24-301_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

24-301

INVITATION FOR BID

Notice to Prospective Bidders

January 17, 2025

You are invited to review and respond to this Invitation for Bid (IFB) entitled 24-301 – To Perform Setup Services, Scheduled Preventative Maintenance Services, As-Needed Repair Services, Training Support Services, and Software Update Services for DMV-Owned Mail Machines. 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. 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)

16. 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

➢ 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 – Iran Contracting Act

➢ ATTACHMENT 9 – GenAI Reporting & Factsheet

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

A. Perform setup services, scheduled preventative maintenance services, as-needed repair services, training support services, and software update services for DMV-owned mail machines. 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. 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: 1/17/2025 N/A

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

(Note: See additional info in Section 5.)

1/30/2025 5:00 pm

(3). Written responses to questions released by: 2/3/2025 4:30 pm

(4). Final date for bid submission:

(Note: See additional info in Section 6.)

2/19/2025 N/A

(5). Date of bid opening:

(Note: See additional info in Section 7.)

2/20/2025 10:00 am

(6). Proposed start date of contract: 5/1/2025 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:

mailto:DMVBIDS@dmv.ca.gov

a. Bid # 24-301 for ADA DAVIS for MAIL MACHINE MAINTENANCE AND REPAIR SERVICES Due: 2/19/2025.

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.

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, 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.

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.

11. Notice of Contract Award

A. The DMV shall email, fax, 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, 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.

mailto:OLSProtests@dgs.ca.gov

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.

(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).

15. 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).

16. 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.

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 setup services, scheduled preventative maintenance services, as-needed repair services, training support services, and software update services for DMV owned mail machines for the term of this Agreement.

2. The services shall be performed at:

A. DMV Mail Production Center: 2730 Broadway, 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. The services shall be performed during the days and times identified in the Operational Hours section of this Exhibit.

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

Department of Motor Vehicles Contractor Name (TBD)

Name: TBD Name: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

Department of Motor Vehicles Department of Motor Vehicles

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: 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 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. DMV Mail Machines

(1). The Contractor shall provide services for all of the following DMV-owned mail machines:

a. Up to five (5) Bluecrest Evolution X5 (or equivalent Bluecrest) medium speed mail machines.

1. Up to two (2) Bluecrest Epic X2 (or equivalent Bluecrest) high speed mail machines.

B. Resident Service Technicians

(1). The Contractor shall provide two (2) resident service technicians during all DMV Mail Production Center operational hours that are fully trained and qualified to perform services on all DMV mailing machines specified in this Agreement. The Contractor shall only provide resident service technicians that are directly employed by the Contractor.

a. The Contractor shall ensure that two (2) resident service technicians are available and onsite during all regular and additional DMV Mail Production Center operational hours.

(2). The resident service technicians shall reside at the DMV Mail Production Center.

(3). The DMV shall provide two (2) workstations for resident service technicians to utilize at the DMV Mail Production Center.

(4). Resident service technicians shall be subject to DMV security clearance requirements prior to being allowed to access a DMV building or perform services under this Agreement.

(5). In the event of a scheduled absence by a resident service technician, the Contractor shall provide a substitute resident service technician of equal skill level to fully cover the scheduled absence without any break in service.

(6). In the event of an unscheduled absence by a resident service technician, the Contractor shall provide a substitute resident service technician of equal skill level within two (2) hours of the start time of the absent resident service technician’s work shift.

C. DMV Mail Production Center Operational Hours

(1). Regular Operational Hours

a. Monday through Friday (5:00AM through 10:00PM)

(2). Additional Operational Hours

a. Monday through Friday (10:00PM through 2:00AM)

1. The DMV Mail Production Center may continue to operate after regular operational hours Monday through Friday during peak workload periods.

The DMV shall notify the Contractor 24 hours prior to any work shift that is scheduled to continue after regular operational hours that requires the presence of resident service technicians. The DMV does not guarantee the number of work shifts that will continue after regular operational hours during the term of this Agreement.

