SIB02-26.pdf

Small Business (SB) Option

ScholarShare Investment Board

Contract No. SIB02-26

Translation, Language Interpretation, and Design Services

RE-RELEASE

NOTICE TO PROSPECTIVE BIDDERS

YOUR COMPANY MUST BE CERTIFIED AS A SMALL BUSINESS OR MICROBUSINESS

THROUGH THE CALIFORNIA DEPARTMENT OF GENERAL SERVICES IN ORDER TO

SUBMIT A BID TO PROVIDE THESE SERVICES.

Get Certified: https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

October 6, 2026

The ScholarShare Investment Board (“SIB” or “Board”) is seeking quotes from California certified small or micro businesses for Translation, Language Interpretation, and Design Services for the California Kids Investment and Development Savings Program (“CalKIDS”) and other agency needs.

All bids submitted to perform these services must explain the experience and qualifications of the bidder, including languages available for translation, language interpretation, the ability to translate and interpret financial and legal language, and the ability to redesign documents in Adobe InDesign. Failure to provide all of the requested information, or deviation from the required format, will result in disqualification. The Board reserves the right to reject any or all bids.

Bids for these services must comply with all instructions included in the solicitation. Attached is a proposed sample contract that will be the result of this solicitation. It includes the Std. 213 Agreement and other standard contract provisions to which the selected Contractor will be bound. The agreement that will be entered into with the ScholarShare Investment Board (SIB) will include by reference the General Terms and Conditions and Contractor Certification Clauses which may be viewed and downloaded online at https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources- List-Folder/Standard-Contract-Language. The General Terms and Conditions and all Exhibits that are a part of the sample Std. 213 Agreement are not negotiable. By submitting a bid, your company agrees to the terms and conditions stated in this solicitation.

SCHOLARSHARE INVESTMENT BOARD

915 Capitol Mall, Suite 141 Sacramento, CA 95814 p (916) 651-6380 scholarshare@treasurer.ca.gov www.treasurer.ca.gov/scholarshare

MEMBERS

FIONA MA, CPA, CHAIR

State Treasurer

JOE STEPHENSHAW

Director of Finance

BROOKS ALLEN

Executive Director

State Board of Education

CUCA ACOSTA

Senate Rules Committee

Appointee

CATALINA CIFUENTES

Governor Appointee

CA Student Aid Commission

JOSE FIERRO

Speaker Appointee

AMY TONG

Governor Appointee

Member at Large

EXECUTIVE DIRECTOR

Cassandra DiBenedetto https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language http://www.treasurer.ca.gov/scholarshare mailto:zagullana@treasurer.ca.gov mailto:zagullana@treasurer.ca.gov mailto:zagullana@treasurer.ca.gov

Agreement No. SIB02-26

A. SCOPE OF WORK

A. Translation Services On an as-needed basis, the Board will send forms, webpages, logos, slogans, guides, notifications, outreach and promotional materials, scripts for informational or training videos, and other informational and technical documents, as required, to the Contractor for translation into one or more of the following languages:

• Arabic

• Armenian

• Chinese

• Farsi

• French

• German

• Hindi

• Hmong

• Japanese

• Khmer

• Korean

• Lao

• Mien

• Portuguese

• Punjabi

• Russian

• Spanish

• Tagalog

• Thai

• Ukrainian

• Vietnamese

The number of words per item can vary from approximately 100 words to more than 1,000 words. Contractor shall provide certification of accuracy for each translation. Not all items will be translated into each language. Document translation would generally be expected within a two-week window.

To the extent possible, Contractor shall provide translations at reading-levels best aligned with intended audience. Contractor and SIB shall coordinate with SIB prior to project execution to determine intended audience per project.

B. Language Interpretation Services On an as-needed basis, the Contractor will respond to requests for language interpretation services for SIB into one or more of the following languages:

• Arabic

• Armenian

• Chinese

• Farsi

• French

• German

• Hindi

• Hmong

• Japanese

• Khmer

• Korean

• Lao

• Mien

• Portuguese

• Punjabi

• Russian

• Spanish

• Tagalog

• Thai

• Ukrainian

• Vietnamese

• American Sign Language

Upon request by SIB, Contractor shall provide live language interpretation services for in-person or virtual events (on Zoom, see Zoom system requirements at https://support.zoom.us/hc/en-us/articles/201362023-Zoom-system-requirements- Windows-macOS-Linux, or other designated remote platforms such as Microsoft Teams), which may include, but not limited to, Board meetings, webinars, presentations, speaking engagements, or other events as determined by SIB.

At the time of contract execution, SIB’s supported desktop client versions are as follows:

• Windows: Version 7.1.5 (43453)

• macOS: Version 7.1.5 (43453)

• Linux: Version 7.1.5 (43453)

• Microsoft Teams: Version 26183.1903.4892.4448)

Contractor shall use approved materials from the Board to provide live language interpretation services. This includes materials for in-person and virtual events such as PowerPoint presentations. These materials will be provided to Contractor in advance on a mutually agreed upon schedule between SIB and the Contractor. Contract shall provide language interpretation fluently.

