IFB_CSSSA25102_Translation_Services.pdf

State of California California State Summer School for the Arts

IFB CSSSA25102, Translation Services

California State Summer School for the Arts (CSSSA) 7801 Folsom Boulevard Suite 104, Sacramento, CA 95826 https://www.csssa.ca.gov/

INVITATION FOR BID

Notice to Prospective Bidders

IFB Number CSSSA25102

September 09, 2025

The California State Summer School for the Arts (CSSSA) is soliciting bids to procure all labor, including travel and per diem, materials, parts, tools, supplies, transportation, equipment, permits, licenses, and every other item necessary for Contractor to provide translation of

CSSSA program materials.

You are invited to review and respond to this Invitation for Bid (IFB), entitled IFB Number CSSSA25102, Translation Services.

This IFB is advertised on the Cal eProcure website and the award for the IFB will also be posted at:

https://www.caleprocure.ca.gov/pages/index.aspx

In submitting your bid, you must comply with all instructions herein. Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at:

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, have any questions, or require clarification for the information contained herein, please contact Sindy

Arreola at (916) 413-9850 or sarreola@csssa.ca.gov. There may be periodic updates. It is incumbent on each proposer to continue to check the contract website, https://caleprocure.ca.gov for additional information.

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

Sindy Arreola

(916) 413-9850 sarreola@csssa.ca.gov https://www.csssa.ca.gov/ https://www.caleprocure.ca.gov/pages/index.aspx https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language mailto:sarreola@csssa.ca.gov https://caleprocure.ca.gov/ mailto:sarreola@csssa.ca.gov

IFB CSSSA25102, Translation Services

TABLE OF CONTEXT

** Please continuously check https://caleprocure.ca.gov for contract information and additional addendums. **

I. General Information……………….………………………………………….…

II. Bidder’s Minimum Qualifications……………………………………

III. Bid Requirements and Information ……………………….……

A) Key Action Dates……………………………………………………….…….……………………………….……………………. 5

B) Virtual Opening of Sealed Cost Bids……………………………………………………………………………………………… 5

C) Written Questions…….……………………………………………………

D) Submission of Bid…………...………………………………………….……

E) IFB Response Content………………………………………………...…………………………………………………………… 6

F) Evaluation and Selection…………………………………………………………………………………………………………… 8

G) Award and Protest……………………..……………………………….…………………………………………………………... 8

H) Disposition of Bids…………………………………………………………...………………

I) Agreement Execution and Performance……………………………………

IV. Preference Programs.……………………………………………....………………………………

A) Small Business (SB) or Microbusiness (MB) Preference…………….….……………………………….…………………….. 9

B) Disabled Veterans Business Enterprise (DVBE)………….………….…………………………………………………………. 9

C) Commercially Useful Function…………………………………………….………………………………………………………. 10

V. Required Attachments……………………………………..……………...…………...………………………………………………….. 11 A) Attachment 1 - Required Attachments Check List ………………….……

B) Attachment 2 - Proposal/Proposal Certification Sheet ….………………………

C) Attachment 3- Payee Data Record (STD 204)………………………..……………………………………………………….. 13

D) Attachment 4 - Contractor’s Certification Clauses……………………..……...……..…………………………………………. 14

E) Attachment 5-Darfur Contracting Certification Sheet…………………………...………..……….……………………………. 15

F) Attachment 6 - California Retailer’s Seller’s Permit Certification……………………………………………..……………….. 16

G) Attachment 7- Bidder References …………………………………………………………………………………………….. 17

H) Attachment 8- Cost Sheet………………………………………………………………………………………………………. 18

I) Attachment 9- Bidder Declaration Form ………………………………………………………………………………………. 19

J) Attachment 10 - Small Business (SB), Microbusiness (MB) and/or

Disabled Veteran Business Enterprise Declaration (DVBE) Certification

K) Attachment 11- Disabled Veteran Business Enterprise Declaration (DGS PD 843)………………….…………………….. 21

L) Attachment 12- Payee Data Record Supplement (STD 205)……….………………………………………………………… 22

VI. Exhibits ………………………………………………………………………………

Exhibit A, Scope of Work ………………………………………………………..…

Exhibit B, Budget Detail and Payment Provisions……………………………

Exhibit B.1, Cost Sheet……………………………………………………………………………………………………………………. 26

Exhibit C, General Terms and Conditions………………………………………..……………………………………………………… 27

Exhibit D, Special Terms and Conditions………..………………………………

Exhibit E, Draft Standard Agreement………………………………………………………………………...………………………….. 30

IFB CSSSA25102, Translation Services

I. GENERAL INFORMATION

A. PURPOSE

The State of California, California State Summer School for the Arts (CSSSA), requires Contractor who can provide all labor, including travel and per diem, materials, parts, tools, supplies, transportation, equipment, permits, licenses, and every other item necessary to perform translation of CSSSA program materials.

