DF260005_IFB_ASL-Trilingual_Services.pdf

California Department of Education Invitation for Bid (IFB) American Sign Language (ASL) and Trilingual Interpreting Services – DF260005

California School for the Deaf, Fremont Analyst: Contract Analyst – Alexis Boyd

1430 N Street, Suite 2213 Sacramento, CA 95814

Email: aboyd@cde.ca.gov Phone: (916) 319-0525

Questions Due to CDE: November 11, 2025, at 3:00 pm PST CDE Response: November 18, 2025 (TENTATIVE) Bid Due Date: December 2, 2025, at 2:00 pm PST

Public Bid Opening: December 4, 2025, at 9:00 am PST Contract Period: July 1, 2026 (or upon DGS Approval) – June 30, 2027

One-Year Option to Renew: July 1, 2027 – June 30, 2028 One-Year Option to Renew: July 1, 2028 – June 30, 2029 mailto:aboyd@cde.ca.gov

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) American Sign Language (ASL) and Trilingual Interpreting Services – DF260005

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. QUALIFICATIONS

IV. INTERPRETING REQUIREMENTS

V. SCHEDULED ASL AND TRILINGUAL INTERPRETING SERVICES

VI. SHORT-NOTICE ASL AND TRILINGUAL INTERPRETING SERVICES

VII. EMERGENCY ASL AND TRILINGUAL INTERPRETING SERVICES

VIII. LOCATION

IX. TEAM ASL INTERPRETING SERVICES

X. SCHEDULING

XI. CANCELLATIONS

XII. MINIMUM HOURS

XIII. COORDINATION

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

I. INVOICING AND PAYMENT

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

III. PAYMENT

IV. DVBE PARTICIPATION WITHHOLD (1/1/2022)

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

EXHIBIT E – ADDITIONAL PROVISIONS

I. COMPUTER SOFTWARE COPYRIGHT COMPLIANCE

II. CERTIFICATE OF INSURANCE REQUIREMENTS:

III. WORKERS’ COMPENSATION

IV. AMENDMENTS

V. OPTION TO RENEW

VI. CONTRACT REQUIREMENTS RELATED TO DVBE PARTICIPATION

COMPLIANCE

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 .. 35

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 certified American Sign Language (ASL) and trilingual (English, Spanish, and ASL) interpreting services, on an as needed basis, for the California School for the Deaf, Fremont (CSDF), located at 39350 Gallaudet Drive, Fremont, CA 94538, or another location as assigned by the CDE, 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, 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 November 4, 2025 Questions Due to CDE November 11, 2025 at 3:00 pm PST CDE Response November 18, 2025 (TENTATIVE) Bids Due December 2, 2025 at 2:00 pm PST Public Bid Opening December 4, 2025 at 9:00 am PST

Contract Start Date July 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.

Bidders must have at least 5 years of experience working with K-12 education programs.

The services provided through this IFB will be supplemental to contract DF230303, due to the CDE’s extensive need for additional ASL interpreting services. Therefore, the Contractor who is currently in contract with the CDE for ASL interpreting services through contract DF230303 may not submit a bid for this IFB.

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).)

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

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 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

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.

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.

A. The bidder must have at least 5 years of experience working with K-12 education programs.

B. The bidder must identify at least 40 interpreters that meet the requirements herein, and are named in Attachment 6, Bidder Certification.

C. All interpreters to be used in fulfillment of this contract must be registered with, or certified by, at least one of the following entities:

1. The Registry of Interpreters for the Deaf (RID), OR a Deaf Interpreters (DI), AND shall at a minimum have passed the Certified Deaf Interpreter (CDI) Knowledge Exam

a. There must be at least 3 DI/CDI interpreters identified in Attachment 6, Bidder

Certification, and whose certification is provided

b. AND there must be at least 2 trilingual interpreters (English, Spanish, and ASL) identified in Attachement 6, Bidder Certification, and whose certification is provided

2. American Consortium of Certified Interpreters (ACCI), certified at Level 4

3. National Association of the Deaf (NAD), certified at Level 4

4. Nationally Certified Interpreter (NCI), Advanced or Master level

5. Educational Interpreting Performance Assessment (EIPA), 4.0 or above

D. The bidder, and all interpreters to be used in fulfillment of this contract, must have at least

5 years of verifiable experience interpreting in the Deaf community.

