26-061_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

26-061

INVITATION FOR BID

Notice to Prospective Bidders

June 18, 2026

You are invited to review and respond to this Invitation for Bid (IFB) entitled 26-061 – Warehousing, Transporting, Preparing, and Mailing of Vehicle/Trailer License Plates, Disabled Person Placards, Off Highway Vehicle (OHV) Sticker License Plates, Partial Year Registration (PYR), Commercial Vehicle Registration Act (CVRA) Decals, Registration Certificates, and Identification (ID) Cards. 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:

Jennifer Fong Department of Motor Vehicles

Phone: (916) 818-2854 Email: Jennifer.Fong@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.

Jennifer Fong 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

➢ EXHIBIT F – Identification of Subcontractor

➢ EXHIBIT G – Estimated Item Volume Detail

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

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

➢ REQUIRED BID DOCUMENTS CHECKLIST

➢ ATTACHMENT 1 – Bid/Bidder Certification Sheet

➢ ATTACHMENT 2 – Cost Sheet

➢ ATTACHMENT 3 – Payee Data Record

➢ ATTACHMENT 4 – Bidder Declaration & Subcontractor/Supplier List

➢ ATTACHMENT 5 – Darfur Contracting Act

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

➢ ATTACHMENT 7 – California Civil Rights Laws Certification

➢ ATTACHMENT 8 – Iran Contracting Act

➢ ATTACHMENT 9 – STD 830 – Target Area Contract Preference Act Preference Request For Goods and Services Solicitations

➢ ATTACHMENT 10 – DGS/PD 526 – Bidder’s Summary of Contract Activities and Labor Hours

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

A. The Department of Motor Vehicles (DMV) is soliciting bids for the purpose of warehousing, transporting, preparing, and mailing services of vehicle/trailer license plates, disabled person placards, off highway vehicle (OHV) sticker license plates, Partial Year Registration (PYR), Commercial Vehicle Registration Act (CVRA) decals, registration certificates, and identification (ID) cards. Term: Thirty-six (36) (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. The bidder’s established place of business and all work must be performed within a twenty-five

(25) mile radius of DMV Headquarters in Sacramento, (2415 First Avenue, Sacramento, CA 95818).

B. The bidder must be capable of providing a secured facility with a minimum of 3,000 square feet for storing DMV property and performing services (see Exhibit A, Scope of Work, in this IFB for requirements). The bidder shall provide with their bid, documentation of ownership or lease agreement for the facility to be utilized, or evidence of a potential lease agreement for the facility to be utilized in the event the bidder is awarded the contract. For a leased facility, the lease term shall cover the proposed contract term. In the event the bidder is awarded the contract, the DMV reserves the right to inspect the bidder’s facility within five (5) DMV business days after contract award.

C. The bidder must possess transport vehicles as specified in Exhibit A, Scope of Work, of this IFB. In the event the bidder is awarded the contract, the DMV reserves the right to inspect the bidder’s transport vehicles within five (5) DMV business days after contract award.

D. The bidder shall provide with their bid, a resume that lists the bidder’s qualifications, skills, certifications, professional experience, and references, and demonstrates the bidder’s ability and experience to perform the required services.

E. 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.

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

G. The awarded contractor shall obtain a valid Motor Carrier Permit issued by the California DMV prior to approval of the contract. The awarded contractor’s Motor Carrier Permit shall be in good standing through the term of the contract.

3. Schedule of Events

Event Date Time

(1). IFB available to prospective bidders: 06/18/26 N/A

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

(Note: See additional info in Section 4.)

07/02/26 3:00 PM

(3). Written responses to questions released by: 07/09/26 3:00 PM

(4). Final date for bid submission:

(Note: See additional info in Section 5.)

07/15/26 N/A

(5). Date of bid opening:

(Note: See additional info in Section 6.)

07/16/26 9:00 AM

(6). Proposed start date of contract: 12/01/26 or upon contract approval

N/A

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 # 26-061 for Jennifer Fong for Warehousing, Transportation, Preparation, and Mailing Services Due: July 15, 2026 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.

(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 mailto:DMVBIDS@dmv.ca.gov 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.

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

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

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

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

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

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

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

6. Bid Opening

A. If you plan to attend the public bid opening, you must email the contact person indicated on the cover page of this IFB no less than 24 hours prior to the bid opening date and time. The contact person will email the bid opening information, held virtually through Microsoft Teams.

