IFB__25-118_-_Video_Remote_Interpreting_Services.pdf

ST AT E O F C AL I FO R NI A | Business, Consumer Services and Housing Agency GAVIN NEWSOM, GOVERNOR

Civil Rights Department KEVIN KISH, DIRECTOR 651 Bannon Street, Suite 200 | Sacramento | CA | 95811 800-884-1684 (voice) | 800-700-2320 (TTY) | California’s Relay Service at 711 www.calcivilrights.ca.gov | contact.center@calcivilrights.ca.gov

INVITATION FOR BID (IFB)

Notice to Prospective Bidders

IFB# 25-118

Video Remote Interpreting Services

May 12, 2026

The Civil Rights Department (CRD) invites prospective bidders to review and respond to the attached IFB, entitled Video Remote Interpreting Services. When preparing and submitting a bid, compliance with the instructions found herein is imperative.

CRD intends to award one contract based on this IFB.

All agreements entered into with the State of California will include by reference, General Terms and Conditions https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225- February-2025.pdf. If you do not have Internet access, a hard copy of the GTC 02/2025 can be provided by contacting the CRD contracts analyst listed below.

If a discrepancy occurs between the information in the advertisement appearing on the Department of General Services (DGS), California State Contracts Register (CSCR) on the Cal eProcurement website:

www.caleprocure.ca.gov and the information herein, the information in this notice and in the attached IFB shall take precedence.

I. Bid Due Date

Regardless of method of delivery, the CRD Business Services Office (BSO) must receive bid packages no later than the time and date found in the attached IFB, Section C1 - Time Schedule.

II. Funding Limit

The proposed Agreement is valid and enforceable only if sufficient funds are made available by the Budget Act of the appropriate fiscal year for the purpose(s) of the Agreement. In addition, the proposed Agreement is subject to any additional restrictions, limitations, or conditions enacted by the Legislature, which may affect the provisions, terms, or funding of the Agreement in any manner.

If full funding does not become available, CRD will either cancel the resulting Agreement or amend it to reflect reduced funding and reduced services.

http://www.calcivilrights.ca.gov/ mailto:contact.center@calcivilrights.ca.gov https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February-2025.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February-2025.pdf http://www.caleprocure.ca.gov/

Civil Rights Department

III. Bidder Questions

In the opinion of CRD, this IFB is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, Bidders shall follow the instructions provided in Section C4 – Bidder’s Questions below for submitting questions.

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

Thank you for your interest in the service needs of the Civil Rights Department.

Sincerely, Hardeep Samra Contracts Analyst hardeep.samra@calcivilrights.ca.gov | (916) 477-5685 mailto:hardeep.samra@calcivilrights.ca.gov

TABLE OF CONTENTS

A. BACKGROUND

1. Civil Rights Department 4

B. BIDDER MINIMUM REQUIREMENTS AND QUALIFICATIONS

1. Bidder References 5

2. Bidder Minimum Qualifications 5

C. SUBMISSION REQUIREMENTS AND INFORMATION

1. Time Schedule 6

2. Term 6

3. Budget 6

4. Bidder Questions 6

5. Submission of Bid 7

6. Public Bid Opening 8

7. Evaluation and Selection 8

8. Award and Protest Process 9

9. Disposition of Bids 9

10. Standard Conditions of Service 10

D. OPTIONAL PREFERENCE PROGRAMS

1. Small Business (SB) Preference 10

2. Disabled Veteran Business Enterprise (DVBE) Incentive 12

3. Commercial Useful Function (CUF) 13

4. SB and DVBE Form Required with Bid Submittal 14

E. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI)

1. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) Notification Clause 14

F. REQUIRED ATTACHMENTS

1. Attachment 1 Minimum Requirements and Qualifications Checklist 15

2. Attachment 2 Bidder Certification 16

3. Attachment 3 Cost/Bid Sheet 17

4. Attachment 4 Bidder References 21

5. Attachment 5 Non-Small Business Subcontractor Preference Request and Small/Micro

Business Subcontractor Acknowledgement Form 22

6. Attachment 6 Darfur Contracting Act Certification 23

7. Attachment 7 Bidder Declaration (GSPD-05-105) 23

8. Attachment 8 Disabled Veteran Business Enterprise Declarations (DGS PD 843) 23

9. Attachment 9 Payee Data Record (STD 204) 23

10. Attachment 10 Contractor’s Certification Clauses (CCC) 23

11. Attachment 11 Bidder’s License/Permit 24

G. SAMPLE CONTRACT – Attachment 12 25

A. BACKGROUND

The Civil Rights Department (CRD) is the state agency charged with enforcing California’s civil rights laws.

Its mission is to protect the people of California from unlawful discrimination in employment, housing, business, state-funded programs, bias—or hate-motivated violence, and human trafficking. CRD receives, investigates, conciliates, mediates, and prosecutes complaints of alleged violations of the Fair Employment and Housing Act, Unruh Civil Rights Act, California Trafficking Victims Protection Act, Disabled Persons Act, and Ralph Civil Rights Act.