E. All interpreters to be used in fulfillment of this contract must reside within 100 miles of

CSDF.

F. The bidder will be required to provide a minimum of 20 interpreting hours per week when school is in session. If the Bidder does not, or is unable to provide the minimum number of hours per week, as required, the CDE may terminate the contract.

G. The services provided through this IFB will be supplemental to contract DF230303, due to the CDE’s extensive need for additional ASL interpreting services. Therefore, the Contractor who is currently in contract with the CDE for ASL interpreting services through contract DF230303 may not submit a bid for this IFB.

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 Alexis Boyd, aboyd@cde.ca.gov, 916-319-0525. 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 Alexis Boyd, by phone at 916-319-0252, or by e-mail at aboyd@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 3:00 pm PST on Tuesday, Novmber 11, 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, November 18, 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 Alexis Boyd at aboyd@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 – AMERICAN SIGN LANGUAGE (ASL) AND TRILINGUAL INTERPRETING 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: Alexis Boyd – DF260005 – IFB 1430 N Street, Suite 2213 Sacramento, CA 95814

SEALED BID – AMERICAN SIGN LANGUAGE (ASL) AND TRILINGUAL INTERPRETING

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, December 2, 2025 at 2:00 pm PST.

The bids will be publicly opened and read on Thursday, December 4, 2025 at 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 – Alexis Boyd – DF260005, 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 the Combined Total.

C. Certification

The bidder must provide for each interpreter to be used in fullfillment of this contract, and as listed in the bidder’s Attachement 6, Bidder Certification, a copy of one of the following certifications:

1. The Registry of Interpreters for the Deaf (RID), OR a Deaf Interpreters (DI), AND shall at a minimum have passed the Certified Deaf Interpreter (CDI) Knowledge Exam

a. There must be at least 3 DI/CDI interpreters identified in Attachment 6, Bidder

Certification, and whose certification is provided

b. AND there must be at least 2 trilingual interpreters (English, Spanish, and ASL) identified in Attachement 6, Bidder Certification, and whose certification is provided

2. American Consortium of Certified Interpreters (ACCI), certified at Level 4

3. National Association of the Deaf (NAD), certified at Level 4

4. Nationally Certified Interpreter (NCI), Advanced or Master level

5. Educational Interpreting Performance Assessment (EIPA), 4.0 or above

A copy of each interpreters registration or certification listed above must be included in the bid submission.

D. 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 and Article III.

Workers’ Compensation:

1. Commercial General Liability, AND

2. Automobile Liability, AND

3. 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.

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.

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

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. 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.

H. 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.

I. Attachment 4 – California Civil Rights Certification

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

J. 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.

K. 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.

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

• 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

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 Combined Total for American Sign Language (ASL) and trilingual interpreting services as stated on the Contractor’s Bid Forms, Exhibit B.1, B.2, and B.3. The lowest average Combined Total will be computed by adding the Combined 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, personnel, materials, travel, transportation, fuel, parking, equipment, equipment rental, taxes, permits, licenses, insurance and/or any other overhead expenses 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.

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

XV. OPTION TO RENEW

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

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

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

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 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

California Department of Education Contracts Office ATTN: Contract Manager 1430 N Street, Suite 2213 Sacramento, CA 95814 EMAIL: ContractsOffice@cde.ca.gov mailto:OLSProtests@dgs.ca.gov mailto:CONTRACTSOFFICE@cde.ca.gov

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

The California School for the Deaf, Fremont (CSDF) serves over 350 students and their families, and over 300 employees. All of the students use American Sign Language (ASL), and a majority of the staff (80%) use ASL as well. CSDF provides comprehensive educational services, starting with Early Childhood Education through post-high school, with the Real- World Program. Additionally, CSDF has a residential program that is open from Sunday evening through Friday afternoon. CSDF students participate in athletics and extracurricular activities starting in elementary school that go through high school.

