IFB__25-013-_Polling_Place_Accessibility_Training_Services.pdf

Invitation For Bid (IFB)

Notice to Prospective Bidders

IFB #25-013

Polling Place Accessibility Training Services

September 12, 2025

Prospective Bidders are invited to review and respond to this Invitation for Bid (IFB), entitled #25-013 – Polling Place Accessibility Training Services. In submitting your bid, you must comply with these instructions.

This solicitation requires all bidders meet the minimum Disabled Veterans Business

Enterprise (DVBE) 3% participation goal for this solicitation. However, this solicitation excludes the DVBE incentive and adjustments will not be applied to bids with more than

3% DVBE participation.

All agreements entered into with the State of California will include by reference

General Terms and Conditions (GTC 02/2025) and Contractor Certification Clauses

(CCC 04/2017) that may be viewed and downloaded at the following Internet site:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-

Resources-List-Folder/Standard-Contract-Language?search=GTC%2004/2017.

In the opinion of the Secretary of State (SOS), this IFB is complete and without need of explanation. However, inquiries regarding this IFB should be referred to:

Dao Her, Contract Analyst

Contract Services Unit

Secretary of State contractservices@sos.ca.gov

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

Contract Services | Management Services Division | 1500 11th Street, Suite 460

Sacramento, CA 95814 | Tel 916.653.5974 | www.sos.ca.gov https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=GTC%2004/2017 https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=GTC%2004/2017 mailto:contractservices@sos.ca.gov

Table of Contents

Section Page

A) Purpose and Description of Services

B) Agreement Term

C) Mandatory Qualifications, Skills, Experience, and References

D) Time Schedule Information and Bid Package Requirements

1) Key Action Dates

2) Submission of Bid

3) Bid Opening, Evaluation, and Selection

4) Award and Protest

5) Disposition of Bids

6) Agreement Execution and Performance

7) Insurance Requirements

E) Preference Programs

1) Small Business Preference

2) TACPA Preference

F) Required Attachments

1) Required Attachment Checklist

2) Bid/Bidder Certification Sheet

3) Cost Sheet

4) Bidder References

5) California Disabled Veteran Business Enterprise (DVBE) Program Requirement ... 20

6) California Civil Rights Laws Certification (DGS OLS 04)

7) Darfur Contracting Act Certification (if applicable)

8) DGS Approved Small Business Certification (if applicable)

9) Payee Data Record (STD 204) ..................................................................................... **

10) Contractor Certification Clauses (CCC 04/2017) (page 1) ..................................... **

G) Sample Standard Agreement (STD 213) Information

1) Exhibit A – Scope of Work

2) Exhibit B – Budget Detail and Payment Provisions

3) Exhibit B-1 – Cost Sheet

4) Exhibit C – General Terms and Conditions

5) Exhibit D – Special Terms and Conditions

6) Exhibit E – Additional Provisions

7) Exhibit F – Contractor HAVA Activity Reports

** These documents are not required to be returned with the bid package and are required upon award of the contract. See Attachment 1 – Required Attachment

Check List.

A) Purpose and Description of Services

The California Secretary of State’s (SOS) is soliciting for a Contractor to provide polling place accessibility trainings, with a minimum of two (2) staff with knowledge and experience providing hands-on training in small group settings and demonstrated accessibility expertise with knowledge and understanding of the

Americans with Disabilities Act (ADA), California building codes related to accessibility, and polling location set up.

Please see Exhibit A – Scope of Work (SOW), all other Exhibits, and required

Attachments for complete details and information.

B) Agreement Term

The anticipated term of the resulting Agreement is expected to be October 2025 through June 30, 2026.

The period of performance for this Agreement will be as identified on the Standard

Agreement (STD 213) Section 2, “Start Date” and "Through End Date”.

C) Mandatory Qualifications, Skills, Experience, and References

1. The Bidder must provide qualified staff who collectively meet the following mandatory qualifications, skills, and experience listed below. By submitting a bid, the Bidder certifies that their staff meet all mandatory qualifications, skills, and experience.

A. Five (5) years of experience providing hands-on training.

B. Five (5) years of experience of training in small group settings.

C. Two (2) years of accessibility expertise-knowledge and understanding of the

Americans with Disabilities Act (ADA) and California building codes, regarding accessibility.