2. Resident service technicians provided after regular operational hours Monday through Friday is included as part of this Agreement and shall be provided at no additional cost to the DMV.

b. Saturday and/or Sunday (5:00AM through 6:00PM)

1. The DMV Mail Production Center may operate on some Saturdays and/or Sundays during peak workload periods. The DMV shall notify the Contractor by 12:00PM on the Thursday prior to any scheduled weekend work shift that requires the presence of resident service technicians. The DMV does not guarantee the number of work shifts that will be scheduled on Saturdays or Sundays during the term of this Agreement.

2. Resident service technicians provided on any Saturday and/or Sunday is included as part of this Agreement and shall be provided at no additional cost to the DMV.

c. State Holidays (5:00AM through 6:00PM)

1. The DMV Mail Production Center may operate on some state holidays during peak workload periods. The DMV shall notify the Contractor 48 hours prior to any scheduled state holiday work shift that requires the presence of resident service technicians. The DMV does not guarantee the number of work shifts that will be scheduled on state holidays during the term of this Agreement.

2. Resident service technicians provided on any state holiday is included as part of this Agreement and shall be provided at no additional cost to the

DMV.

(3). DMV Mail Production Center operational hours are subject to change. A DMV Project Manager (or their designee) shall notify the Contractor in writing at least thirty (30) calendar days prior to any changes in operational hours. Changes in operational hours shall be covered by the Contractor at no additional cost to the DMV.

D. DMV Mail Production Center Non-Operational Hours

(1). When requested by the DMV Project Manager, The Contractor may be required to perform services without the presence of a DMV employee during non-operational hours.

(2). Resident service technicians provided on non-operational hours is included as part of this Agreement and shall be provided at no additional cost to the DMV.

E. Setup Services

(1). For DMV mail machines designated for use on a daily basis as determined by a DMV Project Manager (or their designee), the resident service technicians shall perform all of the following setup tasks to ensure the machines are ready for use no later than the start time of DMV Mail Production Center operational hours:

a. Power-on equipment.

b. Clean print heads if necessary.

c. Adjustment equipment if necessary.

(2). For DMV mail machines designated for use on an as-needed basis as determined by a DMV Project Manager (or their designee), a resident service technician shall contact the DMV Project Manager (or their designee) no later than the start time of DMV Mail Production Center operational hours to determine which machines will be needed during the work shift and the priority order of setup. The resident service technicians shall ensure that all needed machines are setup and fully functional no later than one (1) hour after the start time of DMV Mail Production Center operational hours.

F. Scheduled Preventative Maintenance Services

(1). The resident service technicians shall perform full coverage preventive maintenance services on all DMV mail machines no less than one (1) time per month to ensure equipment remains in optimal operating condition.

(2). All mail machines shall be cleaned, lubricated, and adjusted as necessary.

(3). All DMV mail machines shall be thoroughly inspected for malfunctioning, broken, and/or worn parts, and all malfunctioning, broken, and/or worn parts shall be replaced by the Contractor with new or equivalent to new parts provided by the Contractor. All parts shall meet or exceed the specifications of the mail machine manufacturer.

Malfunctioning, broken, and/or worn parts replaced by the Contractor shall become the property of the Contractor.

a. When replacement of parts is necessary due to the fault or negligence of the DMV, all malfunctioning, broken, and/or worn parts must be replaced by the Contractor within 24 hours.

b. To limit equipment downtime, the Contractor shall acquire necessary parts that are not in stock on an expedited basis or by overnight delivery.

c. Replacement mail machine parts installed by the Contractor that fail, break, or do not perform properly due to not being installed in accordance with all mail machine manufacturer requirements and/or all applicable standards, codes, regulations, and governmental requirements, shall be replaced by the Contractor.

(4). Preventive maintenance services shall be performed in a manner that does not interfere with the scheduling of work that utilizes the mail machines.

