24-065_IFB.pdf

CALIFORNIA STATE TRANSPORTATION AGENCY GAVIN NEWSOM, Governor

DEPARTMENT OF MOTOR VEHICLES

ADMINISTRATIVE SERVICES DIVISION

P.O. BOX 932382

SACRAMENTO, CA 94232-3820

California Relay Telephone Service for the deaf or hard of hearing from TDD Phones: 1-800-735-2929; from Voice Phones: 1-800-735-2922

ADM 668 (REV. 1/2019) DMVWeb A Public Service Agency

24-065

INVITATION FOR BID

Notice to Prospective Bidders

April 30, 2024

You are invited to review and respond to this Invitation for Bid (IFB) entitled 24-065 – Landscape Cleanup and Maintenance Services at the Placerville DMV Field Office. This IFB is advertised in the California State Contracts Register through Cal eProcure at:

http://www.caleprocure.ca.gov or http://www.dgs.ca.gov

Please note that you must register with Cal eProcure in order to download IFB packages and any other provided documents from the Cal eProcure website.

Bidders are advised to check the Cal eProcure website for addendums, modifications, and updates to the bid documents. The Department of Motor Vehicles (DMV) is not responsible for failure of the prospective bidder to check for any bid document updates, changes, or answers to questions posted on Cal eProcure. Failure to periodically check the website will be at the bidder's sole risk.

In submitting your bid, you must comply with the instructions found herein. Your bid must be submitted via email (the DMV will not accept a mailed or hand-delivered bid).

Note that all agreements entered into with the State of California will include by reference General Terms and Conditions and Contractor Certification Clauses that may be viewed and downloaded at Internet site:

http://www.dgs.ca.gov

In the opinion of the DMV, this IFB package is complete and without need of explanation. The contact person for this IFB is:

Julie Phang Department of Motor Vehicles

Phone: (916) 818-2855 Email: julie.phang@dmv.ca.gov

Please note that no verbal information given will be binding upon the State unless such information is issued in writing as an official addendum.

Julie Phang Contract Administrator http://www.dgs.ca.gov/

TABLE OF CONTENTS

SECTION

➢ BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

2. Bidder Qualifications

3. Schedule of Events

4. Written Questions

5. Submission of Bid

6. Bid Opening

7. Disposition of Bids

8. Evaluation and Selection

9. Notice of Intent to Award Contract

10. Protest

11. Notice of Contract Award

12. Standard Conditions of Service

13. Required Documents (Awarded Contractor)

14. Bid Preference(s)

15. Bid Incentive(s)

➢ STANDARD AGREEMENT FORM (SAMPLE)

➢ EXHIBIT A – Scope of Work

➢ EXHIBIT B – Budget Detail and Payment Provisions

➢ EXHIBIT C – General Terms and Conditions

➢ EXHIBIT D – Special Terms and Conditions

➢ EXHIBIT E – Additional Provisions

➢ EXHIBIT F – Maintenance Log

➢ APPENDIX A – The United States Department of Transportation Standard Title VI/Non-Discrimination Assurances DOT Order No. 1050.2A

➢ APPENDIX E – The United States Department of Transportation Standard Title VI/Non-Discrimination Assurances DOT Order No. 1050.2A

➢ REQUIRED BID DOCUMENTS CHECKLIST

➢ ATTACHMENT 1 – Bid/Bidder Certification Sheet

➢ ATTACHMENT 2 – Cost Sheet

➢ ATTACHMENT 3 – Payee Data Record

➢ ATTACHMENT 4 – Bidder Declaration & Subcontractor/Supplier List

➢ ATTACHMENT 5 – Darfur Contracting Act

➢ ATTACHMENT 6 – Disabled Veteran Business Enterprise Participation Requirements and Incentive

➢ ATTACHMENT 7 – California Civil Rights Laws Certification California

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

A. Landscape cleanup and maintenance services at the Placerville DMV Field Office. Term:

Thirty-six (36) months (see Schedule of Events for proposed start date of contract). See Exhibit A, Scope of Work, for a complete description of services.

Note: Please be aware, due to the possibility of severe drought conditions, the Governor of California may issue an Executive Order to restrict water usage during the term of this Agreement. If an Executive Order to restrict water usage is issued during the term of this Agreement, the Department of Motor Vehicles (DMV) may choose to not enforce certain provisions of Exhibit A, specifically those referring to plant replacement. DMV will notify the contractor if any Executive Order is issued that could affect the provisions of this Agreement.

2. Bidder Qualifications

A. On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid, the bidder represents that it is not a target of Economic Sanctions. Should the State determine, at any time prior to the execution of a contract, that the bidder is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the bidder’s bid by the DMV.

