IFB_25-E0021_-_Certified_Legal_Transcription_Services.pdf

CALIFORNIA ENVIRONMENTAL PROTECTION AGENCY

OFFICE OF ENVIRONMENTAL HEALTH HAZARD ASSESSMENT

Gavin Newsom, Governor Yana Garcia, Secretary for Environmental Protection Kristina Thayer, Director

January 26, 2026

OFFICE OF ENVIRONMENTAL HEALTH HAZARD ASSESSMENT

INVITATION FOR BID (IFB) No. 25-E0021

CERTIFIED LEGAL TRANSCRIPTION SERVICES

NOTICE TO PROSPECTIVE BIDDERS

You are invited to review and respond to this Invitation for Bid (IFB) titled, 25-E0021 Certified Legal Transcription Services. In submitting your bid, you must comply with the instructions herein.

Note that all agreements entered into with the Office of Environmental Health Hazard Assessment (OEHHA), hereinafter referred to as OEHHA or State, will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of- Legal-Services-Resources-List-Folder/Standard-Contract-Language. If you do not have Internet access, a hard copy can be provided by contacting the person listed below.

In the opinion of the OEHHA, this IFB is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, the contact person for this IFB is:

Cindy Vang Office of Environmental Health Hazard Assessment

Administrative Services Division Contracts and Business Services Branch

1001 I Street, MS 12B Sacramento, CA 95814

Acquisitions.sections@oehha.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.

Office of Environmental Health Hazard Assessment IFB No. 25-E0021 Certified Legal Transcription Services

Table of Contents

Section Page

A. Purpose and Description of Services B. Bidder Minimum Qualifications C. Bid Requirements and Information

1. Key Action Dates

2. Questions and Clarifications

3. Submission of Bid

4. Withdrawal and Modification of Bid Package

5. Public Bid Opening

6. Evaluation and Award

7. Award and Protest

8. Disposition of Bid

9. Contract Agreement Execution and Performance

D. California Socio-Economic Preference and Incentive Programs

1. Disabled Veteran Business Enterprise (DVBE)

Participation Program

2. Small Business (SB) Preference Program

3. Commercially Useful Function (CUF)

4. Reporting Requirement

E. Generative Artificial Intelligence (GenAI) F. Description of Bid Submittal Items and Required Attachments

(Attachments 1 through 12) G. Description of Reference Attachments (Attachment 13) H. Attachment 1 – Required Attachment Checklist I. Attachment 2 – Bid/Bidder Certification Sheet J. Attachment 3 – Cost Rate Bid Worksheet K. Attachment 4 – Bidder References L. Attachment 5 – Bidder Declaration GSPD-05-105 M. Attachment 6 – Payee Data Record (STD 204) N. Attachment 7 – Contractor’s Certification Clauses (CCC) O. Attachment 8 – Darfur Contracting Act Certification P. Attachment 10 – Conflict of Interests and Confidentiality Statement Q. Attachment 11 – Response to Exhibit A, Scope of Work (SOW) R. Attachment 12 – Special Submittal Attachments S. Attachment 13 – Sample Standard Agreement

A. Purpose and Description of Services

This IFB is being issued in accordance with Government Code (GC) 11120, which states that proceedings of public agencies shall be conducted openly so that the public may remain informed. Court reporting of these proceedings is essential to obtain certified transcriptions in the event of litigation and/or regulatory review by the Office of Administrative Law.

The purpose of the IFB is to procure as needed Certified Shorthand Reporter (CSR), Transcription, and other Associated Services to transcribe proceedings of public hearings, meetings, workshops as specified by the OEHHA, and other events. This Agreement will provide word-by-word, speaker-by-speaker transcriptions of OEHHA’s public hearings, meetings, and workshops and other events that are subject to these requirements. Certified legal transcriptions at OEHHA will typically involve proceedings of highly technical scientific language or comparable complex events.

B. Bidder Minimum Qualifications

The prospective Contractor must have the experience, qualifications, and resources to perform the work required by this Agreement.

Contractor shall:

1. Have a minimum of five years of experience providing high-quality CSR services for government entities, public sector clients, universities, or similar clients. At least three years of experience must involve highly technical scientific public hearings, meetings, workshops and/or other events.

2. Be in good standing and currently hold any/all required licenses and permits to perform/conduct business in the State of California.

3. If a sole proprietorship, be registered with the city, county, or local government entity in which the principal place of business is located.

4. Have CSR experts with a minimum of five years of experience in transcribing word-by-word, speaker-by-speaker proceedings of highly technical scientific public hearings, meetings, and workshops. At least three years of experience must be with government entities, public sector clients, universities, or similar clients.

C. Bid Requirements and Information

1. Key Action Dates

Description: Date Time (PST) IFB Available to Prospective Bidders

Monday, January 26, 2026

12:00 p.m.

Last Day for Questions and/or Clarifications

Monday, February 2, 2026

2. Questions and Clarification

a. Every attempt has been made to produce complete specifications for this service.