Contractor shall attend in-person or virtual events as needed with event details, including date, time, and location, being provided in advance. At this time, SIB does not anticipate travel for in-person events, however, if travel becomes necessary, SIB does not expect it to occur more than twice within a 12-month period.

C. Design Services Some language translations will require that documents be redesigned in Adobe InDesign, or another format, to appropriately present the translated language. This design work shall be performed by Contractor and billed at an hourly rate, in addition to the translation work.

SIB staff will submit translation requests to the Contractor via email. Upon receiving a written request, the Contractor will translate the specified item(s) into the required language(s), complete any associated design work, and return the finalized materials in the same format in which they were originally provided. Contractor shall ensure that all https://support.zoom.us/hc/en-us/articles/201362023-Zoom-system-requirements-Windows-macOS-Linux translated materials incorporate culturally and contextually appropriate imagery as necessary. Culturally and contextually appropriate imagery includes ensuring the Contractor best aligns the imagery to the population served by the translated materials.

Contractor shall avoid the use of imagery created by artificial intelligence to the extent mutually agreeable with the SIB. Contractor shall provide licensure of photographs to the SIB for the SIB’s future use. Contractor shall coordinate with the SIB to deliver products in either final form or editable versions. Contractor shall provide certification of accuracy for each translation. Turnaround time varies and is determined at the time of the request for translation. Normal turnaround time expected would be two weeks.

D. Location and Travel

Contractor must maintain an office located in California during the entire term of the Agreement. Travel costs are capped at $5,000 per year. This amount may not be modified.

The rates for travel costs shall be set in accordance with the California Department of Human Resources (CalHR) rates for comparable classes and no travel outside the State of California shall be reimbursed unless prior written authorization is obtained from SIB.

E. Term of Agreement

The term of this Agreement will be January 1, 2027 through December 31, 2028 with a maximum amount of $50,000.00. At the option of the State, the Agreement may be extended for one additional year and up to an additional $25,000.00. The Agreement, is subject to the approval of SIB and, in no event shall services be performed prior to the approval of the agreement by SIB. The quoted rates shall remain the same throughout the entire term of the agreement.

B. MINIMUM QUALIFICATIONS FOR PROPOSERS

1. Contractor must have a minimum of three (3) years of documented experience providing professional translation and/or interpretation services to government agencies, public-sector entities, courts, healthcare organizations, or comparable institutions.

2. Contractor must demonstrate successful completion of at least three (3) projects of similar scope and complexity within the past five (5) years. The Contractor shall provide clear, detailed examples of these projects as part of its submission.

3. Must be qualified to do business in the State of California. Firm must also be able to provide evidence of qualification (e.g., registration with the California Secretary of State) to do business in the State of California, including qualification of any subcontractors, upon proposal submission for this solicitation.

C. COMMERCIALLY USEFUL FUNCTION (CUF) (Government Code 14837)

A certified small business/micro-business vendor must meet commercially useful function requirements under Government Code section 14837(d)(4). The selected Contractor must perform a “commercially useful function” relevant to this contract. The term “small business/micro-business contractor” means any person or entity that satisfies the ownership (or management) and control requirements in accordance with Government Code Section 14837(d)(4) and provides services or goods that contribute to the fulfillment of the contract requirements by performing a commercially useful function. A person or an entity is deemed to perform a “commercially useful function” if that person or entity does all of the following:

• Is responsible for the execution of a distinct element of the work of the contract

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

• Performs work that is normal for its business services and functions

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

A contractor will not be considered to perform a commercially useful function if the contractor’s role is limited to that of an extra participant in order to obtain the appearance of small business participation.

In responding to this solicitation, you are confirming that, under CCR 1896.15, your business provides goods and/or services that meet the definition of “commercially useful function.” All bidders are required to provide CUF documentation using the State’s Bidder Declaration (GSPD 05-105), and Commercially Useful Function (CUF) Evaluation, included in this solicitation. When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract. Any bidder awarded a contract is contractually obligated to use the subcontractor for the corresponding work defined unless the State agrees to a substitution. The Commercially Useful Function (CUF) Evaluation must be completed by any certified SB, MB, and/or DVBE performing any element of the work in the proposed contract.

D. CONTENT AND FORMAT OF BID

All vendors who wish to bid on this contract must submit a response as described below. All responses will be evaluated for completeness by the ScholarShare Investment Board.

1. Cover Letter

A cover letter must be included in your response and should indicate your agreement to participate in this solicitation. The cover letter should be concise, not more than three (3) pages in length and include a description of your ability to provide the services described in the scope of work.