2. The Bidder must complete Attachment 4 – Bidder References, providing a list of two (2) customers (see note below) for whom similar services have been performed within the last five (5) years, similar in scope and complexity to the services to be performed in this contract. Reference information shall include company/organization name, contact representative name, email, and telephone number, and a description of the services performed. The description of the services performed must be detailed and comprehensive enough to permit the State to assess the similarity of the services to the mandatory qualifications stated above and outlined in the SOW. SOS reserves the right to contact references prior to contract award. The Reference Contacts must be available to validate the experience specified. Receipt of negative responses may cause the response to be deemed non-responsive.

NOTE: If the Bidder has performed these services for the SOS within the last five (5) years, the SOS must be listed as one (1) of the references provided in Attachment

4.

D) Time Schedule Information and Bid Package Requirements

1) Key Action Dates

Event Date/Time

IFB available to prospective bidders September 12, 2025

Final Date for Bid Submission September 26, 2025, 4:00 p.m.

Bid Opening October 1, 2025, 10:00 a.m.

1500 11th St, Sacramento CA, 95814

(SOS Rotunda)

Anticipated Notice of Intent to Award October 8, 2025

Anticipated Notice of Award October 15, 2025

2) Submission of Bid

a) Each bidder may submit only one (1) bid. All bids must be submitted under sealed cover and sent/delivered to Secretary of State by the Final Date for Bid

Submission shown above in the IFB, Section D.1 – Key Action Dates. The sealed cover must be plainly marked with the IFB number and title, must show the bidder’s name and address, and must be marked with "Do Not Open", as shown in the following example:

Polling Place Accessibility Training Services

Do Not Open

Note: Bids not submitted under sealed cover may be rejected.

b) All bids must include the documents identified in Attachment 1 - Required

Attachment Checklist. Bids not including the proper “required attachments" shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

c) All documents requiring a signature must bear the original signature of a person authorized to bind the bidding firm. Note: For the attachments required to be submitted with the Bidder’s response that require signature(s), the use of

Electronic Signatures (eSignature) is permitted. eSignatures will be accepted and are legally binding and equivalent to handwritten signatures. The SOS may request documentation to show that the person signing is legally authorized to sign on behalf of the bidding firm.

d) Mail or deliver bids to the following address:

Attn: Contract Services

1500 11th Street, 4th Floor, Room 460

Sacramento, CA 95814

Note: Instructions for dropping off courier mail and hand-delivered bid packages will be provided upon arrival at the SOS address location (at the 1st

Floor Security Desk).

e) Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications will not be considered and will cause a bid to be rejected.

f) A bid may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. The State may reject any or all bids and may waive an immaterial deviation in a bid. The State's waiver of an immaterial deviation shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the agreement.

g) Costs incurred for developing bids and in anticipation of award of the agreement are entirely the responsibility of the bidder and shall not be charged to the State of California.

h) Loss Leader:

It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the

Business and Professions Code(PCC 10344(e)).

i) An individual who is authorized to bind the bidder contractually shall sign

Attachment 2 - Bid/Bidder Certification Sheet. The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

j) A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, will not be considered.

k) A bidder may withdraw its bid by submitting a written withdrawal request to the State, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

l) The awarding agency may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

m) The awarding agency reserves the right to reject all bids and/or to cancel this

IFB if it is in the best interest of the State to do so. The agency is not required to award an agreement.

n) Before submitting a response to this solicitation, bidders should review, correct all errors, and confirm compliance with the IFB requirements.

o) Where applicable, bidder should carefully examine work sites and specifications. Bidder shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the agreement amount will be made due to a lack of careful examination of work sites and specifications.

p) 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. The State’s General Terms and Conditions (GTC) are not negotiable.

q) No oral understanding or agreement shall be binding on either party.

r) Qualifications to Do Business in California

All corporations, limited liability companies (LLC) and limited partnerships (LP) are required to be registered with the California Secretary of State (SOS) in order to do business* in the state of California. Before contract award can be made, the Contractor must be currently registered and in “Active” status with the California SOS, as required by law, to do business in California; this applies to domestic entities (organized or commercially domiciled in the state of

California) and foreign entities (organized or commercially domiciled outside of California).

During the response evaluation process, the State will verify if the Bidder is currently registered and in good standing (i.e., “Active” status) with the

California SOS, as applicable, in order to ensure that all obligations due to the

State are fulfilled. Therefore, a certificate of status is not required to be submitted with the bidder’s response.

* “Doing business” is defined in the California Revenue and Taxation Code §

23101 as “actively engaging in any transaction for the purpose of financial or pecuniary gain or profit”. Although there are some statutory exceptions to taxation, rarely will a contractor performing within the state not be subject to the applicable franchise tax.

s) 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.