CRD is seeking Video Remote Interpreting (VRI) services to be performed for intake and investigative interviews, confidential mediations, educational webinars, public hearings, council meetings, and legal interviews/depositions to ensure that individuals with limited English proficiency have full access to CRD meetings, interviews, hearings, trainings, depositions, and mediations in compliance with applicable laws.

VRI services may be delivered by video remote technology. Qualified interpreters are needed for most of the proceedings, however, court-certified interpreters may occasionally be needed for legal proceedings, such as depositions.

We encourage all bidders to understand how we conduct business with the public, and the various scenarios when language services are provided.

The process begins when a member of the public files a complaint with CRD. There are several ways to file a complaint, including by direct entry into our California Civil Rights System (CCRS); by filling out a paper form and submitting it by email, fax, or postal mail to our Contact Center; or by calling our Contact Center at a toll-free number and asking for the complaint to be taken by phone. We provide TTY services and language interpreters when needed.

Once the complaint is submitted by one of the above methods and processed, the complaining party receives a letter containing the date and time for a one-hour intake interview. The purpose of the interview is to determine if CRD has jurisdiction to accept the complaint for investigation. Questions asked during these interviews are designed to obtain more information on what happened to the complainant. These interviews are, by default, conducted by telephone, often with the assistance of language interpreters if the complainant is limited English proficient (LEP) and prefers to converse in their primary language. If they are hard of hearing, Deaf, or have cognitive disabilities, they may require American Sign Language (ASL) video remote interpreters or CART services as a reasonable accommodation for the interview. We also provide VRI services in numerous languages as reasonable accommodation for other disabilities.

CRD’s Enforcement Division conducts investigations. As with the interviews, if the complainant is hard of hearing, Deaf, or has cognitive or other disabilities, VRI meetings will be required during the investigation process. A complaint may be referred to CRD’s Dispute Resolution Division for voluntary mediation or to the Legal Division for possible litigation. The Dispute Resolution Division uses VRI services for the same complainants referenced above, as reasonable accommodation for the same situations. It is crucial to the success of these programs that our VRI service providers provide reliable services from qualified interpreters.

These are the primary reasons we would need VRI interpreters. However, CRD may need VRI for numerous other situations, including educational webinars, public hearings and council meetings. These interpreters must often be retained on short notice, and in both high and low frequency languages, from Spanish to Egyptian, Mongolian, Farsi, Korean, and Japanese

CRD serves the whole public, including people across the spectrum of ability and disability, ethnicity, race, accent, dialect, literacy, immigration status, gender, gender identity, and sexual orientation.

To learn more about CRD please visit our website at https://calcivilrights.ca.gov.

To assist CRD in fulfilling its statutory requirements and mission, CRD requires VRI services to be provided statewide. Reference Sample Standard Agreement - Exhibit A, Scope of Work for a more detailed description of the required services.

B. BIDDER MINIMUM REQUIREMENTS AND QUALIFICATIONS

See Attachment 1, Minimum Requirements and Qualifications Checklist, for a complete list of all required documents. Bidder must submit all the required information and/or show capacity to meet the requirements set forth in this Invitation for Bid (IFB).

1. BIDDER REFERENCES (ATTACHMENT 4)

Bidder must provide a list of references. References may be contacted by the CRD. At least one (1) reference must be from a CA State Agency. References must provide information relating to services that the Bidder has provided demonstrating the Bidder’s responsibility, experience, and capacity to perform the same services required in this IFB. If any references obtained by the CRD are not favorable in these areas, the Bid Package shall be deemed non-responsive and rejected. If a reference cannot be reached after three (3) attempts during business hours (M-F, 8:00 a.m. – 5:00 p.m.) or respond within the designated time CRD has given, the Bid Package may be deemed non-responsive and rejected.

2. BIDDER MINIMUM QUALIFICATIONS

a) Bidder shall be financially stable and have enough financial resources necessary to perform all services associated with this contract.

b) Bidder must have the skills, experience and ability to perform the work described in Exhibit A - Scope of Work.

c) Bidder is able to provide qualified language interpreters who have the professional skills in word-by-word interpretation and have shown a high level of competence in at least two languages, as well as the required training and expertise to interpret effectively and accurately, consecutively and simultaneously, in both English and another language.

d) Bidder can provide interpreters that demonstrate experience in word-by-word interpretation for interviews, meetings, confidential mediations, depositions, and other proceedings.

e) Upon award, the successful Bidder shall provide a signed statement certifying that it will only utilize qualified interpreters to perform services. Bidder shall also provide a signed Code of Ethics, Professional Conduct and Confidentiality Statement, certifying that the Bidder ensures its interpreters agree to uphold specified ethical standards and conduct and exercise an acceptable measure of discretion in maintaining confidentiality. Interpreters will be required to sign a CRD confidentiality agreement prior to participating in confidential mediation.

f) Bidder is able to provide court-certified language interpreters, as requested, for civil court proceedings. Court-certified interpreters must meet the qualified language requirements and have also passed the Court Interpreter Certification Exam, as required by the Judicial Council of California. Bidder shall obtain the Certification of Interpreter to substantiate the qualifications to perform court-certified services.