B. The bidder shall possess a valid C27 contractor license issued by the California Department of Consumer Affairs, Contractors State License Board (CSLB). All subcontractors that the bidder intends to utilize to perform landscape maintenance services under the contract shall possess a valid C27 contractor license issued by the CSLB. The bidder’s contractor license number shall be indicated on the Bid/Bidder Certification Sheet (Attachment 1). The names of all subcontractors that the bidder intends to utilize and their contractor license number shall be indicated on the Bidder Declaration & Subcontractor/Supplier List (Attachment 4). All bidder and subcontractor contractor licenses shall be in good standing from the time of the bid opening through the term of the contract.

3. Schedule of Events

Event Date Time

(1). IFB available to prospective bidders: 04/30/2024 N/A

(2). Written questions regarding IFB are due by:

(Note: See additional info in Section 4.)

05/08/2024 10:00AM

(3). Written responses to IFB questions released by: 05/10/2024 10:00AM

(4). Final date for bid submission:

(Note: See additional info in Section 5.)

05/16/2024 10:00AM

(5). Date of bid opening:

(Note: See additional info in Section 6.)

05/16/2024 2:30PM

(6). Proposed start date of contract: 09/01/2024 or upon contract approval

N/A

4. Written Questions

A. Submit all written questions via email to the contact person indicated on the cover page of this IFB package no later than the date and time specified in the Schedule of Events. Written responses to IFB questions will be released by the date and time specified in the Schedule of Events and viewable in the online project advertisement in Cal eProcure at:

http:/www.caleprocure.ca.gov.

5. Submission of Bid

A. Bids must be received via email no later than the date specified in the Schedule of Events. The DMV will not accept any bids that are mailed or hand-delivered.

(1). Bids shall be emailed in non-fillable PDF format (one [1] file that includes all required bid documents) to DMVBIDS@dmv.ca.gov. Only bids sent to this email will be considered.

Bids that contain any bid information in the body of the email may be rejected. Bids shall be sent to the email address listed above and contain the following information in the Subject Line only:

a. Bid # 24-065 for Julie Phang for Landscape Maintenance Services Due: May 16, 2024 by 10:00AM

1. Bids may be deemed non-responsive if the subject line does not contain the above information.

(2). Emails shall not exceed one hundred (100) megabytes (MB) in size.

(3). Emailed bids will not be opened until after the date specified in the Schedule of Events.

B. Bids must be received by the DMV no later than the date specified in the Schedule of Events.

Any bid received after the specified due date shall be rejected.

C. Bids shall include all required bid documents identified in the Required Bid Documents Checklist. Only submit the required bid documents with your bid, not the entire IFB package. Bids not including the required bid documents shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

D. Bidders are responsible for ensuring the accessibility and legibility of the submitted documents.

Bids that are not accessible or legible may be rejected.

E. All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm.

F. Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications shall not be considered and shall cause a bid to be rejected.

G. Costs for developing bids in anticipation of award of the contract are entirely the responsibility of the bidder and shall not be charged to the DMV.

H. An individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet (Attachment 1). The signature must indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

I. A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, shall not be considered.

mailto:DMVBIDS@dmv.ca.gov

J. A bidder may withdraw their bid by submitting a written withdrawal request to the DMV, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

K. The DMV may modify this IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

L. Bidders are cautioned to not rely on the DMV during the evaluation to discover and report to the bidder any defects and errors in the submitted documents. Bidders, before submitting their documents, should carefully proof them for errors and adherence to the IFB requirements.

M. Where applicable, bidders should carefully examine work sites and specifications. Bidders shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the contract amount shall be made due to a lack of careful examination of work sites and specifications.

N. All documents submitted in response to this solicitation will become the property of the State of California and may be subject to the California Public Records Act (Government Code section 6250 et seq.). This includes any contact information within the documents, including that of references. Additionally, to the extent that a bidder believes its bid contains trade secret or proprietary information intended to be confidential, it is the bidder’s responsibility to identify and redact such information. A separate redacted copy of the bid must be submitted along with the original unredacted bid, and it will be the bidder’s responsibility to defend any redactions should a requester dispute them under the Public Records Act. In the absence of a pre-redacted bid, the DMV will treat the entire bid as a public record, except any information the DMV is required to redact under California law.

6. Bid Opening

A. If you plan to attend the public bid opening, you must email the contact person indicated on the cover page of this IFB no less than 24 hours prior to the bid opening date and time. The contact person will email the bid opening information, held virtually through Microsoft Teams.

7. Disposition of Bids

A. All documents submitted in response to this IFB shall become the property of the State of California, and shall be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.). However, the contents of all proposals, draft bids, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a bidder's bid, shall be held in the strictest confidence until notice of award is released. The content of all working papers and discussions relating to a bid shall be held in confidence indefinitely, unless the public's interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement, or evaluation of a bid.

8. Evaluation and Selection

A. Each bid shall be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

B. The DMV shall put each bid through a process of evaluation to determine its responsiveness to the DMV's needs.

C. A bidder may be deemed not responsible and their bid may be rejected if they have previously been terminated for cause/breach for the same or similar services at the location designated in this IFB.

