25-177_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

25-177

INVITATION FOR BID

Notice to Prospective Bidders

10/17/2025

You are invited to review and respond to this Invitation for Bid (IFB) entitled 25-177 – Scheduled Preventative Maintenance, Technical Support Services, and Unscheduled Services for the Security and Access Control System at 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:

Ada Davis Department of Motor Vehicles

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

Please note that no verbal information given will be binding upon the state unless such information is issued in writing as an official addendum.

Ada Davis Contract Administrator http://www.dgs.ca.gov/

TABLE OF CONTENTS

SECTION

➢ BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

2. Bidder Qualifications

3. Bidder Security

4. Prevailing Wage

5. Pre-Approved Equal Manufacturers/Brands

6. Schedule of Events

7. Mandatory Pre-Bid Conference

8. Written Questions

9. Submission of Bid

10. Bid Opening

11. Disposition of Bids

12. Evaluation and Selection

13. Notice of Contract Award

14. Standard Conditions of Service

15. Required Documents (Awarded Contractor)

16. Bid Preference(s)

17. Bid Incentive(s)

18. Generative Artificial Intelligence (GenAI)

➢ STANDARD AGREEMENT FORM (SAMPLE)

➢ EXHIBIT A – Scope of Work

➢ EXHIBIT B – Budget Detail and Payment Provisions

➢ EXHIBIT C – General Terms and Conditions

➢ EXHIBIT D – Special Terms and Conditions

➢ EXHIBIT E – Additional Provisions

➢ EXHIBIT F – Noncollusion Declaration

➢ EXHIBIT G – Standard California Nondiscrimination Construction Contract

➢ EXHIBIT H – Drawing(s)

➢ 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 – Bidder’s Bond

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

A. Scheduled Preventative Maintenance, Technical Support Services, and Unscheduled Services for the Security and Access Control System at the DMV Headquarters. Term: thirty-six (36) months (see Schedule of Events for proposed start date of contract). See Exhibit A, Scope of Work, for a complete description of services.

2. Bidder Qualifications

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

B. The bidder shall possess a valid C-7 or C-10 contractor license issued by the California Department of Consumer Affairs, Contractors State License Board (CSLB). In addition, the bidder shall be Software House, C-CURE 9000 certified. All subcontractors that the bidder intends to utilize to perform work under the contract shall possess all applicable contractor licenses for the work they shall perform under the contract. The bidder’s contractor license number shall be indicated on the Bid/Bidder Certification Sheet (Attachment 1). The names of all subcontractors that the bidder intends to utilize and their contractor license number (if applicable) shall be indicated on the Bidder Declaration & Subcontractor/Supplier List (Attachment 4). All bidder and subcontractor contractor licenses shall be in good standing from the time of the bid opening through the term of the contract.

3. Bidder Security

A. Bidder shall submit one of the following forms of bidder security (equal to 10% of the total bid amount) at the time of bid submittal if total bid amount exceeds $461,000.00:

(1). Bid bond executed by an admitted surety insurer and made payable to the DMV. Utilize the Bidder’s Bond form in Attachment 8.

(2). Cash

(3). Cashier’s check

(4). Certified check.

4. Prevailing Wage

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

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

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

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

5. Pre-Approved Equal Manufacturers/Brands

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

6. Schedule of Events

Event Date Time

(1). IFB available to prospective bidders: 10/17/2025 N/A

(2). Mandatory pre-bid conference:

(Note: See additional info in Section 7.)

11/5/2025 9:30 am

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

(Note: See additional info in Section 8.)

11/12/2025 4:30 pm

(4). Written responses to questions released by: 11/14/2025 3:30 pm

(5). Final date for bid submission:

(Note: See additional info in Section 9.)

11/20/2025 11:59 pm

(6). Date of bid opening:

(Note: See additional info in Section 10.)

11/21/2025 10:00 am

(7). Proposed start date of contract: 1/1/2026 or upon contract approval

N/A

7. Mandatory Pre-Bid Conference

A. A mandatory pre-bid conference is scheduled at Sacramento DMV Headquarters (meet in the East Lobby Reception Area), 2415 First Avenue, Sacramento, CA 95818, for the purpose of discussing concerns regarding this IFB.

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

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

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

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

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

8. 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.

9. 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 # 25-177 for ADA DAVIS for SECURITY ACCESS AND CONTROL SYSTEM SERVICES Due: 11/20/2025 by 11:59 pm

1. Bids may be deemed non-responsive if the subject line does not contain the above information.

(2). Emails shall not exceed one hundred (100) megabytes (MB) in size.

