B1_25-008_IFB.pdf

CALIFORNIA STATE TRANSPORTATION AGENCY GAVIN NEWSOM, Governor

DEPARTMENT OF MOTOR VEHICLES

ADMINISTRATIVE SERVICES DIVISION

P.O. BOX 932382

SACRAMENTO, CA 94232-3820

California Relay Telephone Service for the deaf or hard of hearing from TDD Phones: 1-800-735-2929; from Voice Phones: 1-800-735-2922

ADM 668 (REV. 1/2019) DMVWeb A Public Service Agency

25-008

INVITATION FOR BID

Notice to Prospective Bidders

March 5, 2025

You are invited to review and respond to this Invitation for Bid (IFB) entitled 25-008 – Mail Transportation Services. 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:

Allison Stanek Department of Motor Vehicles

Phone: (916) 818-2848 Email: allison.stanek@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.

ALLISON STANEK

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

TABLE OF CONTENTS

SECTION

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

2. Bidder Qualifications

3. Schedule of Events

4. Written Questions

5. Submission of Bid

6. Bid Opening

7. Disposition of Bids

8. Evaluation and Selection

9. Notice of Intent to Award Contract

10. Protest

11. Notice of Contract Award

12. Standard Conditions of Service

13. Required Documents (Awarded Contractor)

14. Bid Preference(s)

15. Bid Incentive(s)

16. Generative Artificial Intelligence (GenAI)

STANDARD AGREEMENT FORM (SAMPLE)

EXHIBIT A – Scope of Work

EXHIBIT B – Budget Detail and Payment Provisions

EXHIBIT C – General Terms and Conditions

EXHIBIT D – Special Terms and Conditions

EXHIBIT E – Additional Provisions

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

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

REQUIRED BID DOCUMENTS CHECKLIST

ATTACHMENT 1 – Bid/Bidder Certification Sheet

ATTACHMENT 2 – Cost Sheet

ATTACHMENT 3 – Payee Data Record

ATTACHMENT 4 – Bidder Declaration & Subcontractor/Supplier List

ATTACHMENT 5 – Darfur Contracting Act

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

ATTACHMENT 7 – California Civil Rights Laws Certification

ATTACHMENT 8 – GenAI Reporting & Factsheet

1. Purpose and Description of Services

A. Mail Transportation Services. Term: Thirty-Six (36) months (see Schedule of Events for proposed start date of contract). See Exhibit A, Scope of Work, for a complete description of services.

2. Bidder Qualifications

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

B. 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.

C. 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.

D. The awarded contractor shall utilize a secure transport vehicle. The vehicle shall be lockable from the inside and outside and shall be of a size to accommodate all cages, hampers and/or pallets provided by the United States Postal Service (USPS) or the DMV. The vehicle bed shall be equipped with a power lift gate to load and unload cages, hampers and/or pallets.

E. The awarded contractor shall provide a performance bond equal to 100% of the contract amount guaranteeing faithful performance of the work.

3. Schedule of Events

Event Date Time (1). IFB available to prospective bidders: 3/5/25 N/A

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

(Note: See additional info in Section 4.)

3/12/25 10:00 a.m.

(3). Written responses to questions released by: 3/20/25 5:00 p.m.

(4). Final date for bid submission:

(Note: See additional info in Section 5.)

3/26/25 N/A

(5). Date of bid opening:

(Note: See additional info in Section 6.)

3/27/25 10:00 a.m.

(6). Proposed start date of contract: 11/1/25 or upon contract approval, whichever is later

N/A

4. Written Questions

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

http:/www.caleprocure.ca.gov.

5. Submission of Bid

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

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

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

a. Bid # 25-008 for ALLISON STANEK for MAIL TRANSPORTATION SERVICES Due: 3/26/2025

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

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

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

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

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

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

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

Bids that are not accessible or legible may be rejected.

mailto:DMVBIDS@dmv.ca.gov

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, regular mail, or personal delivery prior to award of the contract, 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 award of the contract.

B. Whenever a contract is awarded under a procedure which provides for competitive bidding, but the contract is not to be awarded to the lowest bidder, the DMV shall:

(1). Notify the lowest bidder in writing by email, overnight courier, or personal delivery no less than five (5) DMV business days prior to the award of the contract.

