24-373_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

24-373

INVITATION FOR BID

Notice to Prospective Bidders

March 27, 2025

You are invited to review and respond to this Invitation for Bid (IFB) entitled 24-373 – Closed Circuit Television (CCTV) Maintenance Services for Various DMV Office Locations in Area 1. 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. Prevailing Wage

4. Pre-Approved Equal Manufacturers/Brands

5. Schedule of Events

6. Written Questions

7. Submission of Bid

8. Bid Opening

9. Disposition of Bids

10. Evaluation and Selection

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

➢ EXHIBIT F – Noncollusion Declaration

➢ EXHIBIT G – Standard California Nondiscrimination Construction Contract

➢ EXHIBIT H – DMV Office Location List – Area 1

➢ 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

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

A. Preventative maintenance services, technical support services, existing system disconnection and dismounting and/or reinstallation and setup services, and replacement system installation and setup services for Closed Circuit Television (CCTV) systems at various DMV office locations in Area 1. 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.

B. The bidder shall possess a valid C-7 or C-10 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.

3. Prevailing Wage

A. In accordance with the provisions of Labor Code Sections 1770 - 1776, the bidder and their proposed subcontractor(s) shall adhere to the payment of prevailing wages as determined by the California Department of Industrial Relations (DIR) if the bidder’s total bid amount exceeds $1,000.00. The prevailing wage rate determinations can be downloaded from the DIR’s internet website at: http://www.dir.ca.gov. Copies of the DIR’s downloadable prevailing wage rate determinations are also on file at DMV Headquarters, and are available to any interested party on request. Additional questions regarding prevailing wage determinations shall be referred to the DIR’s Division of Labor Statistics and Research, Prevailing Wage Unit, at:

http://www.dir.ca.gov.

B. In the event the bidder’s total bid amount exceeds $25,000.00, the bidder and all subcontractors that the bidder intends to utilize to perform work under the contract, shall be a registered public works contractor with the DIR. The bidder shall provide proof of DIR registration for the bidder and all subcontractors that the bidder intends to utilize to perform wofrk under the contract with their bid. All bidder and subcontractor public works contractor registrations with the DIR shall be active from the time of the bid opening through the term of the contract, and shall remain active following the term of the contract until all certified payroll records in connection with the contract have been submitted to the DIR Labor Commissioner.

4. Pre-Approved Equal Manufacturers/Brands

A. For all materials, products, and/or items identified in Exhibit A, Scope of Work, that allow for a pre-approved equal manufacturer/brand, a bidder may submit a maximum of one (1) alternative manufacturer/brand per material/product/item identified for the DMV’s consideration. The bidder shall email alternative manufacturer/brand requests to the contact person identified on the cover http://www.dir.ca.gov/ page of this IFB no later than the date and time specified in the Schedule of Events for submitting written questions regarding this IFB. The DMV’s consideration of any alternative manufacturer/brand shall not be deemed as advance acceptance by the DMV. The DMV shall be the sole judge whether or not an alternative manufacturer/brand is considered equal, and may reject any submittal it deems inappropriate. The DMV’s decision shall be final.

5. Schedule of Events

Event Date Time

(1). IFB available to prospective bidders: 3/27/2025 N/A

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

(Note: See additional info in Section 6.)

4/9/2025 4:30 p.m.

(3). Written responses to questions released by: 4/11/2025 3:00 p.m.

(4). Final date for bid submission:

(Note: See additional info in Section 7.)

4/23/2025 11:59 p.m.

(5). Date of bid opening:

(Note: See additional info in Section 8.)

4/24/2025 10:00 a.m.

(6). Proposed start date of contract: 6/1/2025 or upon contract approval

N/A

6. 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.

7. 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 # 24-373 for ADA DAVIS for Closed Circuit Television (CCTV) Maintenance Services for Various DMV Office Locations in Area 1 Due: 4/23/2025 by 11:59 p.m.

