IFB #C16-29909 Real Time and Remote Captioning Service

The California Department of Rehabilitation is seeking a contractor to provide Real Time Captioning (RTC) and Remote Captioning Services through Invitation for Bid #C16-29909, with services to be delivered on an as-needed basis across various state offices. The procurement seeks a qualified vendor to support departmental meetings, training sessions, and advisory committee meetings, with certification in captioning services being a critical requirement. Bid submissions are due by May 31, 2016, at 2:00 PM, with a proposed contract award date of June 9, 2016, and an initial contract period from July 1, 2016, through June 30, 2017. The successful contractor must provide standard, emergency, and overtime hourly rates for captioning services and be prepared to support statewide locations. Contractors will be responsible for delivering high-quality, timely captioning services that meet the department's communication needs, with the ability to support both real-time and remote captioning formats. Key deliverables include accurate and professional captioning for various departmental events and meetings.

The solicitation includes specific insurance requirements, mandating general liability coverage of $1,000,000 per occurrence with a $2,000,000 aggregate and workers' compensation coverage. While the Disabled Veteran Business Enterprise (DVBE) requirement has been waived, the bid includes a 5% preference for certified small businesses, potentially creating an advantageous scoring mechanism for qualifying vendors. The anticipated annual budget for these services is $45,000, with the contract including two potential one-year renewal options under the same terms and conditions. Travel expenses will be reimbursed at CalHR allowable rates, with reimbursement contingent upon submission of original receipts, though travel time and per diem will not be compensated. Contractors should be prepared to provide comprehensive captioning services across various meeting types and locations, with the flexibility to respond to the Department of Rehabilitation's dynamic communication needs. The procurement appears designed to establish a flexible, responsive captioning service contract that can adapt to the department's evolving requirements.