Should the Bidder discover any ambiguity, conflict, omission, or other error in the IFB, or have any questions concerning interpretation or clarification, the Bidder shall immediately notify OEHHA of such in writing and request clarification or modification of the document.

b. All questions or concerns regarding this IFB must be sent in writing via email to the OEHHA representative identified in the Notice to Prospective Bidders cover page before the date and time indicated in C.1, Key Action Dates. Include the Bidder’s first and last name, the business name, phone number, and the IFB title and number.

c. When the State has completed its review of the questions and/or clarifications, all questions and answers will be posted via Department of General Services’ (DGS) Cal eProcure website IFB Event Page. Only written responses shall be considered binding. Bidders should rely on written, rather than verbal, responses from OEHHA. OEHHA reserves the right to cancel or modify this IFB, in whole or in part.

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

3. Submission of Bid

a. All bids must be submitted via email no later than the date and time specified in the Key Action Dates above. OEHHA will not accept any bids that are mailed or hand delivered.

i. Bids shall be emailed in non-fillable PDF format in one (1) file that includes all required bid documents to acquisitions.sections@oehha.ca.gov. Only bids sent to this email will be considered. Bids that contain any bid information in the body of the email may be rejected. Bids shall be sent to the email address listed above and contain the following information in the Subject Line only:

1) IFB# 25-E0021 Certified Legal Transcription Services Due:

Friday, February 13, 2026 at 12:00 p.m. PST.

b. Emailed bids will not be opened until the date and time specified in Key Action Dates.

Final Date and Time for Bid Submission

Friday, February 13, 2026

Public Bid Opening Date and Time via Teams

Tuesday, February 17, 2026

10:00 a.m.

Notice of Intent to Award* Wednesday, February 18, 2026 12:00 p.m.

Proposed Start Date Monday, March 2, 2026 N/A *If more time is needed for a complete evaluation, the Notice of Intent to Award may be released at a later date and/or time.

c. Cost for developing bids and in anticipation of award of the contract are entirely the responsibility of the Bidder and shall not be charged to the State.

d. Bidders must submit the bid on the forms provided by OEHHA included in this IFB or included by reference to the downloadable form.

e. All bids shall include the documents identified in Section E, 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.

f. All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm contractually. The signature should indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

g. 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.

h. A bid received after the scheduled time will not be considered and the Bidder will be notified in writing via email of late submittal.

i. 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. Nonprofit organizations as defined in GC 19134 may alter the bid sheet. 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 contract agreement.

j. The State does not accept alternate contract language from a prospective bidder.

A bid with such language shall be considered a counter bid and will be rejected.

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

4. Withdrawal and Modification of Bid Package

a. 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.

b. A Bidder may withdraw its bid by submitting a written withdrawal request to the

State, signed by the bidder or an authorized representative. A bidder may thereafter submit a new bid prior to the bid submission deadline.

c. An error in the Final Bid may cause the rejection of that bid; however, OEHHA may at its sole option retain the bid and make certain immaterial corrections, including obvious clerical errors.

d. OEHHA may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all Bidders who received a bid package.

e. OEHHA reserves the right to reject all bids. The OEHHA is not required to award a contract agreement.

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

g. 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.

5. Public Bid Opening

a. The qualified bids (sealed) will be opened publicly at the time and date indicated in

C. 1. Key Action Dates via a webcast link.

b. Use the webcast link below to participate in public bid opening for this event.

Public Bid Opening – February 17, 2026, at 10:00 a.m. PST Teams Meeting Link: https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGJmMzk1MTMtMDcwYS00NTVlLWE1ODEtNTk3Zj AyZmI2N2Fm%40thread.v2/0?context=%7b%22Tid%22%3a%2237def2e 8-f94a-4f25-a417-deca6cccd59c%22%2c%22Oid%22%3a%2252c1c535- 60a0-473a-aecf-4cd6b1f7f4bb%22%7d

c. At the time of the public bid opening, the dollar amount of each bid shall be read.

The contract award is subject to a complete review of the entire bid proposal to determine that the Bidder is responsive and responsible.

6. Evaluation and Award

a. After the time of bid opening, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this

IFB.

b. The State will put each bid proposal through a process of evaluation to determine its responsiveness to the State’s published requirements to the IFB.

c. Bids that contain false or misleading statements, or assumptions, or which provide references, which 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, condition, or capability is a requirement of this IFB, it will be the basis for rejection of the bid.

d. Upon the identification of the lowest responsive/responsible bids, claimed preferences calculations (if applicable, for bid evaluation purposes only) will be performed to identify the lowest bid.

e. Award, if made, will be to the lowest responsive and responsible bid after Small Business (SB)/ Disabled Veteran Business Enterprise (DVBE) Preference/Incentive calculations have been applied, if applicable.

f. In the event there are tie bids, each bidder will be contacted by the State regarding a date and time for a flip of a coin. The Bidder whose bid was received first by time stamp will make the call. Bidders or their Authorized Representatives are allowed to be present for the flip of the coin.