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.

mailto:DMVBIDS@dmv.ca.gov

B. Bids must be received by the DMV no later than the 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.

8. 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.

9. 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.

10. 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. Following the time of the bid opening, and prior to award of the contract, the DMV reserves the right to request that any bidder submit substantiation data to verify that the materials, products, items, and equipment to be incorporated into the work by the bidder shall equal or exceed the class or quality of the materials, products, items, and equipment that are designated within Exhibit A. When requested by the DMV, a bidder shall provide the DMV with all requested substantiation data within two (2) calendar days following DMV’s request. The DMV reserves the right to reject any bidder proposed materials, products, items, and equipment that the DMV has determined does not equal or exceed the class or quality of the materials, products, items, and equipment that are designated in Exhibit A.

F. 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.

G. 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.

H. 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.

I. 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.

11. Notice of Contract Award

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

12. Standard Conditions of Service

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

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

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

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

13. Required Documents (Awarded Contractor)

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

(1). Contractor Certification Clauses

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

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

(2). Insurance Requirements

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

1. Commercial General Liability

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

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

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

2. Worker’s Compensation

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

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

(3). Payment Bond

a. Per Public Contract Code Section 7103, the awarded contractor shall provide a payment bond equal to one-hundred-percent (100%) of the total amount payable under the contract if the awarded contractor’s total bid amount exceeds $25,000.00. The payment bond must be printed on Standard Form 807 (STD 807), and must include the contract number and the description of work to be performed under the contract. The payment bond must be executed by the Contractor and a corporate surety authorized to transact a general surety business in the State of California.

14. Bid Preference(s)

A. The following preferences are applicable to this IFB:

(1). Small Business Enterprise (SBE) Preference

a. SBE Program info 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 info 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. Bidder must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) § 4986.2 Definitions for GenAI.

C. Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such nondisclosure.

D. Upon notification by a Bidder of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids that present an unacceptable level of risk to the State.

E. Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

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 preventative maintenance services, technical support services, existing system disconnection and dismounting and/or reinstallation and setup services, replacement system installation and setup services, and installation of new equipment for Closed Circuit Television (CCTV) systems for various DMV office locations in Area 1 for the term of this Agreement. The Contractor is responsible for field verifying all dimensions and existing site conditions pertinent to this Agreement.

2. The services shall be performed at: Various DMV offices in Area 1 identified in Exhibit H

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 regular DMV business hours, (Monday through Friday between 8:00 a.m. and 5:00 p.m.), unless prior approval is obtained from the DMV Project Manager. All work dates and times must be approved by the DMV Project Manager before work is performed.

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: TBD Name: TBD

Address:

TBD Address:

TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

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

The remainder of this page is intentionally left blank.

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

A. General

(1). The Contractor shall perform preventative maintenance, software upgrades, and technical support services on CCTV system equipment manufactured by, but not limited to: Acer, APC, Avigilon, Cyber, Dell, Digital ID View, Eyemax, Hewlett Packard, Hikvision, Honeywell, IC Realtime, Magic, Pelco, Prime, Samsung, Sony, Tatung, Unix CCTV, and Viewsonic.

(2). The Contractor must perform all services as specified in this Scope of Work, as well as adhering to all applicable requirements from the manufacturers and any city, county, state, and federal codes and regulations.

B. Initial Visit

(1). The first initial preventative maintenance visit shall be scheduled and completed at every office identified in the Exhibit H within thirty (30) days from the contract start date. The Contractor shall perform all of the deliverables outlined in the Bi-Annual Preventative Maintenance section of this Exhibit A Scope of Work.

(2). Within thirty(30) days of each initial visit, the Contractor shall provide the DMV Project Manager with the documentation identified below. This documentation is considered part of the Scope of Work and invoices will not be paid until the documentation is provided.

a. A DMV provided work order shall be completed by the Contractor and signed by the DMV Office Manager or designee acknowledging the performance of the on-site maintenance.