At a minimum, the cover letter must include:

a. Primary business focus

b. Length of time your company has been in business

c. Size of company (number of employees)

d. Name, address, telephone number, and e-mail address for the contract representative

e. Headquarter address, if different from address above

2. Cost Sheet

A quotation must be included in your response. Each bidder’s price quote shall include:

a. Cost per word for each language listed.

b. Project minimum in number of words, if applicable.

c. Cost per hour for Spanish live interpretation services (applicable for both in person and virtual settings). Answers should include costs associated with necessary equipment needed for services.

d. Cost per hour for live interpretation services in additional languages (applicable for both in person and virtual settings). Answers should include costs associated with necessary equipment needed for services.

e. Hourly rate for design work on documents that have been translated.

f. Approximate turn-around time for each translation.

g. Additional charges for rush jobs (2-3 business day service), if applicable.

h. Travel expenses are limited to an annual maximum of $5,000. This amount is fixed and may not be altered.

3. Qualifications

a. Description of qualifications and experience.

b. One sample translated document in an Adobe InDesign file in a language other than

English or Spanish.

4. Contractor Certification Clauses (CCC 04/2017) A copy of the most recent version of the Contractor Certification Clauses must be executed by each bidding company. The most recent version of the Contractor Certification Clauses are attached to this solicitation.

5. Darfur Contracting Act Certification The Darfur Contracting Act of 2008 establishes restrictions against contracting with companies that do certain types of business in Sudan. All companies who submit a bid must execute the certification stating they are not a scrutinized company, or demonstrate they obtained permission under the statute. A copy of the Darfur Contracting Act Certification is attached to this solicitation.

6. Payee Data Record (Std. 204) Each bidding company must provide a taxpayer identification number (TIN) that has been assigned by the Federal government. The TIN is entered on the Payee Data Record (Std.

204) and retained in our accounting department. The most recent version of the Payee Data Record (Std. 204) is attached to this solicitation.

7. Bidder Declaration (GSPD-05-105) Each bidding company shall complete the Bidder Declaration (GSPD 05-105) form to identify if they are a Small Business, Micro-Business, and/or Disabled Veteran Business Enterprise and if any sub-contractors will be used to provide services under the proposed contract. The most recent version of the Bidder Declaration (GSPD 05-105) is attached to this solicitation.

8. Commercially Useful Function (CUF) Evaluation A certified small business/micro-business contractor must meet commercially useful function requirements under Government Code section 14837(d) (4) as identified above.

The Commercially Useful Function (CUF) Evaluation must be completed by any certified Small Business, Micro-Business, and/or Disabled Veteran Business Enterprise performing any element of the work in the proposed contract. A copy of the Commercially Useful Function (CUF) Evaluation form is attached to this solicitation.

9. Generative Artificial Intelligence (GenAI) Notification 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. 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. Proposer 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.

E. SUBMISSION OF BIDS

All bids should include the documents identified above. All documents requiring a signature must bear the signature of a person authorized to bind the bidding firm. Bids not including the proper required attachments will be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements and will be rejected.

Bids must be submitted for the performance of all the services described herein. Before submitting a response to this solicitation, bidders should review, correct all errors, and confirm compliance with the solicitation requirements. Any deviation from the work specifications will not be considered and will cause a bid to be rejected. A bid may be rejected if it is conditional, incomplete, or if it contains any alterations of form or other irregularities of any kind. SIB does not accept alternate contract language from a prospective contractor. A bid with such language will be considered a counter proposal and will be rejected. The State’s General Terms and Conditions (GTC 02/2025) are not negotiable. SIB may reject any or all bids and may waive any immaterial deviations in a bid. The State’s waiver of an immaterial deviation shall in no way modify this solicitation or excuse the bidder from full compliance with all requirements if awarded the agreement. SIB reserves the right to reject all bids as the Board is not required to award an agreement.

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 SIB or the State.

The bidder must submit a minimum of one (1) unbound original and two (2) copies of their response to the department contact name and address specified in the section below.

F. BID DEADLINE

Bidder shall submit any questions about this solicitation in writing to James Millward at scholarshare@treasurer.ca.gov no later than 12:00 p.m. Pacific Time (PT) on October 13, 2026. Answers to all written questions will be provided by 5:00 p.m. PT on October 22, 2026.

Bids and all required documents shall be submitted and received by SIB by 4:00 p.m. PT on November 3, 2026 to the ScholarShare Investment Board at the following address:

Attn: James Millward 915 Capitol Mall, Suite 141

Sacramento, CA 95814

“DO NOT OPEN”

Electronic bids will also be accepted and may be submitted by the deadline to scholarshare@treasurer.ca.gov. Original signed documents may be required of the selected Contractor before final approval of the contract.

mailto:scholarshare@treasurer.ca.gov

G. DISPOSITION OF BIDS

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

H. EVALUATION AND SELECTION

Once all responses are received, each bid will be checked for the presence or absence of required information in conformance with the submission requirements of this solicitation. The State will evaluate each bid to determine its responsiveness to the published requirements.

Bids that contain false or misleading statements, or which provide references that do not support claims by the bidder, may be rejected.

