STATE OF CALIFORNIA GAVIN NEWSOM, Governor

DEPARTMENT OF INDUSTRIAL RELATIONS

Division of Administration – Contracts Unit 1515 Clay Street, Suite 301 Oakland, CA 94612

INVITATION FOR BID

Notice to Prospective Bidders IFB No. S26ODA001

August 4, 2026

You are invited to review and respond to this Invitation for Bid (IFB) No. S26ODA001, entitled, “Virtual and In Person Interpretation Services.” In submitting your bid, you must comply with the instructions found herein.

This IFB is published online in the California State Contracts Register (CSCR) at https://caleprocure.ca.gov/pages/index.aspx. To ensure receipt of any addenda that may be issued, interested parties are encouraged to register online at: https://caleprocure.ca.gov.

The Department of Industrial Relations (DIR) deadline for receipt of bids is August 24, 2026, no later than 10:00 am. All bids must be submitted via electronic mail. Faxed, hand delivered and mailed bids will not be accepted. Bids must be submitted no later than the date and time indicated under Section II. A. Key Action Dates. File size cannot exceed 50 Mega Bytes (MB).

The naming convention of the bid must be in the following format: “IFB S26ODA001 [insert vendor name] Bid.” Bids must be received on or before the date and time specified herein and the email addresses provided below:

EMAIL IFB Bids to:

Procurement@dir.ca.gov CC: mhartsfield@dir.ca.gov Cc: sfernandez@dir.ca.gov

You are advised that you are responsible for ensuring that your bid is received by the above listed contact person by the time and date required. Any bid reaching the contact person after the deadline date and time will be rejected.

In the opinion of the DIR, this IFB is complete and without need of explanation. However, if you have questions, notice any discrepancies or inconsistencies, or need any clarifying information, the contact person for this IFB is listed below. All questions must be submitted in accordance with the IFB instructions contained herein and sent via email directly to the below listed contact person and not through the Cal eProcure system.

Contact: Elizabeth Hartsfield Email: mhartsfield@dir.ca.gov CC: sfernandez@dir.ca.gov

We appreciate your interest in this solicitation and hope to receive a bid from you if this is within your area of expertise.

https://caleprocure.ca.gov/pages/index.aspx https://caleprocure.ca.gov/ mailto:Procurement@dir.ca.gov mailto:mhartsfield@dir.ca.gov mailto:sfernandez@dir.ca.gov mailto:mhartsfield@dir.ca.gov mailto:sfernandez@dir.ca.gov

Department of Industrial Relations

TABLE OF CONTENTS

SECTION

PAGE

I. SCOPE OF WORK

II. BID INSTRUCTIONS AND INFORMATION

A. IFB Key Action Dates B. Submission of Bid C. Bid Submission Withdrawal D. Bidder Responsibilities E. Minimum Bidder Qualifications F. General Requirements G. Bid Rejection H. Signature I. Bid Opening and Evaluation J. Disposition of Bids K. Selection and Award L. Standard Conditions of Service M. Socio-Economic and Preference Programs N. Darfur Contracting Act Certification O. Russian Sanctions N-6-22 Russia Sanctions P. Generative Artificial Intelligence

DRAFT STANDARD AGREEMENT

Standard Agreement (STD 213) Exhibit A – Scope of Work Exhibit B – Budget Detail and Payment Provisions Exhibit B, Attachment 1 – Contractor’s Cost Sheet Exhibit D – Special Terms and Conditions Exhibit E – Additional Provisions Exhibit F – Statement Regarding Confidentiality and Security of DIR Information .. 28

ATTACHMENTS

1. Required Attachment Checklist

2. Bid/Bidder Certification Sheet

3. Contractor’s Cost Sheet 4 Bidder References 5 Payee Data Record (STD 204)

6. Contractor Certification Clauses (CCC 04/2017)

7. Bidder Declaration (GSPD-05-105)

8. DVBE Bid Incentive Instructions

9. Darfur Contracting Act Certification

10. Detailed Response for Minimum Qualifications

11. Iran Contracting Act Certification

12. California Civil Rights Law Certification

I. SCOPE OF WORK

The Department of Industrial Relations (DIR) is dedicated to improving the health, safety, and economic well-being of over 18 million wage earners and helping their employers comply with state labor laws. DIR works to maximize the effectiveness of its programs, activities and services, increase public access and promote its services to the public, including workers and employers who have limited English proficiency. DIR is seeking a Contractor to provide as needed translation and interpretation services as well as virtual and telephonic interpretation.

The contract term shall be for twelve (12) months.

This contract will contain two (2) options to extend for an additional twelve (12) months each. It is at the discretion of DIR to exercise these options.

More detailed information can be found in the Draft Standard Agreement.