The Contractor will provide certified ASL interpreting services, including trilingual (English, Spanish, and ASL) interpreting services, on an as-needed basis, for the CSDF, located at 39350 Gallaudet Drive, Fremont, CA 94538, or another location as assigned by the California Department of Education (CDE), as described herein.

II. CONTRACT MONITORS

The CDE assigns Kathryn Canfield, KCanfield@csdf-cde.ca.gov, (510) 344-6064 as the State Contract Monitor to oversee this project. Said State 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. QUALIFICATIONS

A. The Contractor must have at least 5 years of experience working with K-12 education programs.

B. The Contractor must identify and be able to deploy at least 40 interpreters that meet the requirements herein, during the contract period.

C. All interpreters to be used in fulfillment of this contract must be registered with, or certified by, at least one of the following entities:

1. The Registry of Interpreters for the Deaf (RID), OR a Deaf Interpreters (DI), AND shall at a minimum have passed the Certified Deaf Interpreter (CDI) Knowledge Exam

a. There must be at least 3 DI/CDI interpreters identified in Attachment 6, Bidder

Certification, and whose certification is provided

b. AND there must be at least 2 trilingual interpreters (English, Spanish, and ASL) identified in Attachement 6, Bidder Certification, and whose certification is provided

2. American Consortium of Certified Interpreters (ACCI), certified at Level 4

3. National Association of the Deaf (NAD), certified at Level 4

4. Nationally Certified Interpreter (NCI), Advanced or Master level

5. Educational Interpreting Performance Assessment (EIPA), 4.0 or above mailto:KCanfield@csdf-cde.ca.gov

D. The Contractor, and all interpreters to be used in fulfillment of this contract, must have at least 5 years of verifiable experience interpreting in the Deaf community.

E. All interpreters to be used in fulfillment of this contract must reside within 100 miles of

CSDF.

IV. INTERPRETING REQUIREMENTS

A. The services provided through this contract are supplemental to DF230303, due to CSDF’s extensive need for ASL and trilingual services.

B. The Contractor will be required to provide a minimum of 20 interpreting hours per week when school is in session. If the Contractor does not, or is unable to provide the minimum number of hours per week, as required, the CDE may terminate the contract.

C. The CDE may request DI/CDI AND trilingual interpreters for specific assignments.

D. The Contractor will provide in-person, certified ASL and trilingual interpreting services to meet the reasonable accommodation requirements of Title I of the Americans with Disabilities Act (ADA). All interpreters to be used in fulfillment of this contract must meet the requirements of Exhibit A, Article III. Qualifications.

E. The Contractor, and all interpreters to be used in fulfillment of this contract, must adhere to the Registry of Interpreters for the Deaf (RID) Code of Ethics, and maintain a high level of professionalism, both in attire and communication.

F. The Contractor must have, at a minimum, 40 interpreters available who meet the minimum qualifications outlined in Exhibit A, Article III. Qualifications, during the contract period.

G. The CDE reserves the right to disapprove any of the Contractor’s interpreter assignment(s) provided under this contract. If the CDE exercises this right, the Contractor must immediately replace the disapproved interpreter.

H. The Contractor must provide a substitute interpreter within 36 hours, at the scheduled hourly rate, if an assigned interpreter is unable to perform due to illness, resignation, or other factors beyond the Contractor’s control. Substitute interpreters must meet qualifications as specified in Exhibit A, Article III. Qualifications.

V. SCHEDULED ASL AND TRILINGUAL INTERPRETING SERVICES

In-person ASL and/or trilingual interpreting will take place primarily at the CSDF campus located at 39350 Gallaudet Drive, Fremont, CA 94538.

A. ASL and/or trilingual interpreting services will be requested for the following types of meetings or gatherings, including but not limited to:

1. Interviews

2. Group training

3. Off campus field trips

4. Performances

5. Ceremonies

6. Administrative services

7. Other meetings as required

B. ASL and/or trilingual interpreting may be requested at another location within 100 miles of the CSDF campus, as designated by the CDE Contract Monitor.

