November 5, 2026

TO PROSPECTIVE BIDDERS

SUBJECT: INVITATION FOR BID (IFB) No. 132760

Over-the-Phone Interpretation Services

Term: February 6, 2027, through February 28, 2029

The Employment Development Department (EDD) invites you to submit your bid for the above service in accordance with the attached Specifications.

If you wish to bid, see Instructions to Bidders. If you make any additions or modifications to the IFB package, it may result in the rejection of your bid. The EDD reserves the right to reject any or all bids. Disabled Veteran Business Enterprise Participation and Incentive requirements are waived for this IFB. The DVBE Incentive is available to potential bidders. Please see the Instructions to Bidders for more details.

Bids must be received, and date stamped in the Contracts Services Group no later than:

Monday, November 23, 2026 by 3:00 p.m. (PT)

If you have any questions, please contact me at Angelica.Santiago@edd.ca.gov

/s/Angelica Santiago Contract Analyst

Cc: Aleli De Asis

Enclosures mailto:Angelica.Santiago@edd.ca.gov AKhon2 Sticky Note Accepted set by AKhon2

Employment Development Department 1416 9th Street, MIC 62-C

P.O. Box 826880 Sacramento, CA 94280-0001

Bid Due Date: November 23, 2026

Time: 3:00 p.m. (PT)

Exhibit Pages

Instructions to Bidders

A Scope of Work Exhibit A-1, Specifications Exhibit A-2, Required Languages Exhibit A-3, Certification of Interpreter or Translator…………… Exhibit A-4, Code of Ethics, Professional Conduct and Confidentiality 3 Exhibit A-5, Specification and Performance Standards Exhibit A-6, Advocate Requirement

B Budget Detail and Payment Provisions……………………………………….. 2

Exhibit B-1, Cost Breakdown……………………………

C *General Provisions – 02/2025

D Special Terms and Conditions

E Protection of Confidentiality

Attachment E-1, Vendor/Contractor Confidentiality Statement

Exhibit E-2, Indemnity Agreement

Exhibit E-3, Data Destruction Certification Form

G STD 213, Sample Standard Agreement

Attachment

1 Cost Proposal

2 References

3 Bidder Declaration

4 Contractor Certification Clauses…………….………………………………… 4

5 Certification Regarding Debarment……………………………………………. 2

6 Darfur Contracting Act Certification……………………………………………. 2

Invitation for Bid No. 132760

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7 STD 204, Payee Data Record………………………………………………….. 2

8 STD 205, Payee Data Record Supplement…………………………………… 2

9 California Civil Rights Laws Certification……………………………………..… 1

10 Certification Regarding Lobbying………………………………………………. 3

11 Iran Contracting Act Certification

*View at: https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services- Resources-List-Folder/Standard-Contract-Language

IFB No. 132760

STATE OF CALIFORNIA

EMPLOYMENT DEVELOPMENT DEPARTMENT

INSTRUCTIONS TO BIDDERS

Invitation for Bid (IFB) No. 132760

1. Submission of Bids

a. Failure to read these instructions, the Specifications, and the Terms and Conditions included in this bid package will be at the bidder's risk. Written instruction(s) regarding the submission of bids shall take precedence over any verbal instruction(s).

b. Bidders shall complete and return the IFB Requirements Checklist, found on page 10, and all supporting documents listed. If mailed, the exterior of your envelope must clearly be noted: “INVITATION FOR BID, DO NOT OPEN IN MAIL ROOM, IFB NO. 132760.”

c. All submitted documents must be signed by an authorized representative of the bidder’s firm.

The forms must be completed in ink or typewritten. If errors are made, they must be crossed out and corrections printed in ink or typewritten adjacent to error. Corrections must be initialed in ink by person signing the bid forms.

d. The EDD reserves the right to reject any or all bids and may waive any immaterial deviation or defect in the bid. The EDD’s waiver of any immaterial deviation or defect shall in no way modify the solicitation documents, or excuse the bidder from full compliance with the solicitation specification if awarded the Contract. The EDD is not required to award an agreement.

e. Bid packages must be received and time stamped in Contract Services Group no later than 3:00 p.m. (PT) on the bid closing date of November 23, 2026. Signed copies of the sealed bid package are to be mailed or delivered to:

Regular, Overnight and/or Express Delivery:

Employment Development Department Mail Services 1416 9th Street, MIC 62-C Sacramento, CA 95814 Attn: Angelica Santiago

Email Delivery:

Angelica.Santiago@edd.ca.gov

Bids received and time stamped after 3:00 p.m. (PT) on the bid closing date of November 23, 2026, will be considered "late", disqualified and will be returned to sender.

mailto:Angelica.Santiago@edd.ca.gov

Public Bid Opening

The public bid opening is scheduled for November 24, 2026 promptly at 9:00 a.m. The event will be held at the following address:

1416 9th Street Sacramento, CA 95814

Upon arrival, all attendees are required to check-in with security and sign-in on the bid opening record. All attendees will be escorted to the appropriate location.