D. All bids may be rejected whenever the DMV determines that the cost is not reasonable or otherwise in the best interest of the DMV. There is no requirement to award a contract if, in the opinion of the DMV, no bids were received containing a reasonable contract price or if there is another business-based reason not to make an award.

E. Bids that contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by the bidder, may be rejected. If, in the opinion of the DMV, such information was intended to mislead the DMV in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this IFB, it shall be the basis for rejection of the bid.

F. A bid may be rejected if it is conditional or incomplete. The DMV may reject any or all bids and may waive any immaterial deviation in a bid. The DMV's waiver of immaterial defect shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the contract.

G. A bid may be rejected if it contains any alterations of form or other irregularities of any kind.

The DMV does not accept alternate contract language from prospective contractors. Bids with such language shall be considered a counter proposal and shall be rejected. The State’s General Terms and Conditions (GTC) are not negotiable. The GTC may be viewed on the internet at: http://www.dgs.ca.gov.

H. The final selection shall be made on the basis of the lowest responsible responsive bid. In the event there is tie, each of the tied bidders shall be contacted by the contact person indicated on the cover page of this IFB regarding a date and time for a flip of a coin. The bidder whose bid was received first shall make the call. Bidders or their authorized representative(s) are allowed to be present for the flip of the coin.

9. Notice of Intent to Award Contract

A. Upon written request by any bidder via email, regular mail, or personal delivery prior to award of the contract, the DMV shall email bidders and post in a public accessible place, a written notice of intent to award contract no less than five (5) DMV business days prior to awarding the contract. All written requests must be submitted to and received by the contact person indicated on the cover page of this IFB prior to award of the contract.

B. Whenever a contract is awarded under a procedure which provides for competitive bidding, but the contract is not to be awarded to the low bidder, the DMV shall:

(1). Notify the low bidder in writing by email, overnight courier, or personal delivery no less than five (5) DMV business days prior to the award of the contract.

10. Protest

A. If any bidder, prior to the award of the contract, files an initial protest with the DMV and the Department of General Services (DGS) on the grounds that the protesting bidder is the lowest responsive responsible bidder, the contract shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

B. Within five (5) calendar days after filing an initial protest with the DMV and DGS, the protesting bidder shall file a full and complete written statement with the DMV and DGS specifying the grounds for the protest, including: the IFB number, the name of the state agency involved, and the agency contract person. Protestants should also include their fax number if they have one.

C. A written protest must be sent by email to the DGS, Office of Legal Services (OLS) at OLSProtests@dgs.ca.gov, as well as the Contract Administrator listed on the cover letter of this

IFB.

mailto:OLSProtests@dgs.ca.gov

11. Notice of Contract Award

A. The DMV shall email, or mail bidding contractors a written notice of contract award.

12. Standard Conditions of Service

A. Following the release of the written notice of contract award, the DMV shall email, or mail the awarded contractor a prepared contract for signature that includes a cover letter instructing the awarded contractor on how to proceed. The cover letter may request that additional information and/or required documents be provided by the awarded contractor before the contract can be fully executed.

B. Services shall be available on the expressed date set by the DMV after all approvals have been obtained and the contract is fully executed.

C. All performance under the contract shall be completed on or before the termination date of the contract.

D. No oral understanding or agreement shall be binding on either party.

13. Required Documents (Awarded Contractor)

A. Prior to approval of the contract, unless otherwise specified below, the awarded contractor shall provide the DMV with all of the following required documents within ten (10) calendar days after the contract has been forwarded to the awarded contractor for signature. If the awarded contractor fails to provide the DMV with all of the following required documents within the above specified number of calendar days after the contract has been forwarded to the awarded contractor for signature, the DMV may deem the awarded contractor as non-responsive and may rescind the contract award:

(1). Contractor Certification Clauses

a. The awarded contractor shall sign and submit to the DMV, page one (1) of the Contractor Certification Clauses (CCC) which can be found on the Internet at:

http://www.dgs.ca.gov.

(2). Insurance Requirements

a. When requested by the DMV, the awarded contractor shall provide the DMV with all of the following certificate(s) of insurance (Note: The DMV shall not be responsible for any premiums or assessments on insurance policies):

1. Commercial General Liability

A. Coverage shall provide limits of not less than $1,000,000.00 per occurrence for bodily injury and property damage liability combined. The policy shall include coverage for liabilities arising out of premises operations, independent contractors, products/completed operations, personal and advertising injury, and liability assumed under an insured contract. This insurance shall apply separately to each insured against whom claim is made or suit is brought subject to the Contractor’s limit of liability.

B. The insurance policy shall include the following additional insured endorsement that shall be under form acceptable to DGS, Office of Risk and Insurance Management (ORIM):

(1). The State of California, its officers, agents and employees are included as additional insured, but only with respect to work performed for the State of California.