(3). Emailed bids will not be opened until after the date specified in the Schedule of Events.

mailto:DMVBIDS@dmv.ca.gov

(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 specified in the Schedule of Events. Any bid received after the specified due date shall be rejected.

C. Bids shall include all required bid documents identified in the Required Bid Documents Checklist. Only submit the required bid documents with your bid, not the entire IFB package. Bids not including the required bid documents shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

D. Bidders are responsible for ensuring the accessibility and legibility of the submitted documents.

Bids that are not accessible or legible may be rejected.

E. All documents requiring a signature must bear an original signature of a person authorized to bind the bidding firm.

F. Bids must be submitted for the performance of all the services described herein. Any deviation from the work specifications shall not be considered and shall cause a bid to be rejected.

G. Costs for developing bids in anticipation of award of the contract are entirely the responsibility of the bidder and shall not be charged to the DMV.

H. An individual who is authorized to bind the bidding firm contractually shall sign the Bid/Bidder Certification Sheet (Attachment 1). The signature must indicate the title or position that the individual holds in the firm. An unsigned bid may be rejected.

I. A bidder may modify a bid after its submission by withdrawing its original bid and resubmitting a new bid prior to the bid submission deadline. Bidder modifications offered in any other manner, oral or written, shall not be considered.

J. A bidder may withdraw their bid by submitting a written withdrawal request to the DMV, signed by the bidder or an authorized agent. A bidder may thereafter submit a new bid prior to the bid submission deadline. Bids may not be withdrawn without cause subsequent to bid submission deadline.

K. The DMV may modify this IFB prior to the date fixed for submission of bids by the issuance of an addendum to all parties who received a bid package.

L. Bidders are cautioned to not rely on the DMV during the evaluation to discover and report to the bidder any defects and errors in the submitted documents. Bidders, before submitting their documents, should carefully proof them for errors and adherence to the IFB requirements.

M. Where applicable, bidders should carefully examine work sites and specifications. Bidders shall investigate conditions, character, and quality of surface or subsurface materials or obstacles that might be encountered. No additions or increases to the contract amount shall be made due to a lack of careful examination of work sites and specifications.

N. All documents submitted in response to this solicitation will become the property of the State of California and may be subject to the California Public Records Act (Government Code section 6250 et seq.). This includes any contact information within the documents, including that of references. Additionally, to the extent that a bidder believes its bid contains trade secret or proprietary information intended to be confidential, it is the bidder’s responsibility to identify and redact such information. A separate redacted copy of the bid must be submitted along with the original unredacted bid, and it will be the bidder’s responsibility to defend any redactions should a requester dispute them under the Public Records Act. In the absence of a pre-redacted bid, the DMV will treat the entire bid as a public record, except any information the DMV is required to redact under California law.

10. 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.

11. 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.

12. Evaluation and Selection

A. Each bid shall be checked for the presence or absence of required information in conformance with the submission requirements of this IFB.

B. The DMV shall put each bid through a process of evaluation to determine its responsiveness to the DMV's needs.

C. A bidder may be deemed not responsible and their bid may be rejected if they have previously been terminated for cause/breach for the same or similar services at the location designated in this IFB.

D. All bids may be rejected whenever the DMV determines that the cost is not reasonable or otherwise in the best interest of the DMV. There is no requirement to award a contract if, in the opinion of the DMV, no bids were received containing a reasonable contract price or if there is another business-based reason not to make an award.

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

F. Bids that contain false or misleading statements, or which provide references that do not support an attribute or condition claimed by the bidder, may be rejected. If, in the opinion of the DMV, such information was intended to mislead the DMV in its evaluation of the bid, and the attribute, condition, or capability is a requirement of this IFB, it shall be the basis for rejection of the bid.

G. A bid may be rejected if it is conditional or incomplete. The DMV may reject any or all bids and may waive any immaterial deviation in a bid. The DMV's waiver of immaterial defect shall in no way modify the IFB document or excuse the bidder from full compliance with all requirements if awarded the contract.

H. A bid may be rejected if it contains any alterations of form or other irregularities of any kind. The DMV does not accept alternate contract language from prospective contractors. Bids with such language shall be considered a counter proposal and shall be rejected. The State’s General Terms and Conditions (GTC) are not negotiable. The GTC may be viewed on the internet at:

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

I. The final selection shall be made on the basis of the lowest responsible responsive bid. In the event there is tie, each of the tied bidders shall be contacted by the contact person indicated on the cover page of this IFB regarding a date and time for a flip of a coin. The bidder whose bid was received first shall make the call. Bidders or their authorized representative(s) are allowed to be present for the flip of the coin.