During the bid opening, each submission will be opened, read aloud, documented, and examined for preferences and incentives. To ensure efficiency, all questions and answers will be kept to a minimum.

2. Key Action Dates

Action Date Release IFB November 5, 2026 Deadline to Submit Questions November 13, 2026 by 3:00 PM PT Response to Questions November 18, 2026 by 5:00 PM PT Proposals Due November 23, 2026 by 3:00 PM PT Intent to Award Week of December 7, 2026 Contract Commencement February 6, 2027, or upon final approval

3. Online Small Business (SB) and Disabled Veteran Business Enterprise (DVBE)

Certification Process

California’s SB and DVBE firms can now file their applications and get certified online via the Department of General Services website at: https://www.dgs.ca.gov/PD/Services/Page- Content/Procurement-Division-Services-List-Folder/Apply-for-or-Re-apply-as-Small- Business-Disabled-Veteran-Business-Enterprise. Small Businesses and DVBEs can access the numerous benefits that come along with certification in a more timely and efficient manner.

4. Replacement of Disabled Veteran Business Enterprise Subcontractors

If for this Agreement, the Contractor made a commitment to achieve Disabled Veteran Business Enterprise (DVBE) participation, then the Contractor must within 60 days of receiving final payment under this Agreement (or within such other time period as may be specified elsewhere in this Agreement) certify in a report to the awarding department: (1) the total amount the prime Contractor received under the Agreement; (2) the name and address of the DVBE(s) that participated in the performance of the Agreement; (3) the amount each DVBE received from the prime Contractor; (4) that all payments under the Agreement have been made to the DVBE(s), and (5) the actual percentage of DVBE participation that was achieved. A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation (Military & Veterans Code section 999.5(d)).

The Contractor understands and agrees that should award of this Agreement be based in part on their commitment to use the DVBE subcontractor(s) identified in their bid or offer, per Military and Veterans Code section 999.5(e), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by the Department of General Services

(DGS).

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

Changes to the scope of work that impact the DVBE subcontractor(s) identified in the bid or offer and approved DVBE substitutions will be documented by contract amendment.

Failure of the Contractor to seek substitution and adhere to the DVBE participation level identified in the bid or offer may be cause for contract termination, recovery of damages under rights and remedies due to the State and penalties as outlined in Military and Veterans Code section 999.9, Public Contract Code (P.C.C.) section 10115.10 or P.C.C. § 4110 (applies to public works only).

5. Award of the Agreement

a. Award will be made to the lowest responsible bidder meeting specifications and offering to supply the services described. The firm submitting the lowest responsible bid may be required to submit evidence that they have available, as needed, sufficient resources to provide the necessary equipment and personnel to enable them to meet the requirements of the Contract, and may also be required to furnish information as to their financial responsibility.

b. It is understood and agreed that following the award of the Contract, the successful bidder shall agree to comply with all Exhibits attached herein, and provide the required documents requested (i.e., bonds, insurance certificates, etc.) in order for the EDD to complete the execution of a Standard Agreement (STD. 213).

c. Small Business/Microbusiness (SB/MB) and Small Business/Nonprofit Veteran

Service Agency (SB/NVSA) Certification Preferences

A SB/MB and SB/NVSA Certification Preferences are applicable to the award of this Contract.

(1) Certified SB/MB and SB/NVSAs may claim preference when submitting a bid on this

Contract. The preference is equal to five percent (5%) of the lowest responsible bid.

When the lowest responsible bid is not submitted by a certified small business, the preference becomes applicable. Please note that the preference is used for computation purposes only (to a maximum amount of $50,000) in determining the successful bidder. It does not alter the amount of the resulting contract.

(2) To learn more about the SB/MB and SB/NVSA Preference Programs and how your business might qualify, contact the Office of Small Business and DVBE Services at

(916) 375-4940

d. California Certified Small Business Subcontractor Preference

A five percent (5%) bid preference is available to a non-small business claiming twenty- five percent (25%) California certified small business subcontractor participation. If claiming the non-small business subcontractor preference, the bid response must include a list of the small business(es) with which you commit to subcontract in an amount of at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses.

Each listed certified small business must perform a “commercially useful function” in the performance of the contract as defined in Government Code section 14837(d)(4).

The required list of California certified small business subcontractors must be attached to the bid response and must include the following: 1) subcontractor name; 2) address; 3) phone number; 4) a description of the work to be performed and/or products supplied; 5) and the dollar amount or percentage of the net bid price (as specified in the solicitation) per subcontractor.

