26-019 ¿ Transcription Services for the Department of Motor Vehicles (DMV)-Headquarters

The California Department of Motor Vehicles (DMV) Administrative Services Division issued an Invitation for Bid (IFB) for transcription services to support DMV Headquarters operations under solicitation 26-019. The procurement seeks a contractor to provide verbatim transcription services from digital recordings of hearings, conferences, proceedings, depositions, and meetings for a thirty-six (36) month term beginning July 1, 2026, or upon contract approval. Services shall be performed at the contractor's place of business with electronic delivery to the DMV, and transcriptionists must be available Monday through Friday between 8:00 AM and 5:00 PM, excluding state holidays. Compensation is structured on a per-page cost basis across four service tiers: next-day transcription service (715 estimated pages), 3-5 working days (1,417 estimated pages), 6-10 working days (23,372 estimated pages), and 11-15 working days (17,187 estimated pages), totaling approximately 42,691 pages over the contract term, though the DMV does not guarantee minimum or maximum volumes. All contractor personnel must undergo and clear a background check processed by an authorized Department of Justice Live Scan site prior to performing any services. The bid submission deadline is March 25, 2026, at 11:59 PM via email only to DMVBIDS@dmv.ca.gov, with public bid opening scheduled for March 26, 2026, at 9:00 AM; written questions must be submitted by March 13, 2026, at 3:00 PM, with responses released by March 18, 2026. Late transcripts incur a ten percent (10%) penalty per day starting the first day after the original due date.

The procurement includes targeted set-aside provisions and participation incentives for disadvantaged enterprises. A Disabled Veteran Business Enterprise (DVBE) participation incentive of three to five percent bid adjustment applies based on DVBE subcontractor commitment levels, and both Small Business Enterprise (SBE) preference and Non-Small Business (Non-SB) preference provisions apply. Contractors must obtain and maintain Commercial General Liability coverage ($1,000,000 per occurrence), Professional Liability coverage ($1,000,000 per occurrence/$3,000,000 aggregate), and Workers Compensation insurance. All bids must be submitted in non-fillable PDF format and include required documentation including cost sheets, payee data records, bidder declarations, Darfur Contracting Act certification, and civil rights certifications. No incumbent vendor or budget range has been disclosed in the available solicitation materials; the DMV does not guarantee a minimum or maximum use of the contract, indicating a variable-scope engagement based on actual organizational needs.