2. Worker’s Compensation

A. Employer liability limits of not less than $1,000,000.00 are required if the awarded contractor employs any person, in any manner, that is subject to the Workers Compensation Laws of California. The awarded contractor shall maintain statutory workers compensation and employer’s liability coverage for all of its employees who will be engaged in the performance of the contract. If the awarded contractor does not employ any person, in any manner, so as to not become subject to the Workers’ Compensation laws of California, the awarded contractor shall contact the DMV Contract Administrator to request a Workers’ Compensation Exemption Certification form. This form shall be completed by the awarded contractor and submitted to the DMV prior to approval of the contract.

B. The awarded contractor’s workers compensation insurance policy shall be endorsed with a waiver of subrogation in favor of the State of California in the event the awarded contractor employs any person, in any manner, that is subject to the Workers Compensation Laws of California.

14. Bid Preference(s)

A. The following preferences are applicable to this IFB:

(1). Small Business Enterprise (SBE) Preference

a. SBE Preference information can be found at the following internet web site:

http://www.dgs.ca.gov.

b. To be eligible for a SBE Preference, the bidder must be certified by the State of California, Department of General Services (DGS), Office of Small Business and Disabled Veteran Enterprise Services (OSDS), as a Certified Small Business.

(2). Non-Small Business (Non-SB) Preference

a. Non-SB preference information can be found at the following internet web site:

http://www.dgs.ca.gov (Note: Non-SB Preference cannot displace a direct award to a California certified Small Business or a California certified Micro Business).

The remainder of this page is intentionally left blank.

DO NOT COMPLETE OR SUBMIT WITH YOUR BID!

EXHIBIT A

SCOPE OF WORK

1. Contractor’s Full Business Name (to be completed by the DMV), hereinafter referred to as the Contractor, agrees to provide the Department of Motor Vehicles (DMV) all labor, tools, materials, equipment, and travel necessary to perform landscape cleanup and maintenance services at the Placerville DMV Field Office for the term of this Agreement.

2. The services shall be performed at:

Placerville DMV Field Office 2919 Cold Springs Road Placerville, CA 95667

3. Commencement of Work

A. The Contractor shall commence work under this Agreement on the specified start date provided by the DMV Project Manager following the execution of this Agreement by the State. The DMV Project Manager shall provide the Contractor with written notification of the start date prior to the Contractor commencing work under this Agreement. Note: Services may be suspended at any time during the term of this Agreement. In the event the DMV requires suspension of services, such suspension is subject to three (3) calendar days’ written notice to the Contractor. The DMV may choose to subsequently reinstate services at any time during the term of this Agreement and shall provide ten (10) calendar days’ written notice to the Contractor.

4. The Contractor shall perform services during DMV business hours, unless otherwise indicated or approved by the DMV Project Manager. The Contractor shall not perform services on state holidays, as indicated at DMV’s website: https://www.dmv.ca.gov/portal/dmv/dmv/offices. The Contractor must receive the DMV Project Manager’s approval of the work day and time before the Contractor performs any work under this Agreement.

A. The one-time landscape cleanup service is not guaranteed and shall only be performed by the Contractor if needed and authorized by the DMV Project Manager at the start of this Agreement.

In the event the service is needed and authorized by the DMV Project Manager, the Contractor shall perform the service during the first week of this Agreement, outside of DMV business hours, on a date and time agreed upon with the DMV Project Manager.

B. The Contractor shall provide weekly landscaping services in every area of the landscaping for the above location one (1) time per week.

C. The Contractor shall provide yearly services during the appropriate season, one (1) time per year on a weekend agreed upon with the DMV Project Manager.

5. The Project Managers during the term of this Agreement shall be:

Department of Motor Vehicles Contractor Name (TBD)

Name: TBD Name: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD https://www.dmv.ca.gov/portal/dmv/dmv/offices

6. Any questions or issues regarding the management of this Agreement shall be directed to the following Contract Coordinators:

Department of Motor Vehicles Contractor Name (TBD)

Name: TBD Name: TBD

Address: TBD Address: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

7. In the event of any changes to the name, address, and/or contact information for the Project Managers and/or Contract Administrators/Coordinators identified in this Exhibit, the party making the changes shall notify the other party in writing.

8. Detailed description of work to be performed and duties of all parties:

A. General Responsibilities

(1). At the start of this Agreement, the DMV Project Manager shall identify service areas and property boundaries to the Contractor, including the patio and/or DMV grounds adjacent to any property borders which the Contractor must also maintain.

(2). The Contractor shall notify the DMV Project Manager upon arrival on each service day before beginning work.

(3). The Contractor shall maintain a weekly maintenance log (Exhibit F) confirming scheduled maintenance throughout the term of this Agreement. The Contractor shall also maintain a yearly maintenance log (Exhibit F) as yearly services are scheduled.

The maintenance logs shall be kept at the DMV field office location and shall be provided to the Contractor upon arrival each service day. Each task shall be initialed and dated by the Contractor when completed. The Contractor and the DMV Project Manager or designee shall review the maintenance logs and any associated forms, upon completion of all services, to identify and correct any deficiencies in the quality of maintenance services provided by the Contractor.