Bidders claiming the five percent (5%) preference must commit to subcontract at least twenty-five percent (25%) of the net bid price with one or more California certified small businesses. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services no later than 5:00 p.m. on the bid due date, and the Office of Small Business and DVBE Services must be able to approve the application as submitted. Questions regarding certification should be directed to the Office of Small Business and DVBE Services at (916) 375-4940.

e. DVBE Bid Incentive

In accordance with Section 999.5(a) of the Military and Veterans Code, an incentive will be given to bidders who provide DVBE participation. For evaluation purposes only, the EDD shall apply an incentive to bids that propose California certified DVBE participation as identified on the Bidder Declaration DGS PD-05-105, (located elsewhere within the solicitation document) and confirmed by the EDD. The incentive amount for awards based on low price will vary in conjunction with the percentage of DVBE participation. The following percentages will apply for awards based on low price.

Confirmed DVBE Participation of: DVBE Incentive:

5% or Over 5%

4% to 4.99% inclusive 4%

3% to 3.99% inclusive 3%

2% to 2.99% inclusive 2%

1% to 1.99% inclusive 1%

As applicable:

(1) Awards based on low price - the net bid price of responsive bids will be reduced (for evaluation purposes only) by the amount of DVBE incentive as applied to the lowest responsive net bid price. If the #1 ranked responsive, responsible bid is a California certified small business, the only bidders eligible for the incentive will be California certified small businesses. The incentive adjustment for awards based on low price cannot exceed 5% or $100,000, whichever is less, of the #1 ranked net bid price. When used in combination with a preference adjustment, the cumulative adjustment amount cannot exceed $100,000.

(2) Awards based on highest score - the solicitation shall include an individual requirement that identifies incentive points for DVBE participation.

6. Rejection of Bids

a. If the bid is received after 3:00 p.m. (PT) on the due date of November 23, 2026 as stipulated in the bid package, the bid shall be rejected and returned to sender.

b. If it is found that a bidder is not responsible (i.e., has not paid taxes; has submitted a bid when the bidder’s license is suspended on the date of the bid opening and/or award of the Contract, or during the proposed term of the Agreement; submitted a bid without an authorized signature; falsified any information in the proposal package or has provided poor performance on a previous contract with the EDD, etc.), the bid/proposal shall be rejected.

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c. If it is found, upon license verification with the Contractor's State Licensing Board, that a bidder's license is suspended on the date of the bid opening and/or award of the Contract, or during the proposed term of the Agreement, the proposal shall be considered nonresponsive and shall be rejected.

d. The EDD reserves the right to reject any and all bids and to waive any immaterial deviation or defect in the bid. The EDD’s waiver of any immaterial deviation or defect shall in no way modify the bid document or excuse the bidder from full compliance with the solicitation document specifications if awarded a Contract.

7. Tie Bids

In the event of a tie between two bidders, a coin toss will be used to determine the winner.

Any coin toss shall be observed by witnesses, and the tied bidders would be invited to have representatives present. Location and time will be announced to all bidders.

8. Subcontractors

No subcontracting will be allowed to circumvent competitive bidding. A certified Small Business/Microbusiness, Small Business/Nonprofit Veteran Service Agency or a certified Disabled Veteran Business Enterprise will only be permitted to subcontract in order to meet Department requirements and/or preferences. The subcontracting services and amount shall not exceed 25 percent (25%) of the bid. The Contractor shall be solely responsible for fulfilling the requirements of the bid. If it is anticipated that subcontractors will be used, the bid must include the name(s) of person(s) or firm(s), and must specify the portions and monetary percentages of the work to be done by them.

9. Subcontractors Substitution

If EDD gives written approval to subcontract, Public Contract Code section 4107 authorizes an awarding authority to consent to substituting a subcontractor when the subcontractor listed in the bid fails or refuses to execute a written Contract for the Scope of Work specified in the subcontractor's bid, and at the price specified in the subcontractor's bid.

10. Disposition of Bids

All material submitted in response to this bid package will become the property of the EDD and will become a public record after Award.

11. Grounds For Protest

a. Those who may protest are as follows:

• For IFBs, the lowest responsible bidder meeting the specifications (if not awarded the Contract).

b. There is no protest if the awarding agency rejects all bids or proposals, based on the interest of the State.

12. Protest Exclusions

The State has no jurisdiction to consider a protest when:

• The Contract is considered a public works contract.

mailto:OLSProtests@dgs.ca.gov mailto:BOPSDContractsExternal@edd.ca.gov

• The Contract award is for a type of contract not subject to the protest procedures. This category includes contracts for maintenance, modification, and so forth of real or personal property, including equipment and contracts for professional services under Government Code section 4525.

• The protestant was not the lowest responsible bidder or the highest-scored proposer.

• The protestant was not a bidder or proposer, and seeks to contest the award. The only recourse in this case is through the civil courts.

• The protest was not submitted in a timely manner.

• The grounds for the protest do not meet the permissible grounds stated in the P.C.C.

