24-187_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

24-187

INVITATION FOR BID

Notice to Prospective Bidders

August 29, 2024

You are invited to review and respond to this Invitation for Bid (IFB) entitled 24-187 – Scheduled Inspection, Maintenance Services, and Non-Scheduled Repair Services on Commercial Food Service Equipment at the DMV Headquarters Cafeteria. 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:

Ada Davis Department of Motor Vehicles

Phone: (916) 818-2847 Email: ada.davis@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.

Ada Davis 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. Mandatory Pre-Bid Conference

5. Written Questions

6. Submission of Bid

7. Bid Opening

8. Disposition of Bids

9. Evaluation and Selection

10. Notice of Intent to Award Contract

11. Protest

12. Notice of Contract Award

13. Standard Conditions of Service

14. Required Documents (Awarded Contractor)

15. Bid Preference(s)

16. Bid Incentive(s)

17. Generative Artificial Intelligence (GenAI)

➢ 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 – Drawing

➢ EXHIBIT G – Final Acceptance Report

➢ 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 – California Disabled Veteran Business Enterprise Participation Requirement and Incentive

➢ ATTACHMENT 7 – California Civil Rights Laws Certification

➢ ATTACHMENT 8 – GenAI Reporting & Factsheet

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

A. Scheduled inspection, maintenance services and non-scheduled repair services on commercial food service equipment at the DMV Headquarters Cafeteria. 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.

2. Bidder Qualifications

A. The bidder shall possess a valid C-38 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 work under the contract shall possess all applicable contractor licenses for the work they shall perform under the contract. 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 (if applicable) 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.

B. 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.

3. Schedule of Events

Event Date Time

(1). IFB available to prospective bidders: 8/29/2024 N/A

(2). Mandatory pre-bid conference:

(Note: See additional info in Section 4.)

9/10/2024 10:00 am

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

(Note: See additional info in Section 5.)

9/17/2024 5:00 pm

(4). Written responses to questions released by: 9/20/2024 4:30 pm

(5). Final date for bid submission:

(Note: See additional info in Section 6.)

10/9/2024 N/A

(6). Date of bid opening:

(Note: See additional info in Section 7.)

10/10/2024 10:00 am

(7). Proposed start date of contract: 1/1/2025 N/A

4. Mandatory Pre-Bid Conference

A. A mandatory pre-bid conference is scheduled at DMV Headquarters (Meet at the East Building front lobby, security desk), 2415 First Avenue, Sacramento, CA 95818, for the purpose of discussing concerns regarding this IFB.

B. Potential bidders must be present at the designated meeting location notated above, at the time specified in the Schedule of Events. Potential bidders who are not at the designated meeting location at the specified time shall not be allowed to participate in the pre-bid conference.

C. Potential bidders must be present at the meeting location notated above, at the time specified in the Schedule Events, to sign in on the pre-bid conference sign in sheet at the mandatory pre-bid conference in order to be eligible to submit a bid. Signing in on the pre-bid conference sign in sheet shall be the only acceptable proof that a potential bidder attended the pre-bid conference.

Signing in on a building security/visitor log, providing a business card, or providing any other type of proof shall not be considered as acceptable proof of attending the pre-bid conference. If a bid is submitted by a potential bidder who failed to sign in on the pre-bid conference sign in sheet, the bid shall remain unopened and be returned to the bidder.

D. In the event a potential bidder is unable to attend the mandatory pre-bid conference, an authorized representative may attend on their behalf. The representative may only sign in for one (1) company. Subcontractors may not represent a potential bidder at a mandatory pre-bid conference. No bid shall be accepted unless the potential bidder or their authorized representative signed in on the pre-bid conference sign in sheet at the mandatory pre-bid conference.

E. Potential bidders who need assistance to attend the pre-bid conference due to a physical impairment, a reasonable accommodation shall be provided by the DMV upon request. The potential bidder must contact the contact person indicated on the cover page of this IFB package no less than five (5) DMV business days prior to the scheduled date and time of the pre-bid conference to arrange for a reasonable accommodation.

