26-131_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

26-131

INVITATION FOR BID

Notice to Prospective Bidders

September 17, 2026

You are invited to review and respond to this Invitation for Bid (IFB) entitled 26-131 – Print and Deliver 280,000 Accounting Check Envelopes (ADM 5011). 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. Schedule of Events

4. Written Questions

5. Submission of Bid

6. Bid Opening

7. Disposition of Bids

8. Evaluation and Selection

9. Notice of Intent to Award Contract

10. Protest

11. Notice of Contract Award

12. Standard Conditions of Service

13. Required Documents (Awarded Contractor)

14. Bid Preference(s)

15. Bid Incentive(s)

16. Generative Artificial Intelligence (GenAI)

STANDARD AGREEMENT FORM (SAMPLE)

EXHIBIT A – Scope of Work

EXHIBIT B – Budget Detail and Payment Provisions

EXHIBIT C – General Terms and Conditions

EXHIBIT D – Special Terms and Conditions

EXHIBIT E – Additional Provisions

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

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

REQUIRED BID DOCUMENTS CHECKLIST

ATTACHMENT 1 – Bid/Bidder Certification Sheet

ATTACHMENT 2 – Cost Sheet

ATTACHMENT 3 – Payee Data Record

ATTACHMENT 4 – Bidder Declaration & Subcontractor/Supplier List

ATTACHMENT 5 – Darfur Contracting Act

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

ATTACHMENT 7 – California Civil Rights Laws Certification

1. Purpose and Description of Services

A. Print and deliver 280,000 Accounting Check Envelopes (ADM 5011). 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 awarded contractor must perform the following predominant production function required in the performance of the contract with their own equipment, facilities, and employees:

PREDOMINANT PRODUCTION FUNCTION

Printing of ADM 5011 window envelopes

C. The bidder must identify the predominant production function they will be performing on the Bidder Declaration & Subcontractor/Supplier List (Attachment #4). The awarded contractor may subcontract out any non-predominant production functions (e.g. furnishing supplies/materials, providing transportation, etc.) required in the performance of the contract. The bidder must identify all subcontractors that the bidder intends to utilize and the non-predominant production functions they will be performing on the Bidder Declaration & Subcontractor/Supplier List (Attachment #4).

3. Schedule of Events

Event Date Time

(1). IFB available to prospective bidders: 9/17/2026 N/A

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

(Note: See additional info in Section 4.)

9/22/2026 4:30 p.m.

(3). Written responses to questions released by: 9/23/2026 3:30 p.m.

(4). Final date for bid submission:

(Note: See additional info in Section 5.)

9/30/2026 N/A

(5). Date of bid opening:

(Note: See additional info in Section 6.)

10/1/2026 10:00 a.m.

(6). Proposed start date of contract: 11/1/2026 N/A

4. Written Questions

A. Submit all written questions via email to the contact person indicated on the cover page of this IFB package no later than the date and time specified in the Schedule of Events. Written responses to IFB questions will be released by the date and time specified in the Schedule of Events and viewable in the online project advertisement in Cal eProcure at:

http:/www.caleprocure.ca.gov.

5. Submission of Bid

A. Bids must be received via email no later than the date specified in the Schedule of Events. The DMV will not accept any bids that are mailed or hand-delivered.

(1). Bids shall be emailed in non-fillable PDF format (one [1] file that includes all required bid documents) to DMVBIDS@dmv.ca.gov. Only bids sent to this email will be considered.

Bids that contain any bid information in the body of the email may be rejected. Bids shall be sent to the email address listed above and contain the following information in the Subject Line only:

a. Bid # 26-131 for ADA DAVIS for PRINT AND DELIVER ACCOUNTING CHECK ENVELOPES SERVICES Due: 9/30/2026 by 11:59 p.m.

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

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

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

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

B. Bids must be received by the DMV no later than the date specified in the Schedule of Events.

Any bid received after the specified due date shall be rejected.

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

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

Bids that are not accessible or legible may be rejected.

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

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

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

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.

mailto:DMVBIDS@dmv.ca.gov

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.

mailto:OLSProtests@dgs.ca.gov

11. Notice of Contract Award

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

12. Standard Conditions of Service

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

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

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

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

13. Required Documents (Awarded Contractor)

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

(1). Contractor Certification Clauses

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

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

(2). Insurance Requirements

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

1. Commercial General Liability

A. Coverage shall provide limits of not less than $1,000,000.00 per occurrence for bodily injury and property damage liability combined. The policy shall include coverage for liabilities arising out of premises operations, independent contractors, 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.