7. Disposition of Bids

A. All documents submitted in response to this IFB shall become the property of the State of California, and shall be regarded as public records under the California Public Records Act (Government Code Section 6250 et seq.). However, the contents of all proposals, draft bids, correspondence, agenda, memoranda, working papers, or any other medium which discloses any aspect of a bidder's bid, shall be held in the strictest confidence until notice of award is released. The content of all working papers and discussions relating to a bid shall be held in confidence indefinitely, unless the public's interest is best served by an item’s disclosure because of its direct pertinence to a decision, agreement, or evaluation of a bid.

8. Evaluation and Selection

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

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

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

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

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

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

G. A bid may be rejected if it contains any alterations of form or other irregularities of any kind.

The DMV does not accept alternate contract language from prospective contractors. Bids with such language shall be considered a counter proposal and shall be rejected. The State’s General Terms and Conditions (GTC) are not negotiable. The GTC may be viewed on the internet at: http://www.dgs.ca.gov.

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

9. Notice of Intent to Award Contract

A. Upon written request by any bidder via email 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.

mailto:OLSProtests@dgs.ca.gov

13. Required Documents (Awarded Contractor)

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

(1). Contractor Certification Clauses

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

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

(2). Insurance Requirements

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

1. Commercial General Liability

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

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

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

2. Automobile Liability

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

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

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

3. Crime Insurance

A. Coverage shall provide limits of not less than $1,000,000.00 or the combined total of the daily liability amounts for all DMV offices included in the contract, whichever is greater, to protect the money and securities of the DMV from employee theft, forgery or alteration, and inside/outside theft of money and securities while it is in the care, custody, or control of the awarded contractor.

B. The insurance policy shall include the following additional insured endorsement that shall be under form acceptable to DGS, 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.

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

4. Worker’s Compensation

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

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

(3). Performance Bond

a. The awarded contractor shall provide a performance bond equal to one-hundred-percent (100%) of the total amount payable under the contract guaranteeing faithful performance of the work. The performance bond shall be issued by a corporate surety authorized to transact a general surety business in the State of California.

(4). Motor Carrier Permit

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

14. Bid Preference(s)

A. The following preferences are applicable to this IFB:

(1). Small Business Enterprise (SBE) Preference

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

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

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

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

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

(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.

The remainder of this page is intentionally left blank.

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

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 facilities for warehousing, transporting, preparing, and mailing of vehicle/trailer license plates, disabled person placards, off highway vehicle (OHV) sticker license plates, partial year registration (PYR) decals, Commercial Vehicle Registration Act (CVRA) decals, registration certificates, and identification (ID) cards for the term of this Agreement.

2. The services shall be performed at the Contractor’s established place of business, and all work shall be performed within a twenty-five (25) mile radius of the DMV Headquarters in Sacramento (2415 First Avenue, Sacramento, CA 95818) throughout the term of this Agreement.

3. Materials shall be picked up at the DMV locations identified below:

A. DMV Mail Support Services Unit: 2415 First Avenue, Sacramento, CA 95818

B. DMV Supply Warehouse: 4201 Sierra Point Drive, Sacramento, CA 95834

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 Mail Presort contractor shall pick up from the Contractor prepared mail as indicated in this Exhibit.

6. The services shall be provided Monday through Friday, except state holidays, and as stipulated within this scope of work. The DMV Mail Support Services Unit hours of operation are 6:00 a.m. to 5:00 p.m.

The DMV Supply Warehouse hours of operation are 7:00 a.m. to 3:00 p.m.

7. 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

8. 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

9. Other DMV contacts:

Forms and Accountable Items Section (FAIS) Mail Support Services Unit

Name: TBD Name: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

DMV Supply Warehouse

Name: TBD

Phone: TBD

Email: TBD

10. 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.

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

A. Contract Transition

(1). The first four (4) weeks and the last four (4) weeks of this Agreement term are hereby identified as “Contract Transition” for transitioning the performance of services under existing agreements to new agreements with different contractors (when applicable) in order to prevent service interruptions.

a. During the first four (4) weeks of this Agreement term, the Contractor agrees to transition the performance of services required under this Agreement from other contractors under existing agreements when applicable.

