25-100_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

25-100

INVITATION FOR BID

Notice to Prospective Bidders

June 23, 2025

You are invited to review and respond to this Invitation for Bid (IFB) entitled 25-100 – As-Needed Audio and Video Production and Post Production Services for DMV Headquarters. 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:

Cindy Huynh Department of Motor Vehicles

Phone: (916) 818-2850 Email: Cindy.Huynh@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.

Cindy Huynh Contract Administrator http://www.dgs.ca.gov/

TABLE OF CONTENTS

SECTION

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

2. Bidder Qualifications

3. Schedule of Events

4. Written Questions

5. Submission of Bid

6. Bid Opening

7. Disposition of Bids

8. Evaluation and Selection

9. Notice of Intent to Award Contract

10. Protest

11. Notice of Contract Award

12. Standard Conditions of Service

13. Required Documents (Awarded Contractor)

14. Bid Preference(s)

15. Bid Incentive(s)

16. Generative Artificial Intelligence (GenAI)

STANDARD AGREEMENT FORM (SAMPLE)

EXHIBIT A – Scope of Work

EXHIBIT B – Budget Detail and Payment Provisions

EXHIBIT C – General Terms and Conditions

EXHIBIT D – Special Terms and Conditions

EXHIBIT E – Additional Provisions

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

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

REQUIRED BID DOCUMENTS CHECKLIST

ATTACHMENT 1 – Bid/Bidder Certification Sheet

ATTACHMENT 2 – Cost Sheet

ATTACHMENT 3 – Payee Data Record

ATTACHMENT 4 – Bidder Declaration & Subcontractor/Supplier List

ATTACHMENT 5 – Darfur Contracting Act

ATTACHMENT 6 – California Disabled Veteran Business Enterprise Participation Requirement and Incentive

ATTACHMENT 7 – California Civil Rights Laws Certification

ATTACHMENT 8 – STD 830 – Target Area Contract Preference Act Preference Request For Goods and Services Solicitations

ATTACHMENT 9 – DGS/PD 526 – Bidder’s Summary of Contract Activities and Labor Hours

ATTACHMENT 10 – DGS/PD 525 – Manufacturer’s Summary of Contract Activities and Labor Hours

1. Purpose and Description of Services

A. As-needed audio and video production and post production services for DMV Headquarters.

Term: Twenty-four (24) months with a DMV option to extend for twelve (12) months additional (see Schedule of Events for proposed start date of contract). See Exhibit A, Scope of Work, for a complete description of services.

B. This is a multiple award solicitation. Contracts will be awarded to the lowest responsive/responsible bidder for each category. Bidders may bid on a single category or multiple categories. In the event a bidder is determined to be the lowest responsive/responsible bidder for multiple categories, the DMV may award a single contract to the bidder that includes all categories awarded to the bidder.

2. Bidder Qualifications

A. Category A - The bidder’s place of operation and place of business must be within a twenty-five

(25) mile radius of the Sacramento DMV Headquarters, located at 2415 First Avenue, Sacramento, CA 95818 for Category A only.

B. The bidder may bid on any or all categories they choose. The bidder is NOT required to bid on both categories.

C. The bidder’s place of operation and place of business must be within the State of California.

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

3. Schedule of Events

Event Date Time

(1 IFB available to prospective bidders: 6/23/2025 N/A

(2 Written questions regarding IFB are due by:

(Note: See additional info in Section 4.)

6/27/2025 11:00 a.m.

(3 Written responses to questions released by: 7/2/2025 4:30 p.m.

(4 Final date for bid submission:

(Note: See additional info in Section 5.)

7/9/2025 11:59 p.m.

(5 Date of bid opening:

(Note: See additional info in Section 6.)

7/10/2025 1:00 p.m.

(6 Proposed start date of contract: 10/1/2025 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 # 25-100 for CINDY HUYNH for As-Needed Audio and Video Production and Post Production Services Due: 7/9/2025.

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.

(4). Bidders that send bid submission emails that are successfully received by the DMV at the above email address will receive an automated confirmation of bid received email response (the response will only acknowledge the receipt of an email and not identify the bid number or service/project description). In the event a bidder does not receive an automated confirmation of bid received email response after sending a bid submission email to the above email address, the bidder shall be responsible for confirming the DMV’s receipt of their bid with the contact person indicated on the cover page of this IFB package.

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.

The remainder of this page is intentionally left blank.

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 prior to the date of bid opening specified in the Schedule of Events, the DMV shall email bidders and post in a public accessible place, a written notice of intent to award contract no less than five (5) DMV business days prior to awarding the contract. All written requests must be submitted to and received by the contact person indicated on the cover page of this IFB prior to the date of bid opening.