B. AVAILABILITY

The selected contractor must be able to meet the requirements of this IFB and be ready to begin work within ten (10) business days of the contract award date specified in Section III.A, Key Action Dates, unless otherwise coordinated by the CSSSA

Contract Manager. If personnel offered by the selected contractor leave the contractor’s firm or are otherwise unable to participate in this contract, they must be replaced with comparably qualified personnel who meet the minimum qualifications as stated within this IFB. All replacement personnel, facilities, materials, supplies, equipment, and/or services offered are subject to approval by the CSSSA.

C. PERIOD OF PERFORMANCE

The contract is tentatively scheduled to commence on July 01, 2026, and end June 30, 2029. Any changes to period of performance must be made as a written Amendment to the Agreement by the California State Summer School for the Arts

(CSSSA).

The Contractor shall not be authorized to deliver or commence performance of services as described in this Scope of Work

(SOW) until written approval has been obtained from all entities. No delivery or performance of service may commence prior to the execution of the Agreement.

D. EXECUTIVE ORDER N-6-22 – RUSSIA SANCTIONS:

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against

Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of

Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

E. GENAI DISCLOSURE NOTIFICATION CLAUSE:

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 nondisclosure. 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. IMPORTANT NOTES

1. This IFB contains the instructions governing the requirements for a bid, and the format for bid information to be submitted, and the material to be included therein, follows. This IFB also addresses the requirements that Bidder’s must meet to be eligible for consideration.

2. FOR A BIDDER TO BE AFFORDED THE BENEFITS OF THE STEPS INCLUDED IN THIS IFB, THE BIDDER MUST

TAKE THE RESPONSIBILITY TO:

a. CAREFULLY READ THE ENTIRE IFB.

b. FOR THE SAKE OF CLARIFICATION, ASK APPROPRIATE QUESTIONS IN A TIMELY MANNER.

c. SUBMIT ALL APPRORIATE DOCUMENTS, COMPLETE AND BY THE REQUIRED DATE AND TIME.

IT IS ABSOLUTELY ESSENTIAL THAT BIDDERS CAREFULLY REVIEW THE COST ELEMENTS IN THEIR FINAL BID, SINCE THEY WILL NOT HAVE THE OPTION TO CHANGE ANY INFORMATION AFTER THE TIME OF SUBMITTAL.

IFB CSSSA25102, Translation Services

II. BIDDER MINIMUM QUALIFICATIONS

Proposer must meet the following minimum qualifications to be considered qualified to provide these services. If any minimum qualification is not met, the proposal will be disqualified and not reviewed further. By submitting a signed proposal, Proposer attests that they meet the minimum qualifications.

1. Experience providing services similar to those described in Exhibit A, Scope of Work within the last five (5) consecutive years. Bidder must complete Attachment 7, Bidder References to validate this requirement. Clients listed on this attachment may be contacted by the California State Summer School for the Arts (CSSSA) for information verification.

IFB CSSSA25102, Translation Services

III. BID REQUIREMENTS AND INFORMATION

A. KEY ACTION DATES

Listed below are the important dates and times by which actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this IFB.

Event Date Time

IFB available to Prospective Bidders 09/09/2025 1:00 p.m. PT

Final Date to Submit Written Questions 09/26/2025 10:00 a.m. PT

Written Responses to Questions Released by 10/01/2025 5:00 p.m. PT

Final Date for Bid Submission* 10/09/2025 1:30 p.m. PT

Virtual Opening of Sealed Cost Bid* 10/09/2025 1:35 p.m. PT

Notice of Intent to Award Released by* 10/14/2025 5:00 p.m. PT

Proposed Award Date* 10/22/2025 5:00 p.m. PT

Ready-for-Use, Contract Start Date* 07/01/2026

*All dates after the Final Date for Bid Submission are approximate and may be changed if needed to allow the State additional time for evaluation and contract execution. The Contract Start date will be the latter of the date stated above and the date of DGS approval.

B. VIRTUAL OPENING OF SEALED COST BID

1. Opening of sealed cost bid will be held virtually, via Microsoft Teams, at 1:35 p.m. PT on 10/03/2025. See details below.

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Meeting ID: 234 868 042 651 2

Passcode: 8DW9Pq6P

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+1 872-701-0493,,296491076# United States, Chicago

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Phone conference ID: 296 491 076#

For organizers: Meeting options | Reset dial-in PIN

2. For contractors who need assistance due to visual or hearing impairment, reasonable accommodation may be provided by the awarding agency upon request for the virtual opening of sealed cost bid. The Contractor must call Sindy Arreola at (916) 413-9850 or sarreola@csssa.ca.gov by 10 a.m. PT prior to the scheduled date of the virtual opening of sealed cost bid to arrange for a reasonable accommodation.