DIRs budget for this project is $1,642,000.00. Bids exceeding this amount may be deemed non-responsive and ineligible for award. The total contract amount(s) will be based on how many contracts are awarded as a result of this solicitation, with the contractor ranked #1 to receive a larger proportion of the available funds, followed by 2nd rank and then 3rd ranked contractors.

II. BID INSTRUCTIONS AND INFORMATION

This section contains instructions for the organization and timely submission of your bid.

It also contains the bid requirements and other important information crucial for submittal of a responsive and responsible bid. It is the responsibility of the bidder to carefully read and follow all bid requirements within this Invitation for Bid (IFB). Compliance with the IFB instructions is mandatory for your bid to be considered for award. Failure to comply with the IFB instructions will cause your bid to be deemed non-compliant and non-responsive, thus, ineligible for award.

Please read and carefully follow the instructions listed in the following sections. The instructions are separated by category, each with its own requirements and necessary information for submission of a timely and responsive bid. All requirements and specifications in the IFB must be responded to, and all requested data must be supplied for a bid to be considered responsive.

A. IFB Key Action Dates

Below is the tentative time schedule for this IFB. The DIR reserves the right to modify the IFB and/or change the date and time at its sole discretion, prior to the date fixed for submission of bids, by the issuance of an addendum to all parties who received a bid package.

1. DIR reserves the right to modify or cancel in whole or part, this solicitation.

2. Clarifications to solicitation will be given only in the form of addenda to all bidders.

Time Schedule Date Time

IFB Posted on Cal eProcure August 4, 2026 N/A Deadline for Submission of Written Questions August 12, 2026 3:00 PM

Responses to Questions Posted August 19, 2026 N/A

Bid Submission Due August 24, 2026 10:00 AM

Opening of Bids via Microsoft TEAMS

Opening of Bids via Microsoft TEAMS https://teams.microsoft.com/meet/27726117464 07?p=niMcp5QO7Lq18lwzpq Meeting ID: 277 261 174 640 7 Passcode: PY3s2Vx7

Dial in by phone +1 619-407-9860,,816742519#

August 25, 2026 10:00 AM

Posting of Intent to Award Notice (Notice is posted for five [5] business days)

August 26, 2026 N/A

Estimated Contract Start Date September 15, 2026 N/A

Written questions must be submitted via electronic mail by the date and time indicated in Section II.A., IFB Key Action Dates. All written questions received prior to the date indicated for the Written Questions Deadline will be answered in the form of an addendum and posted online at https://caleprocure.ca.gov. Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum to all parties/participants.

All questions or concerns related to the IFB must be directed electronically to:

Contracts and Procurement Branch

Contact: Elizabeth Hartsfield Email: mhartsfield@dir.ca.gov

B. Submission of Bid

1. All bids RECEIVED by DIR must be submitted electronically and sent to DIR by the date and time shown in the time schedule in Section II. A., “IFB Key Action Dates.”

https://teams.microsoft.com/meet/2772611746407?p=niMcp5QO7Lq18lwzpq https://teams.microsoft.com/meet/2772611746407?p=niMcp5QO7Lq18lwzpq https://caleprocure.ca.gov/

2. Time of delivery is of the essence and must be adhered to. Any bid received after the due date and time as outlined in the time schedule in Section II.A., “IFB Key Action Dates” will be rejected by DIR as not complying with a mandatory requirement of this

IFB.

3. Bids must be submitted no later than the date and time indicated under Section II. A.

Key Action Dates and file size cannot exceed 50 Mega Bytes (MB).

4. The naming convention of the bid must be in the following format: “IFB S26ODA001 [insert vendor name] Bid.”

5. Bids must be submitted to the following addresses:

Procurement@dir.ca.gov CC: mhartsfield@dir.ca.gov

6. Bids received after the date and time shown in Section II.A. “IFB Key Action Dates” will be rejected.

7. Bids are only accepted electronically. Bids received by fax, mail, or hand delivery will be rejected.

C. Bid Submission Withdrawal

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.

D. Bidder Responsibilities

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

2. 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 DIR. This includes, but is not limited to: delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds, any and all travel related expenses incurred in the performance of completing the bid for submittal; or for any other purpose unless expressly included and itemized in the bid solicitation.

3. Prior to submission of bid, bidder shall examine any specifications and instructions or other materials required and included in the bid package to ensure that they meet all the requirements stated in this IFB.

4. It is the bidder’s responsibility to promptly notify the DIR Contract Analyst identified in the solicitation by email, if the bidder believes that the solicitation is unfairly restrictive, contains errors or conflicting language, or needs clarification. Such notification must be submitted no later than 72 hours prior to bid opening date and time. All such mailto:Procurement@dir.ca.gov correspondence received after the 72-hour deadline will not be considered and will be deemed ineligible for review and/or response from DIR.