13. Notification of the Right to Protest

Unsuccessful bidders who wish to protest this award must submit a detailed, written statement of protest, including the IFB No., the name of the State agency involved, and the agency contact person. The protest must be submitted within five (5) working days following the bid opening. All protests must be submitted to both of the following:

Department of General Services

Office of Legal Services Attention: Bid Protest Coordinator

707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605

Bid Protest Coordinator Email address: OLSProtests@dgs.ca.gov

Contract Services Group 1416 9th Street, MIC 62-C

Email: BOPSDContractsExternal@edd.ca.gov

14. Conditions and Commitment

By signing and submitting a bid package, the bidder acknowledges it has read, understood, and agrees to the following provisions:

a. General Provisions – 02/2025 available for viewing at: GTC 02/2025

b. Performing a Commercially Useful Function: In accordance with Government Code section 14837 and Military and Veterans Code section 999, all certified SB/MB or DVBE contractors, subcontractors and suppliers that bid on or participate in a state contract, regardless of whether it is a verbal or written solicitation must perform a Commercially Useful Function (CUF). A certified SB/MB or DVBE is deemed to perform a CUF if the business does all of the following:

• Is responsible for the execution of a distinct element of the work of the Contract.

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

• Performs work that is normal for this business services and functions.

• 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.

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

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

c. Payee Data Record, STD. 204

Revenue and Taxation Code section 18646 requires state agencies to file information tax returns (IRS Form 1099) for certain types of payments made to vendors. The successful bidder will be required to complete and submit a Payee Data Record, STD. 204 to the EDD before processing payment for services. Upon completion of the work in a manner satisfactory to the EDD, the EDD agrees to make payments in accordance with the contract provisions.

d. California Taxpayer and Shareholder Protection Act of 2003

This solicitation and any resulting contract are subject to all requirements as set forth in the Public Contract Code section 10286 which includes, but is not limited to, providing written submission of a declaration stating that the supplier is eligible to contract with the State of California pursuant to statutory requirements.

Failure of the supplier to comply with and provide information, when requested by the awarding department within the time indicated, will cause the supplier's bid response to be considered nonresponsive and their bid will be rejected.

e. Registered To Do Business In California

Corporations, Limited Liability Companies (LLCs), and Limited Partnerships (LPs) must be registered with the California Secretary of State to be awarded a contract. The Secretary of State Certificate of Status must be included with the bid. The Secretary of State may be contacted as follows:

California Secretary of State

Division of Corporate Filing and Services 1500 Eleventh Street, Third Floor

Sacramento, CA 95814-5701 Certification Unit: (916) 657-5251

Required document(s) may also be obtained at the following website:

https://bizfileonline.sos.ca.gov/

f. Prohibition of Tax Delinquents from Contracting

The State of California is prohibited from entering into any contracts for the acquisition of goods and services with persons whose name appears on either list of the 500 largest tax delinquencies pursuant to section 7063 or section 19195 of the Revenue and Taxation Code. Reference also to P.C.C. § 10295.4.

Bidder certifies that it is not included on the California Department of Tax and Fee Administration list at: https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm or the Franchise Tax Board list at: https://www.ftb.ca.gov/about-ftb/newsroom/tax-news/may-2021/top-500-delinquent-taxpayer-list.html

g. Loss Leader

It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in California Business and Professions Code section 17030.

https://bizfileonline.sos.ca.gov/ https://www.cdtfa.ca.gov/taxes-and-fees/top500.htm https://www.ftb.ca.gov/about-ftb/newsroom/tax-news/may-2021/top-500-delinquent-taxpayer-list.html https://www.ftb.ca.gov/about-ftb/newsroom/tax-news/may-2021/top-500-delinquent-taxpayer-list.html https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf http://www.boe.ca.gov/cgi-bin/deliq.cgi https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

h. Declaration Forms

All bidders must complete the Bidder Declaration GSPD-05-105 and include it with the bid response.

Bidders who have been certified by California as a Disabled Veteran Business Enterprise Declaration (DVBE) (or who are bidding rental equipment and have obtained the participation of subcontractors certified by California as a DVBE must also submit a completed form(s) STD. 843 Disabled Veteran Business Enterprise Declaration).

All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). The completed form should be included with the bid response. At the State’s option prior to award, bidders may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for bid rejection.

i. Insurance Requirement

The Contractor agrees the insurance herein provided for shall be in effect at all times during the term of this Agreement. In the event said insurance coverage expires at any time during the term of this Agreement, the Contractor agrees to provide at least 30 days prior to said expiration date, a new certificate of insurance evidencing insurance coverage as outlined below for not less than the remainder of the term of this Agreement, or for a period of not less than one year. New certificates of insurance are subject to the approval of the Department of General Services, and the Contractor agrees that no work or services shall be performed prior to the giving of such approval. In the event the Contractor fails to keep in effect at all times insurance coverage as herein provided, the EDD may, in addition to any other remedies it may have, terminate this Agreement upon the occurrence of such event. The Contractor shall provide written notice to the EDD within five (5) business days of any cancellation, non-renewal, or material change that affects required insurance coverage.