1. The Contractor’s first invoice shall be pro-rated in accordance to the actual date the Contractor began performing services at an office following completion of transition.

b. During the last four (4) weeks of this Agreement term, the Contractor agrees to transition the performance of services required under this Agreement to other contractors under other agreements when applicable.

1. The Contractor shall continue to provide services at an office under this Agreement until transition to another contractor under another agreement has been completed or the contract expires, whichever occurs first.

2. The Contractor’s last invoice shall be pro-rated in accordance to the actual date the Contractor stopped performing services at an office following completion of transition.

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B. CONTRACTOR RESPONSIBILITIES

(1). Contractor Facility Requirements

a. The Contractor shall provide the DMV documentation of ownership or lease agreement of the facility to be used during the term of this Agreement. The lease term shall cover the Agreement service period.

b. The DMV reserves the right to inspect the facility. Any breach of security as specified in this Agreement or Contractor’s noncompliance with facility requirements shall be cause for immediate termination of this Agreement.

c. The Contractor shall provide a secure facility with a minimum of 3,000 square feet to accommodate the workload and to allow efficient processing of the work covered in the Agreement.

d. The Contractor’s facility shall be secured at all times, allowing only authorized personnel access to the equipment during processing of any mail covered under this Agreement.

e. The Contractor’s facility shall be fully lockable, with fire and entry alarm systems fully installed and operational throughout the term of this Agreement. The fire and entry alarm systems shall be installed and monitored by a licensed alarm company. Refer to Exhibit E for additional security requirements.

f. The DMV reserves the right to inspect the Contractor’s facility at any time without prior notification throughout the term of this Agreement in order to ensure the security and integrity of the DMV’s property.

(2). Contractor Equipment

a. Forklift - The Contractor shall provide a forklift or comparable equipment to load, unload, and stock the DMV property. The DMV shall not provide equipment for the Contractors’ use. The Contractor shall provide the DMV with proof of forklift ownership or lease at any time without prior notification throughout the term of this Agreement. In addition, the Contractor shall allow the DMV to inspect the forklift at any time without prior notification throughout the term of this Agreement. The Contractor shall also provide the DMV with proof that employees utilizing the forklift, or comparable equipment, hold a forklift operators permit in good standing throughout the term of this Agreement.

(3). Vehicle Requirements

a. The DMV reserves the right to inspect the Contractor’s vehicles. The Contractor shall make the proposed primary and backup transport vehicles available for inspection by the DMV Project Manager. Any breach of security as specified in this Agreement or Contractor’s noncompliance with vehicle requirements shall be cause for immediate termination of this Agreement.

b. The transport vehicle shall be of a size that will accommodate all cages, hampers, and/or pallets provided by the DMV or the USPS. The vehicle bed shall be a minimum dock height of forty-eight inches (48”) or be equipped with a power lift gate to load and unload the cages, hampers and/or pallets.

c. The Contractor shall provide equipment necessary to perform the loading and unloading of the cages, hampers, and/or pallets including pallet jacks, walkies, or any other equipment utilized for such purposes. The Contractor shall not be allowed to utilize the DMV equipment at any time for the purpose of fulfilling the obligations of this Agreement.

d. The transport vehicle shall be lockable from the inside and the outside, large enough to transport the contents, sturdy and reliable to protect the contents from all types of hazardous elements, unauthorized access, and loss.

e. The Contractor shall allow the DMV personnel to inspect the secured vehicle at any time without prior notification throughout the term of this Agreement.

f. The secured vehicle shall be appropriately registered, in good standing, and insured. The Contractor shall provide registration and insurance information upon request by the DMV.

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

h. The Contractor shall keep all mail locked in the truck while transporting it to the Contractor’s facility, the DMV, and the USPS. During deliveries, any mail left in the vehicle shall be locked in the vehicle. No mail, under any circumstances, may be left in the truck overnight or left unsecured at any time. Violations of this requirement shall constitute cause for immediate termination of the Agreement.

(4). Transport Vehicle Driver

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

b. The Contractor is required to have a back-up driver available at all times to assume the responsibility of picking-up and delivering the DMV property.

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

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

(5). Quality Control Program

a. The Contractor shall have a Quality Control Program in force to strive for one-hundred percent (100%) accuracy in matching and mailing of the DMV property.