7. Award and Protest

a. Whenever an agreement is awarded under a procedure, which provides for competitive bidding, but the contract agreement is not to be awarded to the low bidder, the low bidder shall be notified by electronic mail within five working days prior to the award of the agreement.

b. Notice of the proposed award shall be posted via DGS Cal eProcure website IFB Event Page for at least five (5) working days prior to the award of the agreement.

c. If any bidder, prior to the award of agreement, files a written protest with the DGS, Office of Legal Services and OEHHA on the grounds that the (protesting) bidder is the lowest responsive bidder, the contract agreement shall not be awarded until either the protest has been withdrawn or the DGS has decided the matter.

d. Within five days after filing the initial protest, the protesting bidder shall file with the DGS Services and the awarding agency a detailed written statement specifying the grounds for the protest including the IFB number, the name of the state agency, and the agency contact person. It is suggested that you submit any protest by certified or registered mail to both of the following, but the protest may also be sent by email, regular mail, courier, or personal delivery:

Department of General Services

Office of Legal Services Attention: Protest Coordinator olsprotests@dgs.ca.gov 707 Third Street, 7th Floor, Suite 7-330

West Sacramento, California 95605

Administrative Services Division

Contracts and Business Services Branch

Attention: Cindy Vang acquisitions.sections@oehha.ca.gov

1001 I Street, MS 12B Sacramento, CA 95814

8. Disposition of Bids

a. Upon bid opening, all documents submitted in response to this IFB will become the property of the State of California and will be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

b. Bid packages may be returned only at the bidder’s expense unless such expense is waived by the awarding agency.

9. Contract Agreement Execution and Performance

a. Awarded Contractor and the resulting contract will be subject to the provisions in this

IFB and the Sample Standard Agreement.

b. Services shall be available 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 contract 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.

c. All performance under the agreement shall be completed on or before the termination date of the contract agreement.

D. Socio-Economic Programs

Pursuant to Section 10115 et seq. of the Public Contract Code (PCC), and Section 999 et seq. of the Military and Veterans Code (M&VC), this IFB does not have a mandatory Disabled Veteran Business Enterprise (DVBE) participation requirement.

Regardless of DVBE requirements, Bidders may participate in Small Business (SB)/DVBE preference and incentive programs and/or the Target Area Contract Preference Act (TACPA) as described below.

SB and/or DVBE firms must be certified by the State of California, Department of General Services (DGS), Procurement Division (PD), Office of Small Business and DVBE Services

(OSDS).

Certified Reporting Requirements apply to SB/DVBE preference and incentive programs as described below.

To be eligible to claim SB/DVBE preference and/or incentive, all preference program participation must be documented by completing the Bidder Declaration form GSPD-05-105 and the Commercially Useful Function Certification Form (CV 112).

1. DVBE Participation Program

a. An explanation of the Disabled Veteran Enterprise Program (DVBE) requirements, the DVBE package, and required submittal forms can be found at the Internet website https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division- Services-List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran- Business-Enterprise

2. SB Preference and Non-SB Subcontractor Preference Programs

The following information shall apply to both Small Businesses (SB) and Microbusiness (MB), Bidders shall note that for the purposes of this IFB, the OSDS SB certification of “SB-PW” (Public Works) cannot be used to fulfill the SB/Non-SB Preference Programs.

a. An explanation of the SB Preference Program requirements, the SB package, and the required submittal forms can be found at the Internet website:

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

b. An explanation of the Non-SB Subcontractor Preference Program requirements can be found at the Internet website:

https://www.dgs.ca.gov/PD/Resources/SCM/TOC/12/12-05

c. Small Business Non-Profit Veteran Service Agency (SB/NVSA). A NVSA certified by the OSDS is entitled to SB certification benefits.

Pursuant to Military and Veteran Code Section 999.50 et seq., Nonprofit Veteran Service Agencies (NVSAs) claiming Small/Micro business preference and verified as such in the relevant category or business type, will be granted a preference of five percent (5%) (refer to SB Preference above) of the lowest responsive bid, if the lowest responsive bid is submitted by a bidder not certified as a Small/Micro business.

3. Commercially Useful Function

For purposes of meeting or exceeding the DVBE participation requirements and/or participating in the preference/incentive programs using subcontractors, Bidders shall ensure listed subcontractors perform a commercially useful function as defined in the Military and Veterans Code (M&VC) section 999.9 and GC section 14842.

For more information regarding Commercially Useful Function for Certified Firms, please visit DGS website located at https://www.dgs.ca.gov/PD/Resources/Page- Content/Procurement-Division-Resources-List-Folder/Commercially-Useful-Function-for-Certified-Firms.

4. Reporting Requirements

In compliance with GC 14841, awarded Contractor shall, upon completion of an awarded contract for which a commitment to small business subcontractors was made, report to the State the actual percentage of small business participation that was achieved.

In compliance with M&VC 999.5(d) and 999.7, awarded Contractor shall, upon completion of an awarded contract for which the Contractor entered into a subcontract with a DVBE, certify payment and submit to the Office of Environmental Health Hazard Assessment, the SB/DVBE Subcontractor Payment Certification STD 817 located at:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std817.pdf.