5. 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.

6. 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 # 24-187 for ADA DAVIS for SCHEDULED INSPECTION, MAINTENANCE SERVICES AND NON-SCHEDULED REPAIR SERVICES Due: 10/9/2024

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.

mailto:DMVBIDS@dmv.ca.gov

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.

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.

7. 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.

8. 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.

9. 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.

10. Notice of Intent to Award Contract

A. Upon written request by any bidder via email, fax, regular mail, or personal delivery prior to award of the contract, the DMV shall email or fax 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 lowest bidder, the DMV shall:

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

11. 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.

12. Notice of Contract Award

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

13. Standard Conditions of Service

A. Following the release of the written notice of contract award, the DMV shall email, fax, 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.

14. 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:

mailto:OLSProtests@dgs.ca.gov

(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.

15. 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.

(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).

16. Bid Incentive(s)

A. The following incentive is applicable to this IFB:

(1). Disabled Veteran Business Enterprise (DVBE) Participation Incentive

a. See Attachment 6 for DVBE Participation Incentive information (Note: DVBE Participation Incentive cannot displace a direct award to a California certified Small Business or a California certified Micro Business).

17. Generative Artificial Intelligence (GenAI)

A. The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

B. Bidders must notify the State in writing if their solution or service includes, or makes available, any GenAI including, GenAI from third parties or subcontractors.

C. The State has developed a GenAI Reporting and Factsheet (STD 1000) to be completed by the Bidder. Failure to submit the GenAI Reporting and Factsheet (STD 1000) will result in disqualification of the Bidder. Failure to report GenAI to the State may void any resulting contract. The State reserves its right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

D. Upon receipt of a Bidder GenAI Reporting and Factsheet (STD 1000), the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

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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 scheduled inspection and maintenance services and non-scheduled repair services on commercial food service equipment at the DMV Headquarters Cafeteria for the term of this Agreement.

2. The services shall be performed at: 2415 First Avenue, Sacramento, CA 95818

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.

4. All scheduled quarterly inspection and maintenance services shall be performed during normal DMV cafeteria business days and hours, Monday through Friday between 6:00 AM and 5:00 PM, or on weekends if approved by the DMV Project Manager. All non-scheduled repair services shall be performed during DMV cafeteria business days and hours, Monday through Friday between 6:00 AM and 5:00 PM, unless otherwise requested by the DMV Project Manager. Although it is not anticipated during the term of this Agreement that the Contractor will need to perform non-scheduled repair services outside of DMV cafeteria business days and hours, the Contractor shall perform non-scheduled repair services outside of DMV cafeteria business hours, Monday through Sunday including state holidays, if requested by the DMV Project Manager. The DMV does not guarantee a minimum or maximum number of hours for non-scheduled repair services.

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

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: Ada Davis Name: TBD

Address: 2415 First Avenue, MS: E112 Sacramento, CA 95818

Address: TBD

Phone: (916) 818-2847 Phone: TBD

Email: ada.davis@dmv.ca.gov Email: TBD

7. In the event of any changes to the name, address, and/or contact information for the Project Managers and/or 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. SUMMARY OF WORK

(1). GENERAL

a. All services performed by the Contractor shall be in accordance with this scope of work, all equipment manufacturer requirements, all applicable standards, codes, and regulations, and all local, city, county, state, and federal requirements.

b. Upon receipt of the fully executed Agreement, the Contractor shall contact the DMV Project Manager to schedule a pre-work meeting to determine a schedule for quarterly inspection and maintenance services for the term of this Agreement.

