college degree OR;

2. A valid and current Certification Commission for Healthcare Interpreters certification OR;

3. A valid and current Judicial Council interpreting certificate OR;

4. A valid and current State Personnel Board interpreting certificate.

B. Interpreters must demonstrate proficiency levels that range from the ability to speak the language with sufficient structural accuracy and vocabulary, to participate effectively in most formal and informal conversations on practical, social, and professional topics, to the maximum proficiency level with specified subject matter or technical level competency. If a scheduled interpreter does not meet these proficiencies, the CDE Contract Monitor shall reserve the right to request the immediate replacement of an interpreter provided to CDE under this contract.

C. The Contractor must be able to provide an interpreter’s current certification, listed in Exhibit A, Article VII, Item A, via email, prior to an interpreting session upon request from the CDE Contract Monitor or designee. This can be a copy of the certification which reflects an expiration date or online credential verification. If an interpreter does not have a certification, a copy of proof of the minimum 40 hours’ interpreter training must be emailed to the CDE Contract Monitor along with documentation of two (2) years interpreting experience in the assigned language.

VIII. SCHEDULED SERVICES

A. The Contractor will provide in-person and VRI interpreting services on an as-needed basis as requested by the CDE Contract Monitor, Monday through Friday, 8:00 am to 5:00 p.m. (PST), excluding state holidays.

B. In-person interpreting assignments shall be performed at the DCCC, located at 1818 West Ashlan Avenue, Fresno, CA 93705. The Contractor will be responsible for any and all travel costs. Travel costs are not reimbursable.

C. The CDE Contract Monitor will request scheduled foreign language interpreting services at least two (2) business days prior to the event, via email or telephone.

Requests made less than 48 hours’ notice shall be considered “emergency services”. Emergency services will be billed at the Emergency Hourly Rate as stated in Exhibit B.

D. VRI services performed during regular business hours will be billed at the VRI rate specified in Exhibit B.

E. Requests for VRI services may take place outside regular business hours. VRI services outside of regular business hours will be billed at the VRI Emergency rate specified in Exhibit B.

F. The CDE Contract Monitor will schedule interpreters for in-person interpreting services for a minimum of two (2) hours per assignment. In-person assignments can be scheduled and paid in half hour increments after the minimum two (2) hours.

G. The Contractor will be required to submit a confirmation email to the CDE Contract Monitor or CDE designee within 24 hours of receiving the service request from the CDE Contract Monitor. The confirmation email will include the name of the assigned interpreter(s) and the number of assigned interpreter(s). The CDE Contract Monitor has the right to accept or deny the potential interpreter.

H. The CDE Contract Monitor reserves the right to request the immediate replacement of an interpreter provided to CDE under this contract. If CDE exercises this right, the Contractor must immediately replace the interpreter upon notification by the CDE Contract Monitor. The replacement interpreter(s) must meet the minimum qualifications outlined in Exhibit A, Article VII, Interpreter Qualifications.

I. The Contractor must provide qualified substitute interpreter(s) meeting the qualifications outlined in Exhibit A, Article VII, Interpreter Qualifications, if an assigned interpreter is unable to perform due to illness, resignation, or other factors beyond the Contractor’s control. Charges will begin at the time the replacement interpreter arrives at the assignment. DCCC will not be billed if the Contractor fails to provide a replacement interpreter.

J. The Contractor shall ensure that the interpreter will arrive within 15 minutes prior to the scheduled in-person or VRI assignment. If the interpreter is more than 15 minutes late (based on the scheduled assignment start time), the invoice shall show a deduction from the total cost for the assignment in 15-minute intervals. If the Contractor sends an invoice without the appropriate deduction due to a late arrival, the invoice will be sent back for resubmission at the appropriate cost for the assignment.

K. The Contractor will provide two (2) interpreters at the standard rate per interpreter if meetings last longer than two (2) hours and/or are detailed in nature. The required number of interpreters will be specified by the CDE Contract Monitor or CDE designee when initially requesting services.

L. The CDE reserves the right to terminate the contract for cause if the interpreter is more than 30 minutes late and/or the Contractor is unable to fulfill the interpreting services as stated in the terms of this contract.

IX. CANCELLATION

The CDE Contract Monitor will provide the Contractor at least 24 hours’ advanced notice of canceled assignments via email or telephone. No fees will be paid for cancelled services under these circumstances. For assignments cancelled by the CDE Contract Monitor less than 24 hours before the scheduled start of an assignment, the Contractor may charge up to two (2) hours or 50% of the requested hours of the cancelled assignment, whichever is less.

X. INVOICING

A. In-person interpreting assignments will be billed at an hourly rate and at half hour increments. There is a two-hour minimum for in-person interpreting services, thereafter, charges at intervals of 30 minutes will apply. All in-person interpreting services will be billed at the in-person interpreting rate specified in Exhibit B.

B. VRI services will be billed in 15-minute intervals. All VRI services will be billed at the VRI rate specified in Exhibit B.