C. WRITTEN QUESTIONS

All questions regarding the content of this IFB must be submitted in writing no later than deadline indicated above to Sindy

Arreola at sarreola@csssa.ca.gov. Questions not submitted in writing by the Key Action Date for submission of written questions shall be answered at the State’s option. When submitting questions please refer to the section and page of IFB pertaining to the question and include the IFB number and title in the subject line.

When the State has completed its review of the questions, all the questions and answers will be posted on Cal eProcure and/or electronically mailed (emailed) to all known potential bidders.

D. SUBMISSION OF BID

1. The Contractor must submit all required attachments identified in Attachment 1, Required Attachments Checklist

(including checklist), by dates and times shown in Section III, Bid Requirements and Information, Item A. Key Action

Dates by electronic mail (email) as follows:

a. Bids must be emailed to sarreola@csssa.ca.gov

b. Email should indicate in Subject Line: SEALED BID for IFB CSSSA25102 Translation- DO NOT OPEN

- <Company Name> https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MGEyZGNiMmEtYzI2NS00NTA2LWJlYjYtZjE2NjQwNmE2ZTQw%40thread.v2/0?context=%7b%22Tid%22%3a%221a8c2bf4-1a6a-48b0-870e-120c0b64eacf%22%2c%22Oid%22%3a%2268116a14-4bf0-46d0-bcb1-91912dcea845%22%7d tel:+18727010493,,296491076 https://dialin.teams.microsoft.com/a93da36a-52dd-4583-b393-e6ea48876888?id=296491076 https://teams.microsoft.com/meetingOptions/?organizerId=68116a14-4bf0-46d0-bcb1-91912dcea845&tenantId=1a8c2bf4-1a6a-48b0-870e-120c0b64eacf&threadId=19_meeting_MGEyZGNiMmEtYzI2NS00NTA2LWJlYjYtZjE2NjQwNmE2ZTQw@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing mailto:sarreola@csssa.ca.gov

c. Bid files must be submitted in searchable PDF format with the exception of Cost Sheet which must be submitted in MS Excel (.xlsx) format or equivalent.

2. Emails will not be opened by the Procurement Official until the required bid opening due date and time.

3. Only bids received in this mailbox will be considered. Bids shall not be sent to any other mailbox.

4. Emails should not exceed one hundred fifty (150) megabytes (MB). The State’s mail server may automatically reject excessively large emails. Bidders may submit multiple emails and files if the file size exceeds the recommended one hundred fifty (150) MB. Multiple emails should be identified as follows: 1 of 3, 2 of 3, 3 of 3, etc. Links to files stored on the Internet (e.g., Google Drive, Dropbox, etc.) in lieu of attachments are not acceptable, and any documents stored at such links will not be retrieved.

5. Hard copy and faxed bids will not be accepted for this solicitation.

E. IFB RESPONSE CONTENT

1. The following documents must be submitted in the IFB package to be deemed responsive and are identified in

Attachment 1, Required Attachments Checklist:

a. Attachment 1 – Required Attachments Check List

All Bidders must complete this checklist to confirm the items in the bid package for submission. For your bid to be responsive, all required attachments must be returned.

b. Attachment 2 – Bid/Bidder Certification Sheet

All bidders must complete, sign, and return the Bid/Bidder Certification Sheet, along with all "required attachments" in a single package. The bid must be transmitted in a sealed envelope in accordance with IFB instructions. An unsigned bid may be rejected.

c. Attachment 3 – Payee Data Record (STD 204), All Bidders must complete and submit a Payee Data Record, STD 204 listing their Social Security Number

(SSN), Individual Taxpayer Identification Number (ITIN), or Taxpayer Identification Number (TIN).

d. Attachment 4 – Contractor’s Certification Clauses 04/2017 (CCC 04/2017 page 1)

All Bidders must complete, sign, and return Contractor’s Certification Clauses (CCC 04/2017) with their bid package. CCC 04/2017 must be signed by an individual who is authorized to legally bind the prospective

Contractor to the clauses listed in this certification.

e. Attachment 5 – Darfur Contracting Certification Sheet

All bidders must submit the Darfur Contracting Certification Sheet pursuant to Public Contract Code section

10478 to certify that it is not a “scrutinized” company as defined in Public Contract Code section 10476.

f. Attachment 6 – California Retailer’s Seller’s Permit

All Bidders must complete Attachment 9, and if applicable, provide a copy of the company’s California

Retailer’s Seller’s Permit or Certification of Registration. If these document(s) are not returned with IFB response, bid may be considered non-responsive and disqualified.

g. Attachment 7 – Bidder References

All bidders must submit a minimum of two (2) references to validate experience in providing services like those described in Exhibit A, Scope of Work within the last five (5) consecutive years.

h. Attachment 8 – Cost Sheet

All Bidders must complete the cost sheet that identifies total cost per transaction as described in the Scope of

Work using the format in Cost Sheet.

i. Attachment 9- Bidder Declaration Form

All bidders must complete the Bidder Declaration (GSPD-05-105) and include it with the bid response. When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract.

Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless a written request for substitution is submitted and State agrees to it.

j. Attachment 10- Small Business (SB), Microbusiness (MB) and/or Disabled Veteran Business Enterprise

Declaration (DVBE) Certification

IFB CSSSA25102, Translation Services

Submittal of certification(s) is if applicable. If prime bidder and/or subcontractor(s) is certified by the DGS Office of Small Business & Disabled Veteran Business Enterprise Services (OSDS) as a Small Business (SB), Microbusiness (MB), and/or Disabled Veteran Business Enterprise (DVBE) then prime bidder and/or subcontractor(s) must provide a copy of current certification(s) with their bid response.

k. Attachment 11- Disabled Veteran Business Enterprise Declaration (DGS PD 843)

Submittal of certification(s) is if applicable. If prime bidder and/or subcontractor(s) is certified as a Disabled

Veteran Business Enterprise (DVBE) by the DGS Office of Small Business & Disabled Veteran Business

Enterprise Services (OSDS), prime bidder and/or subcontractor(s) must submit completed DGS PD 843

(Disabled Veteran Business Enterprise Declaration) form(s) to the State.

DVBE incentive outlined in IV. B. will not be applied if DGS PD 843 form(s) is not returned with IFB response.

All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the DGS PD 843 form(s). Should DGS PD 843 not be included with the solicitation, contact the State contracting official or obtain a copy online from the Department of General Services Procurement Division, Office of Small Business and

DVBE Services (OSDS) website at www.pd.dgs.ca.gov/smbus . The completed form (s) must be included with the bid response. DVBE Disabled Veteran Business Enterprise Declaration (DGS PD 843) can also be found at https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

l. Attachment 12 – Payee Data Record Supplement (STD 205)

Submittal of STD 205 is optional. If remittance address information is different from the mailing address identified on STD 204, please provide additional remittance address information on Payee Data Record

Supplement (STD 205). STD 205 can also be used to provide additional Authorized Representatives of the payee not identified on the STD 204.

2. All documents requiring a signature must bear the signature of a person authorized to bind the bidding firm.

3. Bids must be submitted for the performance of all the services described herein.

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

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

6. 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.

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

8. The awarding agency may modify the IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who have been furnished an IFB for bidding purposes.

9. The awarding agency reserves the right to reject all bids. The agency is not required to award an agreement.

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

11. 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.

12. The State does not accept alternate contract language from a prospective contractor. A bid with such a language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC) are not negotiable.

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

http://www.pd.dgs.ca.gov/smbus

IFB CSSSA25102, Translation Services

F. EVALUATION AND SELECTION

1. At 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.

2. The required cost schedules will be checked for mathematical accuracy. Bids that contain false or misleading statements, or which provide references, which do not support an attribute or condition claimed by the bidder, may be rejected.

3. The bidder with the lowest cost bid received for this IFB will be deemed the Apparent Bid Winner. The Apparent Bid

Winner will then be evaluated on the total extended cost for the contracted term and checked for mathematical accuracy.

4. In the event of a tie bid, a tiebreaker must be conducted to award the contract per State Contract Manual Volume 1, Chapter 5.45. The permissible tiebreaker will be a coin toss and must be observed by witnesses. The bidders who submitted the tie bids will be invited to witness the event.

G. AWARD AND PROTEST

1. Award of bid will be issued on the date listed in Section III.A, Key Action Dates. Award will be made to the responsive bidder with the lowest cost bid.

2. The successful bidder must enter into a contractual agreement with the State of California, California State Summer

School for the Arts (CSSSA) in the form of a Standard Agreement STD 213. A draft Standard Agreement STD 213 is included for reference in this IFB.

3. Whenever an agreement is awarded under a procedure, which provides for competitive bidding, but the agreement is not to be awarded to the low bidder, the low bidder shall be notified by electronic mail (email), telegram, electronic facsimile transmission, overnight courier, or personal delivery five (5) working days prior to the award of the agreement.

In addition, the California State Summer School for the Arts (CSSSA) will post a Notice of Intent to Award on https://caleprocure.ca.gov .

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

5. If any bidder, prior to the award of agreement, files a written protest with the Department of General Services, Office of

Legal Services, by mail to 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, CA 95605 or email to

OLSProtests@dgs.ca.gov, and the California State Summer School for the Arts (CSSSA) on the grounds that the

(protesting) bidder is the lowest responsive responsible bidder, the agreement shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

6. 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 detailed written statement specifying the grounds for the protest. The written protest must be sent to the Department of General Services, Office of Legal Services, by mail to 707 Third Street, 7th Floor, Suite 7-330, West Sacramento, California 95605 or email to OLSProtests@dgs.ca.gov . A copy of the detailed written statement should be mailed to the awarding agency. It is suggested that you submit any protest by certified or registered mail.