1. The work order shall include the make, model, serial number, Voltage, and description of current or installed system components.

2. The work order shall include the technician’s name, time in, and time out.

3. A copy of the signed work order shall be kept on file at the DMV field office.

4. A copy of the signed work order shall accompany the Contractor’s invoice sent to the DMV Project Manager.

5. Upon request the work order shall include photos of the packaging of newly installed equipment which displays the product specifications at no additional cost to the DMV.

b. The Contractor shall provide the DMV Project Manager with electronic PDF CCTV system placement drawings, as outlined in Exhibit A, Section 8. I.

(Surveillance Equipment Placement Drawing).

c. The Contractor shall provide the DMV Project Manager with CCTV system inventory reports in Microsoft Excel format, as outlined in Exhibit A, Section 8. J.

(Surveillance Equipment List).

d. The Contractor shall provide the DMV Project Manager with a photo of the monitor screen displaying the feed from each camera.

e. The Contractor shall consolidate maintenance invoicing into one (1) single invoice, per maintenance period, for all locations.

C. Bi-Annual Preventative Maintenance General Responsibilities

(1). General Responsibilities:

a. The bi-annual maintenance visits shall be scheduled every six (6) months from the initial visit through the end of the contract.

b. The Contractor shall notify the DMV Project Manager, or their authorized representative of all CCTV system equipment that is determined to be defective.

1. Upon approval and direction of the DMV Project Manager or their authorized representative, the Contractor shall replace the defective CCTV system equipment with either new equipment provided by the Contractor at the cost identified in Exhibit B or equipment provided by the DMV and installed at the hourly rate in Exhibit B, billable in thirty (30) minute increments.

2. If changes were made to the surveillance system layout the Contractor will provide an updated equipment placement drawing to the DMV Project Manager or authorized representative, as outlined in Exhibit A, Section 8. I.

c. Within thirty (30) days of each bi-annual visit, the Contractor shall provide the DMV Project Manager with the documentation identified below. This documentation is considered part of the scope and invoices will not be paid until the documentation is provided.

1. A DMV provided work order shall be completed by the Contractor and signed by the DMV Office Manager or designee acknowledging the performance of the on-site maintenance.

A. The work order shall include the make, model, serial number, Voltage and description of current or installed system components.

B. The work order shall include the technician’s name, time in, and time out.

C. A copy of the signed work order shall be kept on file at the DMV field office.

D. A copy of the signed work order shall accompany the Contractor’s invoice sent to the DMV Project Managers.

2. Upon request the work order shall include photos of the packaging of newly installed equipment which displays the product specifications at no additional cost to the DMV.

3. The Contractor shall provide the DMV Project Manager with a photo of the monitor screen displaying the feed from each camera.

d. The Contractor shall consolidate maintenance invoicing into one (1) single invoice, per maintenance period, for all locations at no additional cost to the

DMV.

(2). Maintenance Services

a. The Contractor shall perform the following scheduled preventative maintenance services on CCTV system equipment at all DMV field office locations in Exhibit H, bi-annually (one [1] time every six [6] months) after the initial visit is completed.

A detailed listing with address shall be provided to the Contractor.

1. Scheduling

A. The Contractor shall provide the DMV Project Manager with a tentative maintenance schedule, in writing, one (1) week prior to the beginning of each preventative maintenance cycle.

2. Cameras (interior and exterior of office building)

A. Inspect, dust, and clean camera housings and covers with anti-static type cleaner and inspect camera mounts. Install or replace camera mounting or camera mounting hardware (screws, bolts, sealant, etc.) when necessary to secure loose camera mounts.