13. Notice of Contract Award

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

14. Standard Conditions of Service

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

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

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

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

15. 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 five (5) calendar days after the contract has been forwarded to the awarded contractor for signature. If the awarded contractor fails to provide the DMV with all of the following required documents within the above specified number of calendar days after the contract has been forwarded to the awarded contractor for signature, the DMV may deem the awarded contractor as non-responsive and may rescind the contract award:

(1). Contractor Certification Clauses

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

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

(2). Insurance Requirements

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

1. Commercial General Liability

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

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

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

2. Worker’s Compensation

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

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

(3). Payment Bond

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

16. Bid Preference(s)

A. The following preferences are applicable to this IFB:

(1). Small Business Enterprise (SBE) Preference

a. SBE Program info can be found at the following internet web site:

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

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

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

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

17. 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).

18. Generative Artificial Intelligence (GenAI)

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

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

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

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

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

The remainder of this page is intentionally left blank.

DO NOT COMPLETE OR SUBMIT WITH YOUR BID!

EXHIBIT A

SCOPE OF WORK

1. Contractor’s Full Business Name (to be completed by the DMV, hereafter referred to as the Contractor, agrees to provide the Department of Motor Vehicles (DMV) all labor, tools, materials, equipment, and travel necessary to perform scheduled preventative maintenance, technical support services, and unscheduled services on the Security and Access Control System at DMV Headquarters for the term of this Agreement. The Contractor is responsible for field verifying all dimensions and existing site conditions pertinent to this Agreement.

2. The services shall be performed at: the following DMV Headquarters building:

A. Building East: 2415 First Avenue, Sacramento, CA 95818

B. Burnett Building: 2333 Burnett Way, Sacramento, CA 95818

C. Building West: 2570 24th Street, Sacramento, CA 95818

D. Building South: 2490 First Avenue, Sacramento, CA 95818

E. Central Utility Plant: 25th Street and First Avenue, Sacramento, CA 95818

F. 28th Street Building: 2730 Broadway, Sacramento, CA 95818

3. Commencement of Work

A. The Contractor shall commence work under this Agreement on the specified start date provided by the DMV Project Manager following the execution of this Agreement by the state. The DMV Project Manager shall provide the Contractor with written notification of the start date prior to the Contractor commencing work under this Agreement.

4. The scheduled preventative maintenance services shall be performed during normal DMV business hours, Monday through Friday between 8:00 a.m. and 5:00 p.m., unless otherwise requested by the DMV Project Manager or their authorized representative. Technical support services and unscheduled services shall be performed during and outside of regular DMV business hours and on weekends as requested by the DMV Project Manager or their authorized representative. All work dates and times must be approved by the DMV Project Manager or their authorized representative before work is performed.

5. The Project Managers during the term of this Agreement shall be:

Department of Motor Vehicles Contractor Name (TBD)

Name: TBD Name: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

The remainder of this page is intentionally left blank.

6. The Contract Administrators during the term of this Agreement shall be:

Department of Motor Vehicles Contractor Name (TBD)

Name: TBD Name: TBD

Address: TBD Address: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

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

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

A. GENERAL

(1). The Contractor shall perform scheduled preventative maintenance, technical support services, C-CURE software maintenance, Software House iStar Panel maintenance, iStar power supply and backup power supply panel replacements, and nonscheduled services on the Security and Access Control System at DMV Headquarters that consists of a Software House C-CURE 9000 access control system, access door components (i.e., mag locks, electrified door strikes, door contacts, etc.) alarm input points, and a video intercom system. System component manufacturers include, but are not limited to: Software House, Spectra, Thin Line, iStar, Von Duprin, Rutherford Controls, Gunnebo, Schlage, Fargo, and PowerWare.

(2). The Contractor shall minimize system down time and ensure that the System and Access Control System remains in operational condition when performing services under this Agreement.

(3). The Contractor shall adhere to all System and Access Control System manufacturer requirements and all applicable city, county, state, and federal laws, codes, ordinances, and regulations while performing services under this Agreement.

(4). The Contractor shall only utilize trained and qualified technicians to perform services under this Agreement.

(5). The Contractor shall adhere to all federal, state, and local laws in disposing of debris.