7. Upon resolution of the protest and award of the agreement, Contractor must complete and submit to the awarding agency the Payee Data Record (STD 204), to determine if the Contractor is subject to state income tax withholding pursuant to California Revenue and Taxation Code Sections 18662 and 26131. This form can be found on the Internet at: https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf . No payment shall be made unless completed STD 204 has been returned to the awarding agency.

8. Upon resolution of the protest and award of the agreement, Contractor must sign and submit to the awarding agency, page one (1) of the Contractor Certification Clauses (CCC 04/2017), which can be found on the Internet at https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-

Contract-Language . This document is only required if the bidder has not submitted this form to the awarding agency within the last three (3) years.

mailto:OLSProtests@dgs.ca.gov mailto:OLSProtests@dgs.ca.gov https://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

IFB CSSSA25102, Translation Services

H. DISPOSITION OF BIDS

1. 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.

I. AGREEMENT EXECUTION AND PERFORMANCE

1. Performance shall tentatively start on July 1, 2026. This date is contingent on State approval of contract. Should the

Contractor fail to commence work at the agreed upon time, the awarding agency, upon five (5) days’ written notice to the

Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the difference between Contractor's bid price and the actual cost of performing work by the second lowest bidder or by another contractor.

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

3. Duration of performance is expected to vary depending on service performed unless otherwise designated by the

CSSSA Contract Manager.

IV. PREFERENCE PROGRAMS

A. SMALL BUSINESS (SB) OR MICROBUSINESS (MB) PREFERENCE

Prime bidder and/or subcontractor(s) who have been certified as a Small Business (SB), Microbusiness (MB), and/or

Disabled Veteran Business Enterprise (DVBE) by the DGS Office of Small Business & Disabled Veteran Business Enterprise

Services (OSDS) must provide a copy of current certification(s) with bid response.

Bidder claiming the 5% certified Small Business or Microbusiness preference, or prime bidder who is committing to subcontract 25% or more of their net bid price to one or more Certified Small Businesses or Microbusinesses, must also complete Attachment 9, Bidder Declaration (GSPD-05-105).

Additional References: http://www.pd.dgs.ca.gov

Questions regarding the certification approval process or the Small Business program should be directed to the Department of General Services, Procurement Division at (800) 559-5529 or (916) 375-4940. For the 24-hour Recording & Mail Request call (916) 322-5060.

Small business or micro business bidders or proposers using the non-small business preference shall be granted a preference consisting of five (5) percent of the highest responsible bidder’s total score.

The standard contract language for the Small Business (SB) program can be found at the Internet web site as follows:

http://www.dgs.ca.gov/pd/Home.aspx

B. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE)

Note: There is no DVBE participation requirement, however, the DVBE incentive still applies.

This solicitation does not require a minimum amount of DVBE participation. However, you are strongly encouraged to either become certified, if eligible, or to subcontract a portion of the work to a certified DVBE. If a prime bidder is a certified DVBE or commits to subcontracting to DVBE(s), prime bidder may be eligible to receive a bid preference provided that the DVBE provides a commercially useful function as defined in California Code of Regulations, Title 2, Section 1896.61(l). If prime bidder and/or subcontractor(s) is certified as a Disabled Veteran Business Enterprise (DVBE) by the DGS Office of Small

Business & Disabled Veteran Business Enterprise Services (OSDS), prime bidder and/or subcontractor(s) must submit completed DGS PD 843 (Disabled Veteran Business Enterprise Declaration) form(s) to the State.

For evaluation purposes only, the State shall apply an incentive to bids that propose California certified DVBE participation as identified on Attachment 9, Bidder Declaration (GSPD-05-105) and confirmed by the State. The incentive amount varies in conjunction with the percentage of DVBE participation offered. The minimum requirement is 1% with a maximum of 5%

DVBE participation and the incentive will be equal to the participation offered as defined below:

Confirmed DVBE Participation of: DVBE Incentive:

1% to 1.99% inclusive 1%

2% to 2.99% inclusive 2%

3% to 3.99% inclusive 3% http://www.pd.dgs.ca.gov/ http://www.dgs.ca.gov/pd/Home.aspx

IFB CSSSA25102, Translation Services

4% to 4.99% inclusive 4%

5% to 5.99% inclusive 5%

Per Military Veteran Code (MVC) 999.5, a prime contractor who commits to subcontracting to a Disabled Veteran Business

Enterprise (DVBE) must complete the Prime Contractor Certification (STD 817) upon completion of work to certify the following:

(1) The total amount the prime contractor received under the contract.

(2) The name and address of the disabled veteran business enterprise that participated in the performance of the contract and the contract number.

(3) The amount and percentage of work the prime contractor committed to provide to one or more disabled veteran business enterprises under the requirements of the contract and the amount each disabled veteran business enterprise received from the prime contractor.

(4) That all payments under the contract have been made to the disabled veteran business enterprise.

Contractor also agrees to certify on Prime Contractor’s Certification DVBE Subcontractor Report (Form STD 817) that DVBE subcontractor participation under this agreement is in compliance with the goals specified at the time of award of contract or with any subsequent amendment.