By signing Attachment 2 - Bid/Bidder Certification Sheet the Bidder certifies that they agree to the above.

t) Generative Artificial Intelligence (GenAI)

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

Failure to report GenAI to the State may result in disqualification. The State reserves its right to seek any and all relief 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.

3) Bid Opening, Evaluation, and Selection

a) All bid packages properly received according to the IFB instructions on or before the bid due date will be publicly opened and read.

b) Bidders that would like to attend the in-person

c) Bid Opening may do so per the date, time and location identified in Section

D.1, Key Action Dates, Bid Opening.

d) At the time of bid opening, each bid may be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

e) At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for bid rejection.

f) The State will evaluate each bid to determine its responsiveness to the published requirements. This is a pass/fail evaluation.

g) Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, may be rejected.

https://www.dgs.ca.gov/Resources/SAM/TOC/4900/4986-2 https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=11549.64.&highlight=true&keyword=Generative%20Artificial%20Intelligence

4) Award and Protest

a) The award, if made, will be to the responsive and responsible Bidder that offers the lowest cost.

b) Whenever an agreement is awarded under a procedure which provides for competitive bidding, but the agreement is not to be awarded to the low bidder, the low bidder shall be notified five (5) working days prior to the award of the agreement.

c) Upon written request by any bidder, notice of the proposed award shall be posted in a public place in the office of the awarding agency at least five (5) working days prior to awarding the agreement.

d) Any Bidder who submits a bid may file a protest if the Bidder believes it’s bid package is responsive to all IFB requirements and its bid is the lowest dollar bid.

Protests are limited to the grounds described in Public Contract Code (PCC)

Section 10345.

e) If any bidder, prior to the award of agreement, files a written protest with the

Department of General Services, Office of Legal Services, and the Secretary of State on the grounds that the (protesting) bidder is the lowest responsive responsible bidder, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

f) Within five (5) days after filing the initial protest, the protesting bidder shall file with both the Department of General Services and the awarding agency a detailed written statement specifying the grounds for the protest if the original protest did not contain the complete grounds for the protest.

g) The written protest must be submitted to both of the following:

a. Department of General Services, Office of Legal Services

Attn: Bid Protest Coordinator

707 Third Street, 7th Floor, Suite 7-330

West Sacramento, CA 95605

Email: OLSProtests@dgs.ca.gov

b. Secretary of State

Attn: Contract Services

1500 11th Street, 4th Floor, Room 460

Sacramento, CA 95814

Email: ContractServices@sos.ca.gov mailto:OLSProtests@dgs.ca.gov mailto:ContractServices@sos.ca.gov

The statement must contain the law, rule, regulation, practice, IFB number, name of the State agency involved, the agency contract person and detail reason(s) the protestant believes the awarding agency has improperly applied in awarding the Agreement.

h) Protests may be submitted by regular mail, email, courier, or personal delivery.

Protestants should include their email address if they have one and advise if they will accept service of documents pertaining to the protest via email.

i) Upon on resolution of the protest and award of the agreement, Contractor must complete and submit to the awarding agency the Payee Data Record

(STD 204), to determine if the Contractor is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections 18662 and 26131. This form can be found on the Internet at https://www.dgs.ca.gov/PD/Forms. under the heading Office of State

Publishing (OSP) Standard (STD) forms. No payment shall be made unless a completed STD 204 has been returned to the awarding agency.

j) Upon resolution of the protest and award of the agreement, Contractor must sign and submit to the awarding agency, page one (1) of the Contractor

Certification Clauses (CCC 04/2017), which can be found on the Internet at:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-

Services-Resources-List-Folder/Standard-Contract-Language.

5) Disposition of Bids

a) By submitting a bid, Bidder agrees to the terms and conditions stated in this IFB, Exhibit A - SOW and the resulting Contract. Responses received after the

Response Due Date may not be assessed. Bids received in response to the

SOW will be valid for one hundred eighty (180) days after the Response Due

Date. Bidder agrees to have an available Resource(s) with the appropriate skills to complete the resulting Contract for all goods and services and provide all deliverables as described in the solicitation and SOW.

b) Submitting responses that include assumptions, added conditional statements or statements regarding changes to the SOW in this IFB may result in the offer being found non-responsive.

c) Submitting documents in the bid that are marked as “Confidential”, “Proprietary” or similarly labeled and/or appear to contain sensitive information, that at the State’s discretion, may be considered an information security issue; therefore, may be grounds for the bid being deemed non-responsive and the bid rejected. Bids rejected for this purpose will have all https://www.dgs.ca.gov/PD/Forms 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 pages which contain such labels or information destroyed prior to Award of the contract pursuant to this IFB.

d) Upon review of the bids received and subsequent Contract Award, all documents submitted in response to this IFB shall become the property of the

State of California and shall be regarded as public records under the California

Public Records Act (Government Code Section 7920.000 et seq.), thereby subject to review by the public.

e) The State, at its discretion, reserves the right not to make an award or reject all offers, in the best interest of the State.