g) Bidder has staff dedicated to calendaring/scheduling, billing, and interpreting. Bidder must have a https://calcivilrights.ca.gov/ valid, live working online portal for CRD’s users to log on and request interpretation services, with no limit to the number or consecutive users and at no additional charge. The contractor must provide a valid screenshot of the system's primary access page with their bid.

h) Bidders must be ISO certified and can provide a copy of ISO 9001 Quality Management Certification. ISO Certification must be valid; expired ISO Certification will not be accepted.

i) Bidder has the capability to provide services throughout the State of California.

j) Bidder shall be licensed to do business in California. Pursuant to California Business and Professions Code Section 7028.15, Bidder shall be an individual or firm licensed to do business in California. Bidder shall obtain at his/her expense all appropriate license(s) and permit(s) required by law for accomplishing any work required in connection with this Agreement. Failure to provide the appropriate license(s) and permit(s), when applicable to perform this work, by the quote submission deadline will be grounds for finding the offer non-responsive. In the event any license(s) and/or permit(s) expire at any time during the term of this Agreement.

k) Bidder must provide three professional references, with at least one reference from a California State Agency.

C. SUBMISSION REQUIREMENTS AND INFORMATION

1. TIME SCHEDULE

Below is the tentative time schedule for this solicitation:

IFB released on the California State Contract Register (CSCR) to prospective Bidders 05/12/2026

Deadline to Submit Questions by Email 05/15/2026, at 2:00 p.m. PST CRD to post Question and Answer Summary on an Addendum on CSCR post by 05/20/2026

Bid Submission Due Date 05/28/2026, at 2:00 p.m. PST

Public Bid Opening 05/28/2026, at 3:00 p.m. PST Join Teams Meeting: see Section 6 below

Proposed Start Date of Agreement 07/01/2026, or Upon DGS approval, whichever is later

2. TERM

The anticipated term of this Agreement is 07/01/2026, or upon DGS approval, whichever is later, through 06/30/2029.

3. BUDGET

The anticipated budget for the three-year contract term is $75,000.00 (Seventy-Five Thousand Dollars). CRD is under no obligation to use the entire amount. This contract may be amended for additional funding. If a determination is made to amend the Agreement for additional monies, approvals by CRD are required before the contract can be amended and fully executed.

4. BIDDER QUESTIONS

Questions must be submitted in writing by e-mail and must be received by the due date and time as indicated in Section C1, Time Schedule. The time of the e-mail receipt must not exceed the due date and time. Questions that are submitted after this time and date may not be considered. A Question and Answer Summary will be provided to Bidders on an addendum by accessing the original IFB post on the CSCR or by e-mail/fax to proposers.

Questions must be emailed to: Hardeep Samra at Hardeep.Samra@calcivilrights.ca.gov.

In the subject line of the email, indicate “IFB# 25-118 – Video Remote Interpreting Services”.

5. SUBMISSION OF BID

a) All bid submissions must be received by CRD BSO by 05/28/2026, 2:00 pm, Pacific Standard Time (PST). All bid submissions must be emailed only to bidsubmission@calcivilrights.ca.gov. Bid submissions that are submitted to any other CRD email addresses will not be accepted. Do not include or cc the CRD Contract Analyst in bid submission emails.

b) In the subject line of the email, indicate “IFB# 25-118 – Video Remote Interpreting Services Bid Submission”. NOTE: Under no circumstances shall late deliveries be accepted. All responses received after the due date and time will not be accepted. Attachment files are limited to 25mb. If files exceed 25mb, the following are options for submissions:

1. Submission files can be sent in multiple emails. Please number each email.

2. Submission files can be sent as a zipped file.

c) All bids shall include the documents identified in Attachment 1 - Minimum Requirements & Qualifications Checklist. Bids not including the proper Required Attachments may be deemed non-responsive to the basic bid requirements and may be rejected.

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

e) 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 any immaterial deviation in a bid. The State’s waiver of immaterial defect shall in no way modify the IFB document or excuse the Bidder from full compliance with all requirements if awarded the Agreement. CRD may request omitted material pertaining to Disabled Veteran Business Enterprise requirements if the Bidder demonstrated the requirements were met.

f) Costs 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.

g) An individual who is authorized to bind the bidding firm contractually shall sign Attachment 2 - Bidder Certification. The signature must indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

h) 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.

mailto:Hardeep.Samra@calcivilrights.ca.gov mailto:bidsubmission@calcivilrights.ca.gov

i) A Bidder may withdraw its bid by submitting a written withdrawal request to the State, signed by the Bidder or an agent authorized in accordance with Attachment 2 - Bidder Certification. 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.

j) CRD 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. Addendums will be posted on the internet and attached as documents to the IFB bid file posted on the CSCR on Cal eProcure at:

https://www.caleprocure.ca.gov/pages/Events-BS3/event-search.aspx.

k) The CRD reserves the right to reject all bids for reasonable cause. If all bids are not deemed cost reasonable, the CRD is not required to award an Agreement for this IFB.

l) Bidders are cautioned not to rely on the State during the evaluation to discover and report to the Bidder any defects and errors in the submitted documents. Bidders, before submitting their documents, should carefully proofread them for errors and adherence to the IFB requirements.