5. Bidder must complete and submit Contractor’s Cost Sheet, Attachment 3. Submission of this attachment is mandatory. Failure to fully complete and return attachment with your bid will cause your bid to be rejected and deemed non- responsive.

6. References must be provided using Bidder References Form, Attachment 4.

Submission of this attachment is mandatory. Failure to fully complete and return this attachment with your bid may cause your bid to be rejected and deemed non-responsive.

7. Bidder must complete and submit to DIR, the Payee Data Record (STD 204), Attachment 5, to determine if the selected bidder is subject to State income tax withholding, pursuant to California Revenue and Taxation Code, Section 18662.

Contract payment cannot be made unless a completed STD 204 has been returned to

DIR.

8. Bidder is responsible for reviewing, reading, understanding, and complying in full with the State’s current General Terms and Conditions along with the Contractor Certification Clauses (CCCs) at Standard Contract Language. The bidder must sign and return CCCs, Attachment 6.

9. Bidder must sign and submit to DIR, the California Civil Rights Laws Certification, Attachment 12.

10. The bidder must be an individual or firm licensed to do business in California and shall obtain at his/her expense all license(s) and permit(s) required by law for accomplishing any work required in connection with this Agreement.

11. The bidder must own and operate a legitimate business. If required by law, the bidder must be registered and in good standing with the California Secretary of State. All businesses that are required to be registered with the Secretary of State must be registered and evidence of registration shall be submitted with bid.

12. In the event that any license(s) and/or permit(s) expire at any time during the term of this agreement, bidder agrees to provide agency a copy of the renewed license(s) and/or permit(s) within 30 days following the expiration date. In the event the bidder fails to keep in effect at all times all required license(s) and permit(s), the State may, in addition to any other remedies it may have, terminate this Agreement upon occurrence of such event.

E. Minimum Bidder Qualifications

The bidder must provide a detailed response, outlining information as to how the bidder meets each of the minimum qualifications listed below. The bidder must provide their detailed response on Attachment 10, Detailed Response for Minimum Qualifications. Bids that do not meet the minimum qualifications may be determined non-responsive and ineligible for award.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=GTC

1. Bidder must be located in California.

2. Bidder must have a minimum of three (3) years’ experience providing interpretation services and must be capable of providing both remote and in-person interpretation services. For purposes of this requirement, one year of experience equals twelve (12) months of providing interpretation services. Experience may be accumulated across multiple contracts and need not be continuous. .

3. Bidder must have at least one year prior experience with government agencies providing interpretation services. For purposes of this requirement, one year of experience equals twelve (12) months of providing interpretation services.

F. General Requirements

1. Insurance Requirements

It is the bidder’s responsibility to provide insurance and endorsements as described in the Draft Standard Agreement, Exhibit D, Special Terms and Conditions, if selected for award.

2. Subcontracts/Subcontractors

If subcontractors are to be used, the bidder must include the description of each person or firm and the work to be done by each subcontractor in Attachment 7, Bidder Declaration. Subcontractors, if any must be identified and their qualifications.

G. Bid Rejection

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

2. Bids must be completed in all respects as required by the IFB. Each bid will be checked in detail to determine its compliance to the IFB requirements. A bid will be rejected if it is conditional or incomplete, or if it contains any alterations of forms or other irregularities of any kind. If a bid fails to meet any IFB requirements, DIR will determine if the deviation is material; a material deviation will cause rejection of the bid. The State may waive any immaterial deviation in a bid. A non-material deviation (errors in mathematical computation, spelling, etc.) will be examined to determine when the deviation is acceptable. If accepted, the bid will be processed as if no deviation had occurred. The State's waiver of immaterial defect shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements, if awarded the agreement. A bid must be rejected if any such defect or irregularity constitutes a material deviation from the IFB requirements.

3. DIR reserves the right to reject any or all bids. The agency is not required to award an agreement. All bids may be rejected whenever the agency determines that the cost is not reasonable, the cost exceeds the amount estimated, or otherwise in the best interest of the State.

4. Bids that contain false or misleading statements, or which provide references which do not support an attribute or condition claimed by the bidder, will be rejected. If, in the opinion of the State, such information was intended to mislead the State in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this IFB, it will be the basis for rejection of the bid.

5. Bids received past the date and time specified in the table in Section II.A., “IFB Key Action Dates,” will be deemed non-responsive and rejected. Under no circumstances will any bids be accepted past the date and time stated in the table. All such bids received past the date and time will not be accepted.

H. Signature

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

2. All documents requiring a signature must bear an original or electronic signature of a person authorized to bind the bidding firm and must be duly authorized to sign the contract/agreement if awarded the bid.

I. Bid Opening and Evaluation

1. The bids will be publicly opened and read promptly at the time and place indicated in the IFB, as stated in the table in Section II.A., “IFB Key Action Dates.”