6) Agreement Execution and Performance

a) Performance shall start not later than thirty (30) days, or on the express date set by the awarding agency and the Contractor, after all approvals have been obtained and the agreement is fully executed. Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the difference between the Contractor’s bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

b) All performance under the agreement shall be completed on or before the termination date of the agreement.

7) Insurance Requirements

Please refer to Exhibit E – Additional Provisions, Section 11. Insurance

Requirements.

E) Preference Programs

1) Small Business Preference:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-

Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB-DVBE

2) For bids in the amount of $100,000 and over, the following preference programs apply if your firm is qualified: Target Area Contract Preference Act (TACPA).

Bidders wishing to take advantage of this preference will need to review the following website and submit the appropriate response with the bid:

https://www.dgs.ca.gov/SearchResult?search=TACPA&divisionid=.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB-DVBE https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB-DVBE https://www.dgs.ca.gov/SearchResult?search=TACPA&divisionid=

F) Required Attachments

Refer to the following pages for additional Required Attachments that are a part of this IFB and agreement.

Attachment 1

Required Attachment Check List

A complete bid or bid package will consist of the items identified below. Complete this checklist to confirm the items in your bid. Place a check mark or “X” next to each item that you are submitting to the State. For your bid to be responsive, all required attachments must be returned.

Attachment Attachment’s Name/Description

_____ Attachment 1 Required Attachment Check List

_____ Attachment 2 Bid/Bidder Certification Sheet

_____ Attachment 3 Cost Sheet

_____ Attachment 4 Bidder References

_____ Attachment 5 California Disabled Veteran Business Enterprise (DVBE)

Program Requirement - Forms and Instructions

1. DGS PD 843 – DVBE Declaration

2. GSPD-05-105 – Bidder Declaration

_____ Attachment 6 California Civil Rights Laws Certification (DGS OLS 04)

_____ Attachment 7 Darfur Contracting Act (if applicable)

_____ Attachment 8 DGS Approved Small Business Certification (if applicable)

_____ Attachment 9 Payee Data Record (STD 204)**

_____ Attachment 10 Contractor Certification Clauses (CCC 04/2017)**

** These documents are not required to be returned with the bid package, but are required upon award of the contract:

• The Payee Data Record (STD 204) can be found at:

https://www.dgs.ca.gov/PD/Forms.

• The Contractor Certification Clauses (CCC 04/2017) can be found at:

Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/PD/Forms 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

Attachment 2

Bid/Bidder Certification Sheet

This Bid/Bidder Certification Sheet must be signed and returned along with all the "required attachments" as an entire package with original signatures. The bid must be transmitted in a sealed envelope in accordance with IFB instructions.

Do not return the "Sample Standard Agreement" at the end of this IFB.

A. Our all-inclusive bid is submitted as detailed in Attachment 3, Cost Sheet.

B. All required attachments are included with this certification sheet.

C. The signature affixed hereon and dated certifies compliance with all the requirements of this bid document. The signature below authorizes the verification of this certification.

An unsigned Bid/Bidder Certification Sheet may be cause for rejection.

1. Company Name 2. Telephone Number 2a. Fax Number

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:

7. Federal Employee ID

No.(FEIN)

8. California Corporation No.

9. Indicate applicable license and/or certification information:

10. Bidder’s Name (Print) 11. Title

12. Signature 13. Date

14. Email:

15. Are you certified with the Department of General Services, Office of Small Business and

Disabled Veteran Business Enterprise Services (OSDS) as:

a. California Small Business

Yes No

If yes, enter certification number:

b. Disabled Veteran Business Enterprise

Yes No

If yes, enter your service code below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “Yes”.

Date application was submitted to OSDS, if an application is pending:

Completion Instructions for Bid/Bidder Certification Sheet

Complete the numbered items on the Bid/Bidder Certification Sheet by following the instructions below.