The Contractor shall submit progress schedules and attend progress meetings when requested by the DMV Project Manager. The DMV Project Manager shall provide scheduling, submittal approvals, oversight of all work in progress, final inspections, and determinations and acceptances of completion of work.

c. The Contractor shall obtain clarification from the DMV Project Manager before proceeding with services when instruction is lacking, when conflicts occur in these specifications and/or manufacturer’s literature, or when a procedure specified is not clearly understood.

d. The Contractor shall notify the DMV Project Manager each day upon arrival at the DMV Headquarters Complex prior to performing services. The Contractor shall enter DMV Headquarters building by way of the main entrance at the front of the DMV Headquarters East Building. The Contractor shall check in at the security station upon entering and exiting the building. The Contractor shall sign the visitor log at the security station and meet all of the security protocol requirements prior to being given access to the building.

e. The Contractor shall not park vehicles in any non-visitor parking spaces or disabled parking spaces (unless displaying a valid disabled placard) located on the DMV Headquarters property. Non-visitor parking spaces include numbered spaces, reserved spaces, subterranean spaces, or other prohibited spaces such as red zones.

f. The Contractor shall not begin performing scheduled or non-scheduled services until prior approval is obtained from the DMV Project Manager.

g. The Contractor shall take precautions not to void factory warranties by work performed under this Agreement. The Contractor shall be held liable for voiding factory warranties.

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B. SPECIFICATIONS FOR SCHEDULED INSPECTION AND MAINTENANCE SERVICES

(1). The Contractor shall perform the following scheduled inspection and maintenance services on commercial food service equipment four (4) times per year (one [1] time every three [3] months), with the exception of scale inhibitors and purification filters which shall be replaced two (2) times per year (one [1] time every six [6] months), and shall submit a completed Final Acceptable Report (see Exhibit G, no contractor field reports will be signed by DMV) to the DMV Project Manager or DMV Project Manager’s authorized representative following each scheduled inspection and maintenance service:

a. Refrigerators, Freezers, and Ice Makers

1. Clean condenser and evaporator coils, motors, controls, fans and shrouds, condensation drain lines and pans, guards, air intakes, and filters.

2. Verify, adjust, and calibrate thermostats for appropriate operation.

3. Verify and report any lubricant, refrigerant, and air leaks.

4. Verify and report any mechanical system cracks, breaks, or loose fittings.

Adjust or tighten loose fittings.

5. Adjust and lubricate hinges and all moving parts requiring routine lubrication.

6. Adjust doors and seals for tightness and to prevent heat infiltration.

7. Verify and report all worn, broken, and missing parts that require replacement.

8. Verify and adjust belts and all items that reduce the normal operation of the equipment.

9. Verify and tighten all electrical connections as needed.

10. Perform minor repairs as needed.

11. Verify and submit recommended list of all major and electrical components requiring replacement.

b. Gas and Electric Ranges and Ovens, Broilers, Microwave, and Other Appliances

1. Clean and adjust pilots and burners, motors, controls, fans and shrouds, guards, air intakes, and filters.

2. Verify, adjust, and calibrate thermostats, thermocouples, and thermopiles for appropriate operation.

3. Verify and report any mechanical system cracks, breaks, or loose fittings.

Adjust or tighten loose fittings.

4. Adjust and lubricate hinges, valves, bearings, and all moving parts requiring routine lubrication.

5. Adjust doors and seals for tightness to prevent heat loss.

6. Verify and report all worn, broken, and missing parts that require replacement.

7. Verify and adjust belts and all items that reduce the normal operation of the equipment.

8. Verify and tighten all electrical connections as needed.

9. Perform minor repairs as needed.

10. Verify and submit recommended list of all major and electrical components requiring replacement.

c. Preparation and Other Equipment in Cafeteria, Kiosk, Cooking, Serving, Cold and Dry Storage, and Washing Areas

1. Lubricate and sharpen slicer.

2. Verify and fill mixer oil as needed.

3. Verify mixer for normal operation and adjust as needed.

4. Verify and report any equipment abnormalities, breaks, or loose fittings.

Adjust and tighten loose fittings.

5. Clean motors, controls, fans and shrouds, guards, air intakes, and filters.

6. Adjust and lubricate all moving parts requiring routine lubrication.

7. Adjust doors and seals for tightness to prevent heat loss.

8. Verify and report all worn, broken, and missing parts that require replacement.

9. Verify and adjust belts and all items that reduce the normal operation of the equipment.

10. Verify and tighten all electrical connections as needed.

11. Perform minor repairs as needed.

12. Verify and submit recommended list of all major and electrical components requiring replacement.

d. Scale Inhibitors and Purification Filters (Contractor shall provide parts and labor one [1] time every six [6] months)

1. Replace two (2) scale inhibitors in the Blodgett Combi Ovens at Back Line Prep Area (2 each #HF40-S by Aquapure or pre-approved equal).