6. PUBLIC BID OPENING

All bid packages properly received according to the IFB instructions on or before the bid due date will be publicly opened. The bids will be read via Teams Meeting, as follows:

05/28/2026 at 3:00 P.M. Pacific Standard Time Public Bid Opening

IFB# 25-118 – Video Remote Interpreting Services Join Teams Meeting

Meeting ID: 231 299 016 685 505 Passcode: g8jH3rV9 https://teams.microsoft.com/meet/231299016685505?p=36LBcohksmWb9fgkdg

Call in (Audio only)

Telephone: +1 347-690-4425 Phone Conference ID: 122 593 463#

At the time of the public bid opening, the dollar amount of each bid and the name of the company submitting the bid shall be read.

7. EVALUATION AND SELECTION

a) All the bids received will be acknowledged during a public bid opening.

b) After the bid opening, the State will put each bid through a process of evaluation to determine its responsiveness to the State’s needs. Each bid will be checked for the presence or absence of required information in conformance with Attachment 1 - Minimum Requirements and Qualifications Checklist and adherence to the IFB requirements, verification of all calculations and claimed preferences, if applicable.

c) Bids that contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by the Bidder, may be rejected. If, in the opinion of the State, such information was intended to mislead the State in its evaluation of the bid, and the attribute, https://www.caleprocure.ca.gov/pages/Events-BS3/event-search.aspx https://teams.microsoft.com/meet/231299016685505?p=36LBcohksmWb9fgkdg condition, or capability is a requirement of this IFB, it will be the basis for rejection of the bid.

d) The final selection will be made on the basis of the lowest responsible bid. In the event of a tie, the winning bidder will be determined by a coin toss.

8. AWARD AND PROTEST PROCESS

a) Whenever an Agreement is awarded under a procedure that provides for competitive bidding, but the Agreement is not to be awarded to the low Bidder, the low Bidder shall be notified by telegram, facsimile transmission, overnight courier, internet transmission, or personal delivery five (5) working days prior to the award of the Agreement.

b) Upon written request by any Bidder, notice of the proposed award shall be posted in a public place at least five (5) working days prior to awarding the Agreement. CRD has designated the front lobby of CRD Headquarters, located at 651 Bannon Street, Suite 200, Sacramento, CA 95811, as the public location.

c) If any Bidder, prior to the award of Agreement, files a protest with the awarding agency on the grounds that the (protesting) Bidder is the lowest 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.

d) Within five (5) days after filing the initial protest, the protesting Bidder shall file with the Department of General Services and the awarding agency a full and complete written statement specifying the grounds for the protest. The written protest must be sent to:

Department of General Services

Office of Legal Services Attention: Bid Protest Coordinator

707 Third Street, 7th Floor Suite 7-330

West Sacramento, California 95605 Email: OLSProtests@dgs.ca.gov

It is suggested that Bidders submit any protest by certified or registered mail.

Additionally, a copy of the written protest must be mailed or emailed to:

Business Services Office

Attn: Hardeep Samra IFB# 25-118 – Video Remote Interpreting Services

651 Bannon Street, Suite 200 Sacramento, CA 95811 or email:

Hardeep.Samra@calcivilrights.ca.gov

9. DISPOSITION OF BIDS

a) Upon bid opening, all documents submitted in response to this IFB will become the property of the mailto:OLSProtests@dgs.ca.gov mailto:Hardeep.Samra@calcivilrights.ca.gov

State of California and will be regarded as public records under the California Public Records Act (Gov. Code, § 6250 et seq.). However, the contents of all proposals, draft bids, correspondence, agenda, memoranda, working papers, or any other medium that discloses any aspect of a Bidder’s proposal shall be held in the strictest confidence until the award is made. The content of all working papers and discussions relating to a bid shall be held confidential indefinitely unless the public’s interest is best served by disclosure because of its direct pertinence to a decision, agreement, or evaluation of a bid. Any disclosure of this subject by the Bidder prior to the award is a basis for rejecting a bid and ruling the Bidder ineligible to further participate in the bidding process.

b) At least one copy of the Bid Package must be retained by CRD. Extra Bid Packages may be returned at the Bidder’s expense unless such expense is waived by the CRD.

10. STANDARD CONDITIONS OF SERVICE

a) Services shall not begin prior to the date set by the CRD Contract Manager and the Contractor, after all approvals have been obtained, and the Agreement is fully executed. All performance under the Agreement shall be completed on or before the termination date of the Agreement. Should the Contractor fail to commence work at the agreed upon time, the CRD Contract Manager, upon five (5) days written notice to the Contractor, reserves the right to terminate the Agreement.

b) If the bidder is awarded the Agreement and refuses to sign the Agreement presented for signature within the time and manner required, the bidder may be liable to pay CRD for any damages that may arise from the delay.

c) The State’s General Terms and Conditions (GTC 2/2025) are not negotiable. CRD does not accept alternate contract language from a prospective contractor. A quote with such language will be considered a counter proposal and will be rejected. The GTC 02/2025 may be viewed at https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Contract-Language.

d) The winning Bidder must enter an Agreement that may contain the Contractor’s quote form or budget, a Scope of Work, additional attachments, standard contract provisions, and one or more of the contract forms and/or exhibits as identified. Refer to Attachment 12, Sample Standard Agreement.

e) A sample of the Agreement is included as Attachment 12, Sample Agreement. The sample Agreement contains a detailed description of specifications, requirements, and services to be provided, that will apply to any Agreement awarded based on this IFB. Bidders are responsible for reviewing and agreeing to the terms and provisions of the Sample Agreement.