Item

Numbers

Instructions

1, 2, 2a, 3 Must be completed. These items are self-explanatory.

Check if your firm is a sole proprietorship. A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

Check if your firm is a partnership. A partnership is a voluntary agreement between two or more competent persons to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them. An association of two or more persons to carry on, as co-owners, a business for profit.

Check if your firm is a corporation. A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

7 Enter your federal employee tax identification number.

Enter your corporation number assigned by the California Secretary of State’s

Office. This information is used to check if a corporation is in good standing and qualified to conduct business in California.

Complete, if applicable, by indicating the type of license and/or certification that your firm possesses and that is required for the type of services being procured.

10, 11, 12, 13, 14 Must be completed. These items are self-explanatory.

If certified as a California Small Business, place a check in the "Yes" box, and enter your certification number on the line. If certified as a Disabled Veterans

Business Enterprise, place a check in the "Yes" box and enter your service code on the line. If you are not certified to one or both, place a check in the "No" box. If your certification is pending, enter the date your application was submitted to OSDS.

Attachment 3

Cost Sheet

For each deliverable identified in Table 1, identify the cost methodology, which must identify the consultant’s name, hourly rates, estimated hours, and the extended prices.

Table 1:

A B C D E F G

Deliverables

Consultant

Name Hourly

Rate

Estimated

Hours

Extended

Price

(Column

C x D = E)

Frequency

(Deliverable

Based Only)

Extended

Price

(Column E x

F = G)

1. Updated Polling

Place Accessibility

Guidelines - Draft and Final

$ 1

2. Updated

Polling Place

Accessibility

Checklist -

Draft and Final

$ 1

For Table 2, Time and Material, identify the consultant’s name, hourly rate, and extended price for Training Materials and In-Person Training Sessions.

Table 2:

A B C F

Time and Material

Consultant

Name

Hourly

Rate

Estimated*

Hours Extended Price

Training Materials $ 160 $

In-Person Training

Sessions

• Northern California

• Central California

• Bay Area

• Southern California

Technical Assistance $ 80 $

*Total Costs (sum of Table 1, Column G + sum of Table 2, Column F) $:________________________

*The number indicated above will be used solely for evaluating the cost as a fair and equitable formula to determine the lowest cost offered and is not binding on the SOS.

However, the actual costs per deliverable and hourly rates shall be binding for the term of the Agreement.

Additional Contract Costs - Scope of Work – Section 5- Travel for any additional costs will be added to the contract value upon award and contract execution.

Please Note: Should the SOS amend the awarded agreement from this IFB beyond

June 30, 2026, it will be at or below the rates identified above.

Attachment 4

Bidder References

Submission of this attachment is mandatory. Failure to complete and return this attachment with your bid will cause your bid to be rejected and deemed nonresponsive.

Bidder must complete Attachment 4 – Bidder References, providing a list of two (2) customers

(see note below) for whom similar services have been performed within the last five (5) years, similar in scope and complexity to the services to be performed in this contract. Reference information shall include company/organization name, contact representative name, email, and telephone number, and a description of the services performed. The description of the services performed must be detailed and comprehensive enough to permit the State to assess the similarity of the services to the mandatory qualifications stated above and outlined in the

SOW. SOS reserves the right to contact references prior to contract award. The Reference

Contacts must be available to validate the experience specified. Receipt of negative responses may cause the response to be deemed non-responsive.

Note: If the Bidder has performed these services for the SOS within the last five (5) years, the SOS must be listed as one (1) of the references provided in Attachment 4.

REFERENCE 1

Name of Firm

Street Address City State Zip Code

Contact Person Telephone Number:

Email:

Start and End Dates of Service Value or Cost of Service

Brief Description of Service Provided:

REFERENCE 2

Name of Firm

Street Address City State Zip Code

Contact Person Telephone Number:

Email:

Start and End Dates of Service Value or Cost of Service

Brief Description of Service Provided

Attachment 5

California Disabled Veteran Business Enterprise (DVBE) Program Requirement

The State has established goals for Disabled Veteran Business Enterprises (DVBE) participating in State contracts. The minimum DVBE participation percentage (goal) is

3% for this solicitation. Please review the DVBE program requirements and information at:

https://www.dgs.ca.gov/SearchResult?search=DVBEProgramRequirements&topicCategoryFilt ers=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance&eventCategor yFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=Types%7C&page=

The bidder must complete and return all the appropriate pages in order for the bid to be considered responsive. The following two (2) forms are required to be submitted as part of the response to this IFB. The forms can be found on the listed Internet website:

1. DGS PD 843 – DVBE Declaration:

2. DGS PD-05-105 – Bidder Declaration:

The Secretary of State’s Office has waived the application of the DVBE Incentive for this solicitation. Therefore, no additional incentive points will be applied during the evaluation process of this IFB; however, bidders must still meet the minimum DVBE participation percentage (goal) of 3% for this solicitation and are required to complete and submit the following as part of their response to this IFB: DGS PD 843 (DVBE

Declarations) and GSPD-05-105 (Bidder Declaration) for the named DVBE(s).