2. Replace one (1) scale inhibitor in the Raypack Dishwasher Booster Heater in the Dishwashing Room (#CFS117-S by Cuno or pre-approved equal).

3. Replace two (2) filters/scale inhibitors for the soda dispensers and ice makers at the beverage stations (#HF25-S by Aquapure or pre-approved equal).

(2). If the Contractor recommends the replacement of specific parts in their completed Final Acceptable Report to the DMV Project Manager following the performance of scheduled inspection and maintenance services, and the DMV Project Manager determines that the replacement parts are needed, the DMV may purchase the replacement parts from the Contractor or another vendor of DMV’s choice under a separate agreement for the Contractor to install. The Contractor shall perform non-scheduled repair services under this Agreement to install all necessary replacement parts purchased by the DMV under separate agreements. The Contractor shall not install any replacement parts while performing scheduled inspection and maintenance services without prior approval from the DMV Project Manager.

C. EQUIPMENT TO BE INSPECTED, MAINTAINED, AND SERVICED

(Note: The Contractor shall accept the list of equipment that follows as a guideline only. The DMV does not guarantee the accuracy of the list of equipment that follows. The Contractor shall be responsible for ensuring that ALL commercial food service equipment is inspected and maintained regardless of whether or not the equipment is included in the list that follows.

Exceptions include: fire suppression hoods, the ice machine with Kloppenberg shuttle in the back line prep area, the ice machine and dispenser in the vending and dining areas, and any other equipment maintained by other vendors as indicated by the DMV Project Manager, which SHALL NOT be maintained and serviced by the Contractor. The DMV may add or remove equipment at any time throughout the term of this Agreement. The DMV Project Manager shall notify the Contractor of any equipment additions and deletions. The Contractor shall provide scheduled inspection and maintenance services for equipment additions and deletions at no additional cost to the DMV.)

ITEM MANUFACTURER MODEL # LOCATION QTY

(1) Microwave Oven Amana LD10

RMS10DS

Vending 6

(2) Cook N hold Alto Shaam 1767 SK Front Line Prep

(3) Portion Scale Avery Berkel 6025-6 PS Front Line Prep 1

(4) Slicer Avery Berkel 919/1 Front Line Prep

(5) Unit Price Scale Avery Berkel FX220 Dock Storage 2

(6) Processor Berkel TM-100 Dock Storage 1

(7) Tenderizer Berkel 705 Dock Storage 1

(8) Unicut (w/bowl) Berkel Scharfen 1850 Dock Storage 1

(9) Combi Oven Blodgett BDX-14G Front Line Prep 2

ITEM MANUFACTURER MODEL # LOCATION QTY

(10) Convection Oven Blodgett BDO-100-G-ES-D Front Line Prep

(11) Pot Scrubber Champion PP-3 Dish Room 1

(12) Dishwasher Champion 44-WS Dish Room 1

(13) Tilting Kettle Cleveland Range KGL-60-T Front Line Prep 1

(14) Tilting Kettle Cleveland Range KGT-12-T Front Line Prep

(15) Coffee Makers Curtis GEM-12-10 Beverage 4

(16) Hot/Cold Food Wells Delfield N8631 Entrée/Soup 2

(17) Cold Pans Delfield F2987C Lunch Grill 1

(18) Refrigerated Cold Pan Delfield 18660PTBM Lunch Grill 1

(19) Refrigerator/Freezer Delfield SRR2-G Beverage 2

(20) Refrigerated Work Table Atosa MGF8404GR Front Line Prep

(21) Refrigerator Delfield SRPT-2 Front Line Prep 1

(22) Heated Cabinet Delfield SHPT2-S Front Line Prep

(23) Freezer Delfield 6125-XL-S Lunch Grill 1

(24) Refrigerated Cold Pan (3 Pans)