(4). The DMV Project Manager and the Contractor shall attend a meeting on a day and time determined by the DMV Project Manager, during DMV business hours, within one (1) week of the start date of this Agreement, to perform a walkthrough of the premises.

Additional meetings may be scheduled at any time at the request of either the DMV Project Manager or the Contractor. Should either party request a meeting, the other party shall respond within forty-eight (48) hours with an agreed upon day and time, to take place within one (1) week. All meetings shall take place at the DMV field office.

(5). The Contractor is responsible for maintaining all landscaped areas in a neat, clean, and manicured condition.

(6). The Contractor shall pick up bottles, cans, leaves, and any other debris or trash from the landscape areas.

(7). The Contractor shall clean all drains in the parking lot, removing pine needles and any other debris.

(8). The Contractor shall remove all living and/or dead vegetation from cracks in sidewalks, curbs, parking lots, and other paved areas on DMV property.

(9). The Contractor shall remove all clippings, trimmings, cuttings, trash, and debris resulting from work performed under this Agreement within the same day of service.

(10). If using a portable blower, the Contractor shall not blow debris into any parking compounds, landscaping, planters or patios.

(11). The Contractor shall complete services in full. In the event work is not completed in full as scheduled (weekly or yearly), the Contractor must notify the DMV Project Manager prior to leaving the facility. If the Contractor misses scheduled services, the Contractor shall notify the DMV Project Manager within twenty-four (24) hours in writing (email acceptable).

B. One-Time Cleanup Service (if requested by the DMV)

(1). The Contractor shall perform a thorough and comprehensive one-time cleanup service in all areas of the landscape to bring the condition of the premises to an approved maintenance level that will be sustained by the Contractor throughout the duration of this Agreement.

(2). The Contractor shall ensure that the one-time service tasks meet the specifications as outlined in the Weekly Services section of this Scope of Work. The Contractor shall also perform the Yearly Services tasks of this Scope of Work if it is the horticulturally appropriate time of year for the tasks to be completed.

(3). Prior to the one-time service, the DMV Project Manager and Contractor shall meet to inspect property boundaries, trees, shrubs, plants, and irrigation system.

C. Weekly Services

(1). Mowing

a. The Contractor shall mow lawn areas to an appropriate height based on season and on what is appropriate per horticultural standards for the turf variety.

b. The Contractor shall not scalp the lawn or remove more than one-third (1/3) of the existing top growth in one (1) mowing.

c. The Contractor shall edge the border of all lawn areas.

(2). Ground Cover/Flowerbeds

a. The Contractor shall maintain ground cover at a height of no more than one foot (1’), or as close to the soil surface as the particular ground cover species will allow.

b. The Contractor shall remove leaf litter, dead vegetation, and debris from ground cover beds, either manually or by raking.

c. The Contractor shall remove weeds in a manner so as to not injure ground cover or inhibit health and growth.

d. The Contractor shall maintain soil in a loose, friable condition and shall replace topsoil to bring back to original grade if eroded.

(3). Shrubs, Bushes and Trees

a. The Contractor shall prune in a manner consistent with the natural form of the plant to: remove cross branches, improve structural integrity, influence flowering, improve light and air penetration, de-sucker, remove dead or diseased limbs, improve appearance, and control size. There shall be adequate clearance, so plant limbs and/branches do not touch the ground.

b. The Contractor shall prune trees up to eight feet (8’) from the ground.

c. The Contractor shall remove leaf litter, dead vegetation, and debris from plants.

d. The Contractor shall ensure plants do not overhang curbs, sidewalks, parking spaces, driveways, doorways, and windows to prevent safety and security hazards.

e. The Contractor shall prune back any limbs and branches touching the structure to a minimum of two feet (2’) away.

f. The Contractor shall supply plant supports if needed at any time during this Agreement and shall reposition the supports as often as necessary to prevent damage to the plant(s). The Contractor shall eliminate the supports as rapidly as the plant(s) can become self-supporting. If tree supports must remain, the Contractor shall maintain them in good condition.

g. The Contractor shall deep soak new shrubs, bushes, and/or trees at least monthly during the first two (2) irrigation seasons, unless local soil and moisture condition dictate otherwise for good growth.

D. Yearly Services

(1). Lawn Areas

a. The Contractor shall de-thatch and aerate the entire lawn one (1) time per year, on a weekend agreed upon with the DMV Project Manager. The Contractor shall provide the services during the appropriate season for that turf variety, generally in early spring to late fall.

b. The Contractor shall assess any issues arising from de-thatching or aerating, including bare spots, and remedy using an industry-accepted practice. The Contractor shall evaluate the lawn over the next several weeks during the scheduled weekly services to ensure that it is recovering properly.

(2). Ground Cover

a. The Contractor shall thin ground cover one (1) time per year, on a weekend agreed upon with the DMV Project Manager.