According to Government Code 14838.5 there is no protest right for this solicitation. In addition, no Small Business preference or Disabled Veteran Business Enterprise incentive will apply to this solicitation.

I. AGREEMENT EXECUTION AND PERFORMANCE

Performance shall start no later than the express date set by the awarding agency and the selected Contractor, after all approvals have been obtained and the agreement is fully executed. Should the selected Contractor fail to commence work at the agreed upon time, the Board, upon five (5) days written notice to the selected Contractor, reserves the right to terminate the agreement. All performance under the agreement shall be completed on or before the termination date of the agreement.

J. AMERICANS WITH DISABILITIES ACT

For persons with a disability needing a reasonable accommodation to participate in this process, or for persons having questions regarding reasonable accommodations of the procurement process, you may email the contact provided above. The California Relay Service may also be used by dialing 7-1-1, or you prefer having your calls immediately answered in your mode of communication, dial one of the toll-free modality-specific and language-specific numbers below.

TYPE OF CALL LANGUAGE TOLL-FREE

800 NUMBER SIB NUMBER

TTY/VCO/HCO to Voice English 1-800-735-2929 1-916-651-6380 Spanish 1-800-855-3000 1-916-651-6380

Voice to TTY/VCO/HCO English 1-800-735-2922 1-916-651-6380 Spanish 1-800-855-3000 1-916-651-6380

From or to Speech-to-Speech English 1-800-854-7784 1-916-651-6380 Spanish 1-800-854-7784 1-916-651-6380

COST SHEET

Translation services provided under this agreement shall be from English versions provided by ScholarShare Investment Board, unless otherwise stated in an individual specific request for services. Please provide a quote for the following Translation, Interpreter and Design Services as outlined in the Scope of Work.

1. Written Translation Services

LANGUAGE UNIT PER RATE

A Arabic Word $ B Armenian Word $ C Chinese Word $ D Farsi Word $ E French Word $ F German Word $ G Hindi Word $ H Hmong Word $ I Japanese Word $ J Khmer Word $ K Korean Word $ L Lao Word $ M Mien Word $ N Portuguese Word $ O Punjabi Word $ P Russian Word $ Q Spanish Word $ R Tagalog Word $ S Thai Word $ T Ukrainian Word $ U Vietnamese Word $

Average Cost Per Word $

2. Language Interpretation Services

A Arabic Hour $ B Armenian Hour $ C Chinese Hour $ D Farsi Hour $ E French Hour $ F German Hour $ G Hindi Hour $ H Hmong Hour $ I Japanese Hour $ J Khmer Hour $ K Korean Hour $ L Lao Hour $ M Mien Hour $

N Portuguese Hour $ O Punjabi Hour $ P Russian Hour $ Q Spanish Hour $ R Tagalog Hour $ S Thai Hour $ T Ukrainian Hour $ U Vietnamese Hour $ V American Sign Language Hour $

Average Cost Per Hour $

3. Design Services

Hourly Rate for Design Services UNIT PER RATE Hour $

4. Order Minimum (if applicable)

Minimum charge per order for any combination of languages in Section

UNIT PER RATE

Job $

5. Additional Information (if applicable)

Please include additional information, as applicable, which may include:

• Charges for rush jobs

• Approximate turn-around time for written translations,

• Condition(s) of service, such as cancellation policy(ies)

• Other noted minimums not noted above

Note: If needed, please attach additional sheet(s) if space provided above is insufficient.

6. Travel Costs (if applicable)

Travel Costs

MAXIMUM

TOTAL

$5,000.00

CONTRACTOR CERTIFICATION CLAUSES (CCC 04/2017)

Submission of this required attachment is mandatory. Failure to complete and return this attachment with your proposal will cause your proposal to be rejected and deemed nonresponsive.

CERTIFICATION

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized to legally bind the prospective Contractor to the clause(s) listed below. This certification is made under the laws of the State of California.

Contractor/Bidder Firm Name (Printed)

Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County of

CONTRACTOR CERTIFICATION CLAUSES

1. STATEMENT OF COMPLIANCE: Contractor has, unless exempted, complied with the nondiscrimination program requirements. (Gov. Code §12990 (a-f) and CCR, Title 2, Section 11102) (Not applicable to public entities.)

2. DRUG-FREE WORKPLACE REQUIREMENTS: Contractor will comply with the requirements of the Drug-Free Workplace Act of 1990 and will provide a drug-free workplace by taking the following actions:

a. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations.

b. Establish a Drug-Free Awareness Program to inform employees about:

1) the dangers of drug abuse in the workplace;

2) the person's or organization's policy of maintaining a drug-free workplace;

3) any available counseling, rehabilitation and employee assistance programs; and,

4) penalties that may be imposed upon employees for drug abuse violations.

c. Every employee who works on the proposed Agreement will:

1) receive a copy of the company's drug-free workplace policy statement; and,

2) agree to abide by the terms of the company's statement as a condition of employment on the Agreement.