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

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

(7). The Contractor shall not hold DMV accountable for their employee’s time worked over eight (8) hours while performing services during DMV core business hours of 7:00 a.m.

to 5:00 p.m. (i.e., Contractor’s employee worked seven (7) hours before being dispatched to DMV and works at DMV for two (2) hours).

(8). The DMV may also require the Contractor to perform services before or after core hours to prevent disruption to the work areas.

B. SCHEDULED PREVENTATIVE MAINTENANCE SERVICES

(1). The Contractor shall perform the following preventative maintenance services on the security and access control system at DMV Headquarters on a quarterly basis (one [1] time every six [6] months) beginning the first month this Agreement is in effect: The Contractor shall provide the DMV Project Manager with a tentative maintenance schedule one (1) week prior to the beginning of each preventative maintenance service cycle.

a. Cameras Domes and Housing (interior and exterior of each building)

1. Inspect, dust, and clean camera housings and covers only, with anti-static type cleaner and inspect camera mounts.

2. Inspect dome covers.

3. Do not remove dome covers.

b. Access Control Panel Lock Boxes (if applicable)

1. The Contractor shall inspect all Access Control Panels and/or iSTAR panels and its components.

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

3. Inspect all moving parts including lock mechanism, hinges, springs, etc.

Adjust for proper operation. Report any broken locks to the DMV Project Manager or their authorized representative.

4. Inspect all wired connections and check for loose wires or plugs on circuit boards that may be loose or worn.

c. Master Power Supplies

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

2. Check fuses (if applicable) and replace as needed.

d. Battery Back-Ups

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

2. Check all batteries for proper voltage.

3. Ensure power supply are plugged properly.

e. Wiring and Cables

1. The Contractor shall inspect all Access Control Panels (CCURE APC) and/or iSTAR panels and its components for wear and damage. The Contractor shall replace all worn and damaged iStar system cabling, fiber patch cables, and cable connectors at no additional cost to the DMV.

A. The Contractor shall not be responsible for any cabling beyond the first fifty (50) feet.

2. The Contractor shall check and reconnect any loose wiring, cables, or connections to the existing equipment and reprogram equipment as needed or directed by the DMV Program Manager or their authorized representative.

f. Access Control Software

1. Check software to determine all updates and software patches are current and update as needed.

2. Check for any and all error codes/messages and repair as needed, at no additional cost to the DMV.

3. Provide changes to programming at the request of the DMV Project Manager or authorized representative (i.e., time events, etc.).

g. Access Readers

1. Test each access reader and ensure it is working properly.

h. Electric Magnetic Locks (Single and Dual) and Armature Plates

1. Inspect, dust, clean, and remove all debris from the inside and outside of the locks and armature plates.

2. Inspect all moving parts including lock mechanism and armature plates and adjust for proper operation.

3. The Contractor shall immediately notify the DMV Project Manager or their authorized representative of any broken locks or armature plates.

i. Electrified Handsets, Hinges, and Strikes

1. Inspect, dust, clean, and remove all debris from the inside and outside of the electrified handsets, hinges, and strikes.

2. Inspect all moving parts including lock mechanism, hinges, springs, etc., and adjust for proper operation.

3. The Contractor shall immediately notify the DMV Project Manager or their authorized representative of any broken electrified handsets, hinges, or strikes.

j. Door Contacts and Request to Exit Motion (REX) Sensors

1. Inspect, dust, and clean each door contact and REX and ensure it is working properly and not impeding the operational function of any door

2. The Contractor shall replace all worn and damaged door contacts or REX’s at no additional cost to the DMV.

k. Panic Alarms and Devices

1. Inspect, dust, and check for worn connections on main control panel.

2. Inspect and test wireless panic devices, wired or wireless, and replace batteries if needed, at no additional cost to DMV.

3. Inspect, test, and check all secure mounting brackets for wired device locations.

(2). While performing preventative maintenance services, the Contractor shall notify the DMV Project Manager or their authorized representative of any system components found to be defective.

a. Upon approval and direction from the DMV Project Manager or their authorized representative, the Contractor shall replace defective components with new components provided by the Contractor at the item unit costs identified in Exhibit B and/or replace defective components with new components provided by the DMV at the hourly costs identified in Exhibit B. In the event the Contractor replaces a component that was previously provided by the Contractor under this Agreement, the Contractor shall replace the component with a new component at no cost to the DMV.

1. New components provided by the Contractor shall meet or exceed the quality of the existing components. Upon request by the DMV Project Manager or their authorized representative, the Contractor shall provide photographic or written proof that Contractor provided replacement components meet or exceed the quality of the existing components.