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 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):

mailto:OLSProtests@dgs.ca.gov

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. Professional Liability

A. Coverage shall provide limits of not less than $1,000,000.00 per occurrence and $3,000,000.00 in the aggregate, covering any damages caused by a negligent error, act, or omission.

B. By signing the contract, the awarded contractor certifies that the carrier of any professional liability insurance required in the performance of the contract has knowledge of the awarded contractor’s extension of services to the DMV.

3. Worker’s Compensation

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

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

14. Bid Preference(s)

A. The following preferences are applicable to this IFB:

(1). Small Business Enterprise (SBE) Preference

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

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

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

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

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

(3). Target Area Contract Preference Act (TACPA) (Only applicable if the lowest bid received exceeds $100,000.00.)

a. TACPA preference information can be found at the following internet web site:

http://www.dgs.ca.gov (Note: Only California certified Small Business bidders and California certified Micro Business bidders can use a TACPA preference to displace another California certified Small Business bidder or California certified Micro Business bidder).

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.

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 provide as-needed audio and video production services and duplication services on projects produced by the DMV for the term of this Agreement. The DMV does not guarantee a minimum or maximum use of this Agreement.

2. The services shall be performed at the Contractor’s business facility unless otherwise specified.

3. There are two (2) categories in this Agreement: A - Production Services and B - Duplication Services.

A. Category A, Production Services, must be performed within a twenty-five (25) mile radius of DMV Headquarters located at 2415 First Avenue, Sacramento, CA 95818.

B. Category B, Duplication Services, may be performed at any location. However, the cost of shipping contract deliverables from the Contractor's place of business to DMV Headquarters in Sacramento, CA must be included in the costs identified in Exhibit B.

4. 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.

5. The services shall be provided during normal DMV business hours, 8:00 a.m. to 5:00 p.m., Monday through Friday excluding state holidays. Upon advance notice from the DMV Project Manager, services may be requested on weekends and evenings for special projects.

6. 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

7. 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

8. 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.

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

A. General

(1). The Contractor shall provide services which may include, but are not limited to: pay rolling of all required personnel, audio and video duplication, and other services associated with audio and video production.

(2). The Contractor shall be responsible for the quality and acceptability of all work and for all persons engaged in work, including but not limited to: employees, subcontractors, and suppliers.

(3). All aspects relating to the performance of this Agreement are subject to the direction and approval of the DMV Project Manager. The DMV Project Manager will request services on an as-needed basis. Job orders shall only be accepted by the Contractor when originated by the DMV Project Manager. The DMV Project Manager reserves the right to reject and have any unacceptable work redone at no additional cost to the DMV.

(4). No unauthorized person or persons shall have access to any materials furnished to the Contractor by the DMV Project Manager, nor may DVDs be reproduced from the DMV’s master files. The Contractor shall not hold DMV master DVDs/files and must return them with the completed order.

B. CATEGORY A – Production Services

(1). Audio Recording, Editing, and Sweetening

a. The Contractor shall provide a recording facility consisting of at least one (1) soundproof narrator room with a separate but adjoining soundproof control room.

The Contractor shall provide a recording engineer with the suite. The Contractor must be able to record professional broadcast and industry standard DAW (CD quality) sound. The Contractor must have a professional quality microphone and parametric equalizer.

b. The Contractor must be equipped with the necessary software to be able to record remotely and be capable of editing and sweetening audio recorded remotely to reduce the need to record in the studio.

c. The Contractor must be capable of editing the audio files and delivering a finished product in one of the following file formats: .aiff, mp3, wav, or mov. The Contractor must be able to deliver the finished recordings on CD, DVD, portable hard drive, post the files on the DMV’s SFT site, or another DMV-approved secure file transfer drive.

d. The DMV Project Manager or a designee shall supervise and produce each recording session as well as providing the requisite scripts.

e. The DMV Project Manager will email a request for recording sessions at the Contractor’s facility. The scheduling of a recording session shall be by mutual agreement within five (5) DMV business days from date of request.

f. The Contractor shall provide to the DMV Project Manager an edited and mixed-down audio file in the format agreed upon within five (5) DMV business days after a recording session.

(2). Video Recording, Editing, and Production Equipment

a. The Contractor shall provide a video recording facility consisting of at least one

(1) soundproof narrator room with a separate but adjoining soundproof control room. The Contractor shall provide a recording engineer with the suite. The Contractor must be able to record professional broadcast and industry standard SMPTE (DVD and Blu-Ray quality) video.

b. The Contractor shall provide a digital video editing and computer graphics suite that includes a qualified artist/operator with the following features:

1. Professional video editing software and digital paint systems; Digital graphic/effects system; Grab from and record to one or more of the following file formats: H264, Apple Pro Res, QuickTime, DNXHD (MXF format) or DVCPRO HD; flatbed scanner; 3-D capability; Library of fonts, stock photos, and video backgrounds.