Failure to comply with these requirements may result in suspension of payments under the Agreement or termination of the Agreement or both and Contractor may be ineligible for award of any future State agreements if the department determines that any of the following has occurred: the Contractor has made false certification, or violated the certification by failing to carry out the requirements as noted above. (Gov. Code §8350 et seq.)

3. NATIONAL LABOR RELATIONS BOARD CERTIFICATION: Contractor certifies that no more than one (1) final unappealable finding of contempt of court by a Federal court has been issued against Contractor within the immediately preceding two-year period because of Contractor's failure to comply with an order of a Federal court, which orders Contractor to comply with an order of the National Labor Relations Board. (Pub. Contract Code §10296) (Not applicable to public entities.)

4. CONTRACTS FOR LEGAL SERVICES $50,000 OR MORE- PRO BONO REQUIREMENT:

Contractor hereby certifies that Contractor will comply with the requirements of Section 6072 of the Business and Professions Code, effective January 1, 2003.

Contractor agrees to make a good faith effort to provide a minimum number of hours of pro bono legal services during each year of the contract equal to the lessor of 30 multiplied by the number of full time attorneys in the Firm’s offices in the State, with the number of hours prorated on an actual day basis for any contract period of less than a full year or 10% of its contract with the State.

Failure to make a good faith effort may be cause for non-renewal of a state contract for legal services, and may be taken into account when determining the award of future contracts with the State for legal services.

5. EXPATRIATE CORPORATIONS: Contractor hereby declares that it is not an expatriate corporation or subsidiary of an expatriate corporation within the meaning of Public Contract Code Section 10286 and 10286.1, and is eligible to contract with the State of California.

6. SWEATFREE CODE OF CONDUCT:

a. All Contractors contracting for the procurement or laundering of apparel, garments or corresponding accessories, or the procurement of equipment, materials, or supplies, other than procurement related to a public works contract, declare under penalty of perjury that no apparel, garments or corresponding accessories, equipment, materials, or supplies furnished to the state pursuant to the contract have been laundered or produced in whole or in part by sweatshop labor, forced labor, convict labor, indentured labor under penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor, or with the benefit of sweatshop labor, forced labor, convict labor, indentured labor under penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor. The contractor further declares under penalty of perjury that they adhere to the Sweatfree Code of Conduct as set forth on the California Department of Industrial Relations website located at www.dir.ca.gov, and Public Contract Code Section 6108.

b. The contractor agrees to cooperate fully in providing reasonable access to the contractor’s records, documents, agents or employees, or premises if reasonably required by authorized officials of the contracting agency, the Department of Industrial Relations, or the Department of Justice to determine the contractor’s compliance with the requirements under paragraph (a).

http://www.dir.ca.gov/

7. DOMESTIC PARTNERS: For contracts of $100,000 or more, Contractor certifies that Contractor is in compliance with Public Contract Code section 10295.3.

8. GENDER IDENTITY: For contracts of $100,000 or more, Contractor certifies that Contractor is in compliance with Public Contract Code section 10295.35.

DOING BUSINESS WITH THE STATE OF CALIFORNIA

The following laws apply to persons or entities doing business with the State of California.

1. CONFLICT OF INTEREST: Contractor needs to be aware of the following provisions regarding current or former state employees. If Contractor has any questions on the status of any person rendering services or involved with the Agreement, the awarding agency must be contacted immediately for clarification.

Current State Employees (Pub. Contract Code §10410):

1). No officer or employee shall engage in any employment, activity or enterprise from which the officer or employee receives compensation or has a financial interest and which is sponsored or funded by any state agency, unless the employment, activity or enterprise is required as a condition of regular state employment.

2). No officer or employee shall contract on his or her own behalf as an independent contractor with any state agency to provide goods or services.

Former State Employees (Pub. Contract Code §10411):

1). For the two-year period from the date he or she left state employment, no former state officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or any part of the decision-making process relevant to the contract while employed in any capacity by any state agency.

2). For the twelve-month period from the date he or she left state employment, no former state officer or employee may enter into a contract with any state agency if he or she was employed by that state agency in a policy-making position in the same general subject area as the proposed contract within the 12-month period prior to his or her leaving state service.

If Contractor violates any provisions of above paragraphs, such action by Contractor shall render this Agreement void. (Pub. Contract Code §10420)

Members of boards and commissions are exempt from this section if they do not receive payment other than payment of each meeting of the board or commission, payment for preparatory time and payment for per diem. (Pub. Contract Code §10430 (e))

2. LABOR CODE/WORKERS' COMPENSATION: Contractor needs to be aware of the provisions which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions, and Contractor affirms to comply with such provisions before commencing the performance of the work of this Agreement. (Labor Code Section 3700)

3. AMERICANS WITH DISABILITIES ACT: Contractor assures the State that it complies with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA. (42 U.S.C.

12101 et seq.)

4. CONTRACTOR NAME CHANGE: An amendment is required to change the Contractor's name as listed on this Agreement. Upon receipt of legal documentation of the name change the State will process the amendment. Payment of invoices presented with a new name cannot be paid prior to approval of said amendment.