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

D. OPTIONAL PREFERENCE PROGRAMS

Directions for voluntary participation in the following preference / incentive programs can be found at the Internet web sites listed below.

1. SMALL BUSINESS PREFERENCE

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

California Government Code section 14835 et seq. requires that a five (5%) percent preference be given to Bidders who qualify as a small business. The rules and regulations of this law, including the definition of a small business, are contained in Title 2, California Code of Regulations, section 1896 et seq.

To claim the small business preference, which may not exceed 5%, up to $50,000, for any bid, a Bidder must have its principal place of business located in California and must be formally certified by the Department of General Services (DGS), Office of Small Business and DVBE Services

(OSDS).

All Bidders claiming the small business preference must submit proof of small business status with the Bidder’s Response.

If a Bidder has received approval from the OSDS verifying its small business status, the Bidder shall submit a copy of their certification approval notice with their Bid Package. In addition, a Bidder shall identify any subcontractors that are certified small businesses and enclose a copy of their OSDC certification approval letter(s) with the Bid Package response.

To obtain of the lowest responsive Bidder, CRD will adjust the total bid cost for applicable claimed preference(s) and/or incentive(s). CRD will apply preference and/or incentive adjustments to eligible Bidders according to state regulations following verification of eligibility with the DGS/OSDS.

There are three ways to obtain the small business preference:

a) Primary Small Business Preference (Bidder is a small business):

1. A responsive Bidder, certified as a small/micro business in a relevant business category or type, will be granted a preference up to five percent (5%) of the lowest responsive bid. Small business means a responsive/responsible Bidder that is certified by the California Department of General Services as a small business or micro business. The “service” category or business type will most likely apply to this procurement.

2. In granting small/micro business preference, no bid price will be reduced by more than five percent (5%). The cost adjustment is for computation purposes only and does not alter the actual cost offered by the Bidder.

3. Firms desiring small/micro business certification must obtain the Small Business Certification Application (i.e., STD 812 or other form) from DGS/OSDS, fully complete the application, and submit it to DGS/OSDS as instructed in the application. Prospective bidding firms desiring small business certification assistance may contact the DGS/OSDS by the following means:

Phone: (916) 375-4940 Internet address: https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-

Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled- Veteran-Business-Enterprise

Fax: (916) 375-4950, or E-mail: osdshelp@dgs.ca.gov

b) Non-Small Business Subcontractor Preference (Bidder uses small business subcontractors)

(preference not to exceed $50,000)

1. Non-small business means a responsive/responsible Bidder that is not certified by the https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise mailto:osdshelp@dgs.ca.gov

California Department of General Services as a small business/micro business.

2. If the tentative low Bidder is not a small/micro business, a bid preference up to five percent

(5%) is available to a responsive non-small business claiming twenty-five percent (25%) small business subcontractor participation with one or more small businesses. This preference is authorized pursuant to Title 2, California Code of Regulations section 1896.6, subdivision (b) and Government Code section 14835.

3. If a Bidder claims the non-small business subcontractor preference, the bid response must identify each proposed small business subcontractor, the participation percentage amount committed to each identified subcontractor, and substantial proof to enable verification of each subcontractor’s small business status. The total small business subcontractor participation must equal no less than twenty-five percent (25%) of the total bid price or cost offered.

4. To be granted preference, each proposed small business subcontractor must possess an active small/micro business certification issued by the DGS, must perform a “commercially useful function” under the agreement, and the basic functions to be performed must be identified at the time of bidding.

5. In granting the non-small business subcontractor preference, no bid price will be reduced by more than five percent (5%). The cost adjustment is for computation purposes only and does not alter the actual cost offered by the Bidder.

c) Nonprofit Veteran Service Agency (NVSA) Small Business Preference (preference not to exceed

$50,000).

1. Pursuant to Military and Veteran Code section 999.50 et seq., responsive/ responsible nonprofit veteran service agencies (NVSAs) claiming small/micro business preference and verified as such in the relevant category or business type prior to the bid submission due date will be granted a preference up to five percent (5%) of the lowest responsive bid, if the lowest responsive bid is submitted by a Bidder not certified as a small/micro business. The “service” category is the business type that will most likely apply to the procurement.

2. In granting small business preference to NVSAs, no bid will be reduced by more than five percent (5%). The preference cost adjustment is for computation purposes only and does not alter the actual cost offered by the Bidder.

