IFB__24-004_-_Addendum__1.pdf

Contract Services | Management Services Division | 1500 11th Street, Suite 460 Sacramento, CA 95814 | Tel 916.653.5974 | www.sos.ca.gov

Invitation For Bid (IFB) Notice to Prospective Bidders

IFB #24-004

American Sign Language (ASL) Interpreting Services

Addendum #1

June 17, 2024

The following changes are being made to Invitation for Bid (IFB), entitled #24-004 American Sign Language (ASL) Interpreting Services.

The following areas are hereby amended as indicated below and made part of IFB #24-004 via this addendum. The changes are indicated in bold or strikethrough:

1. IFB Attachment 3, Cost Sheet, Page 16 of 48, is hereby replaced in its entirety, please below:

Secretary of State IFB #24-004 Addendum #1

Attachment 3

Cost Sheet

The undersigned Contractor, as bidder, declares that he/she has carefully examined all documents contained or referenced within this Invitation for Bid and is familiar with all proposal requirements, and agrees, if the proposal is accepted, to complete the services as described in Exhibit A – SOW, in accordance with the Contract Documents, for the complete term of the Agreement.

Year 1 (SFY)** (07/2024 – 06/30/25)

Year 2 (SFY) (07/01/25 – 06/30/26)

Year 3 (SFY) (07/01/26 – 06/30/27)

a. Video Remote Hourly Rate

b. Video Remote Emergency Rate (hourly)

c. Onsite Hourly Rate

d. Onsite Emergency Rate (hourly)

Average Rate/year = (a.

+ b. + c. + d.) /

*Overall Average Rate = (Year 1 Sum of Average Rate/year + Year 2 Sum of Average Rate/year + Year 3 Sum of Average Rate/year ) / 3

*The Overall Average Rate indicated above will be used solely for evaluating the cost as a fair and equitable formula to determine the lowest cost and is not binding on the SOS. However, the Hourly and Emergency Rates per year above shall be binding for the term of the Contract.

**SFY = State Fiscal Year. This represents the annual time frame beginning July 1 and ending June 30 of each year.

Please note: Should the SOS amend the awarded agreement, it will be at or below the rates identified above.

2. IFB Section Exhibit A – Scope of Work, 1. Purpose and Description, Page 27-29 of 48:

1. Contractor shall provide the Secretary of State (SOS) with Video Remote Interpretation (VRI), American Sign Language (ASL) interpreters to interpret spoken English to ASL and/or ASL to spoken English for the following:

a. Trainings - Virtual, on-site at SOS, and at other locations as needed.

b. Internal SOS meetings.

c. Public Meetings - Virtual, on-site at SOS and at other locations as needed.

d. Interpreting scripts and appearing on-screen for ASL videos at SOS as needed.

e. Other events include job candidate interviews, SOS open or promotional examinations, and other situations which require reasonable accommodation.

These services shall be provided in non-legal in-person and Video Remote Interpreting (VRI).

2. Detailed description of work to be performed and duties of all parties:

Interpreter(s) for American Sign Language (ASL) is needed for SOS employees requiring ASL services. The contractor shall provide certified ASL interpreter(s) to include interpreting spoken English into signed English and vice versa.

Interpretation services will be needed for weekly staff meetings, divisional meetings, agency-wide meetings, training, and on an as-needed basis. Divisional and agency-wide meetings are not pre-scheduled. The SOS office shall provide a five (5) day’s notice when ASL interpretation is needed for these types of meetings. Weekly unit meetings may last up to one (1) hour. Divisional and agency-wide meetings may last up to three (3) hours. Based on industry standards, the contractor shall provide us with the appropriate number of interpreters for meetings including one (1) or more people. Interpretation services will also be needed for training of new programs, equipment, and procedures as these items get updated or if procedures change. Training will be done on a one-on-one basis or in a group setting with the SOS staff members and the trainer.

Training classes may also be held with a group of people with an instructor training the group. The SOS office shall provide a five (5) day’s notice when ASL interpretation is needed. Training may last from two (2) to eight (8) hours a day between the hours of 8:00 a.m. to 5:00 p.m. PST. If working eight (8) hours a day, the interpreter will be permitted a one (1)-hour unpaid lunch break and provided with two (2) paid 20-minute breaks.

On an as-needed basis, SOS may utilize these services for reasonable accommodation purposes in agency-wide examinations, hiring interviews, and an interagency employee event(s)/workshop(s) conducted by SOS and/or disability advisory committees that may also require an ASL interpreter. The as-needed services may involve complex topics such as voting systems. Services may also involve confidential topics related to personal identifying information or employee-related issues. Additionally, topics may involve sensitive topics or health and safety topics, such as building evacuations, personal safety, etc.

Interpretation services may also be needed as an on-screen interpreter for ASL Voter Information video(s). This would include providing a team of two (2) interpreters working together interpreting the provided script, as well as assisting with live proofing the interpretation and echoing back the ASL in English as needed.

3. The in-person services shall be performed at the Secretary of State’s Office, 1500

11th Street, Sacramento, CA 95814. Exact floor, suite, and/or room location will be identified at the time of each request.

Except as stated herein this Addendum, all other terms, and conditions of this IFB shall remain the same.