5. CORPORATE QUALIFICATIONS TO DO BUSINESS IN CALIFORNIA:

a. When agreements are to be performed in the state by corporations, the contracting agencies will be verifying that the contractor is currently qualified to do business in California in order to ensure that all obligations due to the state are fulfilled.

b. "Doing business" is defined in R&TC Section 23101 as actively engaging in any transaction for the purpose of financial or pecuniary gain or profit. Although there are some statutory exceptions to taxation, rarely will a corporate contractor performing within the state not be subject to the franchise tax.

c. Both domestic and foreign corporations (those incorporated outside of California) must be in good standing in order to be qualified to do business in California. Agencies will determine whether a corporation is in good standing by calling the Office of the Secretary of State.

6. RESOLUTION: A county, city, district, or other local public body must provide the State with a copy of a resolution, order, motion, or ordinance of the local governing body which by law has authority to enter into an agreement, authorizing execution of the agreement.

7. AIR OR WATER POLLUTION VIOLATION: Under the State laws, the Contractor shall not be: (1) in violation of any order or resolution not subject to review promulgated by the State Air Resources Board or an air pollution control district; (2) subject to cease and desist order not subject to review issued pursuant to Section 13301 of the Water Code for violation of waste discharge requirements or discharge prohibitions; or (3) finally determined to be in violation of provisions of federal law relating to air or water pollution.

8. PAYEE DATA RECORD FORM STD. 204: This form must be completed by all contractors that are not another state agency or other governmental entity.

DARFUR CONTRACTING ACT CERTIFICATION

nonresponsive.

Pursuant to Public Contract Code section 10478, if a bidder or proposer currently or within the previous three years has had business activities or other operations outside of the United States, it must certify that it is not a “scrutinized” company as defined in Public Contract Code section 10476.

Therefore, to be eligible to submit a bid or proposal, initial ONLY ONE of the following three options and complete the certification below:

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

OR

2.

We are a scrutinized company as defined in Public Contract Code section 10476, but we have received written permission from the Department of General Services (DSG) to submit a bid or proposal pursuant to Public Contract Code section 10477 (b). A copy of the written permission from DGS is included with our bid or proposal.

OR

3. _____ We currently have, or we have had within the previous three years, business activities or other operations outside of the United States, but we certify below that we are not a scrutinized company as defined in Public Contract Code section 10476.

CERTIFICATION.

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

Company/Vendor Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

Initials

PAYEE DATA RECORD (STD. 204)

nonresponsive.

All firms must complete the Payee Data Record (STD. 204) and include it with the proposal response. The Payee Data Record form can be accessed from the following link:

https://www.documents.dgs.ca.gov/dgs/FMC/PDF/Std204.pdf https://www.documents.dgs.ca.gov/dgs/FMC/PDF/Std204.pdf

BIDDER DECLARATION (GSPD-05-105)

Submission of this required attachment is mandatory. Failure to complete and return this attachment with your proposal will cause your proposal to be rejected and deemed nonresponsive.

All firms must complete the Bidder Declaration (GSPD-05-105) and include it with the proposal response. When completing the declaration, firms must identify all subcontractors proposed for participation in the contract. Firms awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract. The Bidder Declaration (GSPD-05-105) can be accessed from the following link:

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

COMMERCIALLY USEFUL FUNCTION (CUF) EVALUATION

Solicitation Number: ____________________

Every Certified SB, MB, and/or DVBE must complete this form if they will be performing any element of work.

CONTRACTOR INFORMATION

DOING BUSINESS AS (DBA) NAME: OSDS CERTIFICATION NUMBER: EXPIRATION DATE:

PLEASE MARK ALL THAT APPLY:

Small Business Micro Business Disabled Veteran Business Enterprise

Prime Contractor Sub-Contractor

COMMERCIALLY USEFUL FUNCTION

All Certified Small Businesses, Micro Businesses, and Disabled Veteran Business Enterprises must meet the commercially useful function requirements under Government Code Section 14837 (d)(4) and/or Military Veterans Code Section 999 (b)(5)(B).

Please answer the following questions as they apply to your business for the goods and/or services being acquired:

1. If your business has the lowest bid, will your business be responsible for the execution of a distinct element of the resulting work?

Yes No

2. If your business has the lowest bid, will your business carry out the obligation by actually performing, managing, and/or supervising the work involved?

Yes No

3. If your business has the lowest bid, will your business be performing work that is normal for its business services and functions?

Yes No

4. If your business has the lowest bid, will your business be responsible for the products, inventories, materials, and supplies required?

Yes No

5. If your business has the lowest bid, will your business be subcontracting a portion of the work that is greater than normal industry standards?

Yes No

A response of “no” to numbers 1-4 or “yes” to number 5 above will result in your bid being disqualified.