2. Submission of a bid by a bidder constitutes an irrevocable offer for a period of at least 90 days following the scheduled date for contract award and execution, unless withdraw prior to the Bid Submission Due date.

3. DIR will put each bid through an administrative evaluation process pursuant to the published requirements to determine the bidder’s responsiveness to the IFB.

J. Disposition of Bids

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

K. Selection and Award

1. DIR intends to award three contracts to multiple contractors by rank. Award of the Primary Contract, if made, shall be to the lowest responsive, responsible Bidder. Award of the Secondary Contract, if made, shall be to the second lowest responsive, responsible Bidder. Award of the Tertiary Contract, if made, shall be to the third lowest responsive, responsible Bidder. In the event of a tie bid, the tiebreaker will be decided using a coin toss. Such event will be observed by witnesses and the affected bidders will be invited to attend.

2. Notice of the proposed award shall be posted on Cal eProcure at https://caleprocure.ca.gov/pages/index.aspx for five (5) business days prior to awarding the Agreement.

3. Whenever a contract is awarded under a procedure which provides for competitive bidding, but the contract is not to be awarded to the low bidder for the specific contract award, the low bidder shall be notified by email five (5) working days prior to the award of the contract.

4. Prior to award of the contract, bidders may protest the proposed award(s) by filing a notice of protest with DIR and the Department of General Services (DGS), Office of Legal Services (OLS) on the basis that they are the lowest responsible bidder meeting the specifications for the contract.

5. Protest notices should contain full contact information, including an email address, and the IFB number, and must be filed with:

Contracts and Procurement Branch Attention: Manager 1416 9th Street, 13th Floor Sacramento, CA 95814

Procurement@dir.ca.gov

Department of General Services Office of Legal Services Attention: Bid Protest Coordinator 707 Third Street, 7th Floor, Suite 7-330 West Sacramento, CA 95605 OLSProtests@dgs.ca.gov

6. Within five (5) calendar days after filing the notice of protest, the protesting Bidder shall file with DGS, OLS and DIR a detailed written statement specifying the grounds for the protest.

7. The Agreement(s) shall not be awarded until either the protest has been withdrawn, or the State has decided the matter.

8. Proposed contractor will receive the contract with all necessary terms and conditions and exhibits/attachments. Proposed contractor should carefully read the entire contract and be sure to sign contract and all required documents.

9. Such award, if made, will be made within sixty (60) days after opening of bids, if not sooner. Contract shall be signed by bidder and returned within ten (10) working days of receipt. If lowest responsive, responsible bidder refuses or fails to execute the contract, DIR may award the contract to the next lowest responsive, responsible bidder.

L. Standard Conditions of Service

1. Services shall be available on the express date set by the awarding agency and the Contractor, after all approvals have been obtained and the agreement is fully executed.

Should the Contractor fail to commence work at the agreed upon time, the awarding agency, upon five (5) days written notice to the Contractor, reserves the right to terminate the agreement. In addition, the Contractor shall be liable to the State for the https://caleprocure.ca.gov/pages/index.aspx mailto:Procurement@dir.ca.gov mailto:OLSProtests@dgs.ca.gov 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. The State does not accept alternate contract language from a prospective contractor. A bid with such language may be considered a counter proposal and may be rejected. The State’s General Terms and Conditions (GTC) and Contractor Certification Clauses (CCC) are not negotiable. The GTC and CCCs are included in the sample agreement attached to this package and may also be viewed at the Internet site: Standard Contract Language under Standard Contract Language.

4. The State does not negotiate rates and/or costs listed on any bid submitted.

5. No oral understanding or agreement shall be binding on either party. Any changes or alterations to the contract/agreement must be in writing and approved by both parties and/or Department of General Services’ Office of Legal Services, if required.

M. Socio-Economic and Preference Programs

1. Disabled Veteran Business Enterprise (DVBE) Incentive (Optional)

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 with DVBE(s), it may be eligible to receive an incentive provided that the DVBE provides a commercially useful function as defined in California Military Code Section 999(i) and California Code of Regulations, Title 2, Section 1896.71. For evaluation purposes only, the State shall apply an incentive to bids that propose California certified DVBE participation as identified on the Bidder Declaration (GSPD-05-105), Attachment 7, and confirmed by the State.

The incentive amount varies in conjunction with the percentage of DVBE participation in accordance with the “California Disabled Veteran Business Enterprise (DVBE) Bid Incentive Instructions,” Attachment 8.

Bidders claiming the DVBE incentive must complete and return the Disabled Veteran Business Enterprise Declarations form (STD 843) found at:

http://www.documents.dgs.ca.gov/pd/poliproc/STD-843FillPrintFields.pdf.