(3). Fertilizing

a. The Contractor shall fertilize lawn and plants according to the season and appropriate horticultural standards to ensure their appropriate growth and health.

E. Plant Replacement

(1). The DMV Project Manager and the Contractor shall inspect all plantings at the start of the Agreement. The DMV Project Manager shall provide replacements for missing plants and the Contractor shall install at no additional cost to the DMV.

(2). The Contractor shall replace plants that die or become unhealthy during the term of the Agreement (excluding annual color-spots) at no cost to the DMV.

F. Irrigation System and Watering

(1). The Contractor shall test each station and controller or timer at the start of the Agreement, on a quarterly basis thereafter, and as requested by the DMV Project Manager to ensure all parts are working correctly.

(2). If the Contractor finds that shrub heads, risers, or nozzles are broken, the Contractor shall immediately inform the DMV Project Manager. The DMV Project Manager will provide the replacement parts and the Contractor will replace at no additional cost to the DMV. In the event that any other irrigation system parts become missing, damaged, or defective (e.g. mainline valve, controller/timer, or PVC pipe), the Contractor shall turn water off immediately and notify the DMV Project Manager. Repairs to all irrigation system parts, other than replacing shrub heads, risers, or nozzles, shall be performed by a contractor of the DMV’s choice under a separate agreement.

(3). The Contractor shall ensure watering cycles are compliant with all local ordinances regarding watering times.

(4). The Contractor shall cycle watering times to cause the least inconvenience to the building occupants and visitors, ensuring that entrances are not wet during the arrival and departure of employees or customers. The Contractor shall not operate the sprinkler system when extremely windy conditions prevail.

(5). The Contractor shall clean, adjust, repair, and maintain sprinkler heads at a proper height continuously to prevent runoff of excess water and ensure that lawns, ground covers, shrubs and trees are always adequately and evenly watered.

G. Noise Abatement

(1). The Contractor shall ensure that all services are performed in compliance with all city and county noise abatement laws, ordinances, and regulations.

H. Inclement Weather/Rescheduled Services

(1). Should inclement weather prohibit completion of scheduled work, the work shall be rescheduled and performed within four (4) calendar days. Any such work not completed as scheduled (daily or periodic) shall be documented. The DMV Project Manager must approve in writing any rescheduled work to be performed.

(2). The Contractor shall schedule maintenance tasks when weather conditions permit. For example, the Contractor shall prevent soil compaction by scheduling maintenance tasks between rainy weather, thereby minimizing foot and machinery travel over the site.

I. Waste Transportation and/or Disposal

(1). The Contractor shall be solely responsible for adhering to any and all local, city, county, state, and federal laws and regulations pertaining to the proper transportation and/or disposal of all waste products while performing services under this Agreement. The Contractor shall indemnify, defend, and hold harmless the State, its officers, agents, and employees from any and all claims, injuries, suits, damages, and losses arising out of or in connection with the improper transportation and/or disposal of all waste products.

J. Low Environmental Impact Landscaping Maintenance

(1). The Contractor shall implement and practice low environmental impact practices while performing landscaping maintenance services under this Agreement. Materials such as fertilizers used on DMV grounds shall be certified by the Organic Materials Review Institute (OMRI). The DMV may request proof of certification of materials used on DMV property at any time. The Contractor shall comply with material label guidelines for application of any materials used.

K. Watering Restrictions

(1). Notwithstanding the other directions concerning irrigation or other use of water under this Agreement, the Contractor shall comply with local, regional, and state-wide water use rules and regulations applicable to the use of water for landscaping purposes on privately-owned property, except as otherwise specifically directed by the DMV in writing.

(2). Notwithstanding the other directions concerning landscape practices under this Agreement, the DMV may direct the Contractor in writing: to modify, reduce, or eliminate irrigation of specific portions of the landscape or all of the landscape; reduce the frequency of lawn mowing; reduce the frequency of tree and shrub pruning; reduce the use of fertilizer; increase the use of mulch; and take other similar steps which the DMV finds necessary or desirable.

(3). In the event that plants become unhealthy or die as a result of a change in landscape practices requested or required by the DMV in writing, the Contractor shall not be responsible for providing replacement plants or the services to plant replacement plants, notwithstanding other provisions of this Agreement.

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EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. Invoice and Payment

A. For services rendered as required under this Agreement, and upon receipt and approval of the invoice(s) and any associated timesheets, status reports, or any other required documentation of work completed, the DMV agrees to compensate the Contractor the rates indicated in the table below, all taxes included, on a monthly basis in arrears, subject to pro-rata reduction for days on which services are not rendered as required under this Agreement. The total compensation for all services performed under this Agreement shall not exceed $______ (to be completed by the DMV). The Contractor shall submit a completed Exhibit F “Maintenance Log” document with each invoice for payment.