At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for bid rejection.

All bidders must meet the 3% goal for this solicitation; failure to submit all required forms and fully document and meet the DVBE program requirement shall be considered non-responsive.

https://www.dgs.ca.gov/SearchResult?search=DVBEProgramRequirements&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=Types%7C&page=1 https://www.dgs.ca.gov/SearchResult?search=DVBEProgramRequirements&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=Types%7C&page=1 https://www.dgs.ca.gov/SearchResult?search=DVBEProgramRequirements&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=Types%7C&page=1 https://www.dgs.ca.gov/SearchResult?search=DVBEProgramRequirements&topicCategoryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilters=Types%7C&page=1

Attachment 6

California Civil Rights Laws Certification

Attachment 7

Darfur Contracting Act Certification

Public Contract Code Sections 10475 -10481 applies to any company that currently or within the previous three years has had business activities or other operations outside of the United States. For such a company to bid on or submit a proposal for a State of California contract, the company must certify that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services to submit a proposal.

If your company has not, within the previous three years, had any business activities or other operations outside of the United States, you do not need to complete this form.

OPTION #1 - CERTIFICATION

If your company, within the previous three years, has had business activities or other operations outside of the United States, in order to be eligible to submit a bid or proposal, please insert your company name and Federal ID Number and complete the certification below.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that a) the prospective proposer/bidder named below is not a scrutinized company per Public Contract Code 10476; and b) I am duly authorized to legally bind the prospective proposer/bidder named below. This certification is made under the laws of the State of California.

Company/Vendor Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

OPTION #2 – WRITTEN PERMISSION FROM DGS

Pursuant to Public Contract Code section 10477(b), the Director of the Department of General Services may permit a scrutinized company, on a case-by-case basis, to bid on or submit a proposal for a contract with a state agency for goods or services, if it is in the best interests of the state. If you are a scrutinized company that has obtained written permission from the DGS to submit a bid or proposal, complete the information below.

We are a scrutinized company as defined in Public Contract Code section 10476, but we have received written permission from the Department of General Services to submit a bid or proposal pursuant to Public

Contract Code section 10477(b). A copy of the written permission from DGS is included with our bid or proposal.

Company/Vendor Name (Printed) Federal ID Number

Initials of Submitter

Printed Name and Title of Person Initialing

Attachment 8

DGS Approved Small Business Certification

If applicable, attach a copy of valid (expiration date has not elapsed) DGS approved

Small Business Certification.

G) Sample Standard Agreement (STD 213) Information

The Agreement resulting from this procurement will be prepared using the State’s

Standard Agreement (STD 213 (Rev. 04/2020)) form, including all required exhibits;

Exhibits will include a copy of the awarded Contractor’s response to this IFB, other provisions as applicable and references to the General Terms and Conditions (GTC

02/2025) and this IFB document, as if attached. (See Exhibits A-F)

a. Standard Agreement (STD 213) - https://www.dgs.ca.gov/PD/Forms

b. General Terms and Conditions for non-IT service (GTC 02/2025)

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.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

Exhibit A

Scope of Work

1. Purpose

The Secretary of State’s Office requires a Contractor to provide polling place accessibility trainings, with a minimum of two (2) staff with knowledge and experience providing hands-on training in small group settings and demonstrated accessibility expertise with knowledge and understanding of the

Americans with Disabilities Act (ADA), California building codes related to accessibility, and polling location set up.

2. Background

The Secretary of State’s office conducts polling place accessibility training for

California counties prior to statewide election cycles. The polling place accessibility guidelines, checklists, and training were developed in partnership with the Department of Rehabilitation and input from the Secretary of State’s

Voting Accessibility Advisory Committee (VAAC). During each cycle, updates based upon revisions are made as needed. Approximately 200+ election officials are trained each time the training is conducted. It is hands-on training, in small groups settings.