G. As-Needed Repair Services

(1). The resident service technicians shall perform full coverage as-needed repair services on all DMV mail machines to ensure that the machines remain fully operational at all times.

(2). Repairs shall be performed promptly after encountering malfunctioning machines and/or after being notified by a DMV Project Manager (or their designee) of a machine malfunction.

(3). Malfunctioning, broken, and/or worn DMV mail machine parts shall be replaced by the Contractor with new or equivalent to new parts provided by the Contractor. All parts shall meet or exceed the specifications of the mail machine manufacturer.

Malfunctioning, broken, and/or worn equipment parts replaced by the Contractor shall become the property of the Contractor.

a. When replacement of parts is necessary due to the fault or negligence of the DMV, all malfunctioning, broken, and/or worn parts must be replaced by the Contractor within 24 hours following a notification of equipment failure.

b. To limit equipment downtime, the Contractor shall acquire necessary parts that are not in stock on an expedited basis or by overnight delivery.

c. Replacement mail machine parts installed by the Contractor that fail, break, or do not perform properly due to not being installed in accordance with all mail machine manufacturer requirements and/or all applicable standards, codes, regulations, and governmental requirements, shall be replaced by the Contractor.

(4). All repair services shall be performed in compliance with the original equipment manufacturer’s specifications and adhere to the original equipment manufacturer’s safety requirements. The Contractor shall not remove or bypass any safety devices in order to facilitate repair and operation of DMV mail machines.

(5). A DMV mail machine that cannot be repaired within 48 DMV Mail Production Center operational hours from the time of initial notification of equipment failure shall be determined to have suffered a catastrophic equipment failure.

a. In the event a DMV mail machine suffers a catastrophic equipment failure, the Contractor shall submit a written statement to a DMV Project Manager (or their designee) to identify the problem(s) with obtaining parts, and provide an estimated time when the mail machine is expected to be returned to full operating capacity. This notice shall allow the DMV Project Manager (or their designee) to assess workload requirements and adjust priority processing as necessary.

b. The Contractor shall repair in place or offsite, DMV mail machines that suffer a catastrophic equipment failure. The Contractor must obtain written approval from a DMV Project Manager (or their designee) prior to moving any DMV mail machine offsite for repairs. When a DMV mail machine is being repaired offsite, the Contractor shall provide the DMV Mail Production Center with a loaner mail machine to temporarily utilize until repairs are fully completed and the DMV mail machine is returned to the DMV Mail Production Center.

1. The loaner mail machine shall perform the same type of work and process an equal or greater volume of work as the DMV mail machine being repaired.

2. The loaner mail machine shall have a similar size, weight, and electrical usage rating as the DMV mail machine being repaired.

3. The loaner mail machine shall meet all installation requirements of the DMV mail machine being repaired.

4. The resident service technicians shall provide training to DMV mail machine operators that details the operation of loaner mail machines.

5. Following the delivery of a loaner mail machine to the DMV Mail Production Center, a DMV Project Manager (or their designee) shall notify the Contractor of the acceptance of the loaner mail machine once it is fully functioning and processing work to the satisfaction of the DMV. After the DMV’s acceptance of the loaner mail machine, the loaner mail machine shall be subject to all terms and conditions of this Agreement.

c. The Contractor shall fully repair all DMV mail machines that suffer a catastrophic equipment failure to ensure the machines are fully functional and conform to all of the mail machine manufacturer’s specifications.

H. Training Support Services

(1). The resident service technicians shall provide DMV mail machine operators with training on any version of software that is installed on DMV mailing machines.

(2). In the event a DMV mail machine is replaced with a new mail machine or new DMV mail machine operators require training, the resident service technicians shall provide training to DMV mail machine operators at the DMV Mail Production Center.

(3). Training shall be provided continuously until DMV mail machine operators are able to operate DMV mail machines independently.

(4). Additional training sessions shall be provided by the resident service technicians when requested by DMV.

I. Software Update Services

(1). The Contractor shall provide and install manufacturer and postal related software updates and upgrades for all DMV mail machines during the term of this Agreement.