2. All new components provided by the Contractor under this Agreement shall be covered by a two (2) year warranty provided by the Contractor from the date of installation. The DMV shall not be responsible for filing claims with any manufacturers or distributors for Contractor provided components that fail within the two (2) year warranty term. Parts ordered by the contractor is the responsibility of the contractor to ensure the new component will work as designed and if the product does not function properly (i.e., camera does not work with Windows or CCURE), the contractor is responsible for removing the new component at no cost to the DMV.

3. The Contractor shall provide and install all necessary wiring (CAT 5 or 6, fiber), conduit, patch cables, programming, etc. that is necessary to install replacement components at no additional cost to the DMV.

A. The Contractor shall not be responsible for any cabling beyond the first fifty (50) feet.

4. Per the direction of the DMV Project Manager or their authorized representative, the Contractor shall:

A. Deliver defective components to the DMV Project Manager or their authorized representative.

OR

B. Remove from the premises and recycle defective components at no additional cost to the DMV.

(3). When requested by the DMV Project Manager or their authorized representative while performing preventative maintenance services, the Contractor shall provide the DMV Project Manager or their authorized representative with system training at no additional cost to the DMV. The Contractor shall provide training manuals upon request from the DMV Project Manager or their authorized representative at no additional cost to the

DMV.

(4). Upon completion of each semi-annual preventative maintenance service, the Contractor shall submit a work completion document to the DMV Project Manager or their authorized representative for an approval signature that details all services performed, including times of arrival and departure from DMV Headquarters. After obtaining an approval signature on the work completion document from the DMV Project Manager or their authorized representative, the Contractor shall email a PDF copy of the approved work completion document to the DMV Project Manager or their authorized representative. Failure to submit this documentation may lead to invoice disputes.

C. TECHINCAL SUPPORT SERVICES

(1). Technical Support

a. Telephone

1. The Contractor shall provide the DMV with unlimited toll-free telephone technical support services for the Security and Access Control System (i.e., CCURE). The Contractor shall respond to all DMV service calls within one (1) DMV business day. The Contractor shall attempt to resolve all system issues over the telephone before requesting approval to provide on-site technical support services from the DMV Project Manager or their authorized representative.

b. On-site

1. Upon approval by the DMV Project Manager or their authorized representative, the Contractor shall provide unlimited on-site technical support services for the Security and Access Control System in the event a system issue cannot be resolved over the telephone. The Contractor shall send a qualified technician within three (3) hours following the DMV’s initial service call.

2. When performing on-site technical support services, the Contractor shall notify the DMV Project Manager or their authorized representative of all system components that are determined to be defective and need to be replaced.

A. Upon approval and direction from the DMV Project Manager or their authorized representative, the Contractor shall replace defective components with new components provided by the Contractor at the item unit costs identified in Exhibit B and/or replace defective components with new components provided by the DMV at the hourly costs identified in Exhibit B. In the event the Contractor replaces a component that was previously provided by the Contractor under this Agreement, the Contractor shall replace the component with a new component at no cost to the

DMV.

(1). Replacement components provided by the Contractor shall meet or exceed the quality of the existing components.

Upon request by the DMV Project Manager or their authorized representative, the Contractor shall provide photographic or written proof that Contractor provided replacement components meet or exceed the quality of the existing components.

(2). All new components provided by the Contractor under this Agreement shall be covered by a two (2) year warranty provided by the Contractor from the date of installation.

The DMV shall not be responsible for filing claims with any manufacturers or distributors for Contractor provided components that fail within the two (2) year warranty term.

Parts ordered by the contractor is the responsibility of the contractor to ensure the new component will work as designed and if the product does not function properly (i.e., camera does not work with Windows or CCURE), the contractor is responsible for removing the new component at no cost to the DMV.

(3). The Contractor shall provide and install all necessary wiring (CAT 5 or 6, fiber), conduit, patch cables, programming, etc. that is necessary to install replacement components at no additional cost to the DMV.

(4). Per the direction of the DMV Project Manager or their authorized representative, the Contractor shall:

a. Deliver defective components to the DMV Project Manager or their authorized representative.

OR

b. Remove from the premises and recycle defective components at no additional cost to the DMV.

