IFB__25-015_-_2026_Elections_Temporary_Staffing.pdf

Invitation For Bid (IFB)

Notice to Prospective Bidders

IFB #25-015

2026 Elections Temporary Staffing

September 23, 2025

You are invited to review and respond to this Invitation for Bid (IFB), entitled #25-015–

2026 Elections Temporary Staffing. 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.

Note that 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

In the opinion of Secretary of State, this IFB is complete and without need of explanation.

However, if you have questions, or should you need any clarifying information, the contact for this IFB is:

Henry Vue, 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 https://www.dgs.ca.gov/ols/resources/page-content/office-of-legal-services-resources-list-folder/standard-contract-language mailto:contractservices@sos.ca.gov

Table of Contents

Section Page

A) Purpose and Description of Services

B) Bidder Mandatory Qualifications, Resumes and References

C) Bid Requirements and Information

1) Key Action Dates

2) Submission of Bid

3) Evaluation and Selection

4) Award and Protest

5) Disposition of Bids

6) Agreement Execution and Performance

D) Preference Programs

1) Small Business Preference

E) Required Attachments

1) Required Attachment Checklist

2) Bid/Bidder Certification Sheet

3) Cost Sheet

4) Bidder References……………………………………………………………………………20

5) California Disabled Veteran Business Enterprise (DVBE) Program Requirement ... 22

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

7) Darfur Contracting Act (if applicable)

8) DGS Approved Small Business Certification (if applicable)

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

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

F) Sample Standard Agreement (STD 213)

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 D-1 – Insurance Provisions and Requirements

7) Exhibit E – Additional Provisions

** These documents are not required to be returned with the bid package but 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 (SOS), Elections Division is preparing for the upcoming 2026 election cycle. The Elections Division oversees all federal and state elections within California. This includes preparing a state Voter Information Guide in ten languages, maintaining the statewide database consisting of over 22 million registered voters, educating voters through online and printed publications, communicating with candidates, voters, election officials, and others over the phone, in person and in writing, candidate filing for all statewide candidates, preparing for election night results, system testing, official canvass, collection and certification of vote (Statement of Vote and Supplement to Statement of Vote), and more.

To ensure adequate staffing for services to California’s voters for the upcoming elections, the Elections Division requires the use of temporary staff to assist full time staff on daily tasks. The temporary staff are needed to assist in operating a call center for the Secretary of State’s Elections Division. Support staff will answer/return calls from voters throughout California looking for pertinent information relating to election processes and procedures, voting rights, voting locations, vote by mail voting, and other important election information. While answering/returning live calls is the primary duty assigned to these staff, additional duties may include, but not be limited to, transcribing voice messages, data entry, proofing, filing, mail processing, and lifting/organizing boxes.

Staff is needed to ensure adequate staffing for services to California’s candidates and County Election officials in all 58 counties for the upcoming Election, the

Elections Division requires the use of temporary staff to assist full time staff on daily tasks.

The temporary staff are also needed to assist the Candidate Filing and Election

Night Reporting Team in operating Candidate Filing help desk phones for the

Secretary of State’s Elections Division. Support staff will answer/return calls from all

58 counties, candidates, and voters throughout California looking for pertinent information relating to election processes, candidate filing and election night reporting procedures, and other important election information. The primary duty will be data entry and proofing various projects such as candidate filing forms, election night results, unprocessed ballot reports, and the postmark +7 ballots survey. While answering/returning live calls is a secondary duty assigned to these staff, additional duties may include, but not be limited to proofing, filing, and mail processing.

The Candidate Filing Team assists over 800 candidates. Temporary staff will assist the team with intaking and processing all their required paperwork to be qualified and certified to appear on the ballot and assist in training County Election officials in all 58 counties to ensure they are properly trained for Election Night Reporting.

On Election Night temporary staff will assist counties with all election night reporting needs and proofing all statewide contests with each county once a county has submitted all their vote results from Election Night.

After Election Day, temporary staff will assist the team with working with counties from E+1 to E+154 to prepare, certify, and compile election returns in the

Statement of Vote and Supplement to Statement of Vote for both the primary and general elections.

Please see Exhibit A – Scope of Work (SOW) and the Required Attachments for complete details and information.

The anticipated contract term is December 8, 2025 through April 9, 2027.

B) Bidder Mandatory Qualifications and References

Bidder must have a minimum of three (3) years’ experience performing temporary staffing services of a complexity similar to the services detailed in the attached

Scope of Work (SOW).

Bidder shall not have any CA Dept of Industrial Relations – Labor Commissioner’s

Office judgements or claims against Bidder within the last 3-years. SOS may verify this as needed.

