IFB #25-024: VIG Audio - June / Nov 2026 Elections: All Languages

The California Secretary of State is issuing Invitation for Bid (IFB) #25-024 to procure audio recording and CD production services for the June 2, 2026 Primary Election and November 3, 2026 General Election Voter Information Guides in ten languages: English, Chinese (Mandarin), Hindi, Japanese, Khmer, Korean, Tagalog, Thai, Spanish, and Vietnamese. The contractor must produce approximately 4,000 CD sets of English recordings and 100 to 500 CD sets per additional language for each election, delivering services that include producing high-quality audio recordings with introductions, transitions, and closings; creating MP3 files and duplicating audio CDs; producing CD labels; packaging CDs for mailing; and managing mail and shipping deliveries. All bids must include a completed cost sheet with pricing per word for recording production and per-CD pricing for duplication, with tiered pricing for word counts up to 40,000 words, up to 60,000 words, up to 80,000 words, and over 80,000 words per language. Bidders must demonstrate a minimum of three years' experience performing similar services and provide two references from customers within the last five years for comparable work. Critical delivery deadlines include April 24, 2026 for English CDs and April 28, 2026 for additional language CDs for the Primary Election, with mass mailing completion by May 1 and May 5, 2026 respectively. The bid submission deadline is January 30, 2026 at 4:00 p.m., with bid opening on February 4, 2026, and the anticipated notice of award on February 18, 2026. The contract term runs from March 1, 2026 through December 31, 2028, with performance heavily front-loaded around the two election cycles.

The procurement includes a mandatory 3% Disabled Veteran Business Enterprise (DVBE) participation goal; however, no DVBE incentive points will be applied during evaluation. Award will be made to the responsive and responsible bidder offering the lowest cost. The contractor must maintain Commercial General Liability insurance with $1,000,000 per occurrence limits, Professional Liability insurance with $1,000,000 per occurrence limits, and workers' compensation insurance. All corporations, LLCs, and limited partnerships must be registered and in active status with the California Secretary of State to perform work in California. The contractor must be available 24 hours a day, seven days a week throughout the contract term with a two to four-hour response turnaround time, and is required to correct any errors within 24 hours and may face financial penalties for errors or omissions. No budget range or award value has been specified in the solicitation documents; pricing will be determined competitively based on the cost sheets submitted by bidders.