The Contractor shall display evidence of the following coverage on an ACORD certificate:

j. General Liability Insurance – The Contractor shall furnish to the EDD a certificate of insurance prior to commencement of work stating there is general liability insurance in effect for the Contractor in an occurrence form with limits not less than $1,000,000 per occurrence for bodily injury and property damage combined.

The certificate of insurance must include the following provision stating:

“The State of California, its officers, agents, employees and servants are included as additional insured, but only with respect to work performed for the EDD under this Contract.” The additional insured endorsement must accompany the certificate.

k. Workers' Compensation and Employer’s Liability Insurance - The Contractor shall furnish to the EDD a certificate of insurance evidencing Workers’ Compensation and Employers Liability Insurance presently in effect with limits not less than $1,000,000 by an insurance carrier licensed to write Workers' Compensation insurance in California. Such certificate shall include the name of the carrier and the policy inception and expiration dates. If the Contractor is self-insured for Workers’ Compensation, a certificate must be presented evidencing Contractor is a qualified self-insurer in the State of California.

l. Automobile Liability Insurance, if applicable - The Contractor shall furnish to the EDD a certificate of insurance evidencing automobile liability insurance presently in effect for the Contractor of not less than $1,000,000 per accident while utilizing a motor vehicle in the performance of this Contract. Such insurance shall cover liability arising out of a motor vehicle including owned, hired and non-owned motor vehicles.

m. Environmental Liability Insurance, if applicable – The Contractor and any subcontractors shall furnish to the EDD a certificate of insurance evidencing environmental liability insurance presently in effect for the Contractor of not less than $1,000,000 per occurrence for bodily injury, property damages and costs incurred for clean-up and removal of substances causing pollution conditions. This requirement can also be met by securing one of the following: (1) an endorsement to the Contractor’s general liability insurance overriding the general liability pollution exclusion or; (2) an endorsement evidencing pesticide/herbicide coverage afforded to the Contractor’s general liability policy.

n. Iran Contracting Act Certification, if applicable

Pursuant to the Iran Contracting Act of 2010 (P.C.C. sections 2200 - 2208 are “the Act”), vendors are ineligible to bid on, submit a bid for, enter into, or renew any contract with the State for goods or services of one million dollars ($1,000,000) or more if the vendor engages in investment activities, in Iran, as defined in the Act.

Bidder certifies that it is not on the current list of Entities Prohibited from Contracting with Public Entities in California per the Act found at:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources- List-Folder/List-of-Ineligible-Businesses

o. California Public Records Act (PRA)

Upon award, all documents and information therein, submitted in response to this IFB become property of the State of California and will be regarded as public records under the Public Records Act, pursuant to Government Code section 7920, et seq.

p. 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, the Contractor represents that it is not a target of Economic Sanctions. Should the state determine the 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 EDD.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

q. Generative Artificial Intelligence (GenAI) Technology

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

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

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

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

Government Code section 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.

Accepted set by AKhon2

AKhon2 Sticky Note Accepted set by AKhon2

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IFB REQUIREMENTS CHECKLIST

Please complete the checklist below to confirm that all items are contained with the Bid. Place a check mark () next to each item being submitted. For the Bid to be responsive, the checklist and all required documents must be submitted from the list below. Offers must be submitted electronically via email or delivered by mail prior to the closing of the solicitation.

The Bid must contain: Each required supporting document and a completed Requirements Checklist sheet.

The need to verify that all required documentation is submitted with the Bid cannot be overemphasized as failure to submit all completed documents referenced on this checklist may cause the Bid to be rejected.

CHECK

() #REFERENCE DOCUMENT NAME / DESCRIPTION REQUIRED

Attachment 1 Cost Proposal YES Attachment 2 References

(Must provide a minimum of three (3) client references)

YES

Attachment 3 Bidders Declaration (Must complete all relevant sections to the prime and subcontractors including page numbers, located in the bottom right-hand corner)

YES

Attachment 4 Contractor Certification Clauses 04/2017 (CCC 04/2017) YES Attachment 5 Certification Regarding Debarment, Suspension

Indelibility and Voluntary Exclusion Lower Tier Covered Transaction

YES

Attachment 7 STD 204 Payee Data Records YES Attachment 9 California Civil Rights Law Certification YES Attachment 10 Certification Regarding Lobbying YES Attachment 11 Iran Contracting Act Certification YES

SEE NEXT PAGE FOR ADDITIONAL REQUIREMENTS

Accepted set by AKhon2

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The following forms are required, if applicable, at the time of submittal. Failure to submit all completed documents referenced on following checklist may cause the Bid to be rejected.