3. To be eligible for the NVSA small business preference, the business must:

A. Request preference at the time of bid submission, and B. Become certified as a small business or micro business by the appropriate office of the

DGS prior to the bid submission due date.

2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) INCENTIVE

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List- Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

In accordance with Section 999.5(a) of the Military and Veterans Code, an incentive will be given to bidders who provide DVBE participation. For evaluation purposes only, the State shall apply an incentive to bids that propose California certified DVBE participation as identified on Attachment 7 - Bidder Declaration (GSPD-05-105) and confirmed by the State. The DVBE incentive amount for https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise awards based on low price will vary in conjunction with the percentage of DVBE participation. The following percentage will apply for awards based on low price.

Confirmed DVBE Participation of:

DVBE Incentive:

(Preference)

5% or Over 5% 4% to 4.99% inclusive 3% 3% to 3.99% inclusive 1%

As applicable: Awards based on low price – the net bid price of responsive bids will be reduced (for evaluation purposes only) by the amount of DVBE incentive as applied to the lowest responsive net bid price. If the #1 ranked responsive, responsible bid is a California certified SB or MB, the only bidders eligible for the incentive will be California certified SB’s or MB’s. The incentive adjustment for awards based on low price cannot exceed 5% or $100,000, whichever is less, of the #1 ranked net bid price.

When used in combination with a preference adjustment, the cumulative adjustment amount cannot exceed $100,000.

The following are key elements of the DVBE Incentive Program:

a) The DVBE Incentive is applied during the evaluation process and is only applied to responsive bids from responsible firms proposing the percentage of DVBE participation for the incentive specified in the solicitation.

b) If a certified small business has the highest point score, then the DVBE incentive points will only be calculated for small business Bidders. An intended award to a DGS certified small business cannot be displaced as a result of the award of DVBE preference or incentive points.

c) The DVBE incentive is calculated by including up to 5% of the technical, cost points and administrative points;

d) Goods and/or Services provided by the DVBE firm must meet the definition of a “Commercially Useful Function” (CUF) as defined under Government Codes: 14837; 14838.6; 14839; 14842;

14842.5 and Military and Veterans Code 999 and 999.6. A DVBE firm not meeting CUF regulations will render the responding firm ineligible for the DVBE Incentive and may render the entire submission as non-responsive.

e) DVBE reporting requirements are specified in General Terms and Conditions (GTC 02/2025), Section 19.

f) Prime Contractors that utilize DVBE Subcontractors to provide services/goods must complete the Prime Contractor’s Certification – DVBE Subcontractor Report (STD 817) upon CRD’s request. A payment of $10,000 or final invoice payment, if contract amount is less than $10,000, will be withheld if the Prime Contractor does not submit a completed STD 817.

3. COMMERCIALLY USEFUL FUNCTION

All contractors, subcontractors and suppliers claimed by the Bidder as either a DGS certified Small Business (SB) or Disabled Veteran Business Enterprise (DVBE) must perform a commercially useful function.

A contractor, sub-contractor, or supplier will not be considered to perform a commercially useful function if the contractor’s, sub-contractor’s, or supplier’s role is limited to that of an extra participant in a transaction, contract, or project through which funds are passed in order to obtain the appearance of small business, micro business or DVBE participation.

Under Chapter 623, Statutes of 2003 (Government Code Section 14837(d)(4)), a business performing a Commercially Useful Function is one that meets all of these criteria:

a) Is responsible for the execution of a distinct element of the work contract.

b) Carries out the obligation by actually performing, managing, or supervising the work involved.

c) Performs work that is normal for its business services and functions.

d) Is not further subcontracting a portion of the work that is greater than that expected to be subcontracted by normal industry practices.

4. SB AND DVBE FORMS REQUIRED WITH BID SUBMITTAL

a) All SB/DVBE businesses must submit the following forms with their bid:

1. A copy of the Small Business and/or Disabled Veteran Business Enterprise certification issued by the Department of General Services.

2. Commercially Useful Function Verification form

E. GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI)

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

Bidder / Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

ATTACHMENT 1 – MINIMUM REQUIREMENTS AND QUALIFICATIONS CHECKLIST

Bidder shall complete and return this attachment. Place a check mark next to each item that you are submitting herein. Place all required attachments behind Attachment 1.

For your bid to be responsive, all information, items, and attachments listed below must be submitted, unless stated otherwise. CRD will review the proposal package and checklist for compliance with requirements. Any missing or incomplete item may deem your bid non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

Required Attachments/Documents must be submitted with Bid:

Attachment 1 Minimum Requirements and Qualifications Checklist

Attachment 2 Bidder Certification

Attachment 3 Cost/Bid Sheet

Attachment 4 Bidder References

Attachment 5 Non-Small Business (SB) Subcontractor Preference Request and

Small/Micro Business Subcontractor Acknowledgement Form (If applicable)

Attachment 6 Darfur Contracting Act Certification (If applicable)

Attachment 7 Bidder Declaration (GSPD 05-105)

Attachment 8 Disabled Veteran Business Enterprise Declarations (DGS PD 843) (If applicable)

Attachment 9 Payee Data Record (STD 204)

Attachment 10 Contractor Certification Clauses (CCC)

Attachment 11 Business License/Permit (If applicable)

Copy of ISO 9001 Quality Management Certification

Screenshot of Bidder’s Online Portal (Primary Access Page)

ATTACHMENT 2 – BIDDER CERTIFICATION

The bidder shall sign and return this form. Please type or print clearly and legibly.