After Award, Contractor shall use the DVBE subcontractors or suppliers proposed in the bid to the State unless a substitution is requested and approved. Contractor shall request the substitution in writing to State and receive approval from both the State and DGS in writing prior to the commencement of any work by the proposed subcontractor or supplier. A DVBE subcontractor may only be replaced by another DVBE subcontractor.

If for this Contract, Contractor made a commitment to achieve the DVBE participation goal, the State will withhold $10,000 from the final payment, or the full final payment if less than $10,000, until the Contractor complies with the certification requirements above. A Contractor that fails to comply with the certification requirement shall, after written notice, be allowed to cure the defect. Notwithstanding any other law, if, after at least 15 calendar days but not more than 30 calendar days from the date of notice, the prime contractor refuses to comply with the certification requirements, the State shall permanently deduct $10,000 from the final payment, or the full payment if less than $10,000.

A person or entity that knowingly provides false information shall be subject to a civil penalty for violation (M&VC § 999.5(d); GC § 14841). Contractor agrees to comply with the rules, regulations, ordinances, and statutes that apply to the DVBE program as defined in Section 999 of the M&VC, including, but not limited to, the requirements of Section 999.5(d). (PCC Code 10230.)

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 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.

F. Description of Bid Submittal Items and Required Attachments

All bids shall include the documents identified in Attachment 1, Required Attachment Checklist. Bids not including the proper “required attachments” may be deemed non-responsive. A non-responsive bid is one that does not meet the basic requirements.

Description of Bid Package Forms

As indicated, Bid Package Forms are included as part of the IFB or included by reference to downloadable form.

Bid Package must contain the following:

Attachment 1 – Required Checklist Complete and submit the included Required Attachment Checklist to confirm the submittal of all required bid items.

Attachment 2 – Bid/Bidder Certification Sheet Complete and submit the included Bid/Bidder Certification to acknowledge and certify to all items contained therein. If claiming SB/DVBE Preference, include certification number and copy of certification. Bid/Bidder Certification must be signed by the individual who is legally authorized to contractually bind the Contractor.

Attachment 3 – Cost Rate Bid Worksheet Complete and submit the included Cost Rate Bid Worksheet.

Attachment 4 – Bidder References Bidder must demonstrate meeting the minimum qualifications by submitting three verifiable references from organizations for which Bidder has provided services of similar scope and nature as described herein within the past seven years. It is the Bidder’s sole responsibility to ensure that the reference organization’s information is current, complete, and accurate.

For purposes of this solicitation, OEHHA may not be used as a reference or experience.

The State may disqualify a Bidder if:

a. References fail to substantiate Bidder’s description of services provided; or

b. References fail to support that Bidder has a continuing pattern of providing capable, productive, and skilled personnel; or

c. The State is unable to reach the point of contact with reasonable effort. It is the

Bidder’s responsibility to inform the point of contact of normal State working hours.

Attachment 5 – Bidder Declaration GSPD-05-105 Included by reference and available for download at:

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

All Bidder’s must complete the Bidder Declaration GSPD-05-105 to identify all subcontractors proposed for participation in the contract, their SB and/or DVBE Certification number (if applicable), a description of the services they will provide, and the percent of net bid price they will perform. The Bidder awarded the contract is contractually obligated to use the subcontractors for the corresponding work identified, unless the State agrees to a substitution, and it is incorporated by amendment to the contract. If no subcontractors are being utilized, please indicate “none” on the form.

Attachment 6 – Payee Data Record (STD 204) Included by reference and available for download at:

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

Required when receiving payment from the State of California in lieu of IRS W-9 or W-7. A completed Payee Data Records, STD 204 form, is required for all payees (non-governmental entities or individuals) entering into a transaction that may lead to a payment from the state. Each state agency requires a completed, signed, and dated STD 204 on file.

Attachment 7 – Contractor’s Certification Clause (CCC) Included by reference and available for download located at:

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf

An agreement entered into by the State of California will include by reference the Contractor’s Certification Clause. Bidder must complete and submit CCC’s.

Attachment 8 – Darfur Contracting Act Certification Included by reference and available for download located at:

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

PCC Section 10475 through 10481 apply to any company that currently or within the previous three years has had business activities or other operations outside of the United States.

Attachment 9 – Conflict of Interest and Confidentiality Statement Complete and submit included statement to certify adherence to the policy.

Attachment 10 – Contractor’s Response to Exhibit A, Scope of Work (SOW)

The Contractor’s response to the SOW will be used to evaluate responsiveness to the requirements. The response must explain in comparison their experience with each item in the SOW. The response must include any additional information that the Contractor deems necessary to explain how the Contractor intends to meet the requirements of this IFB.

The response to the SOW must contain the following:

a. Letter of Firm Introduction* (no more than one page).