B. Inspect, dust, and clean camera lenses and dome covers.

C. Inspect cameras for video integrity, quality, and focus, and make necessary adjustments.

D. Reposition and/or re-aim cameras when requested by the DMV Project Manager or their authorized representative.

3. Digital Video Recorders (DVRs) or Network Video Recorders (NVRs)

A. Inspect, clean, and remove dust that has accumulated around the video recorders.

B. Ensure settings are such that maximizes the CCTV system’s capabilities.

(1). A minimum thirty (30) day retention period shall be maintained.

(2). Camera recording quality shall be no less than eight (8) Frames per Second (FPS).

(3). Video recorders shall be located inside a locked box which shall close properly without damaging equipment or rack mounted.

C. Install software updates, as necessary.

D. Playback recently recorded video footage in real time to ensure system functionality. Make necessary adjustments to ensure optimal picture quality.

E. Ensure date and times are current and correct.

F. Ensure that camera recording settings are setup to record based on motion detection.

(1). Motion Detection shall mask any non-DMV areas (e.g.

public streets and sidewalks, neighboring businesses, etc.)

(2). The video recorder shall be labeled with the camera’s location number sequentially.

(3). Cameras shall be arranged by interior/exterior locations for easier viewing.

4. Internet Protocol (IP) switch

A. Inspect, dust, clean, and remove all debris from the power supply.

B. Check fuses (as applicable) and replace as needed.

C. Ensure only CCTV equipment is plugged into the power supply.

5. Monitors

A. Inspect, dust, and clean all monitors with anti-static cleaner.

Check and adjust for proper operation.

B. Inspect power cord for wear and tear.

6. Lock Boxes (as applicable)

A. Inspect, dust, clean, and remove all debris from the inside and outside of the lock box.

B. Inspect all moving parts including lock mechanism, hinges, springs, etc. Adjust for proper operation. Lock boxes must close properly and lock without damaging the equipment within. Report any broken locks to the DMV Project Manager.

7. Master Power Supplies

A. Inspect, dust, clean, and remove all debris from the power supply.

B. Check fuses (as applicable) and replace as needed.

C. Ensure only CCTV equipment is plugged into the power supply.

8. Battery Back-Up and Surge Protectors

A. Inspect, dust, clean, and remove all debris from the power supply.

B. Ensure DVR and camera power supply are plugged into backup power.

C. Ensure only CCTV equipment is plugged into backup power.

9. Cables

A. The Contractor shall inspect all CCTV system cabling and cable connectors for wear and damage. The Contractor shall replace all worn and damaged CCTV system cabling and cable connectors and report all worn and damaged structure penetrating CCTV system cabling to the project manager for replacement.

10. Pan/Tilt/Zoom (PTZ) Controller (as applicable)

A. Inspect, dust, clean, and remove all debris from the PTZ controller.

B. Ensure the controller is working properly.

C. Ensure that capable PTZ cameras are set to scan parking lot and exterior areas.

D. Transition of Potential Offices

(1). When a potential office listed in Exhibit H transitions to active, the DMV Project Manager will notify the Contractor in writing. Upon transition, the Contractor shall complete the following services.

a. The Contractor shall schedule and complete the initial maintenance visit within thirty (30) days of notification from the DMV Project Manager. Contractor shall follow the Initial Visit specifications outlined in Exhibit A, Scope of Work, of this Agreement.

b. The Contractor shall complete bi-annual maintenance visits every six (6) months after the initial visit is completed through the end of the contract. The Contractor shall follow the Bi-Annual Visit specifications outlined in Exhibit A, Scope of Work, of this Agreement.

c. The Contractor shall schedule and complete service as needed as outlined in Exhibit A, Scope of Work, of this Agreement.

