25-057_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

25-057

INVITATION FOR BID

Notice to Prospective Bidders

April 22, 2025

You are invited to review and respond to this Invitation for Bid (IFB) entitled 25-057 – Courier Services to Deposit Cash and Checks and to Provide Cash Change Services for Various DMV Field Offices. 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:

Valerie Roybal Department of Motor Vehicles

Phone: (916) 818-2859 Email: Valerie.Roybal@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.

Valerie Roybal 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. 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 – DMV Office Locations

➢ 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

➢ y ATTACHMENT 2 – Cost Sheet

➢ ATTACHMENT 3 – Payee Data Record

➢ ATTACHMENT 4 – Bidder Declaration & Subcontractor/Supplier List

➢ ATTACHMENT 5 – Darfur Contracting Act

➢ ATTACHMENT 6 – California Civil Rights Laws Certification

➢ ATTACHMENT 7 – Iran Contracting Act

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

A. Courier services to deposit cash and checks and to provide cash change services for various DMV field offices. Term: Twenty-two (22) 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 must possess a valid Motor Carrier Permit issued by the California Department of Motor Vehicles (DMV). The Contractor’s Motor Carrier Permit must be in good standing at the time of bid submission and throughout the term of the Agreement. The bidder must submit a copy of their Motor Carrier Permit issued by the DMV with their bid.

C. The awarded contractor shall ensure that all employees performing services under this Agreement possess a valid and appropriate California driver’s license for the type of vehicle being driven.

D. The bidder must be able to perform all services under this Agreement without the use of subcontractors.

E. All contractor personnel that will be utilized to perform services under the contract shall undergo and clear a background check prior to performing any services under the contract. Background checks shall be processed by an authorized Department of Justice (DOJ) Live Scan site. All contractor personnel that fail to pass the background check shall be banned from performing any services under the contract, and the contractor shall propose replacement personnel immediately. When requested by the contractor, the DMV will provide contractor personnel with authorized DOJ Live Scan services at DMV Headquarters in Sacramento, CA at no cost to the contractor’s personnel, unless the DMV no longer offers the services to contractors. In the event the DMV no longer offers the services to contractors or the contractor elects to have contractor personnel obtain authorized DOJ Live Scan services at any other location, the contractor shall be responsible for any costs incurred to complete background checks at other locations. The Contractor shall work with the DMV Project Manager(s) and/or Contract Coordinator specified in the contract to ensure that background checks have been completed and approvals have been provided by the DMV’s Human Resources Branch.

3. Schedule of Events

Event Date Time

(1). IFB available to prospective bidders: 4/22/2025 N/A

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

(Note: See additional info in Section 4.)

4/29/2025 4:30 p.m.

(3). Written responses to questions released by: 5/6/2025 4:30 p.m.

Event Date Time

(4). Final date for bid submission:

(Note: See additional info in Section 5.)

5/12/2025 11:59 p.m.

(5). Date of bid opening:

(Note: See additional info in Section 6.)

5/13/2025 1:00 p.m.

(6). Proposed start date of contract: 9/1/2025 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:

a. Bid # 25-057 for Valerie Roybal for DMV Courier Services Due: 5/12/2025

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.

mailto:DMVBIDS@dmv.ca.gov

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.

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, mailto:OLSProtests@dgs.ca.gov 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. Automobile Liability

A. Coverage shall provide limits of not less than $1,000,000.00 combined single limit per accident. Such insurance shall cover liability arising out of a motor vehicle including owned, hired, and non-owned motor vehicles.

(1). The insurance policy shall include the following additional insured endorsement that shall be under form acceptable to DGS, ORIM:

a. 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.

3. Crime Insurance (or substantially equivalent insurance that meets all of the following requirements)

A. Coverage shall provide limits of not less than $1,000,000.00 or the combined total of the daily liability amounts for all DMV offices included in the contract, whichever is greater. Coverage shall include but not be limited to employee dishonesty, theft, forgery or alteration, and inside/outside money and securities coverage for state-owned or leased property while it is in the care, custody, or control of the awarded contractor.

