Captioning Services IFB CN160074

The California Department of Education (CDE) has issued an Invitation for Bid (IFB) CN160074 for Communication Access Real-time Translation (CART) captioning services to be provided on an as-needed basis. The procurement seeks contractors to deliver remote captioning services during standard business hours, Monday through Friday, with an initial contract period from July 1, 2016 through June 30, 2017 and an option to renew for an additional year. Bidders must provide at least three qualified captioners with current certifications, including California Certified Shorthand Reporters, National Court Reporters Association Professional Reporters, Certified Real Time Reporters, or Certified Real Time Captioners. The contract will be awarded to the lowest responsive and responsible bidder based on the lowest average hourly rate across two bid forms (Exhibit B.1 and B.2). Key requirements include providing two captioners for meetings exceeding three hours and incorporating all operating expenses into the hourly rate, such as transportation, equipment, software, certifications, licenses, and insurance. The bid was posted on April 26, 2016, with responses due by May 10, 2016 at 2:00 p.m. and a public bid opening scheduled for May 12, 2016 at 2:00 p.m.

The solicitation includes provisions for small business preference and Disabled Veteran Business Enterprise (DVBE) incentives, offering a 5% preference for certified small businesses and a 3-5% incentive based on DVBE participation levels, though DVBE participation is not mandatory for this contract. While no incumbent vendors are specified, the document indicates this is a new service procurement to replace a previously cancelled IFB (CN160012). The contract does not guarantee a minimum number of hours or establish a fixed meeting schedule, instead offering an as-needed service arrangement. Bidders should note standard cancellation terms require the CDE to pay for originally requested hours if meetings are cancelled with less than 24 hours notice. The flexible nature of the contract suggests potential variability in total contract value, with compensation determined by actual captioning hours used throughout the one-year contract period. Interested vendors should carefully review the detailed Scope of Work in Exhibit A to understand the full service requirements and potential engagement opportunities.