E. Equipment Failure

(1). The Contractor shall notify the DMV Project Manager, or their authorized representative, of any equipment determined to be defective.

a. Replacement parts and equipment must meet the minimum specifications provided in Exhibit A, Section 8. K. (Equipment Minimum Specifications). Failure to provide equipment, which meets minimum specifications, will result in disputed invoices.

b. Upon approval and direction of the DMV Project Manager, or the DMV Project Manager’s authorized representative, the Contractor must replace the defective CCTV system equipment with either new equipment provided by the Contractor at the installed cost identified in Exhibit B, or with equipment provided by the DMV and installed at the hourly rate in Exhibit B, billable in thirty (30) minute increments. Upon request the Contractor shall provide photos of the equipment packaging which validates that specifications are met and submit them with the work order, at no additional cost to the DMV.

c. Per the direction of the DMV Project Manager or their authorized representative, the Contractor must deliver all defective CCTV system equipment to the DMV Office Manager or to the DMV Project Manager, at no additional cost to the DMV.

1. The Contractor must remove the Hard Disk Drives (HDDs) from all DVR systems and deliver them to Office Management. Failure to deliver HDDs will result in invoice disputes.

F. Warranty

(1). All equipment provided and installed by the Contractor shall be covered by a Contractor labor and installation warranty from the date of installation until contract termination or expiration.

a. Labor shall not be paid for services which are currently under a Contractor labor and installation warranty.

(2). All equipment provided and installed by the Contractor shall be covered by a three (3) year Manufacturer warranty. Warranty paperwork and receipts shall be provided to the DMV upon request, with invoicing.

a. The DMV Project Manager shall notify the Contractor of any equipment requiring warranty replacement.

b. Labor will not be paid for items requiring replacement, which are currently under warranty.

G. Technical Support

(1). Telephone

a. The Contractor must provide unlimited toll-free telephone technical support services for all DMV offices in Exhibit H at no additional cost to the DMV. The Contractor shall respond to all DMV service calls within one (1) DMV business day. The Contractor shall attempt to resolve all technical issues over the telephone before requesting approval to provide on-site technical support services from the DMV Project Manager or authorized representative.

(2). On-site

a. Upon approval by the DMV Project Manager, or their authorized representative, the Contractor shall provide unlimited on-site technical support services when service calls cannot be resolved by the Contractor over the telephone. The Contractor shall send a qualified technician to the DMV field office to provide on-site technical support services within two (2) DMV business days following the DMV’s initial request for service.

1. Regular business hours for DMV offices can be found online by visiting website: www.dmv.ca.gov.

b. When performing on-site technical support services, the Contractor shall notify the DMV Project Manager, or their authorized representative of all CCTV system equipment that is determined to be defective.

1. Upon approval and direction of the DMV Project Manager or their authorized representative, the Contractor shall replace the defective http://www.dmv.ca.gov/

CCTV system equipment with either new equipment provided by the Contractor at the cost identified in Exhibit B or equipment provided by the DMV and installed at the hourly rate in Exhibit B, billable in thirty (30) minute increments.

2. If a DVR or NVR is determined to be defective, the Contractor shall remove the Hard Disk Drives (HDDs) and deliver them to the appropriate DMV office management at no additional cost to the DMV. Upon request, the Contractor shall provide photographic proof at no additional cost to the DMV.

(3). Training

a. When requested by the DMV Project Manager, or their authorized representative, the Contractor shall provide unlimited as-needed scheduled CCTV system training sessions for DMV offices in Exhibit H at no additional cost to the DMV.

The Contractor shall provide training manuals upon request by the DMV Project Manager or their authorized representative at no additional cost to the DMV.

H. Unscheduled As Needed Services

(1). The Contractor shall disconnect and dismount existing CCTV systems at the hourly cost identified in Exhibit B, billable in thirty (30) minute increments, at DMV office locations in Exhibit H when requested by the DMV Project Manager, or their authorized representative, during an office’s renovation or CCTV system replacement project.

a. A detailed inventory of each item shall be taken, including photos, and provided to the DMV Project Manager or authorized representative at no additional cost to the DMV.

b. Per the direction of the DMV Project Manager or their authorized representative, the Contractor must either deliver all disconnected and dismounted CCTV system equipment to the DMV Office Manager or store all disconnected and dismounted CCTV system equipment in a specified secure location within the DMV office building or storage container at no additional cost to the DMV.