B. A Client’s Property endorsement as broad as CR 04 01 08 13 must be endorsed to this policy and notated on the certificate of insurance that shall be supplied under form acceptable to DGS, ORIM.

C. The awarded contractor’s crime insurance policy shall name the DMV as loss payee. The awarded contractor shall provide a loss payable endorsement with the certificate of insurance.

4. 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). Motor Carrier Permit

a. The awarded contractor shall provide a valid Motor Carrier Permit issued by the California DMV.

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. 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.

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 courier services to deposit cash and checks and to provide cash change services for various DMV field offices for the term of this Agreement.

2. The services shall be performed at the various DMV field offices identified in Exhibit F.

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.

B. Note: Services may be suspended at any time and at any location during the term of this Agreement. In the event the DMV requires suspension of services, such suspension is subject to ten (10) calendar days’ written notice to the Contractor. The DMV may choose to subsequently reinstate services at any time for any specific location during the term of this Agreement and shall provide ten (10) calendar days’ written notice to the Contractor.

4. The services shall be performed on the pick-up days during the pick-up hours indicated in Exhibit B, except for state holidays.

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 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 daily courier pick-up and delivery services to deposit cash and checks to the Bank of America designated branch, prior to the close of business cutoff time and no later than the following business day if no special circumstances or unforeseeable events occur.

(2). The Contractor shall provide cash change services to deliver small bill cash change to the field offices identified in Exhibit F.

(3). The Contractor shall wait up to three (3) minutes but no more than five (5) minutes for any shipment pickup.

B. Definitions – For the purpose of this Agreement, the following definitions shall apply.

(1). Cash Change Service: The delivery of the cash change services request (small bills in ones, fives, and tens) from the Contractor to the DMV field office and return of the cash change service deposit to the Contractor.

(2). Designated Time Frame: The DMV preferred pick-up timeframe shown as “Pick-up Hours” on Exhibit F for various DMV field offices.

(3). Depository: Bank of America designated branch, as approved by the DMV Project Manager.

(4). Shipment(s): The contents of the deposit bag, which shall include: cash, coins, checks and similar negotiable instruments of payment, deposit slips, notes, securities, and similar valuable properties. Shipments shall be placed by DMV employees into plastic see-through deposit bags which shall be sealed prior to delivery to the Contractor. The Contractor shall be responsible to ensure the deposit bags received are not damaged.

(5). Pick-up: When the shipments have been signed for by the Contractor in the Contractor’s receipt book.

(6). Estimated Liability Limits: The estimated dollar amount of liability coverage required by the DMV to cover the amount of monies collected for each pickup, from the DMV office.

C. Contractor Responsibilities

(1). Shipments:

a. The Contractor's custody for shipments shall begin at pick-up when said shipment has been signed for by the Contractor in the Contractor’s receipt book.

The Contractor’s signature in the Contractor’s receipt book attests that: (1) the Contractor’s receipt book accurately reflects the number of deposit bags received and each deposit bag’s unique identification number; and (2) each deposit bag received is completely sealed, undamaged, and shows no evidence of having been tampered with.

1. The Contractor agrees that shipments shall be delivered in the same undamaged condition to a Bank of America designated branch to ensure a timely acceptance of deposit. In the event damage occurs to the bag, the entire shipment, including the damaged bag, shall immediately be returned to the DMV for processing and repackaging. All efforts shall be made to resubmit the deposit on the same banking day.

b. The Contractor’s custody of said shipments shall terminate upon receipt by the Bank of America designated branch. The Contractor shall obtain valid proof of receipt from the depository personnel upon acceptance of the shipment. The Contractor shall maintain the validated receipts/manifests for a minimum of six

(6) months after the deposit date. The Contractor shall present the validated receipts/manifests upon request by the DMV Project Manager or DMV designated employee.

1. The Contractor hereby guarantees safe delivery to the depository of all shipments. Deposit bags used to transport said shipments shall be delivered in the same condition as they were provided to the Contractor.