2. Small Business (SB) or Microbusiness (MB) Preference (Optional)

If bidder is claiming the 5 % certified SB or MB preference or is committing to subcontract 25 % or more of their net bid price to one or more Certified SBs or MBs, complete Bidder Declaration (GSPD-05-105), Attachment 7, and attach a copy of the certification.

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=GTC https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language?search=GTC http://www.documents.dgs.ca.gov/pd/poliproc/STD-843FillPrintFields.pdf

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 email: OSDSHelp@dgs.ca.gov. For the 24-Hour Recording & Mail Request call (916) 322-5060.

SB or MB bidders or bidders using the non-SB preference shall be granted a preference consisting of 5 % of the bid price of the lowest responsive bidder that is not a SB.

3. Target Area Contract Preference Act (TACPA)

The TACPA preference will be granted for this solicitation. Bidders wishing to take advantage of this preference will need to review the following website and submit the appropriate response with their Proposal:

https://www.documents.dgs.ca.gov/pd/poliproc/tacpapage.pdf.

Bidders seeking to obtain a TACPA preference must complete and submit the TACPA Preference Request, STD. 830, and DGS/PD 526 with their Bid. The STD. 830 and DGS/PD 526 are available to download at the link provided above.

N. Darfur Contracting Act Certification (Mandatory Submittal)

Public Contract Code Sections 10475-10481 applies to any company that currently or within the previous three years has conducted business activities or other operations outside of the United States. For any contractor that submits a bid or proposal, the contractor must certify that it is either 1) not a scrutinized company; or 2) a scrutinized company that has been granted permission by the Department of General Services. This form must be completed and submitted with your bid. See Darfur Contracting Act Certification, Attachment 9.

O. Russian Sanctions 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.

P. Generative Artificial Intelligence (GenAI)

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

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

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

4986.2 Definitions for GenAI.

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

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

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

Q. Iran Contracting Act Certification

Public Contract Code Sections 2202-2208 applies to any company that is submitting a bid for a contract for goods or services of $1,000,000 or more. See Iran Contracting Act Certification, Attachment 11

DRAFT STANDARD AGREEMENT

EXHIBIT A

SCOPE OF WORK

A. PURPOSE

The Department of Industrial Relations (DIR) is dedicated to improving the health, safety, and economic well-being of over 18 million wage earners and helping their employers comply with state labor laws. DIR works to maximize the effectiveness of its programs, activities and services, increase public access and promote its services to the public, including workers and employers who have limited English proficiency.

The Contractor shall provide court interpretation services by interpreters registered with the California Judicial Council, including Certified Spoken Language Court Interpreters and Registered Spoken Language Court Interpreters. For assignments that do not require court certification, the Contractor shall provide Qualified Interpreters, as appropriate to the language required for the assignment.

The Contractor shall furnish all labor, materials, equipment, supplies, travel, and incidental costs necessary to provide in-person and remote interpretation services for DIR offices statewide, on an as-needed basis.

The Contractor shall also be responsible for providing up to seventy-five (75) working headsets per meeting, when required.

Services shall be made available in multiple languages, including, but is not limited to:

• Arabic

• Armenian

• Bengali

• Burmese

• Chinese (Cantonese)

• Chinese (Mandarin)

• Dari (Afghan Persian)

• Farsi

• French

• Haitian Creole

• Hindi

• Hmong

• Hungarian

• Indonesian

• Japanese

• Khmer (Cambodian)

• Korean

• Lithuanian

• Malayalam

• Marshallese

• Mongolian

• Nepali

• Polish

• Portuguese

• Punjabi

• Russian

• Spanish

• Swahili

• Tagalog

• Tamil

• Thai

• Tigrinya

• Turkish

• Ukrainian

• Urdu

• Vietnamese

B. SCOPE OF WORK

1. Contractor will provide these services as the (Primary, Secondary or Tertiary) contractor statewide. DIR does not guarantee any minimum amount of work under this contract.

2. Contractor shall provide virtual and in-person spoken language interpretation services, including simultaneous and consecutive interpretation, on an as-needed basis, in languages requested by the DIR, for official DIR business, including but not limited to advisory committee meetings, board meetings, conferences, court hearings, depositions, administrative hearings, mediations, settlement conferences, discovery proceedings, investigations, and related events.

3. Reporting: Contractor shall provide monthly reports to DIR detailing the cumulative totals of services provided, the languages interpreted, the dollar amounts billed to date, and any cancellation fees incurred by reporting division. Reports shall be submitted in a format previously approved by DIR and within any deadlines specified by DIR.

C. REQUIRED CERTIFICATIONS

The following certifications will be required:

1. California Certified Court Interpreter

Certification as a “Certified Court Interpreter” under the rules and processes of the California Judicial Council is required for all languages for which the Judicial Council currently offers certification. Currently, these languages are: Arabic; Armenian (Eastern);

Cantonese; Farsi; Korean; Mandarin; Portuguese; Punjabi; Russian; Spanish; Tagalog;

and Vietnamese.