CHECK

() #REFERENCE DOCUMENT NAME / DESCRIPTION

Attachment 6 Darfur Contracting Act Certification Attachment 8 STD 205 Payee Data Record Supplement Secretary of State Certification of Status Copy of valid State of California Business License Training Resources/Written Procedures

(Bidder must provide a copy of training resources and/or written procedures on system associated with interpretation services)

The following document(s) are due upon award:

Copy of Vendor’s Insurance Certificates and Additional Insured Endorsement(s)

Submit electronic copy of training materials and/or written procedures (e.g., video, PowerPoint, or PDF) detailing system access, step-by-step instructions for on-demand real-time OPI services, interpretation services, complaint management, and interpreter connections.

(Materials must be sufficient to support training for up to 10,000 EDD employees and are due upon award.)

I, ______________________, hereby certify under penalty of perjury that I have carefully read, reviewed, and fully completed all documents required in connection with this Invitation for Bid. I affirm that I understand the requirements and conditions set forth in the specifications and agree to provide the requested goods and/or services at the cost specified in the cost proposal. I further certify that all bid documents, responses, and information submitted by me, or on behalf of the bidder, are complete, accurate, and provided in good faith.

(Signature of representative/date)

EXHIBIT A

SCOPE OF WORK

(Standard Agreement)

1. This Agreement is entered into by and between the Employment Development Department, hereinafter referred to as the EDD, and TBD, hereinafter referred to as the Contractor, for the purpose of providing over-the-phone interpretation services, voice-over talent services, and scheduled virtual and in-person interpretation services in accordance with IFB No.

132760.

2. The Project Representatives during the term of this Agreement will be:

State Agency Contractor

Attn: Aleli De Asis PO Box 826880, MIC 49-A

TBD

Attn:

Phone: (916) 982-2036 Email: Aleli.DeAsis@edd.ca.gov

Phone:

Email:

The Project Representatives may be changed by written notice without an amendment to this Agreement.

3. The services shall be provided in accordance with Exhibit A-1, Specifications, Exhibit A-2, Required Languages. Exhibit A-3, Certification of Interpreter or Translator, Exhibit A-4, Code of Ethics, Exhibit A-5, Specification and Performance Standards, and Exhibit A-6, Advocate Requirement, which are incorporated as a part of this Agreement.

4. Health and Safety Requirements

The Contractor when entering the EDD facility and/or property is expected to be familiar with and abide by all statewide and locally mandated health and safety requirements. Such requirements include, but are not limited to, remaining compliant with personal protective equipment (PPE) and other safety equipment requirements provided under state and federal occupational safety and health laws.

The EDD also requires that the Contractor follow additional guidelines from the CDPH and public health officials, such as avoiding close contact with others and engaging in hygienic practices while working. The EDD reserves the right to require stricter requirements than are recommended by local and state public health authorities. Non-compliance by the Contractor, its employees, or any subcontractors may result in the EDD refusing entry onto, or removal from, the EDD property. A breach of these requirements grants the EDD the right to terminate this Agreement mailto:Aleli.DeAsis@edd.ca.gov

EXHIBIT A-1

SPECIFICATION

(Standard Agreement) A. Intent

It is the intent of the Employment Development Department (EDD) to secure an agreement with a vendor to effectively provide on-demand/real-time telephone-based multilingual interpretation services, voice-over talent services, and scheduled virtual and in-person interpretation services based on the following scope of work.

The EDD seeks an organization that can provide the services needed that are cost effective with the most accurate and professional interpreters available.

B. Background The EDD is responsible for the state programs including but not limited to unemployment insurance, disability insurance, paid family leave, payroll tax collection, and job training/workforce services. Many of those who receive services are non-English speaking persons. California’s landscape continues to evolve in immigration patterns that shape the future of language use in California. To effectively serve those individuals and to comply with state and federal law, the EDD must provide oral communication to clients in their primary or chosen language whenever it is not English.

During 2025, the EDD received a total of 50,000 telephonic interpretive calls. During the first quarter of 2026, monthly telephonic call volume increased to 1,000 calls higher than in the same period during the prior year. Over the past five consecutive years, call volume has increased year over year. Interpreter demand is consistent during the months of April, May, June and trends higher in September, October, November, and peaks at about 20 percent higher in December. From January to December 2025, EDD customers across unemployment insurance, disability insurance, and paid family leave programs filed a total of 3,406,256 claims. This volume drives significant demand in simultaneous incoming calls.

Once informed of the individual’s need for language services, the EDD must offer and provide an interpreter. Many EDD employees are certified in languages other than English and can provide interpretation services. When they are unable to do so, the EDD ensures that non-English speaking individuals have equal access to and participation in available programs.

There are two types of interpretation to be performed -- "simultaneous" and "consecutive."