The Contractor shall not damage, tamper with, tear or otherwise unseal the deposit bags. Said deposit bags shall be signed for by the Contractor under the terms of this Agreement, to assure the security of the DMV property.

c. The Contractor shall deliver all shipments to the depository prior to the close of business cutoff time for the depository and no later than the following business day after picking up the deposits from the DMV. Any shipments not delivered on the same business day must be kept in a locked and secured safe.

(2). Vehicle Requirements

a. The Contractor shall make the proposed primary and back-up transport vehicles available for inspection by the DMV Field Office Manager upon request. Any breach of security as specified in this Agreement or the Contractor’s noncompliance with vehicle requirements shall be cause for immediate termination of this Agreement and assessment of liquidated damages.

b. If the transport vehicle requires replacement, the Contractor shall have ten (10) DMV business days to notify the DMV Project Manager of the proposed change in the transport vehicle and to submit the required documents to the DMV Operations Division to update, amend or otherwise change their Motor Carrier Permit (MCP).

c. The transport vehicle must be lockable from both the inside and outside, and structurally sound enough to protect the contents from all types of hazardous elements, unauthorized access, damage, and/or loss.

d. The Contractor’s secured vehicle must be currently registered and have valid insurance coverage throughout the term of this Agreement. The Contractor shall provide registration and insurance documentation upon request by the DMV Project Manager.

e. In the event that the Contractor’s vehicle is inoperable, the Contractor shall ensure that the replacement vehicle used is comparable to the required secured vehicle. The transfer of shipments to the replacement vehicle shall occur as quickly as practicable, and the delivery under the terms of this Agreement shall be accomplished as expeditiously as possible.

f. The Contractor shall keep all shipments locked in the vehicle while transporting to the Bank of America designated branch. No shipment, under any circumstances, shall be left in the vehicle overnight or left unsecured at any time.

Any shipments not delivered on the same business day must be kept in a locked and secured safe and must be delivered the following business day. Violations of this requirement shall constitute cause for immediate termination of this Agreement and assessment of liquidated damages.

(3). Transport Vehicle Driver

a. All transport vehicle drivers must possess a current and valid State of California Driver License appropriate for the type of vehicle driven, and the license must be valid through the term of this Agreement.

b. The Contractor is required to have a back-up driver available at all times to assume the responsibility of picking-up and delivering DMV property. The Contractor’s back-up driver must possess a current and valid State of California Driver License appropriate for the type of vehicle driven, and the license must be valid through the term of this Agreement.

c. The Contractor shall ensure the security of the DMV property and shall not transport employees or any other individuals unauthorized to fulfill the contractual obligations of this Agreement.

d. Any breach of security as specified in this Agreement or Contractor’s noncompliance with driver requirements shall be cause for immediate termination of this Agreement and the assessment of liquidated damages.

(4). Designated Staff

a. The Contractor shall designate a Project Manager to act as liaison with the DMV Project Manager in addressing all concerns. The Contractor shall be responsible for ensuring that the terms and conditions of this Agreement are met to the satisfaction of the DMV. Both the Contractor Project Manager and the DMV Project Manager shall be responsible for providing day-to-day communication and problem resolution through the term of this Agreement. The Contractor shall provide written notification to the DMV Project Manager within five (5) DMV business days whenever there is a change in the Contractor’s Project Manager.

b. The Contractor shall provide fully trained and qualified employees to perform the work specified under this Agreement. The Contractor and their employees shall be subject to the following DMV security clearance requirements.

1. The Contractor shall ensure that each driver connected with the performance of this Agreement has successfully completed and maintains proof of current robbery prevention training.

A. The Contractor shall maintain proof of robbery prevention training certificates that shall be made available to the DMV Project Manager or the DMV authorized representative upon request.

2. The Contractor shall ensure that each driver connected with the performance of this Agreement has successfully completed the background check.

A. The Contractor shall maintain proof of employee background check that shall be made available to DMV Project Manager or authorized representative upon request.