2. California Registered Court Interpreter

Qualification and registration as a “registered court interpreter” under the rules and processes of the California Judicial Council is required for all other languages (i.e., for languages for which the Judicial Council currently does not offer certification).

3. Qualified Interpreter

Qualified interpreters are bilingual individuals who speak at least two (2) languages fluently and are able to accurately interpret between those languages. Qualified interpreters have received training in interpretation but are not certified or formally tested by a recognized entity.

D. INTERPRETATION SERVICES

1. Contractor will provide the following interpretation services:

A. Interpretation services shall be provided onsite, in-person or virtually at various locations throughout California. Many of DIR’s in person requests will require simultaneous services. Contractor will be required to obtain name of employee, location, and contact information.

B. Contractor shall provide interpretation services on an as-needed basis as specified by DIR.

C. Interpreter(s) must arrive at least 15 minutes before the start of each in person meeting. If the meeting is virtual, interpreters should log-in 15 minutes before the start time to ensure connectivity, sound and video checks are completed. Camera is required to be turned on.

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

Paraphrasing the original speaker will not be allowed.

E. Interpreters should be in an appropriate stationary setting not walking or in a vehicle, for providing services such as noise-free environment that will not disrupt a hearing, professional background image and interruption free environment.

F. When a Court Certified interpreter is requested, Contractor shall provide interpreter(s) that is/are registered with the California Judicial Council in the language appropriate for the service(s) to be performed.

G. Interpreter(s) shall be compensated the applicable Interpretation rates as specified in

Exhibit B, Attachment 1, Contractor’s Cost Sheet.

E. COORDINATION AND STAFFING

1. As work becomes available, services will be offered to the first ranked contractor. If that contractor is unable to provide the services or does not respond to DIR within one business day, that work will then be offered to the second – ranked contractor. If the second-ranked contractor is unable to provide the services or does not respond to DIR within one business day, that work will then be offered to the third- ranked contractor as necessary. Failure of an awarded contractor to respond and confirm availability within one business day to a DIR request for service shall result in DIR requesting services from the next ranked contractor until DIR service needs are met. All work must be directed to 1st rank contractor, before moving to 2nd ranked, and then 3rd ranked contractor..

2. Contractor will provide court certified and/or qualified interpreters. A qualified interpreter shall have three (3) or more years of experience, as requested by DIR. For court certified interpreters, contractors interpreter(s) must be prepared to provide proof of California Judicial Council registration , if requested.

3. The service will generally be provided during standard hours. DIR working hours from 8:00 am to 5:00 PM (PST), Monday through Friday, however, hours and service may vary by location to include evenings and weekends, excluding state holidays unless otherwise stated in the request for service. In rare circumstances, services or public meetings may be required one to three (1-3) hours past 5:00 p.m. and on weekends. Overtime shall be pre-approved by the DIR Contract Manager or designee. Overtime will be paid for actual work performed in excess of eight hours daily at the rate of 1.5 times the contractor rate in Exhibit B, Contractor’s Rate Sheet.

4. DIR does not pay for mileage and/or parking incurred by assigned interpreter. Interpreter is responsible for making his/her own travel arrangements to all meetings.

5. Interpreters will be paid in accordance with Exhibit B, Contractor’s Cost Sheet in adherence to minimum hourly requirements for specific language. DIR will pay a minimum of two and a half (2.5) hours for interpretation services. Additional time after the hourly minimum shall be billed in fifteen (15) minute increments of the hourly rate.

6. The billing time will continue until released by DIR, and it will reset for any non-consecutive hearings/meetings held at a later time in the day. An interpreter will remain virtual or onsite at a hearing/meeting location until released by the DIR personnel.

7. The Contractor is responsible for the monitoring and total value of the awarded contract and any associated purchase orders. If the Contractor provides services after the contracted amount has been fully expended, resulting in charges that exceed the agreed-upon amount, DIR will not be responsible for payment of those services.

8. All other special circumstances will be reviewed on a case-by-case basis and will require approval by the DIR Contract Manager or designee.

F. CANCELLATION POLICY

1. Contractor will provide the following for cancellation:

A. Cancellation made at least twenty-four (24) consecutive hours, measured from the scheduled start time and including weekends and holidays, prior to the scheduled hearing or conference shall incur no cancellation fee.

B. DIR will pay for two and a half (2.5) hours of services for requests cancelled less than 24 hours before the scheduled hearing or conference start time. Contractor should provide the proper contact and procedures for cancellation so that requestors can route the cancellation notice appropriately.

C. If contractor shows up at a scheduled hearing/meeting/conference and one of the following occurs:

1. If either party is a ‘No Show’ and/or the hearing/meeting/conference is cancelled at the last minute, the interpreter will be paid for two and a half (2.5) hours of services .