The Bidder must complete Attachment 4 – Bidder References, providing a list of two

(2) customers (see note below) within the last five (5) years, where similar work has been performed. Reference information shall include company/organization name, contact representative name, email address, telephone number, and a description of the job(s) performed. The SOS will contact references prior to contract award.

Receipt of negative responses may cause the response to be deemed non-responsive

Note: If 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.

C) Bid Requirements and Information

1) Key Action Dates

Event Date/Time

IFB available to prospective bidders September 23, 2025

Final Date for Bid Submission October 8, 2025, 4:00 p.m.

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

1500 11th St, Sacramento CA, 95814 (SOS Rotunda)

Anticipated Notice of Intent to Award October 17, 2025

Anticipated Notice of Award October 24, 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 C.1 – Key Action Dates. The sealed cover must be plainly marked with the IFB number and title, the Bidder’s name and address, and must be marked with "Do Not Open", as shown in the following example:

2026 Elections Temporary Staffing

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 an 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 being permitted. eSignatures will be accepted and are legally binding and equivalent to handwritten signatures.

d) Mail or deliver bids to the following address:

Attn: Contract Services

1500 11th Street, Room 460

Sacramento, CA 95814

Note: Instructions for drop off of 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.”

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

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. Upon request, bid packages may be returned only at the bidder's expense.

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. 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

u) Priority Hiring Considerations for Contracts with a Value in Excess of $200,000:

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

Every contract for services in excess of $200,000 shall contain a provision requiring the contractor to give priority consideration in filling vacancies in positions funded by the contract to qualified recipients of aid under Welfare and Institutions Code § 11200 (PCC § 10353).

3) Evaluation and Selection

a) 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.

b) 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.

c) The State will evaluate each bid to determine its responsiveness to the published requirements.

d) 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.

4) Award and Protest

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

b) In the event of Tie Bids, a coin toss will be performed. In such event, the coin toss will be observed by witnesses and the affected bidders will be invited. In the event of a Tie Bids Between a Small Business and DVBE Small Business, should a precise tie between the low responsible bid of a certified small business and the low responsible bid of a certified disabled veteran owned business that is also a small business occur, the contract must be awarded to the disabled veteran owned small business. (GC § 14838 (f); 2 CCR 1896.8(f)).

c) 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.

d) 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.

e) Any Bidder who submits a bid may file a protest if the Bidder believes its 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.

f) 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.

g) 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.

h) 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

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.

i) 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.

j) 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 mailto:OLSProtests@dgs.ca.g mailto:ContractServices@sos.ca.gov 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.

k) 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

Final Date for Bid Submission may not be assessed. Bids received in response to the SOW will be valid for one hundred eighty (180) days after the Final Date for Bid Submission. Bidder agrees to have available the appropriate skills to complete the resulting Contract for all services 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 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 bids, in the best interest of the State.

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

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 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.

D) 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

E) Required Attachments

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

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

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. This checklist also must be returned with your bid package.

Attachment Attachment 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. DGS PD 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’s Certification Clauses (CCC 04/2017) can be found at:

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

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 in duplicate 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 for checking 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 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

1. Voter Hotline Rates:

English Billable Hourly Rate

Regular Rate $

Overtime Rate $

Double Time Rate $

Bilingual Rates:

Spanish Billable Hourly Rate

Regular Rate $

Overtime Rate $

Double Time Rate $

Chinese (Mandarin) Billable Hourly Rate

Regular Rate $

Overtime Rate $

Double Time Rate $

Hindi Billable Hourly Rate

Regular Rate $

Overtime Rate $

Double Time Rate $

Khmer Billable Hourly Rate

Regular Rate $

Overtime Rate $

Double Time Rate $

Korean Billable Hourly Rate

Regular Rate $

Overtime Rate $

Double Time Rate $

Japanese Billable Hourly Rate

Overtime Rate $

Double Time Rate $

Tagalog Billable Hourly Rate

Regular Rate $

Overtime Rate $

Double Time Rate $

Thai Billable Hourly Rate

Regular Rate $

Overtime Rate $

Double Time Rate $

Vietnamese Billable Hourly Rate

Regular Rate $

Average Hourly Rate (Sum of Section 1

Hourly Rates/30)

2. Candidate Filing & Election Night Reporting:

English Billable Hourly Rate

Overtime Rate $

Double Time Rate $

Bilingual Rates:

Spanish Billable Hourly Rate

Regular Rate $

Overtime Rate $

Double Time Rate $

Chinese (Mandarin) Billable Hourly Rate

Regular Rate $

Hindi Billable Hourly Rate

Overtime Rate $

Double Time Rate $

Khmer Billable Hourly Rate

Regular Rate $

Overtime Rate $

Double Time Rate $

Korean Billable Hourly Rate

Regular Rate $

Overtime Rate $

Double Time Rate $

Japanese Billable Hourly Rate

Regular Rate $

Overtime Rate $

Double Time Rate $

Tagalog Billable Hourly Rate

Regular Rate $

Overtime Rate $

Double Time Rate $

Thai Billable Hourly Rate

Regular Rate $

Overtime Rate $

Double Time Rate $

Vietnamese Billable Hourly Rate

Regular Rate $

Average Hourly Rate (Sum of Section 2

Hourly Rates/30)

*Total Average Hourly Rate (Sum of Section 1&2 Average Hourly Rate/2) $_________________

No other fees, taxes, direct or indirect costs will be paid other than the rates specified above for the hours worked for regular hours, overtime, or bilingual hours.

