DR250014_ASL_Interpreting_Services_IFB.pdf

California Department of Education Invitation for Bid (IFB) ASL Interpreting Services –

DR250014

California School for the Deaf, Riverside Analyst: Contract Analyst – Kourtney Twist

1430 N Street, Suite 2213 Sacramento, CA 95814

Email: ktwist@cde.ca.gov Phone: (916) 322-2482

Bid Due Date: March 11, 2025, at 2:00 pm PST

Public Bid Opening: March 13, 2025, at 10:30 am PST Contract Period: August 1, 2025 (or upon DGS Approval) – July 31, 2026

One-Year Option to Renew: August 1, 2026 – July 31, 2027 One-Year Option to Renew: August 1, 2027 – July 31, 2028 mailto:ktwist@cde.ca.gov

TABLE OF CONTENTS

California Department of Education Invitation for Bid (IFB) ASL Interpreting Services –

DR250014

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. SERVICE TYPES

IV. INTERPRETING SERVICES

V. TRILINGUAL SIGN LANGUAGE INTERPRETING SERVICES

VI. VIRTUAL INTERPRETING

VII. TEAM INTERPRETING

VIII. LIQUIDATED DAMAGES

IX. CANCELLATION

X. EMERGENCY INTERPRETING SERVICES

XI. CONTRACTOR QUALIFICATIONS

XII. LOCATION

XIII. COORDINATION

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

I. INVOICING AND PAYMENT

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

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

VIII. GENAI TECHNOLOGY USE & REPORTING

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

VII. CONTRACT REQUIREMENTS RELATED TO TACPA PREFERENCE

REQUIREMENTS

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 38

ATTACHMENT 4 – CALIFORNIA CIVIL RIGHTS LAWS CERTIFICATION

ATTACHMENT 5 – SMALL BUSINESS PREFERENCE SHEET

ATTACHMENT 6 – PROTEST PROCEDURES FOR INVITATION FOR BIDS

ATTACHMENT 7 – IRAN CONTRACTING ACT CERTIFICATION

GENERAL INFORMATION

I. PURPOSE

The California Department of Education (hereinafter referred to as CDE) is soliciting bids to provide in-person and virtual American Sign Language (ASL) Interpreting services for the California School for the Deaf, Riverside located at 3044 Horace Street, Riverside, CA 92506, in accordance with the specifications contained herein this Invitation for Bid (IFB).

It is anticipated that the contract start date will begin approximately on August 1, 2025.

The actual start date of the contract is contingent upon approval of the agreement by the Department of General Services (DGS), if required. Contract includes two one-year options to renew.

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

II. IFB SCHEDULE

Activity Action Date

Invitation for Bid Advertisement February 24, 2025

Bids Due March 11, 2025 at 2:00 pm PST

Public Bid Opening March 13, 2025 at 10:30 am PST

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

III. ELIGIBLE BIDDERS

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

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

A. Disabled Veteran Business Enterprise (DVBE) Program Requirement

This solicitation is exempt from DVBE participation.

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

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

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

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

IV. SUBCONTRACTING

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

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

A. Commercially Useful Function

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

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

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

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

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://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

C. Target Area Contract Preference Act (TACPA) Preference

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

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

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

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

• TACPA Preference Request form STD 830:

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

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

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

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

VII. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE NOTIFICATION

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

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

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

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

Upon receipt of a Bidder/Offeror/Contractor GenAI Reporting & Factsheet (STD 1000), the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the state.

VIII. BIDDER REQUIREMENTS

Bidders must be responsible and have the capability to professionally carry out the terms of this contract. Those bidders who have had a contract terminated with the CDE 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 https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std1000.pdf in the past 18 months will be disqualified and will not be considered in the award process.

All interpreters employed by the Contractor, proposed to perform work under this contract, must possess one (1) of the following American Sign Language certifications:

1. National Association of the Deaf (NAD), certified at level 4 or above

2. American Consortium of Certified Interpreters (ACCI), certified at level 4 or above

3. The Registry of Interpreters for the Deaf (RID) certification

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

5. NAD-RID National Interpreter Certification (NIC), Advanced or Master level

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 Kourtney Twist, ktwist@cde.ca.gov, (916) 322-2482. 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 Kourtney Twist, Contract Analyst by phone at (916) 322-2482 or by e-mail at ktwist@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 – ASL 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: Kourtney Twist – DR250014 – IFB 1430 N Street, Suite 2213 Sacramento, CA 95814

SEALED BID – ASL 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, March 11, 2025 at 2:00 pm PST.