Upon request by the awarding department, the prime contractor shall provide proof of payment for the work.

Per Military Veteran Code (MVC) 999.7, if a prime contractor who commits to subcontracting to a Disabled Veteran Business

Enterprise (DVBE) fails to return a completed STD 817 to the awarding department, then the awarding department shall withhold, on a contracts entered into on or after January 1, 2021, ten thousand dollars ($10,000) from the final payment, or the full final payment if less than ten thousand dollars ($10,000), until the prime contractor who committed to subcontracting to a Disabled Veteran Business Enterprise (DVBE) complies with the certification requirements of subdivision (d) of Section

999.5. A prime contractor that fails to comply with the certification requirement shall, after 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 awarding department shall permanently deduct ten thousand dollars ($10,000) from the final payment, or the full payment if less than ten thousand dollars ($10,000).

C. COMMERCIALLY USEFUL FUNCTION

(Refer to item 1.b. of the “BIDDER DECLARATION Instructions”)

A California certified SB, MB, or DVBE business must be deemed to perform a Commercially Useful Function (CUF) by meeting ALL of the following CUF requirements for Contract/Purchase Order (PO) award consideration:

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

2. Carries out its obligation by actually performing, managing, or supervising the work involved.

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

4. Is responsible, with respect to products, inventories, materials, and supplies required for the contract, for negotiating price, determining quality and quantity, ordering, installing (if applicable) and making payment.

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

V. REQUIRED ATTACHMENTS

ATTACHMENT 1 - REQUIRED ATTACHMENTS CHECK LIST

A complete bid or bid package will consist of the items listed below. Place a mark (e.g., “X”) next to each item that you are submitting to the State. For your bid to be responsive, all required attachments must be returned. This checklist should be returned with your bid package as well.

Attachment Attachment Name/Description

☐ Attachment 1 Required Attachments Check List (Submittal Required)

☐ Attachment 2 Bidder Certification Sheet (Submittal Required)

☐ Attachment 3 Payee Data Record (STD 204) (Submittal Required)

☐ Attachment 4 Contractor Certification Clauses (CCC 04/2017) (Submittal Required)

☐ Attachment 5 Darfur Contracting Act Certification Sheet (Submittal Required)

☐ Attachment 6 California Retailer’s Seller’s Permit (Submittal Required)

☐ Attachment 7 Bidder References (Submittal Required)

☐ Attachment 8 Cost Sheet (Submittal Required)

☐ Attachment 9 Bidder Declaration Form (GSPD-05-105) (Submittal Required)

☐ Attachment 10 Small Business (SB), Microbusiness (MB), and/or Disabled Veteran Business Enterprise Declaration (DVBE) Certification (Submittal Required if proposer and/or subcontractor is certified)

☐ Attachment 11 Disabled Veteran Business Enterprise Declaration (DGS PD 843) (Submittal Required if proposer and/or subcontractor is a certified DVBE)

☐ Attachment 12 Payee Data Record Supplement (STD 205) (Submittal if applicable/optional)

*Please continue to check https://caleprocure.ca.gov for contract information and additional addendums.

ATTACHMENT 2- BID/BIDDER CERTIFICATION SHEET

Submittal of Bid/Bidder Certification Sheet is required.

An Unsigned Proposal/Proposer Certification Sheet May Be Cause for Disqualification.

This Bid/Bidder Certification Sheet must be signed and returned along with all required attachments in Attachment 1, Required

Attachments Checklist and be transmitted in accordance with IFB instructions in III. Bid Requirements and Information.

A. Our bids and our all-inclusive bid amount are detailed in Cost Sheet.

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

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

An Unsigned Bid/Bidder Certification Sheet May Be Cause for Disqualification.

1. Bidder Name 2. Telephone Number 3. Fax Number (if available)

4. Bidder’s Remit Payment to Mailing Address

5. Representative’s Name (Print) 6. Title

7. Signature 8. Date

9. If your application to become certified with the Department of General Services (DGS), Office of Small Business and Disabled Veteran Business Enterprise Services (OSDS) as a Small Business (SB), Microbusiness (MB), or Disabled Veteran Business Enterprise (DVBE) is pending please indicate the date application was submitted to OSBCR below.

ATTACHMENT 3- PAYEE DATA RECORD (STD 204)

Submittal of STD 204 is required.

Payee Data Record (Std. 204) can be found on https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

ATTACHMENT 4- CONTRACTOR CERTIFICATION CLAUSES (CCC 042017)

Submittal of CCC 04/2017 is required.

CCC 04/2017 can be downloaded here: https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/CCC-042017.pdf

ATTACHMENT 5- DARFUR CONTRACTING ACT CERTIFICATION SHEET

Submittal of Darfur Contract Act Certification is required.