C. For special events, the Contractor must provide 3-10 interpreters simultaneously, as requested by the CDE Contract Monitor, or CDE Designee. Special events may include, but are not limited to:

1. Family Fun Day (spring)

2. New Family Orientation/Registration (August)

3. End of year IEP meetings (June)

4. Accreditation or mid-cycle accreditation visits

VI. SHORT-NOTICE ASL AND TRILINGUAL INTERPRETING SERVICES

A. The Contractor will provide short-notice ASL and/or trilingual interpreting services, as requested by the CDE Contract Monitor, to be provided within 24 hours of a request. The Contractor must provide a confirmation notice, via email, to the CDE Contract Monitor within 2 hours of said request.

B. Short-notice services will constitute services requested by the CSDF to be scheduled outside of the normal business hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, or if CSDF provides less than 24 hours’ notice. Short-notice services will be billed at the short-notice rates, in accordance with Exhibit B, Contractor’s Bid Form.

VII. EMERGENCY ASL AND TRILINGUAL INTERPRETING SERVICES

A. The Contractor will provide emergency ASL and/or trilingual interpreting services in the event of, but not limited to, a medical or police emergency. The Contractor will provide emergency ASL and/or trilingual interpreting services 2 hours of a request. The Contractor must provide a confirmation notice, via email, to the CDE Contract Monitor within 1 hour of said request.

B. Emergency ASL and/or trilingual interpreting services will constitute services that require an immediate response from the Contractor, to provide services within 2 hours of a request, regardless if said request is within or outside of the normal business hours of 8:00 a.m to 5:00 p.m., Monday through Friday. Emergency ASL and/or trilingual interpreting services will be billed at the emergency rates, in accordance with Exhibit B, Contractor’s Bid Form.

VIII. LOCATION

A. All ASL and trilingual interpreting services will be performed in-person at the CSDF, 39350

Gallaudet Drive, Fremont, CA 94538, or another location (not more than 100 miles from CSDF), as requested by the CDE Contract Monitor, or CDE Designee.

B. ASL interpreting service rates are inclusive of all costs to perform the requested services.

Any additional costs, including but not limited to, separate travel costs, fuel, and parking, will not be reimbursed by CDE for any reason. The Contractor, and its interpreters, are responsible for their own travel expenses.

IX. TEAM ASL INTERPRETING SERVICES

A. For meetings that last longer than 2 hours, and/or are detailed in nature as requested by the CDE Contract Monitor, the Contractor will provide 2 interpreters at the standard rate per interpreter, in accordance with Exhibit B, Contractor’s Bid Form.

B. On occasion, the CDE Contract Monitor, at their discretion, may request 1 interpreter for team assignments, and assign the CSDF staff interpreter to work with the contracted interpreter.

X. SCHEDULING

A. The CDE Contract Monitor will request scheduled ASL and/or trilingual interpreting services at least 15 business days prior to the event, unless such request is made under Exhibit A, Article VI. Short-Notice ASL and Trilingual Interpreting Services, or Exhibit A, Article VII. Emergency ASL and Trilingual Interpreting Services.

B. Regularly scheduled requests for interpreting will take place between 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding state holidays.

C. The Contractor will provide acknowledgement of a request within 24 hours, or 1 business day, via email, after the CDE Contract Monitor has submitted a request.

D. All confirmation emails will contain, but not be limited to: the assigned interpreter’s name(s) and number(s), and copies of their certification(s), in accordance with Exhibit A, Article III.

Qualifications.

E. Assignments that have not been filled by the Contractor within 5 business days after a CDE

Contract Monitor request must be communicated to CSDF immediately in order to ensure appropriate interpreting services are available.

F. Any changes to an interpreting assignment, and/or additional interpreting time needed, must be communicated to the CDE Contract Monitor prior to the assignment.

G. The Contractor will ensure that the assigned interpreter will arrive 15 minutes prior to the scheduled assignment. If the interpreter is more than 15 minutes late (based on the scheduled meeting 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.