Simultaneous Interpretation: The Interpreter interprets information at the same time it is spoken. There is a few seconds' delay between the spoken word and the interpretation, but for all practical purposes, the interpretation is provided simultaneously with the original speaker. This type of interpretation is typically performed in situations such as claim filing, claim filing determination interviews, claim inquiries, job services, and appeals hearings.

Consecutive Interpretation: The Interpreter listens to spoken statements of varying length in one language, such as a document being read in another language, and at the conclusion of the statement, translates it orally into another language. This type of interpretation requires the Interpreter to take in the information, mentally retain it, and accurately transfer it into another language from which it was spoken.

EXHIBIT A-1

SPECIFICATION

C. Description of Services: The Contractor Responsibilities

OVER-THE-PHONE INTERPRETING (OPI) / TELEPHONIC INTERPRETATION:

The Contractor shall provide timely and accurate over-the-phone, on-demand/real-time interpretation services for languages identified in Exhibit A-2, Required Languages, based on the following requirements.

1. The Contractor shall provide timely access to interpreters in EDD’s top 15 languages. Average queue times (duration of time that a caller must wait for the interpreter) shall not exceed 59 seconds from dispatch time to connect (when the caller and interpreter can communicate effectively) with an interpreter. Average connection times for all other languages shall not exceed three (3) minutes. If queue times exceed this threshold in more than five (5) percent of monthly calls, the Contractor must provide a corrective action plan to the EDD within ten (10) business days.

2. The Contractor shall provide a dedicated toll-free number exclusively for the EDD without the use of pin number or codes.

3. The Contractor shall provide three-way calling available at no extra charge.

4. The Contractor shall provide outbound calls on behalf of the EDD, as requested, at no extra charge.

5. The Contractor shall provide reliable, high-quality customer service 24 hours per day, 7 days per week.

6. The Contractor shall have the capacity to maintain high volume calls and maintain simultaneous call volume of approximately 1,000 calls 24 hours per day, 7 days per week.

7. The Contractor must help with identifying the requested spoken language when staff are unable to do so.

8. The Contractor must interpret to and from requested spoken language.

9. The Contractor must provide single per-minute flat rates with no minimum charge as identified in Exhibit A-2, Required Languages. Services under one (1) minute in duration shall not be billed to the EDD. No first minute connection fee.

10. The Contractor must provide monthly itemized billing for each telephone interpretation service rendered.

11. The Contractor shall maintain compliance with all applicable Health Insurance Portability and Accountability Act (HIPAA) requirements and ensure that any personnel with access to medical or confidential client information complete appropriate medical confidentiality training. These obligations are required to protect sensitive health information and to ensure secure and compliant service delivery.

12. Over-the-phone interpreters must grasp ideas spoken and heard only once.

Interpreters must have immediate recall and make split-second decisions about words and concepts, and interpreters hold sole responsibility for those decisions.

They must be able to express these ideas in the other language instantly, accurately, and completely; in appropriate style; and with the intent of the original speaker.

EXHIBIT A-1

SPECIFICATION

(Standard Agreement)

VOICE – OVER SERVICES:

Voice-over services involve the professional recording of voice narration for a wide range of projects, enhancing media content through clear delivery of narration, dialogue, or instructional material. These services typically include recording voice tracks for presentations, brief instructional content, and video productions, where the audio is recorded separately and later integrated into the final project.

The EDD requires voice-over talent who are highly skilled in producing clear, engaging, and high-quality recordings: The Contractor shall provide professional voice-over talent available in all the languages listed in the Exhibit A-2, Required Languages.

1. The EDD will request these voice-over talents when needed for the EDD’s intended use, such as but not limited to commercial advertisement, e-learning module, corporate video/audio, podcast, etc.

2. The Contractor shall provide the recorded audio files format as requested by the EDD such as but not limited to: WAV, MP3, and other format requested via secure file transfer, email, etc. as determined by the EDD.

3. The EDD, on a project basis, will provide the Contractor with a final approved script in Word document already translated in languages requested for voice-over talent.

4. The Contractor shall have a dedicated professional, acoustically treated environment, free from background noise, distortion, or technical defect.

5. The Contractor shall provide up to ten (10) rounds of performance adjustments by voice-over talent to accommodate minor script changes at no additional cost.

6. The voice-over services exclude on-camera appearances and live event hosting.

Acknowledge of Request:

The Contractor shall confirm receipt of each service request within 24 hours of the original submission.

Service Procurement:

The Contractor shall secure and schedule the required services within three (3) business days from the date of the original request, unless otherwise agreed to in writing by both parties.

EXHIBIT A-1

SCHEDULED VIDEO REMOTE INTERPRETING (VRI):

Video Remote Interpreting (VRI) is a video telecommunication service that uses devices such as web cameras or videophones to provide interpretation on spoken languages identified in Exhibit A-2, Required Languages. This is done through a remote or offsite interpreter to communicate with people of whom there is communication barrier specifically persons that are limited English proficient (LEP).