2. Suite must have the ability to save digital files in QuickTime format (mov) or equivalent format as well as native application. Applications shall consist of, but not be limited to, Adobe Creative Suite with a minimum version of 6.0 or above.

3. Output medium shall be one (1) or more of the following: CD ROM, DVD, Blu-Ray data disc, portable hard drive, post to the DMV’s SFT site, or another DMV-approved secure file transfer drive.

c. For the purposes of recording video projects requested by the DMV Project Manager, the Contractor shall be able to provide the appropriate equipment based on the project needs, including but not limited to:

1. Professional digital cameras from the following: P2 format camera that records in DVCPRO HD and DVC50, DSLR, Canon 5D III, or equivalent brand 4K digital format camera with zoom or prime lens, fluid head tripod, camera microphone, portable color video monitor with waveform and vector scope, batteries, cables, and A/C adaptors.

2. A shotgun microphone (Sennheiser 816, 416, or equivalent), wireless lavalier microphone system, audio boom pole, multi-channel field mixer (6 channel minimum), ZOOM H6 or equivalent portable audio recorder, stereo headsets, batteries, and all associated A/C cords and cables.

3. Video lighting kit package consisting of the following: complete led, tungsten, fluorescent, and HMI lighting kits for a minimum three (3) point lighting set up. Light stands, booms, and related gaffing equipment. A portable (canvas) or permanent Chroma Key green screen measuring no less than 10 x 20 feet. Assorted choices of 10 x 20 cloth and paper backdrops with color choices of solid black, white, gray, light and dark blue reflectors, soft boxes silk or muslin diffusers.

4. Professional grip equipment as required by the DMV Project Manager.

d. The DMV Project Manager or a designee shall supervise and produce each recording session as well as providing the requisite scripts.

e. In the event the Contractor cannot provide an item in the specified time period of ten (10) DMV business days after written email request, the Contractor shall subcontract for the desired equipment at no additional cost to the DMV. The Contactor shall provide the DMV the subcontractor’s name and contact information, and shall receive approval from the DMV Project manager prior to obtaining the equipment.

f. In the event that the DMV Project Manager cancels a video recording project, there shall be no penalty for equipment rental fees if the cancellation is given twenty-four (24) hours prior to the original date. If the cancellation occurs less than twenty-four (24) hours before the agreed upon date, the Contractor may charge up to 50% (half) of the cost of a one (1)-day rental of the items in question.

g. The DMV Project Manager will email a request for video recording sessions at the Contractor’s facility. The scheduling of a recording session shall be by mutual agreement within ten (10) DMV business days from date of request.

h. The Contractor shall provide to the DMV Project Manager an edited video file in the format agreed upon within five (5) DMV business days after a recording session.

(3). Associated Services

a. The Contractor shall subcontract key creative personnel on an as-needed basis.

The Contractor’s subcontractor services shall include, but are not limited to the following: actor, art director, animal trainer, casting services, graphic designer, music composer, narrator, script supervisor, or video utility person. The Contactor shall provide the DMV the subcontractor’s name and contact information, and shall receive approval from the DMV Project manager prior to obtaining the equipment.

b. The DMV Project Manager shall email a request for the work to be performed by a subcontractor, where the work is to be done, under whose direct supervision, and when the service is to be done.

c. The Contractor’s cost to the DMV for the associated services represents the subcontractor’s fee plus a percentage mark-up of the subcontractor’s fee to cover administrative costs to the Contractor, as identified in Exhibit B.

(4). Production Crew

a. The Contractor shall provide a Production Assistant, Audio Recording Engineer, and Camera Operator on an as-needed basis. To substantiate the qualifications of the crew members, the DMV Project Manager may require the Contractor to provide resumes. It is assumed that all persons submitted by the Contractor shall be fully qualified. Trainees, interns, or student assistants are not deemed qualified or acceptable.

b. The location, time, and day for any assignment for crew members shall be specified in a detailed email request issued by the DMV Project Manager. Crew members shall work under the direct supervision of the DMV Project Manager or their designee.

c. An assignment may be a minimum of two (2) hours.

d. In the event the Contractor cannot provide a crew member within the time period designated (five [5] DMV business days after an email request), the Contractor shall subcontract for an equivalent crew member at no additional cost to the

DMV.

e. In the event that the DMV Project Manager cancels a crew member assignment, there shall be no penalty if the cancellation notice is given forty-eight (48) hours prior to the assignment. If the cancellation notice occurs less than forty-eight

(48) hours before the assignment, the Contractor may charge up to 50% (half) of the cost of the assignments original expected cost.