Pursuant to Public Contract Code section 10478, if a bidder or proposer currently or within the previous three years has had business activities or other operations outside of the United States, it must certify that it is or is not a “scrutinized” company as defined in Public Contract Code section 10476. Therefore, to be eligible to submit a bid or proposal, please initial one (1) of the three paragraphs below. If Paragraph 1 or Paragraph 2 is initialed provide Printed Name/Title of Person Initialing, Company Name, and Federal ID Number in table below. If Paragraph 3 is initialed, complete Certification for Paragraph 3 below.

Initial Paragraph 1:

We do not currently have, and have not had within the previous three years, business activities or other operations outside of the United States.

Printed Name and Title of Person who initialed Paragraph 1 Above

Company Name Federal ID Number

OR

Initial Paragraph 2:

x

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

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

Printed Name and Title of Person who initialed Paragraph 2 Above

Company Name Federal ID Number

OR

Initial Paragraph 3:

We currently have, or we have had within the previous three years, Initials business activities or other operations outside of the United States, but we certify below that we are not a scrutinized company as defined in Public

Contract Code section 10476.

Certification for Paragraph #3:

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized to legally bind the prospective proposer/bidder to the clause listed above in Paragraph 3. This certification is made under the laws of the State of California.

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

ATTACHMENT 6- CALIFORNIA SELLER’S PERMIT CERTIFICATION

Submittal California Seller’s Permit Certification is required.

1. Does your company have a presence in California? ☐ Yes ☐ No

a) If yes, proceed to Question 2.

b) If no, initial each statement below that is applicable to your company:

Company is located outside of California

Company does not have any office, sales room, warehouse, or place of business in California.

Company does not have any sales representative(s), agent(s), or canvasser(s) located in California

Company does not receive any rental payments from the lease of tangible personal property in California

Note: A California Retailer’s Seller’s Permit or Certification of Registration is required for this award unless all the exemptions listed above are applicable. As a company, you are responsible for self-certifying that each item supporting a Seller’s Permit exemption is or not applicable.

2. Do you intend to sell or lease good or services that would ordinarily be subject to sales tax if sold at retail?

☐ Yes ☐ No

a) If no, action is not required.

b) If yes,

1) Provide CA Retailer’s Seller’s Permit Number: AND

2) Attach a copy of your company’s California Retailer’s Seller’s Permit or Certification of Registration, and if applicable, the permit or certification of all participating affiliates, issued by the California State Board of Equalization (BOE), which is pursuant to all requirements set forth in Sections 6487, 7101 and sections 6452.1, 6487.3, 18510 of the Revenue and Taxation Code, and Section

10295.1 of the Public Contract Code.

Note: This certification, and if applicable, a copy of your company’s California Retailer’s Seller’s Permit or

Certification of Registration must be returned with your IFB response or may be considered non-responsive, and the bid rejected.

IFB CSSSA25102, Translation Services

ATTACHMENT 7 –BIDDER REFERENCES

Submittal of Bidder References is required.

List below a total of two (2) references to validate experience for services performed within the last five (5) years to validate experience in performing services which are like the types of services described in this IFB. By submitting this information, the

Bidder authorizes the CSSSA to contact these references and visit sites.

REFERENCE 1

Name of Firm

Contact Person Name

Phone Number or Email

Approx. Dates of Service

Approx. Cost of Service ($)

Brief Description of Service Provided

REFERENCE 2

Name of Firm

Contact Person Name

Phone Number or Email

Approx. Dates of Service

Approx. Cost of Service ($)

Brief Description of Service Provided

IFB CSSSA25102, Translation Services

ATTACHMENT 8-COST SHEET

Submittal of Cost Sheet is required.

Cost Sheet excel spreadsheet can be found and downloaded at https://caleprocure.ca.gov

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ATTACHMENT 9- BIDDER DECLARATION FORM

Submittal of GSPD 05-105 is required.

Bidder Declaration (GSPD 05-105) can be found on the following website: http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-

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

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ATTACHMENT 10- SMALL BUSINESS (SB), MICROBUSINESS (MB), OR DISABLED VETERN BUSINESS (DVBE)

CERTIFICATION

Submittal requested if bidder and/or subcontractor is certified.

If prime bidder and/or subcontractor(s) is certified with the DGS Office of Small Business & Disabled Veteran Business Enterprise

Services (OSDS) as a as a Small Business (SB), Microbusiness (MB), and/or Disabled Veteran Business Enterprise (DVBE), prime bidder and/or subcontractor(s) must provide a copy of current certification(s) with bid response. The following is a sample certification:

IFB CSSSA25102, Translation Services

ATTACHMENT 11- DISABLED VETERAN BUSINESS ENTERPRISE DECLARATION (DGS PD 843)

Submittal Required if bidder and/or subcontractor is a certified DVBE.

If prime bidder is a certified Disabled Veteran Business Enterprise (DVBE) or if prime bidder is subcontracting to a certified DVBE, prime bidder and/or subcontractor(s) must complete the Disabled Veteran Business Enterprise Declaration (DGS PD 843) form and submit DGS PD 843(s) with bid response.