*If contractor submits more than one page, only the first page will be reviewed for responsiveness.

b. Bidder must propose a minimum of one key staff but no more than five. Bidder shall provide:

i. The proposed key staff’s Dept. of Consumer Affairs and professional certifications.

ii. The proposed key staff resume(s) must demonstrate a minimum of five years of experience in transcribing word-by-word, speaker-by-speaker proceedings of highly technical scientific public hearings, meetings, workshops and/or other events. At least three years of experience must be with government entities, public sector clients, universities, or similar clients.

c. Provide three highly technical scientific sample transcriptions of relevant proceedings that meet the following requirements:

i. Demonstrate the proposed staff’s ability to perform services according to

SOW.

ii. At least one sample must involve biological health-related or biological disease-related terminology.

iii. At least one sample must involve chemical terminology.

iv. All samples must be from a proposed staff within the last ten years.

d. A Statement of Qualifications (SOQ) not exceeding three pages, demonstrating the following five factors**:

i. Contractor expertise and experience that aligns with SOW and minimum qualifications.

ii. Effectiveness in delivering accurate transcripts in a timely manner.

iii. How Contractor will manage and ensure staffing expertise, experience, and availability.

iv. Accuracy assurance for highly technical content.

**If contractor submits more than three pages for SOQ, only the first three pages will be reviewed for responsiveness.

Attachment 11 – Special Submittal Attachments (Provided by Contractor)

a. PDF copy of your firm’s current California SB Certification issued by the DGS, Office of Small Business & Disabled Veteran Business Enterprise, if applicable.

G. Description of Reference Attachments

The following attachment contains the Sample Standard Agreement, the documents are included for reference only and are not a required bid submittal item:

Attachment 12 – Sample Standard Agreement (STD 213), Exhibit A – Scope of Work, Exhibit B – Budget Detail and

Payment Provisions, Exhibit C – General Terms and Conditions, Exhibit D

– Special Terms and Conditions, Exhibit E – Insurance Requirement.

Bidder shall review the Sample Standard Agreement thoroughly when formulating bid.

ATTACHMENT 1 – REQUIRED CHECKLIST

A complete bid or bid package will consist of the items identified below.

Complete this checklist to confirm the items in your bid. Check each required item that you are submitting to the State. This checklist should be returned with your bid package. Failure to return all required forms may cause your bid to be rejected.

ATTACHMENT TYPE REQUIRED ATTACHMENT NAME

☐ Attachment 1 YES Required Checklist

☐ Attachment 2 YES Bid/Bidder Certification Sheet

☐ Attachment 3 YES Cost Rate Bid Worksheet

☐ Attachment 4 YES Bidder References

☐ Attachment 5 YES Bidder Declaration GSPD-05-105*

☐ Attachment 6 YES Payee Data Record (STD 204)*

☐ Attachment 7 YES Contractor’s Certification Clause (CCC)*

☐ Attachment 8 YES Darfur Contracting Act Certification*

☐ Attachment 9 YES Conflict of Interests and Confidentiality Statement

☐ Attachment 10 YES Response to Exhibit A, Scope of Work (SOW)

☐ Attachment 11 YES Special Submittal Attachments

Attachment 12

(Include for Reference Only. Do not submit with Bid Package)

NO Sample Standard Agreement (STD 213), Exhibit A – Scope of Work, Exhibit B – Budget Detail and Payment Provisions, Exhibit C – General Terms and Conditions, Exhibit D– Special Terms and Conditions, Exhibit E – Insurance Requirement.

*Bidder shall obtain forms via the Internet, see Section F – Description of Bid Submittal Items and Required Attachments for links.

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. The bid must be transmitted via email in accordance with IFB instructions.

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

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

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

C. Contractor certifies meeting the minimum qualifications.

D. Contractor certifies ability to meet the insurance requirements.

E. I have read and understand the DVBE participation requirements and have included documentation demonstrating that I have met the participation goals if goals are included.

F. 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

BIDDER INFORMATION

1. BIDDER’S LEGAL BUSINESS NAME:

2. ADDRESS, CITY, STATE, ZIP CODE:

3. TELEPHONE NUMBER: 4. FAX NUMBER 5. EMAIL ADDRESS:

ORGANIZATION TYPE

6. SOLE PROPRIETORSHIP 7. PARTNERSHIP 8. CORPORATION

9. FEDERAL EMPLOYER ID NUMBER (FIEN):

10. CALIFORNIA CORPORATION NUMBER

(If Applicable):

CERTIFICATIONS (If Applicable)

11. Are you certified with the Department of General Services, Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) as any of the following:

A. SMALL/MIRCO BUSINESS? ( Yes* No) *If yes, enter certification number: ____________

B. DISABLED VETERAN BUSINESS ENTERPRISE? ( Yes* No) *If yes, enter certification number: ___________

C. If an applicable for certification is pending, what date was on the application submitted to the OSDS? ____________ *Provide proof of your certification along with your bid packet.

BIDDER’S AUTHORIZED REPRESENTATIVE

12. NAME (PRINT):

13. TITLE:

14. SIGNATURE:

15. DATE:

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, 3, 4, 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.

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.

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.

12, 13, 14, 15

Must be completed. These items are self-explanatory.