2. If the interpreter is a 'No Show’, no fee will be paid, and we will request that the interpreter be removed from future bookings. Contractor should provide proper contact and procedure on how to report a ‘no show’ interpreter so that we can track appropriately.

3. If the interpreter is late and the hearing/meeting/conference was rescheduled due to the delay, no fee will be paid.

G. NORMAL BUSINESS HOURS

DIR standard business hours are 8:00 a.m. to 5:00 p.m. (PST), Monday through Friday, however, hours may vary by location to include evenings and weekend or otherwise specified.

Excluded are State of California holidays, as per the California Department of Human Resources.

H. CONTRACT REPRESENTATIVES

The Contract Managers during the term of this Agreement shall be:

Agency: Department of Industrial Relations Contractor: To Be Inserted Upon Award Division: To Be Inserted Upon Award Section: To Be Inserted Upon Award Attention: To Be Inserted Upon Award Attention: To Be Inserted Upon Award Address: To Be Inserted Upon Award

Address: To Be Inserted Upon Award

Phone: To Be Inserted Upon Award Phone: To Be Inserted Upon Award Email: To Be Inserted Upon Award Email: To Be Inserted Upon Award

Direct all questions to the Contract Manager. Contract representative may be changed without amendment upon written notification to the other party.

EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

A. INVOICING AND PAYMENT

1. For services satisfactorily rendered and upon receipt and approval of the invoice the State agrees to compensate the Contractor for actual expenditures incurred in accordance with Exhibit A, Scope of Work and Exhibit B, Attachment 1 – Contractor’s Cost Sheet, which is attached hereto and made a part of this Agreement.

2. Contractor shall submit one (1) original and one (1) copy of each invoice. Invoices must include the Agreement Number and must be submitted monthly in arrears to:

[To Be Included Upon Award]

3. Invoices shall include

a. Contractor’s Name

b. Contractor’s Address

c. Agreement Number

d. Date of Invoice

e. Date the request was received

f. Date(s) of scheduled service

g. Date and time cancellation notice received, if applicable

h. Language provided

i. Name of interpreter/translator who provided services

j. Type of service provided

k. Applicable rate

l. Total dollar amount of invoice

B. BUDGET CONTINGENCY CLAUSE

1. 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.

2. 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.

C. PROMPT PAYMENT CLAUSE

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

D. TRAVEL AND PER DIEM

There shall be no reimbursement for travel or per diem.

EXHIBIT B, ATTACHMENT 1

CONTRACTOR’S COST SHEET

(Contractor’s Cost Sheet submitted with bid will be included in the final contract)

EXHIBIT D

SPECIAL TERMS AND CONDITIONS

A. EXCISE TAX

The State of California is exempt from federal excise taxes, and no payment will be made for any taxes levied on employees’ wages. The State will pay for any applicable State of California, local sales, or use taxes on the services rendered or equipment or parts supplied pursuant to this Agreement. California may pay any applicable sales and use tax imposed by another state.

B. SETTLEMENT OF DISPUTES

1. In the event of a dispute, Contractor shall file a “Notice of Dispute” with DIR within ten

(10) days of discovery of the problem. Within ten (10) days, the DIR shall meet with the Contractor and Project Manager for purposes of resolving the dispute.

2. Any dispute concerning a question of fact arising under the terms of this Agreement which is not disposed of within a reasonable period of time by Contractor and State employees normally responsible for the administration of this Agreement shall be brought to the attention of the DIR Director or designated representative for resolution.

The decision of the DIR Director or designated representative shall be final.

3. In the event of a dispute, the language contained within this Agreement shall prevail over any other language.

4. The existence of a dispute not fully resolved shall not delay Contractor to continue with the responsibilities under this Agreement which is not affected by the dispute.

C. POTENTIAL SUBCONTRACTORS

Nothing contained in this Agreement or otherwise, shall create any contractual relation between the State and any subcontractors, and no subcontract shall relieve the Contractor of his responsibilities and obligations hereunder. The Contractor agrees to be responsible to the State for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them as it is for the acts and omissions of persons directly employed by the Contractor. The Contractor’s obligation to pay its subcontractors is an independent obligation from the State’s obligation to make payments to the Contractor. As a result, the State shall have no obligation to pay or to enforce the payment of any moneys to any subcontractor.

D. STOP WORK ORDER

State reserves the right to issue an order to stop work in the event that a dispute should arise, or in the event that State gives Contractor a notice that the Agreement will be terminated. The stop work order will be in effect until the dispute has been resolved or the Agreement has been terminated.

E. TERMINATION

1. In addition to the rights under Exhibit C of the Standard Agreement, State reserves the right to terminate this Agreement in whole or in part at its sole discretion at any time upon thirty (30) days prior written notice to Contractor.