AUTHORIZING SIGNATURE

The signatory of this document must be the certified business owner (or an authorized representative in the case of a corporation) and as such, hereby certifies under penalty of perjury under the laws of the State of California that all information provided herein is truthful and accurate.

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

GENERATIVE ARTIFICIAL INTELLIGENCE (GENAI) NOTIFICATION

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.

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.

Proposer must notify the State in writing if it:

1. Intends to provide GenAI as a deliverable to the State; or

Yes No

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.

Yes

No

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 Proposer of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject proposals that present an unacceptable level of risk to the State.

https://www.dgs.ca.gov/Resources/SAM/TOC/4900/4986-2

SCO ID:

STATE OF CALIFORNIA - DEPARTMENT OF GENERAL SERVICES

SAMPLE STANDARD AGREEMENT AGREEMENT NUMBER PURCHASING AUTHORITY NUMBER (If Applicable)

STD 213 (Rev. 04/2020) SAMPLE

1. This Agreement is entered into between the Contracting Agency and the Contractor named below:

CONTRACTING AGENCY NAME

ScholarShare Investment Board

CONTRACTOR NAME

TBD

2. The term of this Agreement is:

START DATE

January 1, 2027 (or upon approval by the State of California, whichever is later)

THROUGH END DATE

December 31, 2028

3. The maximum amount of this Agreement is:

$50,000.00 (fifty thousand dollars and zero cents)

4. The parties agree to comply with the terms and conditions of the following exhibits, which are by this reference made a part of the Agreement.

Exhibits Title Pages

Exhibit A Scope of Work 4

Exhibit B Budget Detail and Payment Provisions 2

Exhibit B, Attachment 1 Cost Sheet 3

Exhibit C* General Terms and Conditions (GTC 02/2025) 1

Exhibit D Special Terms and Conditions 8

Solicitation and Contractor's Response thereto are hereby incorporated by reference and made a part of this agreement

Items shown with an asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached hereto.

These documents can be viewed at https://www.dgs.ca.gov/OLS/Resources

IN WITNESS WHEREOF, THIS AGREEMENT HAS BEEN EXECUTED BY THE PARTIES HERETO.

CONTRACTOR

CONTRACTOR NAME (if other than an individual, state whether a corporation, partnership, etc.)

TBD

CONTRACTOR BUSINESS ADDRESS CITY STATE ZIP

PRINTED NAME OF PERSON SIGNING TITLE

CONTRACTOR AUTHORIZED SIGNATURE DATE SIGNED

https://www.dgs.ca.gov/OLS/Resources

SCO ID:

STATE OF CALIFORNIA - DEPARTMENT OF GENERAL SERVICES

SAMPLE STANDARD AGREEMENT AGREEMENT NUMBER PURCHASING AUTHORITY NUMBER (If Applicable)

STD 213 (Rev. 04/2020) SAMPLE

STATE OF CALIFORNIA

CONTRACTING AGENCY NAME

ScholarShare Investment Board

CONTRACTING AGENCY ADDRESS CITY STATE ZIP

915 Capitol Mall, Suite 141 Sacramento CA 95814

PRINTED NAME OF PERSON SIGNING TITLE

Cassandra DiBenedetto Executive Director

CONTRACTING AGENCY AUTHORIZED SIGNATURE DATE SIGNED

CALIFORNIA DEPARTMENT OF GENERAL SERVICES APPROVAL EXEMPTION (If Applicable)

EXHIBIT A

(Standard Agreement)

SCOPE OF WORK

Contractor agrees to provide to the ScholarShare Investment Board (“SIB” or the “Board”) translation services as described in the Solicitation No. SIB02-26 and as restated herein:

1. Scope of Work

A. Translation Services On an as-needed basis, the Board will send forms, webpages, logos, slogans, guides, notifications, outreach and promotional materials, scripts for informational or training videos, and other informational and technical documents, as required, to the Contractor for translation into one or more of the following languages:

• Arabic

• Armenian

• Chinese

• Farsi

• French

• German

• Hindi

• Hmong

• Japanese

• Khmer

• Korean

• Lao

• Mien

• Portuguese

• Punjabi

• Russian

• Spanish

• Tagalog

• Thai

• Ukrainian

• Vietnamese

The number of words per item can vary from approximately 100 words to more than 1,000 words. Contractor shall provide certification of accuracy for each translation. Not all items will be translated into each language. Document translation would generally be expected within a two-week window.

To the extent possible, Contractor shall provide translations at reading-levels best aligned with intended audience. Contractor and SIB shall coordinate with SIB prior to project execution to determine intended audience per project.

B. Language Interpretation Services On an as-needed basis, the Contractor will respond to requests for language interpretation services for SIB into one or more of the following languages:

• Arabic

• Armenian

• Chinese

• Farsi

• French

• German

• Hindi

• Hmong

• Japanese

• Khmer

• Korean

• Lao

• Mien

• Portuguese

• Punjabi

• Russian

• Spanish

• Tagalog

• Thai

• Ukrainian

• Vietnamese

• American Sign Language

Upon request by SIB, Contractor shall provide live language interpretation services for in-person or virtual events (on Zoom, see Zoom system requirements at https://support.zoom.us/hc/en-us/articles/201362023-Zoom-system-requirements- Windows-macOS-Linux, or other designated remote platforms such as Microsoft Teams), which may include, but not limited to, Board meetings, webinars, presentations, speaking engagements, or other events as determined by SIB.