The DMV reserves the right to require changes to the Contractor’s Quality Control Program. The Contractor shall immediately correct all the DMV property found to be mismatched prior to mailing.

b. The Contractor shall be responsible for ensuring the quality and security of this operation by adhering to standards including, but not limited to, the following:

1. Verify all the DMV property received from the California Correctional Training and Rehabilitation Authority (CALCTRA) and the DMV, checking for correct volumes and content (per box and envelope) with accompanying packing slips and materials.

2. Verify all the DMV property prior to mailing to ensure that all items are matched properly.

3. Account for all the DMV property returned to the DMV.

4. Within ten (10) business days, account for and ensure the security and timely return of all unused, unmatched, or damaged DMV property to the DMV. All such items shall be returned to the DMV’s Mail Support Services Unit and shall be documented in writing identifying the item type, year, serial number, quantity, date of return, and reason for return. The Contractor shall provide a signature on all written documentation. One

(1) copy of this documentation shall accompany the returned DMV property and a second copy shall be provided to the DMV Project Manager. Failure to adhere to the above requirements may result in termination of the Agreement.

(6). Designated Staff

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

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

(7). Legal Immigrants

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

(8). Subcontractors

a. The Contractor shall ensure that all subcontractors meet all performance standards and Agreement requirements including permits, licensing, and insurance. Any subcontractor hired by the Contractor to deliver or process the DMV property for mailing, shall be identified on the Identification of Subcontractor form (see Exhibit F). The written notice shall be immediately forwarded to the DMV Project Manager via e-mail.

b. The Contractor shall not substitute any person or subcontractor in place of a subcontractor indicated on the current Subcontractor/Supplier List unless the Contractor submits a written notice to the DMV Project Manager on the Substitution of Subcontractor form (see Exhibit F) and the DMV approves the substitution.

(9). Receipt and Pickup of DMV Property

a. The DMV makes no guarantee as to the quantity of plates that will be sent to the Contractor for processing under the terms of this Agreement.

b. The Contractor shall receive the DMV property from the CALCTRA and the DMV Supply Warehouse and shall pick up the DMV property from both the DMV Mail Support Services Unit and the DMV Supply Warehouse. Any time the Contractor picks up or receives accountable or controlled items from the warehouse, an ADM 518 shall be completed, signed, and returned to the warehouse.

c. The Contractor shall identify two (2) employees authorized to pick up the DMV property from the DMV Headquarters and the DMV Supply Warehouse.

d. The Contractor shall ensure the security of all the DMV property and shall not transport non-employees or any other individuals unauthorized to fulfill contractual obligations of this Agreement. The secured vehicle used by the Contractor to transport the DMV’s property is subject to inspection without prior notification by the DMV at any time throughout the term of this Agreement.

e. It is anticipated that there may be changes in the frequency, scheduled time of pickup, or delivery of the DMV property to be processed. Therefore, any addition or deletion to the courier scheduled locations or times will, if necessary, be revised periodically with the concurrence of the DMV Project Manager and the Contractor Project Manager.

f. Any unique pickup requested by the DMV Project Manager will be considered as an unscheduled requested service and will not be part of the regular courier service. It is the DMV’s responsibility to ensure that its facility is open for all unscheduled pickups at the designated work site. There shall be no additional charge by the Contractor to the DMV for unscheduled pickups.

g. If the Contractor’s secured vehicle becomes disabled during transport, all the DMV property shall be reloaded into another comparable secured vehicle to complete the delivery to the designated site.

h. All the DMV property shall be received, transported, handled, and delivered in a manner that ensures the integrity and security of the documents and information contained therein. No DMV property shall be left unattended or unsecured at any time. If the Contractor’s secured vehicle contains any DMV property, it shall be locked during all phases of transport. The windows shall be shut whenever the secured vehicle is standing or parked.

i. The Contractor shall be responsible for all the DMV property while in the Contractor’s possession until the DMV property is accepted by the USPS or the Mail Presort Contractor or returned to the DMV.