Delfield N8144-FA Salad Bar Island

(25) Refrigerated Cold Pan (4 Pans)

Delfield N8157-FA Salad Bar Island

(26) Refrigerator True TR1R-1S Lunch Grill 1

(27) Walk-In Refrigerator/ Freezer

Duracold N/A Back Line Prep 1

(28) Refrigerated Display Case Federal Industries CGR3642 Kiosk 1

(29) Non-Refrigerated Display Case Federal Industries CGR3642 Kiosk 1

(30) Pasta Cooker Frymaster GSMSSC Deli 1

(31) Fryer Frymaster&Merco Heat Lamp-Hatco

FM145ESD

GRAH-24

Breakfast Grill/ Front Line Prep/ Lunch Grill

(32) Induction Electric Range Garland GIU-2.5 Entrée 4

(33) Sink Heater Hatco Corporation 3CS-4B Dish Room 1

(34) Pizza Display Merchandiser Hatco Corporation GR2SDS-42D Pizza 1

(35) Refrigerated Drawer/ Pan Storage

Jade Refrigeration UNK Entrée 2

(36) Pizza Oven Lincoln 1116-000-A Pizza 3

(37) Broiler Magi-Kitchen UNK Lunch Grill 1

(38) Ice Machine Over Soda Fountain

Manitowoc QY-0324A Beverage 2

(39) Toaster APW Wyott ECO-4000-350-L Toast Island 1

(40) Booster Heater Hatco PMG-100

PMG100120NAT

S/N: 8682671631

Dish Room 1

(41) Lighted Refrigerated Display Refcon M/SMASDS065 Toast Island 1

(42) Lighted Refrigerated Display Refcon M/SMASD048 Salad Bar Island

(43) Toaster Round-Up VCT-50CF Dock Storage 1

(44) Disposer Salvajor 300 Dish Room 2

(45) Range (6 burner/1 oven/griddle)

US Range C0836-1 Front Line Prep 1

(46) Range (6 burner/2 ovens/griddle)

US Range UNK Breakfast Grill 1

(47) Cheesemelter US Range IRCMA-48 Breakfast Grill 1

(48) Gas Griddle (w/manual controls)

US Range UNK Breakfast Grill 1

(49) Gas Griddle (w/electric controls)

US Range Garland Griddle

UNK

GTGG48-GT48M

Lunch Grill 1

(50) Food Mixer Varimixer W20 Back Line Prep 1

(51) Food Mixer Varimixer W100 Front Line Prep 1

(52) Hot Food (3 well)

Wells Manufacturing MOD-3000TDM Deli 1

(53) Hoot Food (4 well)

Wells Manufacturing MOD-400T Breakfast Grill 1

(54) Soup Warmer Wells Manufacturing SS-10ULT Toast Island 3

(55) Coffee Brewer/Dispenser Wilber Curtis GEM-12-10 Beverage & Dock Storage

(56) Carving Station Wittco CSD-600 Dock Storage 1

D. SPECIFICATIONS FOR NON-SCHEDULED REPAIR SERVICES

(1). The Contractor shall provide non-scheduled repair services on all the equipment listed in Exhibit A to be inspected, maintained, and serviced.

(2). All non-scheduled repair services shall be scheduled with the DMV Project Manager.

The Contractor shall provide advanced notice to include name(s) of the Contractor’s technician(s) and their mobile phone number or alternate contact information.

(3). Within twenty-four (24) hours of being contacted by the DMV Project Manager, the Contractor shall have a qualified technician onsite at the DMV to perform necessary repairs to bring malfunctioning equipment to full operating condition.

(4). The DMV has allotted three hundred (300) hours for non-scheduled repair services during normal DMV Cafeteria business days and hours (Monday through Friday between 5:00AM and 4:00PM, excluding state holidays) for the term of this Agreement. The DMV does not guarantee a minimum or maximum number of total hours for unscheduled repair services for the term of this Agreement.