(2). The Contractor shall acquire all manufacturer software updates and upgrades from the original manufacturer of the mail machines.

J. Services Not Provided

(1). This Agreement does not cover the replacement of attachments or the purchase and installation of attachments or modifications for any DMV mail machines for the purpose of enhancing or changing the function of the equipment.

K. Technical Assistance For Resident Service Technicians

(1). The Contractor shall provide resident service technicians with technical expertise resources during all DMV Mail Production Center operational hours to help resolve mechanical, electrical, and/or software problems that may occur with DMV mail machines.

(2). If the same or a closely related problem reoccurs on a specific mail machine three (3) times within a month or a lesser period of time, a resident service technician shall notify a DMV Project Manager (or their designee) of the problem and provide an action plan recommended to reduce or eliminate the reoccurrence of the problem.

(3). The Contractor shall have a backup technical assistance function available for the resident service technicians that can be called upon during all DMV Mail Production Center operational hours.

(4). In the event a resident service technician determines that it is necessary to bring representatives and/or technical assistants from a mail machine manufacturer to the

DMV Mail Production Center to assist in resolving a DMV mail machine repair or software issue, the Contractor shall provide the representatives and/or technical assistants at no additional cost to the DMV. The representatives and/or technical assistants provided must be fully trained and qualified to perform services on the impacted DMV mailing machine.

(5). The resident service technicians shall work with the DMV to ensure all internet connectivity or related capabilities for mail machines are in working order.

L. Uptime

(1). The Contractor shall ensure that all DMV-owned mail machines and all loaner mail machines provided by the Contractor are fully functional for a minimum ninety-five percent (95%) of the operational hours in a calendar month.

a. Calculation of operational hours will be based on the actual number of hours DMV staff is at the worksite and available to operate the mail machines during a calendar month.

b. Calculation of downtime shall begin at the time of notification of mail machine malfunction.

c. Preventive maintenance is not included in calculation of downtime.

(2). During any calendar month that the Contractor fails to meet the minimum ninety-five percent (95%) uptime requirement, the Contractor shall be subject to liquidated damages as identified in Exhibit D of this Agreement.

(3). If the uptime requirement is not met by the Contractor for two (2) or more consecutive months during the term of this Agreement, the DMV may immediately terminate this Agreement.

M. Maintenance and Repair Service Log

(1). The Contractor’s resident service technicians shall maintain a maintenance and repair service log for the DMV mail machines. The maintenance and repair service log shall be kept at the DMV Mail Production Center and be available to the DMV for inspection upon request. At a minimum, the maintenance and repair service log shall contain the following information:

a. A comprehensive chart of preventative maintenance (PM) records for each mail machine, including model and serial number or other identification, hours of service, hours of maintenance, and the next proposed preventative maintenance actions to be taken.

b. Dates and times a resident service technician was notified of mail machine malfunctions.

c. Dates and times resident service technicians and any necessary representatives and/or technical assistants from a mail machine manufacturer worked on malfunctioning mail machines.

d. Description of mail machine malfunctions, including the cause, if known.

e. Corrective actions taken to repair malfunctioning mail machines, including replacement parts used.

f. Written acknowledgement (initial) by a DMV Project Manager (or their designee) of the accuracy of the entries to validate satisfactory completion of the work and timelines.

(2). The maintenance and repair service log shall be separate from the logs in which the DMV mail machine operators enter information on a daily basis regarding/detailing condition or problems with a mail machine.

(3). The maintenance and repair service log shall be emailed (and a hard copy shall be provided upon request) to the appropriate DMV Project Manager (or their designee) on a biweekly basis (one time every two weeks) at a minimum. The service log shall include all data outlined above.

(4). Following the completion of any preventive maintenance or repair service, A DMV Project Manager (or their designee) shall initial the Contractor’s maintenance and repair service log to verify the proper maintenance or repair service was performed and all safety devices are in place.