(2). The Contractor shall reinstall and setup existing CCTV systems at the hourly cost identified in Exhibit B, billable in thirty (30) minute increments, at DMV office locations listed in Exhibit H, when requested by the DMV Project Manager, or their authorized representative. The Contractor must notify the DMV Project Manager, or their authorized representative, of all existing CCTV system equipment that is determined to be defective.

(3). The Contractor shall disconnect and reinstall CCTV cabling at the cost identified in Exhibit B at the DMV Office Locations in Exhibit H when requested by DMV Project Manager, or their authorized representative, during an office’s CCTV system replacement project.

(4). Upon completion of the reinstallation and setup of an existing CCTV system at a DMV field office, the Contractor must submit a work completion document to the DMV Project Manager, or their authorized representative, for approval. The work completion document shall include details of all services performed, equipment installed including the make, model, serial number, Voltage or Ampage, photos of packaging for newly installed equipment detailing specification, a photo of the monitor screen(s), and time of arrival and departure. The DMV Project Manager, or their authorized representative, must sign the work completion document verifying services were performed. The Contractor shall submit a copy of the signed work completion document with their invoice or it may be disputed.

(5). The Contractor shall provide an updated system placement drawing to the DMV Project Manager within thirty (30) calendar days. CCTV system placement drawings shall be provided by the Contractor at no additional cost to the DMV. This documentation is considered part of the scope and failure to provide this documentation may lead to invoice disputes.

(6). Within thirty (30) calendar days following the reinstallation and setup of an existing CCTV system at a DMV office, the Contractor shall provide the DMV Project Manager with an updated electronic system detail report in Microsoft Excel format of all CCTV system equipment reinstalled at the DMV field office at no additional cost to the DMV.

This documentation is considered part of the scope and failure to provide this documentation may lead to invoice disputes.

I. Surveillance Equipment Placement Drawing

(1). The DMV Project Manager will provide the Contractor with electronic floor plans in PDF format for the Contractor’s use when creating the placement drawings. Drawings provided by Contractor on other office floor plans, such as emergency evacuation routes, will not be accepted by the DMV.

(2). At no additional cost, the Contractor will create an equipment placement drawing utilizing computer aided design (CAD) software tools to develop a CCTV system placement drawing that clearly identifies the placement of all CCTV system equipment within the DMV field office. Hand drawn layouts will not be accepted.

(3). During their initial maintenance visit to each DMV field office the Contractor will create an equipment placement drawing and provide updated drawings within thirty (30) days of equipment placement changes. The drawings will clearly identify CCTV equipment, including, but not limited to:

a. Digital Video Recorders:

1. Monitors and spot out monitors.

2. Camera number and direction of coverage.

A. Camera numbering on the equipment placement drawing shall mirror the camera numbering on the CCTV monitor.

J. Surveillance Equipment List

(1). The DMV Project Manager will provide the Contractor with an electronic inventory detail report in Microsoft Excel format for the Contractor’s use when creating the equipment list.

(2). The Contractor shall provide the DMV Project Manager with electronic CCTV system inventory detail reports in Microsoft Excel format, utilizing the template provided by the DMV Project Manager at no additional cost to the DMV. Inventory detail reports provided by Contractor in another format will not be accepted by the DMV.

a. The report must include all CCTV system equipment installed at each office listed in Exhibit H including, but not limited to:

1. DVRs/NVRs: Make, Model, DMV asset tag#, storage capacity, and days of retention.

2. Monitors, spot out monitors, and VGA/KVM extenders.

3. Cameras: model type, quantity, and placement (indoor/outdoor).

4. Camera ports (switches).

5. Power supplies (include voltage).

6. Backup Batteries/Surge Protectors.

7. Hard drives, Hard disk, and external hard drives (USB writer).

8. Running notes on all defective CCTV system equipment replaced during the scheduled preventative maintenance service.

9. Running notes on all recommended maintenance.

10. Date maintenance was performed.

(3). Completed or updated system inventory detail report(s) must be submitted electronically to the DMV Project Manager within thirty (30) days of equipment inventory change at no additional cost to the DMV.