2. After receipt of a Notice of Termination, and except as directed by the State, the

Contractor shall immediately stop work, regardless of any delay in determining or adjusting any amounts due under this clause.

3. In the case of early termination, Contractor must submit one (1) original and one (1) copy of a final invoice within 30 calendar days upon date of written notice. The final invoice shall cover all unpaid services to termination date, following the invoice requirements of this Agreement. Final invoice shall be submitted to the address listed on Exhibit B, Budget Detail and Payment Provisions.

4. Upon receipt of the final invoice, a final payment will be made to Contractor. This payment shall be for all State-approved costs that in the opinion of State are justified, and shall include (including all non-cancellable commitments) to termination date at the rates set forth in the contract.

F. AMENDMENTS

1. No amendment or variation of the terms of this Agreement shall be valid unless made in writing, signed by the parties, and approved as required. No oral understanding or agreement not incorporated in this Agreement is binding on any of the parties.

2. DIR reserves the right to amend this Agreement through a formal written amendment, signed by the parties, for additional time and/or funding.

3. This contract contains two twelve (12) month options to extend. If this contract is extended, it will be at the same rates provided in the Contractor’s Cost Sheet.. It is at the discretion of DIR to exercise this option.

G. INSURANCE REQUIREMENTS

1. Commercial General Liability

Contractor must furnish to the State a certificate of insurance to remain in effect at all times during the term of this Agreement. Contractor shall maintain general liability on an occurrence form with limits not less than $1,000,000 per occurrence for bodily injury and property damage liability combined with a $2,000,000 annual policy aggregate. The policy must include coverage for liabilities arising out of premises operations, independent contractors, products, completed operations, personal & advertising injury, and liability assumed under an insured contract. This insurance shall apply separately to each insured against whom claim is made or suit is brought subject to the Contractor’s limit of liability. The policy must include:

Department of Industrial Relations, State of California, its officers, agents, and employees are included as additional insured, but only with respect to work performed under this Agreement.

This endorsement must be supplied under a form acceptable to the Office of Risk and Insurance Management.

In the case of Contractor’s utilization of subcontractors to complete the contracted scope of work, Contractors shall include all subcontractors as insured under Contractor’s insurance or supply evidence of insurance to the State equal to policies, coverage and limits required of Contractor.

2. Automobile Liability times during the term of this Agreement. Contractor shall maintain motor vehicle liability with limits not less than $1,000,000 combined single limit per accident. Such insurance shall cover liability arising out of a motor vehicle including owned, hired and non-owned motor vehicles. The policy must include:

Department of Industrial Relations, State of California, its officers, agents, and employees are included as additional insured, but only with respect to work performed under this Agreement.

3. Workers’ Compensation and Employers’ Liability times during the term of this Agreement. Contractor shall maintain statutory workers’ compensation and employers’ liability for all its employees who will be engaged in the performance of the Agreement. Employers’ liability limits of $1,000,000 are required. The policy must include:

When work is performed on State owned or controlled property the Workers’ Compensation policy shall contain a waiver of subrogation in favor of the State.

The waiver of subrogation endorsement shall be provided.

4. General Provisions Applying to all Policies

a. Coverage Term: Coverage needs to be in force for the complete term of the

Agreement. If insurance expires during the term of the Agreement, a new certificate must be received by the State at least ten (10) days prior to the expiration of this insurance. Any new insurance must still comply with the original terms of the Agreement. The Contractor agrees to provide a new certificate of insurance via email to:

procurement@dir.ca.gov Subject Line: S26ODA001 – Insurance Certificate

b. Policy Cancellation or Termination and Notice of Non-Renewal: Contractor shall provide to the State within five (5) business days following receipt by Contractor a mailto:procurement@dir.ca.gov copy of any cancellation or non-renewal of insurance required by this Agreement.

In the event Contractor fails to keep in effect at all times the specified insurance coverage, the State may, in addition to any other remedies it may have, terminate this Agreement upon the occurrence of such event, subject to the provisions of this Agreement.

c. Deductible: Contractor is responsible for any deductible or self-insured retention contained within their insurance program.

d. Primary Clause: Any required insurance contained in the Agreement shall be primary, and not excess or contributory to any other insurance carried by the State.

e. Insurance Carrier Required Rating: All insurance companies must carry a rating acceptable to the Office of Risk and Insurance Management. If the Contractor is self-insured for a portion or all of its insurance, review of financial information including a letter of credit may be required.

f. Endorsements: Any required endorsement must be physically attached to all requested certificates of insurance and not substituted by referring to such coverage on the certificate of insurance.

g. Inadequate Insurance: Inadequate or lack of insurance does not negate the

Contractor’s obligations under the Agreement.

H. FORCE MAJEURE

Except for defaults of subcontractors, neither DIR nor the Contractor must be liable for or deemed to be in default for any delay or failure in…