The bids will be publicly opened and read on Thursday, March 13, 2025 at 10:30 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 – Kourtney Twist

– DR250014, 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. Proposal form must contain the proposed bid cost for Total Combined Cost.

C. Certification/Educational Degree

All interpreters employed by the Contractor, proposed to perform work under this contract, must possess one of the following American Sign Language certifications:

2. American Consortium of Certified Interpreters (ACCI), certified at level 4 or above

3. The Registry of Interpreters for the Deaf (RID) certification

The bidder will provide, in their bid submission package, a photocopy of the required certifications of any and all interpreters to be used in the fulfillment of this contract.

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:

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.

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

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

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

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

H. Attachment 2 – Certification of Workers’ Compensation Insurance

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

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

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

J. Attachment 4 – California Civil Rights Certification

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

K. Attachment 7 – Iran Contracting Act Certification

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

L. Conditional Attachments

1. Subcontracting

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

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

2. Small Business Preference

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

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

3. DVBE Incentive Option

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

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

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

• DVBE Certification. Bids must include a copy of the DVBE certification for each DVBE contractor/subcontractor. DVBE certification can be verified and https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx printed from Cal eProcure at https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx

4. TACPA Preference

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

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

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

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

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

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

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 Total Combined Cost for ASL interpreting services stated on the Contractor’s Bid Forms, Exhibit B.1, B.2, and B.3.

The lowest average Total Combined Cost will be computed by adding the Total Combined Cost 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, material, 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 https://caleprocure.ca.gov/pages/PublicSearch/supplier-search.aspx https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd0526.pdf 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 July 31, 2026; however, the CDE may exercise the options to renew for two additional years.

Costs for the first one-year option to renew (August 1, 2026 – July 31, 2027) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.2, contract period August 1, 2026 – July 31, 2027. If the State elects to renew the agreement with the Contractor, the CDE Contract Monitor will notify the Contractor of the option to renew in January 2026.

Costs for the second one-year option to renew (August 1, 2027 – July 31, 2028) shall be computed in accordance with the Contractor’s Bid Form Exhibit B.3, contract period August 1, 2027 – July 31, 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.

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

California Department of Education Contracts Office ATTN: Contract Manager 1430 N Street, Suite 2213 mailto:OLSProtests@dgs.ca.gov

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

EXHIBIT A – SCOPE OF WORK

I. GENERAL SCOPE

The Contractor shall provide on an as-needed basis, in-person certified American Sign Language (ASL) interpreting services for the California School for the Deaf, Riverside (CSDR) at 3044 Horace Street Riverside, CA 92506, or other location as assigned by the California Department of Education (CDE), or virtually as described herein.

II. CONTRACT MONITORS

The CDE assigns Julie Hurdiss, jhurdiss@csdr-cde.ca.gov, 951-248-7700, 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. SERVICE TYPES

The Contractor will perform ASL interpreting services at the following events that include, but are not limited to:

1. Interviews

2. Group training

3. Assessment services

4. Off campus field trips

5. Performances

6. Ceremonies

7. Administrative services

8. Meetings

IV. INTERPRETING SERVICES

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

B. The CDE Contract Monitor or designee will request scheduled interpreting services (via email or web portal) at least twenty-four (24) hours prior to the assignment.

Requests will include expected timeframe of services, what category of interpreting services is required (Legal vs. Non-Legal), and an indication if more than one (1) interpreter will be needed.

C. The Contractor will be required to submit a confirmation notice, showing the receipt of the CDE request of the interpreter request, within twenty-four (24) hours, to the mailto:jhurdiss@csdr-cde.ca.gov

CDE Contract Monitor, after a request for services is made by the CDE Contract Monitor.

D. Twenty-four (24) hours prior to the requested dates, the Contractor is required to notify the CDE Contract Monitor or designee of the assigned interpreter(s), via email, which should include the specific interpreter’s name, and the agency’s name.

E. In the event when there is a change to the scheduled interpreter on the same day as the assignment, the Contractor will contact the CDE Contract Monitor or designee via telephone, text, or email informing the CDE Contract Monitor of the interpreter change.

F. The Contractor shall assign one direct point of contact to the CDE Contract Monitor or designee for scheduling, requests, and cancellations.

G. The CDE shall reserve 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.

H. The Contractor must provide qualified substitute interpreter(s), meeting the qualifications listed in Exhibit A, Article XI, Contractor Qualifications, if an assigned interpreter is unable to perform due to illness, resignation, or other factor beyond the Contractor’s control.

I. The Contractor must provide up to twenty (20) ASL Interpreters simultaneously if requested by the CDE Contract Monitor, for special events.