At the time of contract execution, SIB’s supported desktop client versions are as follows:

• Windows: Version 7.1.5 (43453)

• macOS: Version 7.1.5 (43453)

• Linux: Version 7.1.5 (43453)

• Microsoft Teams: Version 26183.1903.4892.4448)

Contractor shall use approved materials from the Board to provide live language interpretation services. This includes materials for in-person and virtual events such as PowerPoint presentations. These materials will be provided to Contractor in advance on a mutually agreed upon schedule between SIB and the Contractor. Contract shall provide language interpretation fluently.

Contractor shall attend in-person or virtual events as needed with event details, including date, time, and location, being provided in advance. At this time, SIB does not anticipate travel for in-person events, however, if travel becomes necessary, SIB does not expect it to occur more than twice within a 12-month period.

C. Design Services Some language translations will require that documents be redesigned in Adobe InDesign, or another format, to appropriately present the translated language. This design work shall be performed by Contractor and billed at an hourly rate, in addition to the translation work.

SIB staff will submit translation requests to the Contractor via email. Upon receiving a written request, the Contractor will translate the specified item(s) into the required language(s), complete any associated design work, and return the finalized materials in the same format in which they were originally provided. Contractor shall ensure that all translated materials incorporate culturally and contextually appropriate imagery as necessary. Culturally and contextually appropriate imagery includes ensuring the Contractor best aligns the imagery to the population served by the translated materials.

Contractor shall avoid the use of imagery created by artificial intelligence to the extent mutually agreeable with the SIB. Contractor shall provide licensure of photographs to the SIB for the SIB’s future use. Contractor shall coordinate with the SIB to deliver products in either final form or editable versions. Contractor shall provide certification of accuracy for each translation. Turnaround time varies and is determined at the time of the request for translation. Normal turnaround time expected would be two weeks.

2. Location and Travel

Contractor must maintain an office located in California during the entire term of the Agreement. Travel costs are capped at $5,000 per year. This amount may not be modified.

The rates for travel costs shall be set in accordance with the California Department of Human Resources (CalHR) rates for comparable classes and no travel outside the State of California shall be reimbursed unless prior written authorization is obtained from SIB.

3. Term of Agreement

The term of this Agreement will be January 1, 2027 through December 31, 2028 with a maximum amount of $50,000.00. At the option of the State, the Agreement may be extended for one additional year and up to an additional $25,000.00. The Agreement, is subject to the approval of SIB and, in no event shall services be performed prior to the approval of the agreement by SIB. The quoted rates shall remain the same throughout the entire term of the agreement.

4. Project Representatives

The project representatives during the term of this agreement will be:

State Agency:

Contractor:

Name: Cassandra DiBenedetto Name:

Phone: (916) 651-6380 Phone:

Email: scholarshare@treasurer.ca.gov Email:

Direct all inquiries to:

State Agency:

Contractor:

Attention: Noah Lightman Attention:

Address: 915 Capitol Mall, Suite 141 Sacramento, CA 95814

Address:

Phone: (916) 651-8376 Phone:

Email: noah.lightman@treasurer.ca.gov Email:

mailto:noah.lightman@treasurer.ca.gov

EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. Invoicing and Payment

A. For services satisfactorily rendered, and upon receipt and approval of the invoices, the State agrees to compensate the Contractor for actual expenditures incurred in accordance with the rate specified herein, which is attached hereto as Exhibit B, Attachment 1 and made part of this agreement.

B. Travel costs are capped at $5,000 per year. This amount may not be modified. The rates for necessary traveling expenses and per diem shall be set in accordance with the rates of the California Department of Human Resources (CalHR) for comparable classes and no travel outside the State of California shall be reimbursed unless prior written authorization is obtained from SIB.

C. The maximum amount of this agreement is $50,000.00. At the option of the State, the Agreement may be extended for one additional year and up to an additional $25,000.00.

The quoted rates shall remain the same throughout the entire term of the agreement.

D. Invoices shall include Agreement No. SIB02-26 and shall be submitted not more frequently than monthly in arrears to:

Attention: Cassandra DiBenedetto

P.O. Box 942809 Sacramento, CA 94209-0001

Email: scholarshare@treasurer.ca.gov

In consideration for the satisfactory completion of the services described herein, SIB agrees to pay Contractor, in arrears, upon receipt of an invoice, for services rendered under this Agreement. The invoice shall be submitted by Contractor in sufficient scope and detail to define the actual work performed and specific milestones completed, including a description of the activities of Contractor and subcontractors and the hours allocated to those activities.

2. Budget Contingency Clause

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

B.