(5). The DMV has allotted sixty-five (65) hours for non-scheduled repair services during non-scheduled repair services outside of normal DMV Cafeteria business hours (Monday through Sunday, including state holidays) for the term of this Agreement. The DMV does not guarantee a minimum or maximum number of total hours for unscheduled repair services for the term of this Agreement.

(6). Invoices shall be paid in fifteen (15) minute increments and calculated from the time of the technician’s arrival at the DMV to the time of the technician’s departure from the DMV. Travel to and from the DMV shall not be calculated into the invoice or any other portal to portal and transportation fee.

(7). The Contractor shall notify the DMV Project Manager if any replacement parts are needed to complete non-scheduled repair services. The DMV may purchase all necessary replacement parts from the Contractor or another vendor of DMV’s choice under a separate agreement for the Contractor to install. The Contractor shall not be responsible for any service delays when the DMV elects to obtain replacement parts from other vendors. The Contractor shall not install any replacement parts without prior approval from the DMV Project Manager. Replacement parts installed by the Contractor that fail, break, or do not perform properly due to not being installed in accordance to all equipment manufacturer requirements, all applicable standards, codes, and regulations, and all local, city, county, state, and federal requirements, shall be replaced by the Contractor at no cost to the DMV.

(8). For all non-scheduled repair services, the Contractor shall provide the DMV Project Manager with all documentation provided with replacement parts installed by the Contractor and a complete field report stating work performed, date and time of arrival and departure. No contractor field reports will be signed by DMV.

D. Trained Technicians

(1). Maintenance shall be performed by trained and qualified technician(s).

E. Uniform Clothing

(1). The Contractor shall require all employees, including supervisors, to wear distinctive uniform clothing while performing services under this Agreement. The Contractor shall ensure that every employee and supervisor is in uniform when on-site at a DMV office.

Uniform clothing shall clearly identify the Contractor’s name in a manner that is easily identifiable via a permanently affixed badge or monogram.

EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. Invoice and Payment

A. For services satisfactorily rendered in conformity with the work specified in Exhibit A, in accordance with the item unit cost identified in the tables below, and upon receipt and approval of the invoice(s) and any associated time-sheets, status reports, or any other required documentation of work completed, the DMV agrees to compensate the Contractor based upon the project price quotation submitted to and approved by the DMV Project Manager, all taxes included, no more frequently than on a monthly basis, in arrears. Invoices shall be paid in fifteen

(15) minute increments and calculated from the time of the technician’s arrival at the DMV to the time of the technician’s departure from the DMV. Travel to and from the DMV shall not be calculated into the invoice or any other portal to portal and transportation fee. The DMV does not guarantee a minimum or maximum number of hours for non-scheduled repair services for the term of this Agreement. The total compensation for all services performed under this Agreement shall not exceed $____ (to be completed by the DMV). The DMV does not guarantee a minimum or maximum use of this Agreement.

1. SCHEDULED INSPECTION AND MAINTENANCE SERVICES

ITEM DESCRIPTION COST PER SERVICE

A1.

Cost to Perform Scheduled Inspection and Maintenance Services on All Commercial Food Service Equipment, One (1) Time Every Three (3) Months

TBD

A2.

Cost to Replace Scale Inhibitors and Purification Filters (Parts to Be Provided by Contractor One (1) Time Every Six [6] Months)

TBD

2. NON-SCHEDULED REPAIR SERVICES

ITEM DESCRIPTION COST PER HOUR

B1.

Cost to Perform Non-Scheduled Repair Services During DMV Cafeteria Business Days and Hours (Monday Through Friday Between 6:00 a.m. and 5:00 p.m.)

TBD

B2.

Cost to Perform Non-Scheduled Repair Services Outside of DMV Cafeteria Business Hours (Monday Through Sunday, Including State Holidays)

TBD

B. 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.

EXHIBIT B

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

(5). This 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).

C. 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.

D. The Contractor’s invoice(s) shall be emailed to: TBD

2. Travel Reimbursement

A. The DMV shall not reimburse the Contractor for travel costs.

3. 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.

4. 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).

5. 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.

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…