DESCRIPTION COST

One-Time Landscape Cleanup $TBD (to be completed by DMV) one-time payment

Weekly Landscape Maintenance $TBD (to be completed by DMV) per month

Yearly Landscape Maintenance $TBD (to be completed by DMV) per year

B. In the event the Contractor fails to render services required under this Agreement on a required work day during a monthly service period during the term of this Agreement, the total amount the DMV will compensate the Contractor for services rendered during the service period shall be reduced. The total reduction per service period shall be calculated as follows:

(Total work days services required under this Agreement were not rendered during service period) divided by (Total number of required work days for the service period) multiplied by (the monthly service period rate) equals (Total reduction for the service period)

C. Invoice(s) should include all of the following:

(1). Contractor’s name as indicated within this Agreement, address, telephone number, and email address.

(2). Name, address, and telephone number of the DMV representative or office indicated within this Agreement to whom the invoice is being mailed or delivered.

(3). Date the invoice was prepared.

(4). Period of time covered by the invoice.

(5). The Agreement number.

(6). Office name and address where services were provided.

(7). Brief description of the type of services for which the DMV is being billed.

(8). Total number of days in the billing period that the Contractor was required to perform services.

(9). Dates within the billing period that the Contractor failed to render required services.

(10). Total amount invoiced (include calculations showing how the total amount invoiced was determined by including any pro-rata reduction amounts if applicable).

EXHIBIT B

D. If this Agreement requires the Contractor to provide time sheets, status reports, payroll information, or other documentation of work done, the Contractor shall not submit an invoice and the State shall not be liable for payment while the Contractor has failed to provide the time sheets, status reports, or other documentation of work for the segment of work covered by the invoice.

E. The Contractor’s invoice(s) shall be emailed to: dmvfodplacerville@dmv.ca.gov

Note: Delivery of an invoice shall be deemed completed when a copy of the invoice has been emailed to the email address shown above.

2. Budget Contingency Clause

A. The parties mutually agree that if the Budget Act of the current year or any subsequent year 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 the Contractor or furnish any other consideration under this Agreement, and the Contractor shall not be obligated to perform further services under this Agreement.

B. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Agreement with no liability occurring to the State, or offer an agreement amendment to the Contractor to reflect the reduced amount.

3. Prompt Payment Clause

A. Payment shall be made in accordance with and within the time specified in the California Prompt Payment Act (Government Code Chapter 4.5, commencing with Section 927).

4. Withholding Amounts Owed From Amounts Due

A. In addition to any other remedy available under this Agreement or applicable law, the DMV may dispute an invoice or invoices submitted by the Contractor and withhold amounts owed by the Contractor to the DMV under this Agreement, including but not limited to amounts owed for breach, amounts owed as liquidated damages, and amounts owed due to overpayments from amounts claimed by the Contractor on invoices submitted to the DMV and otherwise owed by the DMV to the Contractor under this Agreement.

mailto:dmvfodplacerville@dmv.ca.gov

EXHIBIT C

GENERAL TERMS AND CONDITIONS

1. The General Terms and Conditions (GTC) shall be incorporated into the final agreement by reference on the Standard Agreement form (STD 213). The GTC may be viewed on the internet at:

http://www.dgs.ca.gov. (Please note that this page will not be included in the final contract.)

EXHIBIT D

SPECIAL TERMS AND CONDITIONS

1. Force Majeure

A. Circumstances beyond the control of the Contractor or the DMV may excuse the performance of the terms of this Agreement and prevent the other party from seeking any related damages.

These circumstances include acts of war, terrorism, civil war, revolution, or rebellion, epidemics or pandemics, strikes or industrial disputes, government orders or laws, and natural disasters such as earthquake, flood, or fire (excluding weather conditions), and any other extraordinary events or circumstances that prevent or delay the performance of a party and that are not within the control of the that party or avoidable by the exercise of due care.

B. If either party seeks to invoke force majeure to excuse or delay the performance of the terms of this Agreement, that party must immediately notify the other party. The invoking party must provide full details regarding the force majeure event, including the reason(s) the event is preventing or delaying performance, and the expected time frame for performance to be resumed. The invoking party must make reasonable efforts to mitigate damages and force majeure effects and must make reasonable efforts to fulfill its obligations under this Agreement.

Upon completion of the force majeure event, the invoking party must resume performance under this Agreement as soon as practicable.

C. The Contactor is not entitled to payment for services not rendered during a force majeure event and is not entitled to recover costs, losses, or expenses from the DMV as result of the force majeure event. The DMV is not entitled to the cost of replacement services in the event of force majeure.

2. Termination

A. The Contractor understands that in the event this Agreement is terminated for cause/breach, in future bid solicitations for the same or similar services at the location designated in this Agreement, the DMV may reject the Contractor’s bid as a non-responsible bid.

B. The DMV may terminate this Agreement for any of the following reasons:

(1). The Contractor fails to perform the requirements of this Agreement at the time and in the manner herein provided. In the event of such termination, the DMV may proceed with the work in any manner deemed proper by the DMV. All costs to the DMV shall be deducted from any sum due the Contractor under this Agreement and the balance, if any, shall be paid to the Contractor upon demand.