C. The Contractor shall invoice per assignment and include the following information on the invoice:

1. Contract number

2. Name of interpreter(s)

3. Date of service

4. Language(s) interpreted

5. Length of assignment, including time-in and time-out

6. Deductions, as appropriate, for late arrivals

7. Total cost of assignment

XI. COORDINATION

A. The Contractor is to be advised that all interpreters working on site are required to sign in at the front desk of the DCCC lobby within 15 minutes prior to the start of each assignment. Interpreters must be escorted by a DCCC staff member while on campus.

B. The Contractor and all interpreters to be used in fulfillment of this contract will maintain a high level of professionalism, both in attire and in communication.

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

I. INVOICING AND PAYMENT

For services satisfactorily rendered, and upon receipt and approval of the invoices, the State agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates specified herein, which is attached hereto and made a part of this agreement.

Invoices shall include the Agreement Number DC260032 and shall be submitted in arrears, not more frequently than monthly in duplicate to:

California Department of Education Diagnostic Center, Central California

Attention: Shanon McClain 1818 W Ashlan Ave Fresno, CA 93705

Email: smcclain@dcc-cde.ca.gov

II. BUDGET CONTINGENCY CLAUSE (rev. 04/2025)

A. It is mutually understood between the parties that this Agreement may have been written before ascertaining the availability of federal and/or state funds, for the mutual benefit of both parties in order to avoid program and fiscal delays that would occur if the Agreement were executed after that determination was made.

B. This Agreement is valid and enforceable only if sufficient funds are made available to the State by the United States and/or California Government for the purpose of this program. In addition, this Agreement is subject to any additional restrictions, limitations, or conditions, imposed by the federal or California government that may affect the provisions, terms or funding of this Agreement in any manner.

C. It is mutually agreed that if the Congress or the State Legislature does not appropriate sufficient funds for the program or the federal or state executive branch does not disburse sufficient funds, this Agreement shall be amended to reflect any reduction in funds actually received by CDE.

D. Pursuant to GC, Section 927.13, no late payment penalty shall accrue during any time period for which there is no Budget Act in effect, nor on any payment or refund that is the result of a federally mandated program or that is directly dependent upon the receipt of funds by a state agency.

E. CDE has the option to terminate the Agreement under the 30-day termination clause or to amend the Agreement to reflect any reduction in funds that the CDE actually receives.

III. PAYMENT

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

mailto:smcclain@dcc-cde.ca.gov

EXHIBIT B.1 – CONTRACTOR’S BID FORM

In-Person Language Interpreting and VRI Services – DC260032 Contract Period: October 1, 2026, through September 30, 2027

All bidders must be able to provide interpreters in the Central California region where in-person services are to be provided. All rates correspond to the hourly rate or per minute rate for one

(1) interpreter.

The undersigned Contractor hereby proposes to furnish all labor, travel, transportation, fuel, parking, equipment, equipment rental, taxes, certifications, permits, licenses, insurance and/or any other overhead expenses necessary to perform all the work required to provide in-person language interpreting and VRI services in accordance with the terms and conditions contained herein:

*Emergency Hourly Rates will not be considered for awarding purposes.

Non-Emergency Hourly Rates and Emergency Hourly Rates must be completed for all languages.

In-Person Language Interpreting Services

Language Non-Emergency Hourly Rate

Emergency Hourly Rate*

1. Arabic $_____________/hr $_____________/hr

2. Cantonese $_____________/hr $_____________/hr

3. Farsi $_____________/hr $_____________/hr

4. Hmong $_____________/hr $_____________/hr

5. Korean $_____________/hr $_____________/hr

6. Mandarin $_____________/hr $_____________/hr

7. Portuguese $_____________/hr $_____________/hr

8. Punjabi $_____________/hr $_____________/hr

9. Russian $_____________/hr $_____________/hr

10. Spanish $_____________/hr $_____________/hr

11. Tagalog $_____________/hr $_____________/hr

12. Vietnamese $_____________/hr $_____________/hr TOTAL (Add rates 1-12) $ $

EXHIBIT B.1 – CONTRACTOR’S BID FORM CONTINUED

Video Remote Foreign Language Interpreting Services*

Language Non-Emergency Minute Rate

Emergency Minute Rate

1. Arabic $_____________/min $_____________/min

2. Cantonese $_____________/min $_____________/min

3. Farsi $_____________/min $_____________/min

4. Hmong

$_____________/min $_____________/min

5. Korean

$_____________/min $_____________/min

6. Mandarin $_____________/min $_____________/min

7. Portuguese

$_____________/min $_____________/min

8. Punjabi $_____________/min $_____________/min

9. Russian

$_____________/min $_____________/min

10. Spanish $_____________/min $_____________/min

11. Tagalog

$_____________/min $_____________/min

12. Vietnamese $_____________/min $_____________/min TOTAL (Add rates 1-12) $ $

*Video Remote Foreign Language Interpreting Services Rates will not be considered for awarding purposes. Non-Emergency Minute Rates and Emergency Minute Rates must be completed for all languages.

This bid form must be completed in its entirety. An unsigned bid form may result in disqualification.

Bidder Name: ________________________________________________________

Address: ____________________________________________________________

City/State/Zip: ________________________________________________________

Email: ______________________________________________________________

Phone:…