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

However, the actual billable hourly rates above shall be binding for the term of the

Agreement.

Please Note: Should the SOS amend the awarded agreement from this IFB beyond the contract term end date, 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(s) 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 and telephone number, and a description of the job(s) performed. The description of the services performed must be detailed and comprehensive enough to permit the State to assess the similarity of the services outlined in the SOW. The SOS will contact references prior to contract award. 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&topicCate goryFilters=&divisionid=&audienceCategoryFilters=&contenttype=PDF&sort=relevance

&eventCategoryFilters=&resourceCategoryFilters=&serviceCategoryFilters=&activeFilte rs=Types%7C&page=1

The offeror 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 at 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 submit the following as part of their response to this IFB: DGS PD 843 (DVBE Declarations), GSPD-05-

105 (Bidder Declaration) and CUF Questionnaire(s) 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 bidder’s 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.

F) Sample Standard Agreement (STD 213) Information

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

Standard Agreement (STD 213) 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-E)

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 and Description

The California Secretary of State (SOS), Elections Division is preparing for the upcoming 2026 election cycle. The Elections Division oversees all federal and state elections within California. This includes preparing a state Voter Information Guide in ten languages, maintaining the statewide database consisting of over 22 million registered voters, educating voters through online and printed publications, communicating with candidates, voters, election officials, and others over the phone, in person and in writing, candidate filing for all statewide candidates, preparing for election night results, system testing, official canvass, collection and certification of vote (Statement of Vote and Supplement to Statement of Vote), and more.

To ensure adequate staffing for services to California’s voters for the upcoming

Election cycle, the Elections Division requires the use of temporary staff to assist full time staff on daily tasks. The temporary staff are needed to assist in operating a call center for the Secretary of State’s Elections Division. Support staff will answer/return calls from voters throughout California looking for pertinent information relating to election processes and procedures, voting rights, voting locations, vote by mail voting, and other important election information. While answering/returning live calls is the primary duty assigned to these staff, additional duties may include, but not be limited to, transcribing voice messages, data entry, proofing, filing, mail processing, and lifting/organizing boxes.

Staff is needed to ensure adequate staffing for services to California’s candidates and County Election officials in all 58 counties for the upcoming Election, the

Elections Division requires the use of temporary staff to assist full time staff on daily tasks.

The temporary staff are also needed to assist the Candidate Filing and Election

Night Reporting Team in operating Candidate Filing help desk phones for the

Secretary of State’s Elections Division. Support staff will answer/return calls from all

58 counties, candidates, and voters throughout California looking for pertinent information relating to election processes, candidate filing and election night reporting procedures, and other important election information. The primary duty will be data entry and proofing various projects such as candidate filing forms, election night results, unprocessed ballot reports, and the postmark +7 ballots survey. While answering/returning live calls is a secondary duty assigned to these staff, additional duties may include, but not be limited to proofing, filing, and mail processing.

The Candidate Filing Team assists over 800 candidates. Temporary staff will assist the team with intaking and processing all their required paperwork to be qualified and certified to appear on the ballot and assist in training County Election officials in all 58 counties to ensure they are properly trained for Election Night Reporting.

On Election Night temporary staff will assist counties with all election night reporting needs and proofing all statewide contests with each county once a county has submitted all their vote results from Election Night.

After Election Day, temporary staff will assist the team with working with counties from the day following Election Day to 154 days after the Election (E+1 to E+154) to prepare, certify, and compile election returns in the Statement of Vote and

Supplement to Statement of Vote for both the primary and general elections.

2. Secretary of State (SOS) Responsibilities

• SOS will give 48 hours’ notice to the Contractor regarding the amount of temporary staff needed and the anticipated dates/hours workers will be needed.

• SOS will provide point of contact for staffing-related communications.

• SOS will provide work areas and equipment for temporary staff at SOS headquarters located at 1500 11th Street, Sacramento, CA 95814.

• SOS will provide election-specific training and materials to temporary staff.

3. Contractor Responsibilities

• Contractor shall have staffing resources for the Secretary of State’s headquarters located at: 1500 11th Street, Sacramento, CA 95814.