3. Contractor Responsibilities

The Contractor agrees to provide the following services and deliverables to the

SOS:

A. Guidelines

The Contractor will review and modify, if needed, the Polling Place

Accessibility Guidelines (last updated in 2022) with legal references to reflect changes in state and federal laws pertaining to the physical and programmatic requirements for accessible voting facilities in California, including but not limited to the Voting Accessibility for the Elderly and

Handicapped Act of 1984, the Americans with Disabilities Act of 1990 and the Department of Justice’s ADA standards for accessible design of

2010, the Help America Vote Act of 2002, California Code of Regulations

Title 24, Chapter 11B for accessible public buildings and related facilities, and any relevant court decisions.

Deliverable 1: The Contractor will provide the Secretary of State with updated Polling Place Accessibility Guidelines (Current Guidelines https://www.sos.ca.gov/elections/publications-and-resources/polling-place-accessibility-guidelines ) for review and approval no later than three (3) weeks after the date of contract start date. The draft Guidelines will be provided in a Microsoft Word Document, and the final approved

Guidelines in a Portable Document Format (PDF), via encrypted email to the identified Secretary of State representative. Alternative digital document formats will be provided upon written request to the

Contractor. The final document will be due no later than ten (10) days before the start of training.

B. Checklist

The Contractor will review and modify, if needed, the Polling Place

Accessibility Checklist (last updated 2022) consistent with state and federal accessibility and building code requirements for use with the

Polling Place Accessibility Guidelines.

Deliverable 2: The Contractor will provide an updated Polling Place

Accessibility Checklist (Current Checklists -https://www.sos.ca.gov/elections/publications-and-resources/polling-place-accessibility-guidelines ) and instructions to be used by county elections officials, staff, employees, contractors and others responsible for surveying polling places or proposed polling places. The updated

Polling Place Accessibility Checklist is to be used for evaluating the accessibility of polling places in conjunction with the updated Polling

Place Accessibility Guidelines and shall be submitted to the SOS for review and approval no later than three (3) weeks after the submission to the SOS of the final draft of the Polling Place Accessibility Guidelines.

The drafted Checklist will be provided in a Microsoft Word Document.

The final approved Checklist in a Portable Document Format (PDF), via encrypted email to the identified Secretary of State representative.

Alternative digital document formats will be provided upon written request to the Contractor.

C. Training Materials (Time and Materials)

The Contractor will provide in-person training sessions throughout the state covering the Polling Place Accessibility Guidelines and the Polling

Place Accessibility Checklist. This interactive hands-on training program will be designed to provide instruction to county elections officials, and their employees and designees, in understanding the requirements of polling place accessibility and how to use survey instruments, proper use of survey tools (i.e., a digital level at least 24 inches long; a standard push/pull door pressure gauge; a rigid metal tape measure at least 20-https://www.sos.ca.gov/elections/publications-and-resources/polling-place-accessibility-guidelines https://www.sos.ca.gov/elections/publications-and-resources/polling-place-accessibility-guidelines https://www.sos.ca.gov/elections/publications-and-resources/polling-place-accessibility-guidelines https://www.sos.ca.gov/elections/publications-and-resources/polling-place-accessibility-guidelines feet long; a clipboard; and a pen/pencil), and practices to evaluate polling place accessibility.

A mock accessibility survey will be part of the training class. Each County will be asked to bring its own survey tools for use in conducting the mock accessibility survey. However, the Contractor shall also have survey tools available for use by attendees if needed.

Training materials must be approved by the SOS prior to use in any training.

The Contractor will provide to the SOS for review and approval a final draft of the statewide training program, including training related materials to be used for training county elections officials, employees and designees and will include printing, binding and delivery of all training materials at the Contractor’s cost. The training materials will be used to teach state and local elections officials, staff, employees and others responsible for surveying sites to use the Polling Place Accessibility

Guidelines and the Polling Place Accessibility Checklist for the evaluation of accessibility of polling places no later than seven (7) business days after the approval of the Polling Place Accessibility Checklist and Polling

Place Accessibility Guidelines.

The draft of the statewide training program, including training related materials will be provided in a Microsoft Word Document. The final approved training documents will be provided in a PDF format via encrypted email to the identified Secretary of State representative.

Alternative digital document formats will be provided upon written request to the Contractor.

D. In-Person Training

The Contractor will provide in-person training sessions throughout the state covering the Polling Place Accessibility Guidelines and the Polling

Place Accessibility Checklist using approved training materials, survey tools and a mock accessibility survey.