ATTACHMENT 3 – COST RATE BID WORKSHEET

The undersigned hereby proposes and agrees to furnish all labor, materials, equipment, insurances, licenses, and permits necessary to perform all services required in accordance with the services outlined in the Exhibit A - Scope of Work, which will be incorporated into the Standard Agreement STD 213.

The rates set forth below in clear legible figures, will remain in force throughout term of Agreement and will include every item of expense, direct and indirect, including Federal and State taxes. Cost Rates must be provided for all services and invoices will be paid in accordance with the rates listed below.

Regarding worksheet “estimated usage”, the below quantities are estimates only and are given as a basis for comparison of bids. No guarantee is made or implied as to the exact quantity that will be needed for this agreement.

In case of discrepancy between the unit price and the total set forth for a unit basis item, the unit price shall prevail.

Do not alter, modify, or change this bid proposal sheet. Any alterations, modifications, or changes to this bid proposal sheet will be grounds to reject the bid.

Each line item must be bid. Do not leave any unit price column blank or this bid proposal sheet will be deemed non-responsive and be rejected.

YEAR 1 COST RATES:

SECTION 1 SERVICE - TRANSCRIPTS: ORIGINAL + COPY, ECOPY, AND CD

Northern/Central California Southern California

Cost Rate per Service Estimated Usage Subtotal

Cost Rate per Service Estimated Usage Subtotal

Same Day Delivery /Page

X 100 = $ /Page

X 100 = $

1 Working Day Delivery

/Page

X 100 = $ /Page

X 100 = $

2 Working Day Delivery

/Page X 100 = $

/Page X 100 = $

3 - 7 Working Day Delivery

/Page

X 100 = $ /Page

X 100 = $

8 - 10 Working Day Delivery

/Page

X 800 = $ /Page

X 100 = $

Total A: $ Total B: $

SECTION 2 SERVICE - TRANSCRIPTS: ECOPY ONLY

Service Estimated Usage Subtotal

Cost Rate per Service Estimated Usage Subtotal

Same Day Delivery /Page

X 100 = $ /Page

X 100 = $

1 Working Day Delivery

/Page

X 100 = $ $ /Page

X 100 = $

2 Working Day Delivery

/Page

X 100 = $ /Page

X 100 = $

3 - 7 Working Day Delivery

/Page

X 100 = $ /Page

X 100 = $

8 - 10 Working Day Delivery

/Page

X 800 = $ $ /Page

X 100 = $

Total C: $ Total D: $

SECTION 3 SERVICE - APPEARANCE FEE

Service Estimated Usage Subtotal Cost Rate per

Service Estimated Usage Subtotal Full-Day Rate:

Over 4 hours;

Monday - Friday 8:00 A.M. - 5:00 P.M.

$ X 4 = $ $ X 1 = $

Half -Day Rate:

Up to and exactly 4 hours; Monday - Friday 8:00 A.M. - 5:00 P.M.

$ X 1 = $ $ X 1 = $

Evening Rate:

Monday - Friday after 5:00 P.M.

/Hour

X 1 = $ /Hour

X 1 = $

Weekend Rate:

Friday after 5:00 P.M. until 8:00 A.M.

/Hour

X 1 = $ /Hour

X 1 = $

Total E: $ Total F: $

SECTION 4 SERVICE - DELIVERY, HANDLING, & CANCELLATION FEE

Cost Rate per

Service Estimated Usage Subtotal

Delivery & Handling Fee

X 5 = $ X 1 = $

Total G: $ Total H: $

Year 1 Grand Total (Sum of A through H) = $

YEAR 2 COST RATES

Service Estimated Usage Subtotal

Cost Rate per Service Estimated Usage Subtotal

Same Day Delivery /Page X 100 = $

/Page X 100 = $

1 Working Day Delivery

/Page

X 100 = $ /Page

X 100 = $

2 Working Day Delivery

/Page

X 100 = $ /Page

X 100 = $

3 - 7 Working Day Delivery

/Page X 100 = $

/Page X 100 = $

8 - 10 Working Day Delivery

/Page

X 800 = $ /Page

X 100 = $

Service Estimated Usage Subtotal

Cost Rate per Service Estimated Usage Subtotal

Same Day Delivery /Page

X 100 = $ /Page

X 100 = $

1 Working Day Delivery

/Page

X 100 = $ /Page

X 100 = $

2 Working Day Delivery

/Page

X 100 = $ $ /Page

X 100 = $

3 - 7 Working Day Delivery

/Page

X 100 = $ /Page

X 100 = $

8 - 10 Working Day Delivery

/Page

X 800 = $ /Page

Cost Rate per

Service Estimated Usage Subtotal Full-Day Rate:

Over 4 hours;

Monday - Friday 8:00 A.M. - 5:00 P.M.

$ X 4 = $ $ X 1 = $

Half -Day Rate:

Up to and exactly 4 hours; Monday - Friday 8:00 A.M. - 5:00 P.M.

$ X 1 = $ $ X 1 = $

Evening Rate:

Monday - Friday after 5:00 P.M.

/Hour

X 1 = $ /Hour

X 1 = $

Weekend Rate:

Friday after 5:00 P.M. until 8:00 A.M.