14. Bid Preference(s)

A. The following preferences are applicable to this IFB:

(1). Small Business Enterprise (SBE) Preference

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

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

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

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

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

15. Bid Incentive(s)

A. The following incentive is applicable to this IFB:

(1). Disabled Veteran Business Enterprise (DVBE) Participation Incentive

a. See Attachment 6 for DVBE Participation Incentive information (Note: DVBE Participation Incentive cannot displace a direct award to a California certified Small Business or a California certified Micro Business).

16. Generative Artificial Intelligence (GenAI)

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

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

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

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

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

The remainder of this page is intentionally left blank.

DO NOT COMPLETE OR SUBMIT WITH YOUR BID!

EXHIBIT A

SCOPE OF WORK

1. Contractor’s Full Business Name, hereinafter referred to as the Contractor, agrees to provide the Department of Motor Vehicles (DMV) all labor, tools, materials, equipment, and travel necessary to print and deliver 280,000 Accounting Check Envelopes (ADM 5011), for the term of this Agreement.

2. The Contractor shall deliver envelopes to:

DMV Warehouse 4201 Sierra Point Drive, Suite 112 Sacramento, CA 95834

A. DMV Warehouse receiving hours are from 7:00 a.m. to 12:00 p.m. and 1:00 p.m. to 3:00 p.m.

Monday through Friday, excluding state holidays. The DMV Warehouse shall refuse deliveries that are found non-compliant with packing requirements. Deliveries are by appointment only.

The Contractor shall call (916) 574-8627 or email DMVASDShippingandReceiving@dmv.ca.gov to schedule an appointment. The Agreement number, stock item number, and number of pallets shall be provided when scheduling the appointment.

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 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

5. 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

6. 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.

mailto:DMVASDShippingandReceiving@dmv.ca.gov

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

A. General Description

(1). ADM 5011 (REV 3/2004) is a 4⅛" x 9½" envelope with custom size window.

B. Performance Requirements

(1). The Contractor shall not over-run total order print quantity.

(2). Pallets or deliveries shall be rejected when the Contractor fails to comply with performance criteria. Compliance with dimensions and placement shall be within specified control limits.

(3). DMV utilizes mass mail equipment. Envelopes shall meet the following performance requirements:

a. Envelopes shall not be scored or damaged, e.g., paper threads or hanging shards left by a bad knife cut.

b. Seal flaps shall evidence secure, full flap length, non-curl closure, and not stick to contents.

c. Seams, windows, patches, and adhesive shall not cause insertion failure.

Adhesive shall not result in envelopes that stick to each other before insertion or after sealing.

d. Print shall never encroach on postal processing space. Envelopes and print shall comply with United States Postal Service (USPS) specifications found in the Domestic mail manual (DMM) Section 102, Elements on the Face of a Mail piece.

e. In eight (8) hours of mail-insertion operations, the envelopes utilized must not cause more than twenty (20) minutes of equipment downtime from jamming or crashing.

C. Construction

(1). Envelope Size

a. Standard #10 side-seam envelope, 4⅛" x 9½".

(2). Paper

a. 24# white bond wove.

b. Caliper .00470" - .00530" acceptable range, .00488" optimum caliper.

c. One-hundred seventy (170) plus or minus fifteen (±15) Sheffield Units (SU) of smoothness on the felt side (outside).

d. Brightness (84%).

e. Opacity (90%) for high volume mail operations.

(3). Printing and Ink

a. Face and inside security tint print in blue (PMS 2747 U) ink.

b. Print must match artwork supplied.

(4). Typesetting requirements for production run tracking.

a. For each production run and variation, the Contractor shall set type to include the DMV Agreement number (26-131) and production run date (MM/DD/YYYY).

b. This data shall print parallel to the back panel's top edge so the sealed flap covers it. The DMV Agreement number shall not change. Production run dates shall change to show the beginning date of each production run.

c. Use 8-point font.

(5). Face

a. The overall size is 4⅛" x 9½"

(6). Window Size

a. 1⅜" x 4"

(7). Window placement from envelope edge.

a. Placement shall be one and three quarters inches (1¾") from left edge and three quarters of an inch ( ¾") from bottom edge.

(8). Window Patch

a. The window patch shall be made of industry standard polystyrene material.