H. 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.

XI. CANCELLATIONS

A. The CDE Contract Monitor will notify the Contractor, via email, at least 2 business days in advance when an assignment is to be cancelled. No fees will be paid for cancelled services under these circumstances.

B. For assignments canceled by the CDE Contract Monitor less than 24 hours before the start of an assignment, the Contractor may charge up to 2 hours or 50% of CSDF’s requested hours, whichever is less.

C. If a CSDF assignment is cancelled the same day as scheduled, interpreter(s) may be requested to support a different assignment at the main location of CSDF’s campus, at 39350 Gallaudet Drive, Fremont, CA 94538, during the same timeframe as the original request. In this instance, the originally requested rate per interpreter will apply.

XII. MINIMUM HOURS

No assignment(s) may be scheduled for less than 2 hours. Assignments may be scheduled, and paid in, 15-minute increments after the minimum 2 hours.

XIII. COORDINATION

A. The Contractor, and all interpreters working on the CSDF campus, are required to sign in daily at the CSDF Administration Building. The Contractor, and all interpreters, will be required to present a valid state issued driver’s license or a valid state issued identification card. If valid identification cannot be provided, access to CSDF will not be granted.

B. The Contractor, and all interpreters, will be issued a visitor’s badge, which must be worn at all times while on campus.

C. The Contractor, and all interpreters, will be escorted by a CSDF staff member at all times while on campus.

D. The Contractor will be aware of, and follow all health and safety laws and policies set forth by the federal, state, and local governments, as well as policies prescribed by the CSDF.

E. The Contractor must be available from 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding state holidays, to respond to telephone calls requesting support.

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 DF260005 and shall be submitted in arrears, not more frequently than monthly in duplicate to:

California Department of Education California School for the Deaf, Fremont 39350 Gaulladet Drive Fremont, CA 94538 Attention: Kathryn Canfield Email: kcanfield@csdf-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.

IV. DVBE PARTICIPATION WITHHOLD (1/1/2022)

In accordance with the requirements set forth in the Military and Veterans Code (MVC), Section 999.7, the State shall withhold from the final payment amount to the Contractor, mailto:kcanfield@csdf-cde.ca.gov

$10,000.00, or the full final payment if less than $10,000.00, until the prime Contractor complies with the certification requirements of MVC 999.5(d) by submitting to the State a completed an accurate Prime Contractor’s Certification – DVBE Subcontracting Report (STD.

817) form and proof of payment to DVBE(s). Such retained amount shall be held by the State and shall be released pending receipt of a complete and accurate STD. 817 and proof of payment to the DVBE(s). If the Std. 817 form is late or incomplete, the State will allow the Contractor to cure within 30 days to meet the certification requirements. If the Contractor does not comply by the given deadline, the withheld amount will be permanently deducted. (See Exhibit E, Contract Requirements Related to DVBE Participation Compliance)

EXHIBIT B.1 – CONTRACTOR’S BID FORM

DF260005 – American Sign Language (ASL) and Trilingual Interpreting Services

Contract Period: July 1, 2026 through June 30, 2027

The undersigned Contractor hereby proposes to furnish all labor, personnel, materials, travel, transportation, fuel, parking, equipment, equipment rental, taxes, permits, licenses, insurance, and/or any other overhead expenses necessary to perform all the work required for ASL and trilingual interpreting services, in accordance with the terms and conditions contained herein.

DESCRIPTION RATE TOTAL

1.

Scheduled

ASL Interpreting Services (8:00 a.m. – 5:00 p.m.)

$____________/Per One Interpreter Hour = $ _______________

2. Short-Notice ASL Interpreting Services

$____________/Per One Interpreter Hour = $ _______________

3. Emergency ASL Interpreting Services

$____________/Per One Interpreter Hour = $ _______________

4.

Scheduled

Trilingual Interpreting Services (8:00 a.m. – 5:00 p.m.)

$____________/Per One Interpreter Hour = $ _______________

5. Short-Notice Trilingual Interpreting Services

$____________/Per One Interpreter Hour = $ _______________

6.