Company Name

Address, City, State, Zip

Phone

Fax Number

Email Address

Website Address

Indicate your organization type: ☐ Sole Proprietorship ☐ Partnership ☐ Corporation

Indicate the applicable employee and/or corporation number:

Federal Tax ID#: _______________________ California Corporation#: ______________________

CA Seller’s Permit#: _____________________ CA Secretary of State#: ______________________

Indicate applicable license and/or certification information:

Will you and/or your subcontractor(s) be using or offering GenAI technology, model, service, or system (collectively, "product")? ☐ Yes ☐ No

GenAI Definition: 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.

This bid is good through: _____________________________________________________ Are you certified with the Department of General Services, Office of Small Business Certification and Resources (OSDS) as:

California Small Business ☐ Yes ☐ No If yes, enter certification number: __________________

Disabled Veteran Business Enterprise ☐ Yes ☐ No If yes, enter certification number: __________

NOTE: A copy of your Certification may be included if any of the above items is checked “Yes”. If an application is pending, include date application was submitted to OSDS: ______________________

By signing below Bidder swears under penalty of perjury that this bid is true and correct, and that Bidder has read and understands all documents contained herein.

Name of Authorized Official & Title (Print)

Signature

Date Executed

ATTACHMENT 3 – COST / BID SHEET

Bidder shall complete and return this attachment.

BUSINESS NAME: _________________________________________________________________

Year 1: July 1, 2026 – June 30, 2027 Year 2: July 1, 2027 – June 30, 2028 Year 3: July 1, 2028 – June 30, 2029

DESCRIPTION ESTIMATED HOURS

PER YEAR

YEAR 1

RATE

YEAR 2

RATE

YEAR 3

RATE

MINIMUM

HOUR(S)

A) VRI Court Certified (for litigation-related depositions) Consecutive – Per Hour

1. American Sign Language

(ASL) 1 $ $ $

2. Arabic 7 $ $ $

3. Armenian 5 $ $ $

4. Cantonese 10 $ $ $

5. Farsi 5 $ $ $

6. Japanese 5 $ $ $

7. Korean 10 $ $ $

8. Mandarin 10 $ $ $

9. Portuguese 5 $ $ $

10. Punjabi 5 $ $ $

11. Russian 7 $ $ $

12. Spanish 20 $ $ $

13. Tagalog 5 $ $ $

14. Telugu 5 $ $ $

15. Vietnamese 5 $ $ $

16. All other languages 10 $ $ $

B) VRI Court Certified (for litigation-related depositions) Simultaneous – Per Hour

1. American Sign Language

(ASL) 15 $ $ $

2. Arabic 7 $ $ $

3. Armenian 5 $ $ $

4. Cantonese 10 $ $ $

5. Farsi 5 $ $ $

6. Japanese 5 $ $ $

7. Korean 10 $ $ $

8. Mandarin 10 $ $ $

9. Portuguese 5 $ $ $

10. Punjabi 5 $ $ $

11. Russian 7 $ $ $

12. Spanish 20 $ $ $

13. Tagalog 5 $ $ $

14. Telugu 5 $ $ $

15. Vietnamese 5 $ $ $

16. All other languages 10 $ $ $

C) VRI Qualified Interpreters (Consecutive) – Per Hour

1. American Sign Language

(ASL) 1 $ $ $

2. Arabic 20 $ $ $

3. Armenian 20 $ $ $

4. Cantonese 20 $ $ $

5. Farsi 20 $ $ $

6. Japanese 20 $ $ $

7. Korean 30 $ $ $

8. Mandarin 35 $ $ $

9. Portuguese 20 $ $ $

10. Punjabi 20 $ $ $

11. Russian 20 $ $ $

12. Spanish 350 $ $ $

13. Tagalog 20 $ $ $

14. Telugu 20 $ $ $

15. Vietnamese 20 $ $ $

16. All other languages 100 $ $ $

D) VRI Qualified Interpreters (Simultaneous) – Per Hour

1. American Sign Language

(ASL) 120 $ $ $

2. Arabic 3 $ $ $

3. Armenian 3 $ $ $

4. Cantonese 5 $ $ $

5. Farsi 3 $ $ $

6. Japanese 3 $ $ $

7. Korean 5 $ $ $

8. Mandarin 5 $ $ $

9. Portuguese 3 $ $ $

10. Punjabi 3 $ $ $

11. Russian 5 $ $ $

12. Spanish 10 $ $ $

13. Tagalog 3 $ $ $

14. Telugu 3 $ $ $

15. Vietnamese 5 $ $ $

16. All other languages 5 $ $ $

Grand Total (YR 1 + YR 2 + YR 3) $

ATTACHMENT 4 – BIDDER REFERENCES

Bidder must provide a list of references. References may be contacted by the CRD. At least one (1) reference must be from a CA State Agency. References must provide information relating to services that the Bidder has provided demonstrating the Bidder’s responsibility, experience, and capacity to perform the same services required in this IFB. If any references obtained by the CRD are not favorable in these areas, the Bid Package shall be deemed non-responsive and rejected. If a reference cannot be reached after three (3) attempts during business hours (M-F, 8:00 a.m. – 5:00 p.m.), the Bid Package may be deemed non-responsive and rejected.