The Contractor will teach classes in a minimum of four (4) representational regional areas in the state at the location, date, and time set by the SOS. The representational regional areas will include

Northern California, Bay Area, Central California, and Southern

California. Each session will be a minimum of eight (8) hours, with some locations requiring more than one session. The SOS may change the location of the regional areas, date, or time of the classes upon giving the Contractor a two-week written notice of the need to change, unless the change is due to natural disaster or civil unrest in which the SOS will notify the Contractor as soon as they are notified of such natural disaster or civil unrest. Designated SOS employees may attend any of the training classes offered to observe the instruction provided. The ratio of instructors/trainers per attendee shall be 1:8 unless (not including SOS employees) otherwise agreed to by the Secretary of State and the

Contractor.

If reasonable accommodations, American Sign Language (ASL) interpreting or captioning, etc. are requested at the training location, the SOS will notify the Contractor in advance.

E. Technical Assistance

For the term of this contract, the Contractor will provide technical expertise and support for Secretary of State staff as needed to:

1. Make available technical and general information on polling place accessibility issues to interested parties including county elections officials, staff and members of the public.

2. Make recommendations and presentations at meetings about accessibility guidelines, the checklist, and statewide training as described above.

4. Projected Timelines

The following schedule of timelines for these Services are subject to change with the mutual written agreement and consent of the Secretary of State and the Contractor, and shall be adhered to:

A. Updated Polling Place Accessibility Guidelines for review and approval no later than three (3) weeks after the date of contract start date.

B. Updated Polling Place Accessibility Checklist shall be submitted to the

SOS for review and approval no later than three (3) weeks after the submission to the SOS of the final draft of the Polling Place Accessibility

Guidelines.

C. All training material shall be submitted to the SOS for review and approval no later than seven (7) business days after the approval of the final

Polling Place Accessibility Checklist.

D. In-person training sessions to be conducted by the Contractor at the locations, dates, and times set by the SOS. The SOS estimates that these will be set in the calendar year 2026.

5. Travel and Reimbursement

All travel must be authorized in advance by the State Contract Manager or designee. Reimbursable travel expenses shall comply with the California

Department of Human Resources (CalHR) Travel Policy, https://hrmanual.calhr.ca.gov/Home/ManualItem/1/2203.

Travel budget shall not exceed $30,000.00

6. Secretary of State Responsibilities

To accomplish the terms and conditions of this agreement, Secretary of State designees will be responsible for the following:

A. Arranging, scheduling, and facilitating meetings and training the

Secretary of State and the Contractor may conduct.

B. Gathering materials from counties and other interested parties that may be necessary or helpful in accomplishing the tasks identified under the

Scope of Work.

C. If reasonable accommodations, ASL interpreting or captioning, etc. are requested at the training location, the SOS will notify the Contractor in advance. Requests for assistance to the Contractor in the provision of reasonable accommodation will be made no less than ten (10) business days prior to the date the reasonable accommodation is needed.

D. Attending training on physical accessibility of polling places, provided by the Contractor.

7. Mandatory Qualifications, Skills, and Experiences

The Contractor shall provide qualified staff who collectively meets the following mandatory qualifications, skills, and experiences:

A. Five (5) years of experience providing hands-on training.

B. Five (5) years of experience of training in small group settings.

https://hrmanual.calhr.ca.gov/Home/ManualItem/1/2203

C. Two (2) years of accessibility expertise – knowledge and understanding of the Americans with Disabilities Act (ADA) and California building codes regarding accessibility.

8. Timesheets

The Contractor must complete, sign, and submit an Exhibit F - Contractor HAVA

Activity Report to SOS, for each contractor’s employee for whom time is being claimed. (Contractors who receive payment from HAVA funds are required to submit timesheets for any work paid for as time and materials).

9. Security, Standards and Policies

The Contractor and the Consultants providing services under this Agreement shall adhere to SOS minimum required IT standards, guidelines, and policies. In addition, the Contractor and the Consultants are expected to abide by the same standards and policies as SOS staff, including but not limited to the following regulations, standards, guidelines, and policies. The following serve as the referenced minimum criteria:

A. SOS Policies: Political Activities in the Workplace, Email, Internet/Intranet

Access and Usage, Anti-Discrimination Harassment Retaliation Policy, and Internal Privacy Policy;

B. SOS Security Policies; and

C. Additional policies as adopted by the SOS during the duration of the contract.

The SOS Project Director, or designee will provide the…