(2). When termination is in the best interest of the DMV.

C. The DMV may recover costs and damages from the Contractor that include, but are not limited to, the following:

(1). The cost of rebidding the work.

(2). The additional cost of obtaining required work from an alternate source less the amount the DMV would have paid the Contractor to perform the required work.

(3). Damages incurred as a result of going without required work in the event that the required work cannot be obtained from an alternate source due to time constraints.

(4). Damages incurred as a result of delays in completing work.

D. In the event that the DMV terminates this Agreement in the best interest of the DMV, such termination is subject to thirty (30) calendar days written notice to the Contractor.

E. Termination of this Agreement shall be effected by delivery of a notice of termination to the Contractor specifying whether termination is for breach of this Agreement by the Contractor or for the best interest of the DMV. The notice of termination shall specify the date upon which such termination becomes effective. Unless otherwise directed by the DMV Project Manager, the Contractor shall perform the following as directed by the DMV Project Manager after receipt of the notice of termination:

(1). Stop work under this Agreement on the date and to the extent specified in the notice of termination.

OR

(2). Complete the work in process as directed by the DMV Project Manager.

3. Liquidated Damages

A. The parties agree that it will be impractical and extremely difficult to ascertain and determine the actual damages sustained by the DMV in the event that the DMV is required to re-bid the work, go without the required work, or experience delays in receiving completed work. Therefore:

(1). In the event that the DMV terminates this Agreement due to Contractor breach, the DMV shall be entitled to $500.00 as liquidated damages to cover the administrative costs for rebidding the work.

(2). In the event that the Contractor fails to perform work on any required working day, and the DMV goes without the required work because the DMV is unable to obtain the work from an alternate source due to time constraints, the DMV shall be entitled to $50.00 per day as liquidated damages.

B. In addition to any other remedy available under this Agreement or applicable law, the DMV may recover amounts owed to the DMV by the Contractor as liquidated damages from amounts otherwise owing by DMV to the Contractor by disputing one or more Contractor’s invoices and withholding payment. In the event that the Contractor incurs any outstanding liquidated damages assessments with the DMV under this Agreement or any other agreement between the DMV and the Contractor, the Contractor may not be awarded any future DMV contracts until the outstanding assessments have been paid to the DMV.

4. Incorporation by Reference

A. The DMV solicitation and all required documents and quotations submitted by the Contractor, pursuant to and prior to execution of this Agreement, are incorporated by reference and made a part of this Agreement. In the event of a conflict between the Agreement language and the language of any document(s) so incorporated, the Agreement language shall prevail.

5. Contractor Name Change and Assignment

A. Name Change

(1). An amendment to this Agreement is required to change the Contractor’s name as specified in this Agreement. Upon receipt of legal documentation of a name change, the DMV shall process a formal written amendment to this Agreement to change the Contractor’s name. Invoices for work/services performed prior to execution of a written amendment to this Agreement for a name change must be submitted under the

Contractor’s name as currently specified in this Agreement in order to be paid.

B. Assignment

(1). This Agreement is not assignable by the Contractor, either in whole or in part, without the consent of the DMV in the form of an approved written amendment to this Agreement. Upon receipt of official documentation justifying an assignment (e.g.

certified filing from the California Secretary of State, sales agreement signed by both parties, Notice of Assignment signed by both parties), the DMV may process a formal written amendment to assign this Agreement. The Contractor must continue to provide all work/services required under this Agreement prior to execution of a written amendment to this Agreement for an assignment. Invoices for services performed prior to execution of a written amendment to this Agreement for an assignment must be submitted under the assigning Contractor’s name as currently specified in this Agreement in order to be paid.

6. Availability of Funds

A. This Agreement is subject to any restrictions, limitations, or conditions enacted by the Legislature which may affect the provisions, terms, or funding of this Agreement in any manner.

7. State Holidays and Furlough Days

A. The DMV observes the state holidays identified at website: http://www.calhr.ca.gov. Offices will be closed if any holiday falls on or is observed on a weekday, unless otherwise stated.

B. In the event that furlough days are implemented, changed, or cancelled at any time throughout the term of this Agreement, the DMV shall notify the Contractor in writing.

8. Right to Bar

A. The DMV reserves the right to bar any Contractor‘s employee from a DMV work site.

9. Multiple Contractors

A. The DMV may undertake or award other contracts for additional work, and the Contractor shall fully cooperate with other contractors and state employees.

10. Subcontractors

A. The Contractor shall not substitute any subcontractor identified in the Contractor’s bid or add any subcontractor not identified in the Contractor’s bid without prior written approval from the DMV Project Manager. The Contractor shall submit the names of all subcontractors to be utilized during the term of this Agreement to the DMV Project Manager.

B. All subcontractors engaged in work under this Agreement shall be considered as employees of the Contractor. The Contractor shall give personal attention to fulfillment of this Agreement and shall keep the work under the Contractor’s control.