Glassine patch material is not acceptable.

b. The window patch shall be a maximum of one-quarter inch (¼") larger than the opening on all sides.

c. The window patch shall be flat, ripple free, and bonded within one-sixteenth inch (1/16") of the top edge of the patch material and top edge of the window cut out.

d. The leading edge (top) of the window patch requires edge-tight gumming (as close as possible to the top edge) without seepage or wrinkles so that it does not present a trip point for items to catch upon during the insertion process.

e. The window patch adhesive strip shall measure no less than one-eighth inch (⅛") wide around the entire window.

(9). Back Panel

a. Back panel shall not vary significantly throughout the order. The back panel shall never encroach upon the seal flap or impede its closure (Diagram B, Back panel). The shallow “V” throat (see Diagram C) defined by the back panel’s leading (top) edge shall exhibit an angle of five (5) degrees below horizontal with its vertex placed at the highest point.

(10). Side Seams

a. Side seams shall measure no less than three-quarters of an inch (¾") wide (See Diagram B: Back Panel - C). The top side-seam angle (See Diagram B: Back Panel - B) shall be ten (10) degrees. The side seam shall start as close as possible to the seal flap’s score.

b. Side seams shall have a slightly rounded top corner one-eighth inch (⅛") radius where it turns down towards the bottom flap. The bottom of the side seam angle shall remain unspecified.

c. Side seams shall have a glue patch that centers vertically. The glue patch shall measure one-quarter inch (¼") wide, and be no further than one-eighth inch (⅛") from the top of the side seam plus or minus one-sixteenth inch (1/16").

d. Glue seepage is not acceptable. Seam adhesive shall be applied and placed to ensure secure, clean, non-curl seams during storage and machine processing.

(11). Seal Flap

a. The seal flap shall measure one and one-half inch (1½") at its deepest point (see Diagram A: Face and Seal Flap – A). The angle of the “V” shall be five (5) degrees below horizontal from an apex, located at the highest point of the seal flap.

b. The seal flap shall provide secure closure with a margin from the flap glue patch to the top of the back panel sufficient to prevent adhesive from sticking to contents. The seal flap’s gum strip shall be such that envelopes remain closed once sealed (see Diagram B: Back Panel – E). Gum strip shall not be less than three-eighths of an inch (⅜") or exceed one-half inch (½") in width (see Diagram B: Back Panel - F) measured from the seal flap’s edge to the horizontal fold.

(12). Throat

a. At its highest point, three quarters of an inch (¾") from each side of the envelope (See Diagram C: Shallow “V” Throat – A and Diagram B: Back Panel – B), the throat shall measure one-eighth inch (⅛") plus or minus one-sixteenth inch (±1/16") between the top edge of the seal flap’s score line and the top edge of the back panel.

b. The throat is critical to optimal performance and a close match of the back panel and side seams top edges is critical to prevent an insertion trip point “shoulder”.

(13). Closure

a. Use industry standard moisture-activated gum and dry completely before boxing.

b. Adhesive shall be composed and placed so that generally accepted handling and storage will not result in envelopes sealed or stuck to each other before removal from the carton and insertion.

c. Properly closed seal flaps must not open during postal processing.

D. Artwork

(1). DMV will supply electronic file.

a. The Contractor is responsible for advising DMV of the deadline to submit revisions for the production run in order to meet the delivery schedule.

b. The DMV shall notify the Contractor of copy changes thirty (30) calendar days before delivery.

c. Any changes to the envelope design shall be approved by the DMV Project Manager prior to production. If the Contractor resets the file copy provided by DMV to meet the Contractor’s specification and/or layout requirements, the Contractor shall alert the DMV Project Manager at the time of the proof that the copy has been reset. The Contractor shall provide an electronic PDF copy with the changes.

E. Proofs

(1). Proofs are required for DMV approval prior to print. The Contractor shall submit an electronic PDF proof and one (1) construction proof for approval before proceeding with production. The Contractor shall obtain approval from DMV on both the electronic PDF and construction proofs before proceeding with production.

The Contractor shall send proofs to the DMV Project Manager:

Department of Motor Vehicles Attn: Lo Saephanh 2415 First Avenue, MS E112 Sacramento, CA 95818 Email: lo.saephanh@dmv.ca.gov

(2). The Contractor shall submit finished proofs within twenty (20) days after the execution of this Agreement by the State.