REFERENCE 1 (State Agency)

Name of Firm

Street Address

State

City

Zip Code

Contact Person Telephone Number E-mail Address: FAX Number:

Dates of Service Value or Cost of Service Brief Description of Service Provided

REFERENCE 2

Street Address

State

REFERENCE 3

Street Address State

ATTACHMENT 5 – NON-SMALL BUSINESS SUBCONTRACTOR PREFERENCE REQUEST AND

SMALL/MICRO BUSINESS SUBCONTRACTOR ACKNOWLEDGEMENT FORM

Name of Bidding Firm/Prime Contractor

SOLICITATION #

IFB 25-118

Total Estimated Dollar Value of this IFB

This document confirms and acknowledges that the firm named below agreed to be identified by a bidding firm as a proposed small business (SB) or micro business (MB) subcontractor or supplier for a CRD contract.

Subcontractor acknowledgements:

A. The subcontracting firm named herein has committed to perform or provide services/labor or supplies equal to a percentage of the total bid/cost proposal price submitted by the bidding firm named above.

B. The subcontracting firm named herein acknowledges the total dollar value of claimed participation identified above.

C. The subcontracting firm named herein agrees to provide the following subcontracted services/labor or supplies under the resulting agreement if the bidding firm named above receives the agreement award:

Provide a detailed yet brief description of the commercially useful function(s), as defined in Government Code 14837 (d)(4)(A), that the subcontractor/supplier identified herein will provide or supply. Attach additional page(s) if necessary.

The SB/MB subcontracting firm named herein understands it is its sole responsibility to contact the bidding firm named above to learn if the bidding firm was awarded the agreement pursuant to the referenced bid number and to confirm its subcontract agreement. If the bidding firm named above receives an award based in part on non-small business subcontractor preference (refer to Non-Small Business Subcontractor Preference (located elsewhere within this solicitation), the bidding firm/contractor is obligated to use each small and/or micro business subcontractor or supplier identified in its proposal unless a subcontractor substitution is requested after agreement execution pursuant to Public Contract Code Section 4107 and Title 2 California Code of Regulations Section 1896.10.

The person signing below certifies the information supplied on this form is true and accurate to the best of its knowledge and agrees to allow the state to confirm this information, if deemed necessary.

Net Dollar Value of SB/MB Subcontractor Agreement

SB/MB Percentage Commitment (minimum of 25%)

SB/MB Certification #

SB/MB Certification Expiration Date

Name of Proposed Subcontractor/Supplier Telephone number:

Address/Street/City/State/Zip Code

Email address

Printed/Typed Name of Subcontractor/Supplier

Title

SB/MB Federal Employer

ID#

Signature of Subcontractor/Supplier

Date Signed

ATTACHMENT 6 – DARFUR CONTRACTING ACT CERTIFICATION

Bidder must complete and return the Darfur Contracting Act Certification form if applicable. Bidders who have had any business activities or other operations outside of the United States within the previous three years must sign and return this form. The Darfur Contracting Act Certification form can be found at the website:

https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf

ATTACHMENT 7 – BIDDER DECLARATION (GSPD-05-105)

Bidder must complete and return the Bidder Declaration Form. If subcontractors will be utilized in the completion of the services being requested, each subcontractor must be identified on this form.

The Bidder Declaration form can be found at the website:

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

ATTACHMENT 8 – DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

DECLARATIONS (DGS PD 843)

Bidders must complete and return the Disabled Veteran Business Enterprise Declarations (DGS PD 843) form if applicable. Only Certified DVBE Bidders are required to complete and return the form.

The State requires a completed DGS PD 843 when a DVBE contractor or subcontractor will provide materials, supplies, services or equipment [Military and Veterans Code Section 999.2]. Violations are misdemeanors and punishable by imprisonment or fine and violators are liable for civil penalties. All signatures are made under penalty of perjury.

The DVBE Declarations form can be found at the website:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

ATTACHMENT 9 – PAYEE DATA RECORD (STD 204)

Bidder is required to submit a Payee Data Record (Std. 204) available at:

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

A completed STD 204 is required by the State in order for a Contractor to receive payment. The name on the STD 204 must match the name under which the IFB is submitted.

ATTACHMENT 10 – CONTRACTOR CERTIFICATION CLAUSES (CCC)

Bidder is required to submit the Contractor Certification Clauses (CCC 04/2017) available at:

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List- Folder/Standard-Contract-Language https://www.documents.dgs.ca.gov/dgs/FMC/GS/PD/PD_1.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language

ATTACHMENT 11– BUSINESS LICENSE/PERMITS

Bidder is required to…