/Hour

X 1 = $ /Hour

X 1 = $

Total E: $ Total F: $

Cost Rate per

Service Estimated Usage Subtotal

Delivery & Handling Fee

X 5 = $ X 1 = $

Year 2 Grand Total (Sum of A through H) = $

YEAR 3 COST RATES

Service Estimated Usage Subtotal

Cost Rate per Service Estimated Usage Subtotal

Same Day Delivery /Page X 100 = $

/Page X 100 = $

1 Working Day Delivery

/Page

X 100 = $ /Page

X 100 = $

2 Working Day Delivery

/Page

X 100 = $ /Page

X 100 = $

3 - 7 Working Day Delivery

/Page X 100 = $

/Page X 100 = $

8 - 10 Working Day Delivery

/Page

X 800 = $ /Page

X 100 = $

Service Estimated Usage Subtotal

Cost Rate per Service Estimated Usage Subtotal

Same Day Delivery /Page

X 100 = $ /Page

X 100 = $

1 Working Day Delivery

/Page

X 100 = $ /Page

X 100 = $

2 Working Day Delivery

/Page

X 100 = $ $ /Page

X 100 = $

3 - 7 Working Day Delivery

/Page

X 100 = $ /Page

X 100 = $

8 - 10 Working Day Delivery

/Page

X 800 = $ /Page

Cost Rate per

Service Estimated Usage Subtotal Full-Day Rate:

Over 4 hours;

Monday - Friday 8:00 A.M. - 5:00 P.M.

$ X 4 = $ $ X 1 = $

Half -Day Rate:

Up to and exactly 4 hours; Monday - Friday 8:00 A.M. - 5:00 P.M.

$ X 1 = $ $ X 1 = $

Evening Rate:

Monday - Friday after 5:00 P.M.

/Hour X 1 = $

/Hour X 1 = $

Weekend Rate:

Friday after 5:00 P.M. until 8:00 A.M.

/Hour

X 1 = $ $ /Hour

X 1 = $

Total E: $ Total F: $

Cost Rate per

Service Estimated Usage Subtotal

Delivery & Handling Fee

X 5 = $ X 1 = $

Year 3 Grand Total (Sum of A through H) = $

GRAND TOTAL FOR ALL THREE (3) YEARS: $__________________________________

(Year 1 Grand Total + Year 2 Grand Total + Year 3 Grand Total)

By signing below Contractor swears and certifies under penalty of perjury that the Cost Rate Bid Worksheet is true and correct, and the Contractor has read and understands all documents contained herein.

Contractor Name:

Telephone Number:

Business Address:

City, State, Zip:

Email Address:

Authorized Representative (Print Name): Title:

Authorized Representative Signature: Date:

This Cost Rate Bid Worksheet must be clear, legible, signed and returned.

The Contractor is responsible for the accuracy of all arithmetic in Yearly Costs Rates.

An unsigned or incomplete Cost Rate Bid Worksheet may be cause for rejection.

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.

List below three references for services performed within the last five years, which are similar to the scope of work to be performed in this contract.

REFERENCE 1

Name of Firm:

Street Address:

City: State: Zip Code:

Contact Person: Telephone Number:

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:

REFERENCE 3

Name of Firm:

Street Address:

City: State: Zip Code:

Contact Person: Telephone Number:

ATTACHMENT 5 – BIDDER DECLARATION GSPD-05-105

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

ATTACHMENT 6 – PAYEE DATA RECORD STD 204

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

ATTACHMENT 7 – CONTRACTOR CERTIFICATION CLAUSE (CCC 04/2017

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf

ATTACHMENT 8 – DARFUR CONTRACTING ACT CERTIFICATION

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

(For Reference Only, Click Links to Access)

ATTACHMENT 9 – CONFLICT OF INTEREST AND CONFIDENTIALTY STATEMENT

Invitation for Bid (IFB) 25-E0021

CONFLICT OF INTEREST AND CONFIDENTIALITY STATEMENT

I certify that I have no personal or financial interest and no present or past employment or activity which would be incompatible with my participation in any activity related to the planning or procurement processes for the Certified Legal Transcription Services, IFB 25-E0021. For the duration of my involvement in this Project, I agree not to accept any gift, benefit, gratuity or consideration, or begin a personal or financial interest in a party who is bidding/proposing, or associated with a bidder/proposer, on the Project.

I certify that I will keep confidential and secure and will not copy, give or otherwise disclose to any other party who has not signed a copy of this confidentiality agreement, all information concerning the planning, processes, development or procedures of the Project which I learn in the course of my duties on the Project. I understand that the information to be kept confidential includes, but is not limited to, specifications, administrative requirements, and terms and conditions, and includes concepts and discussions as well as written or electronic materials. I understand that if I leave this Project before it ends, I must still keep all Project information confidential. I agree to follow any instructions provided by the Project relating to the confidentiality of Project information.

I fully understand that any unauthorized disclosure I make may be a basis for civil or criminal penalties and/or disciplinary action (including dismissal for State employees). I agree to advise OEHHA Chief Counsel via email at LegalUnit@oehha.ca.gov, immediately in the event that I either learn or have reason to believe that any person who has access to Project confidential information has or intends to disclose that information in violation of this agreement.