V. TRILINGUAL SIGN LANGUAGE INTERPRETING SERVICES

Occasionally the CDE may have an event(s) that require trilingual services. In the event that trilingual services are required, the Contractor will perform the following services:

A. The Contractor must be able to provide up to five (5) trilingual interpreters for special events as requested. Trilingual is defined as fluent in; American Sign Language, Spanish, and English.

B. The Contractor must be capable of providing Trilingual interpreting services within five (5) business (excluding weekends and state holidays) days advance notice.

The CDE Contract Monitor will request Trilingual Sign Language interpreting services at least five (5) business days prior to the event.

C. The Contractor will be required to submit a confirmation notice within twenty-four

(24) hours to the CDE Contract Monitor after a request for scheduled services is made by the CDE. The confirmation notice must be made via email and must include a list of personnel being assigned by the Contractor including, but not limited to the number of interpreters and the name(s) of the interpreters.

D. The CDE shall reserve the right to request the immediate replacement of an

E. The Contractor shall provide qualified substitute interpreter(s) meeting the qualifications listed in Exhibit A, Article XI Contractor Qualifications, if an assigned interpreter is unable to perform due to illness, resignation or other factor beyond the Contractor’s control.

VI. VIRTUAL INTERPRETING

A. The Contractor will provide interpreting services virtually for presentations and meetings on an as needed basis as requested by the CDE Contract Monitor Monday through Friday, 8:00 a.m. to 5:00 p.m. (PST), excluding state holidays.

B. The CDE Contract Monitor or designee will request virtual scheduled interpreting services (via email or web portal) at least twenty-four (24) hours prior to the assignment. Requests will include expected timeframe of services, and the category of interpreting.

C. The Contractor will be required to submit a confirmation notice, within twenty-four

(24) hours, to the CDE Contract Monitor, after a request for services is made by the CDE Contract Monitor. The confirmation notice will include a confirmation via email or fax including the name of the assigned ASL interpreter(s).

D. The CDE shall reserve the right to request the immediate replacement of an

E. The CDE will bill in fifteen (15) minute increments with a minimum billing time of thirty (30) minutes.

F. If any meeting is scheduled for more than one (1) hour the Contract Monitor(s) will determine the need for a team interpreter.

G. Some virtual meetings that are under one (1) hour will require a team interpreter.

H. If the Contractor has technical issues with the internet or computer, the Contractor will provide a replacement interpreter within fifteen (15) minutes.

VII. TEAM INTERPRETING

The Contractor shall provide two (2) interpreters onsite or virtually at the standard rate per interpreter if meetings last longer than two (2) hours and/or are detailed in nature as required/requested by the CDE.

VIII. LIQUIDATED DAMAGES

The Contractor will be assessed liquidated damages in the following circumstances, by the stated methods listed below. Repeated infractions may result in contract termination at the discretion of the CDE.

A. Late Service: For every fifteen (15) minutes of late service or fraction thereof, twenty-five percent (25%) will be deducted from the rate listed in Exhibit B for specific services. Late service will be defined as occurring when the Contractor arrives for the proposed meeting after the agreed upon start time.

B. Late Confirmation: In the event that the interpreter’s name is not provided by the Contractor at the time of service confirmation, or the request is confirmed more than twenty-four (24) hours after the CDE request, liquidated damages will be assessed at seventy-five ($75.00) per occurrence.

C. Interpreters not Meeting Qualifications: The Contractor shall provide qualified interpreters who meet the requirements outlined in the contractual agreement.

Liquidated damages equal to 100% of the hourly rate will be assessed for every hour of service or fraction thereof when provided interpreter(s) do not meet the contract requirements and qualifications as set forth in the agreement.

D. If the Contractor fails to accept an assignment from the CDE twenty (20) times, the contract may be terminated.

IX. CANCELLATION

A. The CDE Contract Monitor, or CDE designee, will provide the Contractor at least twenty-four (24) hours advance notice of canceled assignments via telephone or email. No fees will be paid for canceled services under these circumstances.

B. If a cancellation notice is provided to the Contractor less than twenty-four (24) hours before the job start time (excluding weekends and Holidays), and the meeting assignment was scheduled for longer than 2 hours, the CDE will be charged the scheduled service, except in cases of multi-day assignments where cancellation charges shall not exceed the cost of the first assignment day. No additional cancellation fees shall be applied.

C. For cancelled in-person meetings scheduled for less than two hours, if the CDE does not cancel the meeting within twenty-four (24) hours notice from the start time of the in-person meeting, the CDE will be billed for two (2) hours.