D. UNSCHEDULED SERVICES

(1). Disconnection and Dismounting

a. The Contractor shall disconnect and dismount existing Access Control System components at the hourly costs identified in Exhibit B when requested by the DMV Project Manager or their authorized representative.

b. Per the direction of the DMV Project Manager or their authorized representative, the Contractor shall:

1. Deliver disconnected and dismounted components to the DMV Project Manager or their authorized representative.

OR

2. Remove from the premises and recycle disconnected and dismounted components at no additional cost to the DMV.

c. Upon completion of each disconnection and dismounting service, the contractor shall submit a work completion document to the DMV Project Manager or their authorized representative for an approval signature that details all services performed, including times of arrival and departure from DMV Headquarters.

After obtaining an approval signature on the work completion document from the DMV Project Manager or their authorized representative, the Contractor shall email a PDF copy of the approved work completion document to the DMV Project Manager or their authorized representative. Failure to submit this documentation may lead to invoice disputes.

(2). Reinstallation and Setup

a. The Contractor shall reinstall and setup existing Access Control System components at the hourly costs identified in Exhibit B when requested by the DMV Project Manager or their authorized representative.

b. While reinstalling and setting-up existing components, the Contractor shall notify the DMV Project Manager or the DMV authorized representative of any components found to be defective.

1. Upon approval and direction from the DMV Project Manager or their authorized representative, the Contractor shall replace defective components with new components provided by the Contractor at the item unit costs identified in Exhibit B and/or replace defective components with new components provided by the DMV at the hourly costs identified in Exhibit B. In the event the Contractor replaces a component that was previously provided by the Contractor under this Agreement, the Contractor shall replace the component with a new component at no cost to the DMV

A. Replacement components provided by the Contractor shall meet or exceed the quality of the existing components. Upon request by the DMV Project Manager or their authorized representative, the Contractor shall provide photographic or written proof that Contractor provided replacement components meet or exceed the quality of the existing components.

B. All new components provided by the Contractor under this Agreement shall be covered by a two (2) year warranty provided by the Contractor from the date of installation. The DMV shall not be responsible for filing claims with any manufacturers or distributors for Contractor provided components that fail within the two (2) year warranty term. Parts ordered by the contractor is the responsibility of the contractor to ensure the new component will work as designed and if the product does not function properly (i.e., camera does not work with Windows or CCURE), the contractor is responsible for removing the new component at no cost to the DMV.

C. The Contractor shall provide and install all necessary wiring (CAT 5 or 6, fiber), conduit, patch cables, programming, etc. that is necessary to install replacement components at no additional cost to the DMV.

(1). The Contractor shall not be responsible for any cabling beyond the first fifty (50) feet.

D. Per the direction of the DMV Project Manager or their authorized representative, the Contractor shall:

(1). Deliver defective components to the DMV Project Manager or their authorized representative.

OR

(2). Remove from the premises and recycle defective components at no additional cost to the DMV.

c. Upon completion of each reinstallation and setup service, the contractor shall submit a work completion document to the DMV Project Manager or their authorized representative for an approval signature that details all services performed, including times of arrival and departure from DMV Headquarters.

After obtaining an approval signature on the work completion document from the DMV Project Manager or their authorized representative, the Contractor shall email a PDF copy of the approved work completion document to the DMV Project Manager or their authorized representative. Failure to submit this documentation may lead to invoice disputes.

(3). New Installations and Upgrades

a. The Contractor shall provide and install new/upgrade Access Control System components as directed by the DMV Project Manager or their authorized representative.

1. The DMV Project Manager or their authorized representative shall coordinate new/upgrade component installation dates and times.

b. The Contractor shall install new/upgrade components provided by the Contractor at the item unit costs identified in Exhibit B and/or install new/upgrade components provided by the DMV at the hourly costs identified in Exhibit B.

1. All new/upgrade components provided by the Contractor under this Agreement shall be covered by a two (2) year warranty provided by the Contractor from the date of installation. The DMV shall not be responsible for filing claims with any manufacturers or distributors for the Contractor provided components that fail within the two (2) year warranty term. Parts ordered by the contractor is the responsibility of the contractor to ensure the new component will work as designed and if the product does not function properly (i.e., camera does not work with Windows or CCURE), the contractor is responsible for removing the new component at no cost to the DMV.

2. The Contractor shall provide and install all necessary wiring (CAT 5 or 6, fiber), conduit, patch cables, programming, etc. that is necessary to install new/upgrade components at no additional cost to the DMV.

A. The Contractor shall not be responsible for any cabling beyond the first fifty (50) feet.

c. Upon completion of each new installation and upgrade service, the Contractor shall submit a work completion document to the DMV Project Manager or their authorized representative for an approval signature that details all services performed, including times of arrival and departure from DMV Headquarters.

After obtaining an approval signature on the…