(5). The maintenance and repair service log shall be the basis for determining downtime and liquidated damages.

N. Loaned Equipment

(1). In the case of loaned equipment, the DMV shall be relieved of all risks of loss or damage during the entire time the equipment is in the possession of the DMV, except when the loss or damage is due to fault or negligence on the part of the DMV. Loaned equipment shall be returned to the Contractor in the condition it was received, less normal wear and tear, provided there is no loss or damage due to fault or negligence on the part of the

DMV.

(2). The Contractor agrees to provide maintenance, repairs, and replacement services for all loaned equipment throughout the term of this Agreement to ensure that the equipment remains in good operating condition at all times. If loaned equipment needs to be removed from the DMV premises for repair or replacement, the Contractor shall immediately provide the DMV with replacement equipment of comparable capability.

O. United States Postal Service (USPS) Compliance Standards

(1). As the USPS changes and updates its regulations and requirements, it is the Contractor’s responsibility to ensure that DMV mail machine equipment is kept in compliance with USPS codes and regulations at no additional cost to the DMV. This explicitly includes digital or IBI operational characteristics of equipment to comply with USPS requirements.

P. Warranties

(1). The Contractor warrants that the services are performed promptly, with diligence, and in a competent and professional manner in accordance with the description of services in this Agreement, and to the DMV’s satisfaction.

(2). If the DMV believes that there has been a breach of warranty, the DMV shall notify the Contractor, setting forth the nature of such claimed breach. The Contractor shall promptly investigate the claimed breach and shall either:

a. Provide information satisfactory to the DMV that no breach of warranty occurred;

OR

b. Promptly take action as may be required to correct the breach.

(3). If a breach of warranty has not been corrected within 48 hours, or if two (2) or more breaches of warranty occur within any 30 day period, the DMV may terminate this Agreement.

Q. Loss/Damage

(1). The DMV shall be relieved from all risks of loss or damage to all equipment/parts during periods of transportation by the Contractor or the Contractor’s agent.

R. 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.

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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, the DMV agrees to compensate the Contractor in accordance with the rates specified in the table below, all taxes included, on a monthly basis in arrears. The total compensation for all services performed under this Agreement shall not exceed $3,829,040.00. A fiscal year (FY) during the term of this Agreement starts on July 1st and ends on June 30th.

RESIDENT SERVICE TECHNICIAN LABOR COSTS

ITEM

DESCRIPTION

TOTAL

COST PER

MONTH

(FY 24/25)

TOTAL

COST PER

MONTH

(FY 25/26)

TOTAL

COST PER

MONTH

(FY 26/27)

TOTAL

COST PER

MONTH

(FY 27/28)

A1

Provide Two (2) Resident Service Technicians During all Regular and Additional DMV Mail Production Center Operational Hours and Non- Operational Hours to Perform all Mail Machine Setup Services, Scheduled Preventative Maintenance Services, As-Needed Repair Services, and Training Support Services

TBD TBD TBD TBD

SPECIFIC MAIL MACHINE SERVICE COSTS

ITEM

DESCRIPTION

TOTAL

COST PER

MONTH

(FY 24/25)

TOTAL

COST PER

MONTH

(FY 25/26)

TOTAL

COST PER

MONTH

(FY 26/27)

TOTAL

COST PER

MONTH

(FY 27/28)

A2

Provide and Install all Mail Machine Parts, Provide and Install all Mail Machine Software Updates and Upgrades, and Provide all Technical Assistance for Resident Service Technicians for five (5) Bluecrest Evolution (or equivalent Bluecrest) Medium Speed Mail Machine

TBD TBD TBD TBD

A3

Provide and Install all Mail Machine Parts, Provide and Install all Mail Machine Software Updates and Upgrades, and Provide all Technical Assistance for Resident Service Technicians for two (2) Bluecrest Epic (or equivalent Bluecrest) High Speed Mail Machine

TBD TBD TBD TBD

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). 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).

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: 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.