The DGS PD 843 form can be found on the Internet at: https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

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ATTACHMENT 12- PAYEE DATA RECORD SUPPLEMENT (STD 205)

Submittal of STD 205 is optional.

If remittance address information is different from the mailing address identified on STD 204 Payee Data Record Supplement (STD

205) can be provided. STD 205 can be found on the following website: https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std205.pdf

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VI. EXHIBITS

EXHIBIT A- SCOPE OF WORK

1. Description of Service: Contractor shall provide the California State Summer School for the Arts (CSSSA) translation services.

2. Background: The California State Summer School for the Arts (CSSSA) was established to provide future artists with a training ground to study and practice the arts. The CSSSA fulfills this mission by offering pre-professional training to approximately 500 gifted high school students every summer. However, translation services are needed for CSSSA program materials. Without translation services CSSSA will not be able to reach out to diverse range of California students that could benefit from attending CSSSA.

3. Agreement Term: This agreement shall be for a term of approximately three (3) years. The agreement is tentatively scheduled to commence on July 01, 2026, and end June 31, 2028.

4. Contractor Responsibilities:

a. Contractor agrees to provide translation to/from English for advertising, handouts, surveys and other CSSSA materials to the following languages:

i. Spanish (Latin America)

ii. Chinese Simplified

iii. Chinese Traditional

iv. Tagalog

v. Vietnamese

vi. Korean

vii. Armenian

viii. Farsi

ix. Arabic

5. CSSSA Responsibilities:

a. CSSSA Contract Manager or designee shall provide Contractor with list of actual field trip destinations, dates, and times once confirmed.

b. The Contractor will provide all labor, equipment, software, transportation, supplies, and materials necessary to complete the scope of work within a reasonable timeframe that is dictated by the length of the translation.

c. The Contractor agrees that their employees and/or anyone performing work under this agreement will maintain confidentiality regarding CSSSA’s written or graphic material or sensitive information.

6. Contract Manager: The Contract Manager (a.k.a. Project Coordinator) during the term of this agreement shall be Matthew Gallagher, which can be reached via email at mgallgher@csssa.ca.gov or by phone at (916) 413-9850.

mailto:mgallgher@csssa.ca.gov

EXHIBIT B- BUDGET DETAIL AND PAYMENT PROVISIONS

1. Invoicing and Payment

a. For services satisfactorily rendered, and upon receipt and approval of the invoice(s), the State agrees to compensate the Contractor for actual expenditures incurred in accordance with the items and rates specified in Exhibit B.1, Cost Sheet, which is attached hereto and made a part of this Agreement.

b. Invoices must be itemized, include Agreement number, and be submitted in arrears (upon completion of each scheduled service) to accounting@csssa.ca.gov . If mailing is required, please mail to:

California State Summer School for the Arts (CSSSA)

Attn: Debra Waltman

7801 Folsom Boulevard Suite 104

Sacramento, CA 95826

2. Budget Contingency Clause

a. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program; this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

b. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State or offer an agreement amendment to Contractor to reflect the reduced amount.

3. Prompt Payment Clause

a. Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.

mailto:accounting@csssa.ca.gov

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EXHIBIT B. 1- COST SHEET

Upon contract award, Cost Sheet in Attachment 3 of this IFB will be copied here and updated with response from awarded contractor.

Billing Cycle: ☒ Monthly ☐ Quarterly ☐ Annually ☐ One Time

Note: All services performed are paid in arrears (upon completion of each scheduled service) according to billing cycle indicated above.

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EXHIBIT C- GENERAL TERMS

General Terms and Conditions for Non-IT Services (GTC 02/2025) can be viewed on:

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February-2025.pdf

They are incorporated by reference and made part of this agreement as if attached hereto.

https://www.dgs.ca.gov/-/media/Divisions/OLS/Resources/GTC-Updates/GTC-225-February-2025.pdf

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EXHIBIT D- SPECIAL PROVISIONS

1. TERMINATION WITHOUT CAUSE

This Agreement may be terminated without cause by the State upon 30 days written notice to the Contractor.

2. AMENDMENTS

a. No charge for any extra work or material will be allowed unless the same has been ordered in writing by the

CSSSA Contract Manager or designee and with the approval of CSSSA for prices stated in such order at which point an approved amendment to this contract would be needed before work is performed or the material is purchased.

b. Additional amendments required to extend the life of the Contract due to unforeseen circumstances must be approved by both parties and signed as a formal amendment.

3. PERFORMANCE AND ACCEPTANCE CRITERIA: Work must be completed to the satisfaction of the CSSSA

Contract Manager or designee. If the CSSSA Contract Manager or designee has any concerns, they will be addressed with the Contractor immediately and may require correction of work before acceptance. CSSSA Contract

Manager or designee is solely responsible for determining acceptability and completion of the work performed.