D. For cancelled virtual meetings scheduled for less than 30 minutes, if the CDE does not cancel the meeting within twenty-four (24) hours notice from the start time of the virtual meeting, the CDE will be billed for a minimum thirty (30) minutes.

X. EMERGENCY INTERPRETING SERVICES

A. If the CDE requires services outside of Monday through Friday, 8:00 a.m. to 5:00 p.m. (PST), or provides less than twenty-four (24) hours’ notice, the Contractor may charge an emergency rate for that portion of the work.

B. The emergency services will be billed at an emergency rate identified in Exhibit B.

C. The Contractor shall provide after-hours emergency interpreting in the event of, but not limited, to a medical or police emergency that occurs between the hours of 5:00 p.m. to 8:00 a.m. (PST). Services shall be provided within three (3) hours of request by the CDE Contract Monitor. Afterhours emergency interpreter services will be billed at the rates listed in Exhibit B.

D. The Contractor shall provide short notice emergency interpreting services. Services shall be provided within one (1) hour of request by CDE during normal business hours, 8:00 a.m. to 5:00 p.m. (PST). Short-notice emergency interpreter services will be billed at the rates listed in Exhibit B.

E. The Contractor shall be required to submit a confirmation notice to the CDE Contract

Monitor after a request for emergency services is made, which will include a confirmation via email or fax of interpreter(s) being assigned by the Contractor including, but not limited to the number of interpreters and the name(s) of the interpreter(s).

XI. CONTRACTOR QUALIFICATIONS

A. All interpreters employed by the Contractor, proposed to perform work under this contract, must possess one of the following American Sign Language certifications:

1. National Association of the Deaf (NAD), certified at level 4 or above

2. American Consortium of Certified Interpreters (ACCI), certified at level 4 or above

3. The Registry of Interpreters for the Deaf (RID) certification

B. The Contractor will provide to the CDE Contract Monitor a photocopy of the required

XII. LOCATION

A. Services shall be performed at the CSDR, 3044 Horace Street, Riverside, CA 92506, or an alternate location as assigned by the CDE Contract Monitor or CDE designee.

The CDE Contract Monitor will provide the Contractor with the alternate location address via email when requesting service. All travel costs, including travel time, must be included in the rates listed in Exhibit B.

B. The Contractor will be responsible for the interpreter’s transportation to and from the alternate locations. The alternate locations will be located no further than one-hundred (100) miles from the CSDR campus.

XIII. COORDINATION

A. The Contractor is to be advised all interpreters working on the site are required to sign in at the CSDR Administration Building at least fifteen (15) minutes prior to the start of each assignment. Each of the Contractor’s interpreters are to sign in daily when on state property. The Contractor will be issued a visitor’s badge, which must be worn at all times, while on the CSDR campus.

B. The Contractor is to be advised all interpreters working on site are required to present a valid state issued driver’s license or valid state issued identification upon checking in at the CSDR administration building to be granted access to the CSDR.

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 DR250014 and shall be submitted in arrears, not more frequently than monthly in duplicate to:

California Department of Education California School for the Deaf, Riverside Attention: Accounting Office 3044 Horace Street Riverside, CA 92506 Email: jhurdiss@csdr-cde.ca.gov

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

A. It is mutually understood between the parties that this Agreement may have been written before ascertaining the availability of congressional or legislative appropriation of 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 Government or the California State Legislature for the purpose of this program. In addition, this Agreement is subject to any additional restrictions, limitations, conditions, or any statute enacted by the Congress or the State Legislature 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, this Agreement shall be amended to reflect any reduction in funds.

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 federal 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.

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:jhurdiss@csdr-cde.ca.gov

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, $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

ASL Interpreting Services – DR250014

Contract Period: August 1, 2025 through July 31, 2026

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

ALL RATES CORRESPOND TO AN HOURLY RATE FOR ONE (1) INTERPRETER.

SERVICES RATE HOURS* TOTAL

1. In Person ASL Services $______/Per Hour X 1,500 Hours = $______________

2. Trilingual ASL Services $______/Per Hour X 35 Hours = $______________

3. Virtual Interpreting $______/Per Hour X 600 Hours = $______________

4. Emergency Services within 24 Hours of Request $______/Per Hour X 400 Hours = $______________

5.

Afterhours Emergency Services 5:00 p.m. to 8:00 a.m. within 2 hours of request

$______/Per Hour X 100 Hours = $______________

6.

Short Notice Emergency Services within 2 hours of request.

$______/Per Hour X 200 hours = $______________

TOTAL COMBINED COST

(Add Lines 1 through 6) $______________

*Number of hours is an estimate only. The CDE reserves the right to increase or decrease the…