(10). Permit 1 Process

a. When delivering mail to the US Post Office (USPS) using the Permit 1 process, the Contractor shall complete a PS Form 3600 FCM 1 and include it with the DMV property being mailed. After the property is delivered to the USPS, the Contractor shall return two (2) completed copies of the PS Form 3600 FCM 1 along with a copy of the receipt PS Form 3607R from the USPS to the DMV Project Manager.

b. Permit 1 mail consisting of disabled person placards, OHV stickers, and license plates may be picked up by the Mail Presort Contractor. The Contractor shall complete a form similar to the PS Form 3600 FCM 1 and include it with the DMV property being picked up. After the Permit 1 items have been picked up, the Mail Presort Contractor shall return a copy of the PS Form 3600 FCM (or similar) which is to be submitted to the DMV Project Manager.

c. The Contractor shall also submit to the DMV Project Manager, a report in the form of an Excel spreadsheet of the DMV property mailed which shall include the date, time, type of work(s), person entering, person verifying, postage totals, and any additional comments.

(11). Security/Integrity of DMV Property

a. The DMV property shall be transported, received, stored, handled, and shipped in a manner that ensures the integrity and security of the documents and information contained therein. No documents shall be left unattended or unsecured at any time.

b. The Contractor’s employees are not authorized to use, access, remove, or copy any documents or records contained within the DMV property.

c. Failure to adhere to this security policy may result in the immediate termination of the Agreement.

(12). Presort Mail

a. The Contractor shall presort prepared products to five (5) digits when requested by the DMV Project Manager, and either deliver to the USPS or hold for pick-up by the Mail Presort Contractor (as specified by the DMV Project Manager) within seventy-two (72) hours of the day following pickup at the DMV.

b. When presorting DMV mail, the Contractor shall presort the mail in accordance with the mail requirements established by the USPS and shall sort the mail to receive the best possible rate. It shall be the Contractor’s responsibility to ensure that the DMV mail complies with all applicable USPS postal standards.

(13). Rejected Registration Certificates

a. All rejected registration certificates shall be returned to the originating DMV location the following business day.

b. Rejected registration certificates shall be confined to the following:

1. International address.

2. Registration certificates that lack sufficient address line information to be delivered by the USPS.

(14). Performance Penalties

a. A charge of $20.00 per mismatched license plate and registration certificate, disabled person placard and ID certificate, or any other product processed that is attributable to the Contractor’s negligence or fault shall be paid by the Contractor to defray the DMV costs of handling error items and will be charged against the monthly invoice for the amount due. A late charge of $0.15 per prepared item may also be charged for any prepared items that are not delivered to the USPS and/or made available for pick-up by the Mail Presort Contractor within seventy-two (72) hours after pick-up of the certificates from the DMV, unless the delay was caused by either the DMV or the CALCTRA. The DMV may deduct any amount equal to the performance penalty from the monies due to the Contractor under this Agreement.

(15). Work Process Changes

a. The Contractor may be subject to work process changes due to changing business requirements with the DMV, USPS, or CALCTRA, etc. If there are additional tasks necessary to process the DMV’s existing contractual workloads, this work shall be performed at no additional charge to the DMV. However, it is at the discretion of the DMV to determine if these tasks are considered labor intensive to the extent that this work should be compensated. If it is determined that the Contractor should be compensated, the price of the additional processes shall be determined by dividing the current amount of processes by the monetary amount and then adding the new process amount. Example: If a process has five (5) steps and costs $0.50 per item, each step is worth $0.10. Each additional step in the process would increase the total cost by $0.10 cents.

Note: Any change to a license plate configuration does not constitute a change to the matching process.

(16). Data Production Batch Printing Impacts

a. Batches of registration certificates and identification cards are printed on a Sunday through Friday schedule. The Monday pick-up of registration certificates, reservation forms, and identification cards may consist of two (2) batches including Sunday and Monday’s print jobs. At other times batches may be delayed in being printed due to unforeseen circumstances causing two (2) batches to be produced on any day. In either case, any two (2) or more batches picked up on the same business day are subject to the same three (3) day or seventy-two (72) hour turnaround timeframe for mailing. The Contractor shall adjust or compensate for these anomalies accordingly.

(17). Emergency Retrieval of DMV Property

a. Given sufficient and accurate information from the DMV, any DMV property at the Contractor's work site shall be subject to retrieval within sixty (60) minutes of a telephone call to the work site by an authorized DMV staff person between the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday, excluding state holidays.

(18). Production Report

a. A monthly logging and tracking system for auditing purposes shall be maintained by the Contractor for the duration of this Agreement and is subject to review at the DMV’s discretion. The reporting period shall be the calendar month (e.g.

January 1st through January 31st) and shall be documented on a…