(5). Video Editing and Computer Graphic Suite with Operator for Pre-Existing Projects

a. The Contractor shall provide a digital video editing and computer graphics suite that includes a qualified artist/operator with the following features:

1. Professional video editing software and digital paint systems; Digital graphic/effects system; Grab from and record to one (1) or more of the following file formats: H264, Apple Pro Res, QuickTime, DNXHD (MXF format) or DVCPRO HD; flatbed scanner; 3-D capability; Library of fonts, stock photos and video backgrounds.

2. Suite must have the ability to save digital files in QuickTime format (mov) or equivalent format as well as native application. Applications shall consist of, but not be limited to, Adobe Creative Suite with a minimum version of 6.0 or above.

3. Output medium shall be one (1) or more of the following: CD ROM, DVD, Blu-Ray data disc, portable hard drive, post to DMV’s SFT site, or another DMV-approved secure file transfer drive.

b. The DMV Project Manager shall email a request describing the work requested along with sketches, drawings, or videos to explain the work requested.

c. The Contractor shall provide a reasonable turnaround time for each request based on the complexity of the graphics requested.

C. CATEGORY B – Duplication Services

(1). DVD Authoring and Duplication

a. The Contractor shall use professional state-of-the art encoding software and/or hardware in order to create digital files for DVD and Blu-Ray authoring. The Contractor shall provide an initial check disc for inspection by the DMV Project Manager.

b. The recording format shall be DVD-R for all check discs and production DVDs.

The DMV reserves the right to reject the check disc due to quality or DVD player compatibility issues. Other recording formats may be used with the written approval of the DMV Project Manager.

c. The finished DVDs shall be of the highest video and audio quality relative to the quality of the master tape provided by the DMV Project Manager. The DMV Project Manager will supply a DVCAM, Blu-Ray, or a DVD master for each program.

d. The Contractor shall author to DVD or Blu-Ray, DMV-specified chapter markers.

The DMV shall provide: SMPTE time code numbers and titles for each chapter heading, on-screen navigation buttons, and still menus provided for navigation button backgrounds.

e. The DMV Project Manager shall provide a detailed email request to describe the organization and playback characteristics desired for each authoring project.

f. The Contractor shall provide an authored DVD within five (5) DMV business days from the request.

g. The DMV Project Manager shall provide the master media for each duplication request along with an email specifying label content and type, packaging requirements, number of units to be made, and means of delivery. Master media may be a DVD check disc, master DVD, or an industry standard DLT.

h. The Contractor shall duplicate orders of up to 250 DVD discs within five (5) business days from the request. The Contractor shall return the DMV master media with the finished DVD discs.

i. Labeling and packaging are not included in the price of the DVD duplication.

DVDs may be delivered on spindles if packaging is not requested.

(2). CD-ROM Duplication

a. The Contractor shall duplicate CD-ROMs from a master CD provided by the DMV Project Manager. The Contractor shall provide a computer-generated, one (1)-color face label, and an ultra slim (5mm thick) jewel case or clamshell case for each duplicate. The unit price shall include the CD, a one (1) color label, and inserting the CD into the case. The DMV Project Manager shall provide the label information for the CD-ROM duplication orders.

(3). DVD Packaging and Labeling

a. The DMV will supply instructions and/or artwork or text for DVD labels.

b. The prices of clamshell and library cases shall include the price of inserting a DVD into each case.

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, in arrears. The total compensation for all services performed under this Agreement shall not exceed $_______ (to be completed by the DMV). The DMV does not guarantee a minimum or maximum use of the items within the table(s).

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

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

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

(3). Date the invoice was prepared.

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

(5). This Agreement number.

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

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

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

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

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

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

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

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.

mailto:ACCT_INV@dmv.ca.gov

EXHIBIT B

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

4. Prompt Payment Clause

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

5. Withholding Amounts Owed From Amounts Due

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

EXHIBIT C

GENERAL TERMS AND CONDITIONS

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

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

EXHIBIT D

SPECIAL TERMS AND CONDITIONS

1. Force Majeure

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

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

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

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

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

2. Termination

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

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

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

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

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

(1). The cost of rebidding the work.

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

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

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

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

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

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

OR

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

3. Liquidated Damages

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

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

(2). In the event that the Contractor fails to complete required work within the time frame specified or agreed upon under this Agreement, the DMV shall be entitled to $50.00 per twenty-four (24) hour period as liquidated damages for Contractor delays in completing required work. The Contractor is considered to be behind schedule effective the first hour beyond the time period specified or agreed upon under this Agreement.

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

4. Incorporation by Reference

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

5. Contractor Name Change and Assignment

A. Name Change

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

B. Assignment

(1). This Agreement is not assignable by the Contractor, either in whole or in part, without the consent of the DMV in the form…