Date:

Signature:

Printed Name:

Title:

Organization:

Telephone Number:

ATTACHMENT 10 – REQUIRED RESPONSE TO EXHIBIT A, SCOPE OF WORK (SOW),

(Provided by Contractor)

ATTACHMENT 11 – REQUIRED SPECIAL SUBMITTAL ATTACHMENTS (Provided by Contractor)

(Included for Reference Only)

ATTACHMENT 12 – SAMPLE STANDARD AGREEMENT

EXHIBIT A

SCOPE OF WORK

A. Contracted Parties

Contractor Name, hereinafter referred to as the “Contractor”, agrees to provide Certified Legal Transcription Services (as defined in Section E) to the Office of Environmental Health Hazard Assessment (OEHHA), pursuant to the terms and conditions of the Agreement.

B. Service Locations and Time

1. All services will be in person at the location determined by OEHHA. The services under this Agreement will be performed primarily in Northern California but, could also be performed in Central or Southern California.

2. At the request of OEHHA, Contractor shall provide services via a remote meeting platform provided by OEHHA. All remote services must be performed in the United States.

3. Services shall be performed Monday through Friday between 8:00 a.m. to 5:00 p.m., except State holidays and as mutually agreed upon. There may be occasions where services may be required outside of the normal working days and times. The duration of hearings can vary from 30 minutes to several days.

C. Project Representatives

The Project Representatives during the term of this agreement will be:

Contract Manager:

Office of Environmental Health

Hazard Assessment Contractor Name

Name: Brian Brown Section: Program Support Section Address: 1515 Clay Street, 16th Floor Oakland, CA 94612 Phone: (510) 622-3193 Email: brian.brown@oehha.ca.gov

Name:

Section:

Address:

Phone:

Email:

Administrative Representatives:

Office of Environmental Health Hazard Assessment

Contractor Name

Name: Contracts and Business Services Branch Address: 1001 I Street, MS 12B Sacramento, CA 95814 Phone: N/A Email: acquisitions.sections@oehha.ca.gov

Name:

Section:

Address:

Phone:

Email:

D. Background

Government Code section 11120 states that it is the policy of the State of California that proceedings of public agencies shall be conducted openly so that the public may remain informed. Court reporting of these proceedings is essential to obtain certified transcriptions in the event of litigation and/or regulatory review by the Office of Administrative Law, and to provide the public with a record of proceedings. This Agreement will benefit OEHHA programs and will provide certified word-by-word, speaker-by-speaker transcriptions of OEHHA’s public hearings, meetings, workshops, and other events in regulatory and non-regulatory processes (hereafter referred to as “meetings”).

E. Contractor Responsibilities:

1. Contractor will provide all labor, materials, equipment, and transportation sufficient for Certified Shorthand Reporters (CSR) to transcribe proceedings of public hearings, meetings, workshops, and other events as specified by OEHHA.

2. Contractor shall provide CSRs headquartered in the State of California that are competent and consistently familiar with the terminology of highly technical scientific public hearings, meetings, workshops, and other events and provide certified legal transcription and delivery services on an as-needed basis for OEHHA. Contractor shall provide consistently accurate transcripts, of good quality, in a timely manner.

3. Contractor acknowledges that OEHHA public hearings, meetings, workshops, and events are typically a half day to a whole day, but may on occasion continue for several consecutive days. Therefore, services required are of an intermittent nature. OEHHA does not guarantee any minimum number of meetings.

4. Contractor shall only accept service requests from OEHHA Contract Manager and Representatives or their designees. If the Contractor is contacted by other OEHHA staff, it is the Contractor’s responsibility to contact the OEHHA Contract Manager or Representatives or their designees for approval to proceed with the requested services.

5. When OEHHA provides less than four calendar day advance notice, Contractor shall make every effort to supply a CSR for services requested.

6. Contractor shall provide secondary confirmation of ability to perform services within seven (7) business days of the agreed upon service date.

7. Contractor shall not cancel services and shall supply a replacement to perform the services. All replacement shall follow requirement of Section 20 – Key Staff Personnel Changes.

8. CSR assignments cancelled by OEHHA by the close of business (5:00 P.M.) the business day prior to the meeting/event will incur no appearance fee. For services cancelled after 5:00 P.M. but prior to the start time of the meeting/event, one-half day rate will be reimbursed. Once the start time of the meeting/event has passed, the Contractor is entitled to the full rate scheduled for (either full day rate or one-half day rate), whether the hearing is cancelled or requires less than the full time scheduled. If a meeting/event extends past 6:00 P.M., contractor shall be paid an additional one-half day appearance fee. This is applicable only if the CSR has worked more than eight hours in the same day, excluding lunch (i.e., 9:00 A.M. to 6:00 P.M.).

9. Contractor shall retain, employ, or otherwise have available a sufficient number of CSRs to cover all proceedings; meetings, hearings, workshops, and other events that may be…