Scheduled Video Remote Interpreting (VRI):

1. The Contractor shall provide scheduled VRI for the EDD’s internal and external meetings, webinars, trainings, that may and can be recorded, via Microsoft Teams, Zoom, or any non-downloadable applications or platforms, with an LEP participant, customer, member, or employee requiring language interpretation.

2. The EDD prohibits any downloadable applications such as Boostlingo, Transifex, and the like.

3. The EDD will submit requests with a minimum of five (5) business days’ notice.

4. The Contractor shall confirm receipt of each service request and provide email confirmation of the scheduled VRI service no later than 24 hours from the date of request. Confirmation of scheduled VRI service includes interpreter name, email address, and telephone number.

5. In the event the original assigned interpreter becomes unavailable, the Contractor shall provide a replacement for the original scheduled date and time.

6. The Contractor shall charge only the total minutes used for each scheduled VRI session, calculated on a per-minute basis.

7. The Contractor agrees to accept cancellations made 24 hours before the event date without imposing additional charges.

ON-SITE, IN-PERSON INTERPRETING: Scheduled for all languages listed at a minimum, for 58 Counties in California In-person, on-site interpreting is a “face to face” interpretation, where the interpreter and all participants are in the same physical location.

The Contractor shall provide scheduled in-person interpreting services for all languages at a minimum listed in Exhibit A-2, Required Languages.

1. The Contractor shall provide scheduled in-person interpreting services Monday through Friday 8:00AM to 5:00PM and in rare instances weekends and holidays.

Requests for in-person interpretation on weekends and holidays will have no extra charge applied.

2. The Contractor shall provide in-person services for all languages at a minimum listed in Exhibit A-2, Required Languages, on all EDD locations California wide. EDD locations change frequently and the Contractor shall have interpreters available in all 58 counties in California.

3. The EDD will submit requests with a minimum of five (5) business days’ notice.

4. The Contractor shall send the EDD an email confirmation of scheduled in-person interpreting services no later than 24 hours from the date of request. Confirmation includes interpreter name, email address, and telephone number.

EXHIBIT A-1

5. In the event the original assigned interpreter becomes unavailable, the Contractor shall provide a replacement for the original scheduled date and time.

6. The Contractor and the EDD agree that in-person interpretation will be billed at a 1-hour minimum, then billable increments of actual time of services rendered in half hour increments.

7. When services are shorter than originally scheduled, billable increments of actual time of services rendered shall be submitted, with a minimum of 1 hours of services billed. The Contractor shall not charge additional fees, including travel or miscellaneous fees, beyond the agreed hourly rate.

8. The Contractor agrees to a 24-hour cancellation notice from the EDD with no charge.

D. Languages The Contractor shall provide over-the-phone, on-demand/real-time interpretation services, voice-over services, scheduled VRI, and in-person interpretation on the language requirements listed on Exhibit A-2, Required Languages, at a minimum.

E. The Contractor’s Business Qualifications Proof of legal right to do business in California.

1. The Contractor shall maintain a valid license to do business in the State of California, where applicable, throughout the term of this Contract.

2. The Contractor must certify that they are and will continue to meet all terms and conditions for operating a business in the city/county in which the business is headquartered.

3. The Contractors, which are corporations, regardless of where they are incorporated, shall submit a print-out from the California Secretary of State website which shows that their corporation is registered and is currently in good standing.

4. The Contractor shall be regularly and continuously engaged in the business of providing language interpretation and translation services for at least five (5) years.

5. The Contractor shall have a language proficiency certification, competency testing, or other verification procedure in place to verify competency as a condition of employment as an interpreter.

6. The Contractor shall possess all permits, licenses and professional credentials necessary to supply product and perform services.

7. The Contractor shall comply with all applicable civil rights and accessibility requirements, including compliance with Title VI, adherence to California language access laws, and full compliance with Americans with Disabilities Act (ADA) accessibility standards.

F. System Requirements:

1. The Contractor must provide a dedicated phone number specifically and exclusively for the EDD without pin numbers or codes.

2. The Contractor’s system upgrades, system updates, and system maintenance shall not affect the EDD’s simultaneous access to the telephonic, over the phone interpretation, on-demand real-time interpretation. There shall be no disruption of services at any time during the contract lifecycle.

EXHIBIT A-1

3. Any system upgrades or maintenance shall be communicated to the contract administrator at least 90 days prior to the upgrade date.

4. Any system upgrades or maintenance, planned or emergency, shall be done outside of the EDD’s core business hours of Monday through Friday, 8:00am to 5:00pm, to prevent downtime during peak business activity.

5. The Contractor shall not change the EDD’s dedicated phone number at any time during the duration of the Contract.

6. The Contractor shall not change the procedures for accessing the telephonic services that will affect interpretation connections during the contract period.

7. The Contractor shall not change training…