(5). Legal Immigrants

a. The Contractor shall ensure that all workers employed and utilized to perform any of the duties detailed in this Agreement are United States citizens or legal immigrants in accordance with the employment verification provisions of the Immigration and Nationality Act, according to the Illegal Immigration Reform and Immigrant Responsibility Act (IIRIRA) signed on September 30, 1996, and any revisions of such Act. It is the Contractor’s responsibility to verify legal immigrants’ compliance with current laws and regulations of the United States and the State of California as they pertain to immigration status and employment.

(6). Security/Privacy/Integrity of DMV Property

a. The DMV’s property shall be transported, received, stored, handled, and shipped in a manner that assures the confidentiality, integrity, and security of the shipment contents and information contained therein. No shipments shall be left unattended or unsecured at any time.

b. The Contractor’s employees shall not use, view, access, remove, or copy any documents or records contained within the DMV property. Failure to adhere to this security policy shall result in the immediate termination of this Agreement.

(7). Incident Reporting

a. Any actual or suspected unauthorized access, use, and/or disclosure of information obtained under this Agreement shall be thoroughly investigated by the Contractor.

b. The Contractor shall immediately notify the DMV Project Manager and affected DMV field office(s) via telephone and/or electronic correspondence (email) of any actual or suspected information security incident as defined by California Civil Code Section 1798.29 and State Administrative Manual (SAM) Section 5340.4 involving information accessed or obtained under this Agreement. Notification shall be made within twenty-four (24) hours after the security incident is detected or suspected. The DMV Project Manager shall make further notifications.

c. The DMV reserves the right to participate in the investigation of any security incident involving its data and may conduct its own independent investigation, and the Contractor shall cooperate fully in such investigation.

d. The DMV shall not be held liable for any breach by the Contractor or the Contractor’s employees that results in the release of any information provided by the DMV. The Contractor agrees to indemnify and hold harmless the DMV, its officers, and representatives from and against any liability, losses, costs, damages, or expenses (including but not limited to attorney fees) resulting from any claims arising from the performance of this Agreement unless such damages are determined to be the result of the negligence of the DMV, its officers, employees, or representatives.

e. The Contractor shall be responsible for bearing all costs associated with the DMV sending out any and all notifications to individuals whose personal information is breached as defined in the Civil Code Section 1798.29 and SAM Section 5340.4, in the event the Contractor is solely or in part responsible for the breach.

f. The Contractor shall bear all costs and expenses from loss or damages of DMV information caused solely or in part by the Contractor.

(8). Liability

a. The Contractor's liability shall begin upon custody by the Contractor. The DMV shall be fully reimbursed for the face value of all shipments and cash change service requests included in the loss adjusted to include interest at the Pooled Money Investment Account rate at the time of the loss, up to the specified liability limit for the location. Interest shall begin accruing upon the 31st calendar day following a loss to provide the Contractor adequate opportunity to complete a thorough investigation of the events surrounding the loss without penalty.

(9). Compensation for Losses

a. The Contractor shall work with the DMV Project Manager and the Bank of America representative in the event that the Bank of America determines that a deposit is missing. The Contractor shall provide a copy of the valid deposit receipt stamped by the depository within two (2) calendar days of the written request by either the DMV Project Manager or the Bank of America representative.

b. The Contractor shall compensate the DMV for all losses within thirty (30) calendar days of any loss when said deposit(s) were not delivered to the depository and said shipments have been signed for by the Contractor.

c. The Contractor shall reimburse the DMV for costs incurred in providing information for the reconstruction of lost shipments. Reconstruction shall not occur until full reimbursement is received by the DMV from the Contractor. The DMV shall deduct the money for the reconstruction cost from the money that is collected from the customers through the reconstruction process and reimburse the Contractor the net amount. In the event the reconstruction of a lost shipment incurs additional costs to the DMV and the costs of the reconstruction process exceeds the amount received from the Contractor, the additional costs for the reconstruction process shall be invoiced by the DMV to the Contractor.

d. Any costs incurred by the DMV related to the security breach by the Contractor or the Contractor’s employees shall be invoiced by the DMV to the Contractor and shall be reimbursed by the Contractor to the DMV.