K. Equipment Minimum Specifications

(1). All new equipment provided by the Contractor shall meet or exceed the following specifications below.

a. Hybrid DVR

1. Sixteen (16) channels, including minimum 8TB hard drive storage, DVD- RW drive.

2. Hybrid DVR for HD-SDI/HD-TVI and standard analog cameras.

3. Output: minimum one (1) VGA output, one (1) HDMI output, and three (3) USB ports (USB2.0 or greater).

4. Hard drives which can be replaced in the event of failure.

5. Rack mountable.

b. IP NVR

1. Sixteen (16) or thirty-two (32) POE upon DMV request, including minimum 12TB hard disk storage, software, DVD-RW drive.

2. Output: minimum one (1) VGA output, one (1) HDMI output, and three (3) USB ports (USB2.0 or greater).

3. Hard drives which can be replaced in the event of failure.

4. Rack mountable.

c. IP Network Switch

1. Minimum of thirty-two (32) camera ports.

2. Power over Ethernet (POE).

3. Port security.

4. Rack mountable.

d. IP Router

1. VPN router firewall.

2. UTM gateway.

3. Dual or Backup WAN.

4. Power over Ethernet (POE) support.

5. Demilitarized Zone (DMZ) support.

e. Standard Dome CCTV Camera

1. Dual voltage (12v/24v).

2. Vandal resistant, weather-proof and minimum IP66 rating for use indoors and outdoors.

3. 3-axis position, motion detection recording, auto iris varifocal lens, approximately 2.8mm-12mm or 3.5mm-16mm.

4. Minimum 700 TVL.

f. HD Dome CCTV Camera

1. Dual voltage (12v/24v).

2. Vandal resistant, weather-proof and minimum IP66 rating for use indoors and outdoors.

3. 3-axis position, motion detection recording, auto iris varifocal lens, approximately 2.8mm-12mm or 3.5mm-16mm, 45ft IR Range.

4. Full HD 1920x1080p resolution.

g. HD IP Dome Camera

1. Power over Ethernet (POE).

2. Vandal resistant, weather-proof and minimum IP66 rating for use indoors and outdoors.

3. Wide Dynamic Range (DWDR), motion detection recording, auto iris varifocal lens, approximately 2mm or greater, 30 IR LED 100ft Range.

4. 2.1 Mega pixel HD or greater resolution.

h. Battery Backup and Surge Protector

1. Minimum 1200VA.

2. Minimum three (3) output for battery backup.

3. Rack mountable, as applicable.

4. Surge clamping maximum 400V.

5. Surge absorption minimum of 1000J.

6. Surge response time maximum 1ms.

i. Monitor and Spot-Out Monitor

1. 21-23” LED Monitor, widescreen with minimum one (1) VGA input and one (1) HDMI input.

j. Lockbox

1. Rack mountable with fan for ventilation.

2. Large enough to contain the equipment, close, and lock properly without damage to the equipment.

k. Power Supply

1. Sixteen (16) channels.

2. Twenty-Four (24) volt or twelve (12) volt; must be compatible with existing cameras.

l. Hard Disk Drives (HDDs)

1. Sizes of 1TB, 2TB, 4TB, 6TB, and 8TB.

2. Meets or exceeds specifications of Western Digital Purple or Seagate Surveillance hard drive series.

m. KVM Console Extension Kit over CAT 5

1. Minimum Transmission range of 100 meters.

2. Minimum of one (1) VGA port and two (2) USB Ports.

n. USB External DVD Writer

1. Portable external.

2. USB connects.

3. Multiple disk support.

4. Max 8X DVD±R…