• Contractor shall provide single point of contact to communicate staffing needs, staffing issues, or other necessary communications.

• Contractor shall ensure staff are informed in advance of the general nature of the work, consisting primarily of answering/returning live phone calls.

• Contractor shall provide an initial roster of staff and make every reasonable effort to provide a continual and consistent roster as requested to maintain full staffing.

• Contractor shall ensure that the specified number of workers are on site and ready to begin work on time each day by making reasonable efforts to reconfirm staff availability and minimize no shows.

• Contractor shall provide workers that are available at a minimum, Monday through Friday, 8:00 a.m. – 5:00 p.m.

• Contractor shall ensure full staffing on Election Day and the day before

Election Day, from 6:30 a.m. through 8:30 p.m., for the staff assigned to the

Voter Hotline.

• Contractor shall ensure full staffing on Election Day and the day before Election

Day, from 3:00 p.m. through 3:00 a.m. the following day, for staff assigned to the

Election Night Reporting team.

• Contractor shall coordinate/allow overtime hours (evening, weekend), if requested by SOS. This coverage request may be requested with less than one week’s notice from SOS.

• Contractor shall ensure staff are available to work overtime hours to meet the need of extended hours on the Voter Hotline and statutory deadlines for candidate filing and election night reporting.

• Contractor shall ensure that any staff working overtime or double time is compensated in accordance with the wages set forth in the California Labor

Code and applicable Wage Orders.

• Contractor shall provide bilingual staff, as described under the “Bi-Lingual

Requirements” section of this Scope of Work.

• Contractor shall comply with all applicable withholdings and shall provide staff all benefits required by law.

4. Anticipated Staffing Needs

The need for temporary staffing for this contract is anticipated to begin on

December 8, 2025, and run through April 9, 2027. Dates are subject to change, should legislation change the date of the primary election. SOS will notify contractor of any changes to the date of the election as soon as practically possible. The actual number of temporary workers and the actual timeframes may vary and will be determined by SOS and communicated with contractor. Anticipated estimated timeframes and staffing needs are:

• December 8, 2025, through April 9, 2027: 3 temporary workers for

Candidate Filing and Election Night Reporting. Staff will work both the

Primary and General Elections.

• March 30, 2026, through June 5, 2026: 15-25 temporary workers for

Voter Hotline for the Primary Election.

• August 31, 2026, through November 6, 2026: 15-25 temporary workers for Voter Hotline for the General Election.

Voter Hotline duties include but are not limited to answering/returning live calls, transcribing voice messages, data entry, proofing, filing, mail processing, and lifting/organizing boxes.

Candidate Filing and Election Night duties include but are not limited to data entry and proofing various projects such as candidate filing forms, election night results, unprocessed ballot reports, and the postmark +7 ballots survey, answering/returning live calls, proofing, filing, mail processing, and lifting/organizing boxes.

5. Temporary Staff Requirements

5.1 All temporary Staff the Contractor Provides Shall Meet the Requirements Below:

• Temporary Staff must be familiar with general office procedures and possess exceptional customer service skills.

• Temporary Staff must possess the willingness and aptitude for answering/returning live phone calls after training by SOS.

• Temporary Staff must have the ability to pay strict attention to detail and communicate effectively with the public and all levels of staff.

• Temporary Staff must be able to follow verbal and written instructions.

• Temporary Staff must be able to work independently and, in a group, or team setting.

• Temporary Staff must have at least basic knowledge of Microsoft Office

(Outlook, Word, Excel).

• Temporary Staff must be familiar with using the internet, phones, and other standard office equipment.

• Temporary Staff must always represent the SOS in a professional manner and remain non-partisan.

• Temporary Staff must be able to sit/stand for extended periods of time.

• Temporary Staff must follow all SOS policies and procedures.

• Temporary Staff must adhere to a business casual dress code.

• Temporary Staff are responsible for their own transportation and parking needs/costs (paid parking is available near/around SOS building).

• Temporary Staff may be required to follow all health and safety protocols determined by the SOS.

5.2 Voter Hotline Staff Bi-Lingual Requirements:

• The SOS provides election materials and services in English, Spanish, Chinese (Mandarin), Hindi, Khmer, Korean, Japanese, Tagalog, Thai, and

Vietnamese.

• The contractor must provide at least 5 workers each day that are bilingual (English/Spanish), with a proficient level of English and Spanish.

• The Secretary of State may request additional bi-lingual temporary workers that are fluent in Chinese, Hindi, Khmer, Korean, Japanese, Tagalog, Thai, and Vietnamese.

5.3 Additional Staff Requirements for Candidate Filing and Election Night

Reporting:

• Temporary staff must be able to perform data entry.

• Temporary staff must be able to proof various documents.

• Temporary staff must be able to lift a minimum of 15 pounds.

•…