(10). Daily Pick-Up

a. The Contractor shall furnish the DMV with one (1) daily pick-up from the DMV field office identified in Exhibit B, unless otherwise specified. The Contractor shall be responsible for taking the shipment(s) to the Bank of America designated branch.

b. Deposits shall be delivered to the depository on the same business day as received from the DMV and prior to the depository’s close of business cutoff time or no later than the following business day if no special circumstances or unforeseeable events occur.

c. For information on state holidays that may affect daily pickups, please refer to Exhibit D, Paragraph 7. Please note, Columbus Day in October is NOT a state holiday.

(11). Signature Cards

a. The Contractor shall provide the DMV field office with valid identification (e.g., signature cards) for all the Contractor’s personnel who shall perform service at the location throughout the term of this Agreement, as well as any supplies specific to the Contractor’s method of business. Identification must be legible and provide the following information: the Contractor’s name and the name, signature, and photo of the Contractor’s personnel performing services. Upon request, identification must be shown to the DMV’s office personnel. It is the Contractor’s responsibility to provide the DMV with written procedures to validate the Contractor’s personnel and allow the necessary time to complete the validation process. The DMV has the option to accept other means of valid identification in lieu of signature cards.

(12). Communication

a. The Contractor shall direct all oral and written communications regarding service issues and changes impacting this Agreement to the DMV Project Manager via telephone or email, as identified in this Exhibit. The Contractor shall contact the DMV Office Manager directly in the event of an unanticipated service delay beyond the designated pick-up time. Within ten (10) business days after execution of this Agreement, the DMV shall provide a directory of unlisted telephone numbers to facilitate this communication. The Contractor shall call the DMV Project Manager to report schedule delays but must report delays to the DMV Office Manager. Within ten (10) business days after execution of the Agreement, the Contractor shall provide a contact list to the DMV field office.

(13). Cash Change Services

a. The Contractor shall prepare and deliver small bill change to the DMV field offices identified in Exhibit B, as requested by the DMV field offices.

D. DMV Responsibilities

(1). Lost Deposits

a. The DMV shall provide the Contractor with available information not subject to Privacy Disclosure Laws related to lost checks only after compensation for the total value of the deposit(s) has been received by the DMV.

(2). Schedule Change

a. The DMV shall send written notification to the Contractor if there are any office pick-up schedule changes (e.g., office temporarily closed, pick-up day changes).

Unless additional monies are removed and/or added to the Agreement, no amendment shall be issued for this change.

E. Uniform Clothing

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

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

EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. Invoice and Payment

A. For services rendered as required under this Agreement, and upon receipt and approval of the invoice(s) and any associated time-sheets, status reports, or any other required documentation of work completed, the DMV agrees to compensate the Contractor in accordance with the rates specified in the table below (to be inserted by the DMV after award based on Attachment 2, Cost Sheet), all taxes included, on a monthly basis in arrears, subject to pro-rata reduction for days on which services are not rendered. The total compensation for all services performed under this Agreement shall not exceed $____ (to be completed by the DMV). (See Exhibit F, DMV Office Locations for locations and Estimated Daily Liability Limits.)

B. In the event the Contractor fails to render services required under this Agreement on a required workday 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 workdays 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: ACCT_INV@dmv.ca.gov mailto:ACCT_INV@dmv.ca.gov

EXHIBIT B

2. Travel Reimbursement

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

3. Budget Contingency Clause

A. The parties mutually agree that if the Budget Act of the current year or any subsequent year covered under this Agreement does not appropriate sufficient funds for the program, this Agreement shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to the Contractor or furnish any other consideration under this Agreement, and the Contractor shall not be obligated to perform further services under this Agreement.

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

4. Prompt Payment Clause

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

5. Withholding Amounts Owed From Amounts Due

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

EXHIBIT C

GENERAL TERMS AND CONDITIONS

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

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

EXHIBIT D

SPECIAL TERMS AND CONDITIONS

1. Force Majeure

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

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

B. If either party seeks to invoke force majeure to excuse or delay the performance of the terms of this Agreement, that party must immediately notify the other party. The invoking party must provide full details regarding the force majeure event, including the reason(s) the event is preventing or delaying performance, and the expected time frame…