(3). Design and construction of all components, orientation, and relationship of all components and dimensions, figures, and letter characteristics of the finished and delivered product shall be identical to the proof approved and provided by DMV. The finished and delivered envelopes shall be identical to the Contractor’s printed proof approved by the DMV Project Manager.

F. Test Requirements

(1). The Contractor shall deliver a test sample of five hundred (500) envelopes within ten

(10) days after approval of proof. The Contractor shall produce test samples on the same equipment used for final production. The Contractor shall print “Test—Deliver Immediately” in large lettering on the envelope box. Test samples shall not count toward the order total.

Test samples shall be sent to:

Department of Motor Vehicles East Dock 2415 First Avenue, MS A241 Sacramento, CA 95818 Phone: (916) 657-5524

Note to East Dock: Please deliver to MS A149, Column D-6-1E

Attn: Christopher Dong (916) 957-0917 or Glen Davis (916) 818-2817

G. Inventory and Handling

(1). The Contractor shall have and maintain capacity to deliver product in the event of a catastrophic event affecting the Contractor’s primary facilities for production or storage.

(2). The Contractor’s operational recovery capacity may include secondary agreements with other production facilities but these shall not exempt the primary from production, performance, or delivery compliance.

(3). Properly handled cartons and pallets shall protect contents from damage, contamination, or crushing during normal shipping and storage in a climate-controlled area. DMV requires replacement of all products exhibiting damage. Replacement product shall be kept in cartons evidencing appropriate handling and storage, not crushed or bent before removal from cartons.

mailto:Lo.Saephanh@dmv.ca.gov

H. Revision Date

(1). 3/2004

I. Quantity

(1). 280,000

J. Delivery

(1). Anticipated delivery Date: January 13, 2027

a. DMV reserves the right to change or delay delivery dates as needed.

b. Delivery shall be timely and mutually agreed upon between the Contractor and DMV Project Manager in writing and yield the exact yield the exact order total.

The Contractor shall ship materials to an alternate site should operational recovery be needed. Any additional shipping costs will be paid for by DMV.

c. The Contractor shall help prevent DMV inventory outages with timely delivery and prompt replacement of items not meeting specifications or performance criteria.

d. Product delivered that does not meet the specification or performance criteria shall be removed from the DMV warehouse and replaced with compliant product within fifteen (15) working days or the state shall begin default process.

K. Samples

(1). The Contractor shall send five (5) printed samples of the envelope to the DMV Project Manager within five (5) business days after completion of production. Printed samples shall not count toward the order total.

L. Packaging

(1). Envelopes shall be packaged in shelf boxes with each box containing five hundred (500) envelopes with the flaps folded down. Five (5) shelf boxes shall be placed into each shipping carton. Each shipping carton shall contain twenty-five hundred (2,500) envelopes. Shipping cartons shall not exceed forty-five (45) pounds gross weight, and the number of shelf boxes per carton shall remain the same throughout the entire order (each scheduled delivery).

(2). Cartons used must eliminate “void” space in the top of cartons. If “void” space affects carton and or pallet stack integrity, deliveries will be refused.

(3). The Contractor shall be responsible for any product damaged prior to the opening of the cartons and shall replace damaged product at no additional cost to DMV. DMV requires replacement product to be kept in cartons evidencing appropriate handling and storage, not crushed or bent before removal from cartons.

(4). Each delivery shall have a packing slip that includes the Agreement number, DMV stock item number, and quantity for each shipment. Delivery shall match the packing slip precisely.

(5). Receiving will reject deliveries that are non-compliant with package, carton packaging, and palletizing requirements.

M. Palletizing

(1). Unless authorized by DMV and noted in the specifications, manufacturers are to use non-returnable, (FIG. 1), two (2) way only, 42" x 42" pallets with edge protectors to reinforce stack corners. Edge protectors may not rise above the topmost tier of cartons or be more than two inches (2") below it. Apply cocoon shrink-wrapping and extend it beyond the top and bottom for stability. Pallets should be filled as close as possible to 100% of the cube without overhanging the pallet sides, or follow the carton and stacking configuration noted in the specifications.

(2). Maximum height of product including the pallet shall not exceed sixty-five inches (65").

Exceeding the 65" maximum will result in delivery refusal.

(3). Packing, stacking, corner protectors, and shrink-wrapping must maintain carton-stack integrity during shipping, handling, and storage when industry-standard norms are used during these activities. Corner protectors are required when requested in the specifications or to maintain pallet integrity.

(4). In regard to serialized items, palletizing shall be accomplished in such a manner that the lowest or beginning numbers are on top. Serialized items shall be delivered in sequential order. The first and last carton of each pallet shall be boldly marked to distinguish them from the rest of the cartons on each pallet. Example: Use a different color label or a red X on the carton, visible from the outside.

TWO (2) WAY PALLETS MUST BE USED UNLESS ANOTHER PALLET SIZE IS STATED IN THE BID

SPECIFICATIONS.

ALL DELIVERIES WILL BE REFUSED IF FOUR (4) WAY PALLETS ARE SUBSTITUTED FOR (2) TWO

WAY PALLETS.

STRINGERS

2" x 4" x 42"

(3 PLACES)

FIG. 1 TYPE 2

TYPE TOP BOARDS BOTTOM BOARDS SIZE

2 2

(FIG. 1)

2 WAY ONLY

(6)-1" x 6" x 42" BOARDS

SPACED EVENLY ALONG

THE PALLET LENGTH

(4)-1" X 6" x 42" BOARDS

1 AT EACH END OF STRINGERS

2 CENTERED IN THE MIDDLE

N. Labels

(1). Carton Labels

Labels shall list items in the order below in minimum 16-point font. Labels must be visible from the outside when palletized.

Stock Item Number 7-5011 Form Title Accounting Check Envelope Revision Date 3/2004 Agreement Number 26-131 Quantity Per Package/Carton 500/Box - 2,500/Ctn Serial # Range Per Carton (if applicable) Production Run Date (print run start date) MM/DD/YYYY Carton Number X of XXX

(2). Pallet Labels

Labels shall list items in the order below in minimum 60-point font. Labels shall be affixed to the front and back of each pallet, visible from the outside.

Stock Item Number 7-5011 Revision Date 3/2004 Agreement Number 26-131 Quantity Per Pallet XX,XXX Serial # Range Per Pallet (if applicable) Production Run Date (print run start date) MM/DD/YYYY

(3). Failure to follow label specifications will result in delivery refusal.

O. Future Requirements

(1). The requirements set forth herein shall be superseded only upon written authorization from a DMV designee.

EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. Invoice and Payment

A. For services rendered as required under this Agreement, and upon receipt and approval of the invoice(s) and any associated time-sheets, status reports, or any other required documentation of work completed, the DMV agrees to compensate the Contractor per the table below, all sales tax and any other taxes included in arrears, after the accepted and approved delivery. The total compensation for all services performed under this Agreement shall not exceed $____ (to be completed by the DMV) for a total of 280,000 envelopes.

Description Cost per 1,000 Envelopes

Accounting Check Envelopes

ADM 5011 (7-5011)

$TBD

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

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

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

(3). Date the invoice was prepared.

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

(5). This Agreement number.

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

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

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

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

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

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

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

2. Travel Reimbursement

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

mailto:ACCT_INV@dmv.ca.gov

EXHIBIT B

3. Budget Contingency Clause

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

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

4. Prompt Payment Clause

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

5. Withholding Amounts Owed From Amounts Due

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

EXHIBIT C

GENERAL TERMS AND CONDITIONS

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

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

EXHIBIT D

SPECIAL TERMS AND CONDITIONS

1. Force Majeure

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

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

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

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

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

2. Termination

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

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

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

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

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

(1). The cost of rebidding the work.

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

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

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

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

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

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

OR

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

3. Liquidated Damages

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

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

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

4. Incorporation by Reference

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

5. Contractor Name Change and Assignment

A. Name Change

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

B. Assignment

(1). This Agreement is not assignable by the Contractor, either in whole or in part, without the consent of the DMV in the form of an approved written amendment to this Agreement. Upon receipt of official documentation justifying an assignment (e.g.

certified filing from the California Secretary of State, sales agreement signed by both parties, Notice of Assignment signed by both parties), the DMV may process a formal written amendment to assign this Agreement. The Contractor must continue to provide all work/services required under this Agreement prior to execution of a written amendment to this Agreement for an assignment. Invoices for services performed prior to execution of a written amendment to this Agreement for an assignment must be submitted under the assigning Contractor’s name as currently specified in this Agreement in order to be paid.

6. Availability of Funds

A. This Agreement is subject to any restrictions, limitations, or conditions enacted by the Legislature which may affect the provisions, terms, or funding of this Agreement in any manner.

7. State Holidays and Furlough Days

A. The DMV observes the state holidays identified at website:…