10. Protest

A. If any bidder, prior to the award of the contract, files an initial protest with the DMV and the Department of General Services (DGS) on the grounds that the protesting bidder is the lowest responsive responsible bidder, the contract shall not be awarded until either the protest has been withdrawn or the Department of General Services has decided the matter.

B. Within five (5) calendar days after filing an initial protest with the DMV and DGS, the protesting bidder shall file a full and complete written statement with the DMV and DGS specifying the grounds for the protest, including: the IFB number, the name of the State agency involved, and the agency contract person.

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 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, 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.

mailto:OLSProtests@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. Cargo Liability

A. Coverage shall provide limits of not less than $300,000.00 covering DMV’s property while it is in the care, custody, or control of the awarded contractor.

4. 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.

5. 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).

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. Bidders must notify the State in writing if their solution or service includes, or makes available, any GenAI including, GenAI from third parties or subcontractors.

C. The State has developed a GenAI Reporting and Factsheet (STD 1000) to be completed by the Bidder. Failure to submit the GenAI Reporting and Factsheet (STD 1000) will result in disqualification of the Bidder. Failure to report GenAI to the State may void any resulting contract. The State reserves its right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

D. Upon receipt of a Bidder GenAI Reporting and Factsheet (STD 1000), the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

The remainder of this page is intentionally left blank.

DO NOT COMPLETE OR SUBMIT WITH YOUR BID!

EXHIBIT A

SCOPE OF WORK

1. Contractor’s Full Business Name (to be completed by the DMV), hereinafter referred to as the Contractor, agrees to provide the Department of Motor Vehicles (DMV) all labor, tools, materials, equipment, and supervision, pay all taxes, travel fees, insurance, bond, and permit fees necessary for pickup and delivery of DMV mail between designated points for the term of this Agreement

A. This mail contains DMV indicia, confidential mail and/or general correspondence. Additional types of mail may also be transported to accommodate DMV business needs. The DMV estimates the number of monthly loads to be picked up and delivered is seventy-five (75) at three (3) times per day (Monday – Friday) and once per day on Saturday mornings, averaging (72-76 loads). A “load” is defined as one (1) to twenty-two (22) mail cages, hampers and/or pallets. Any mail cages, hampers and/or pallets exceeding twenty-two (22) constitutes an additional load. The cost for any additional load must be the same as the bid cost per load for each contract year.

B. The DMV makes no guarantee as to the quantity of mail (number of loads) to be transported under the terms of this Agreement.

C. Mail pickup and drop-off times are determined by the United States Postal Service (USPS). Any changes (other than USPS holiday schedule changes) made to the DMV pickup and delivery schedule to accommodate the USPS shall be incorporated by way of an amendment to this Agreement. This Agreement may be altered to change pickup and delivery schedules.

However, no additional costs shall be paid to the Contractor to accommodate scheduled changes. Payment to the Contractor shall be based on the number of loads transported between the designated sites.

D. During peak workload periods, the DMV may require the Contractor to make limited pickup and delivery of mail on some holidays. The Contractor shall be notified by the DMV Project Manager in advance of any holiday work required. Holidays observed by the USPS may differ from the identified State holiday schedule. In addition, the USPS may operate under limited hours on or around various holidays. In the event the USPS observes a holiday not observed by the DMV or operates under limited hours, the DMV Project Manager and the Contractor shall agree upon alternate pickup and delivery times acceptable to both parties. The USPS holiday schedule is posted on the USPS website. All mail transported by the Contractor on holidays shall be paid at the same per load cost as identified in the awarded bid. No additional fees shall be paid to the Contractor for work performed on any holiday.

2. The services shall be performed at the following locations:

A. Department of Motor Vehicle

(1). Incoming Mail/Data Entry/Outgoing Mail – 2415 First Avenue, Sacramento, CA 95818

(2). Production Mail – 2730 Broadway, Sacramento, CA 95818

B. United States Postal Service

(1). United States Postal Service Facility – 3775 Industrial Blvd, West Sacramento, CA 95799

(2). United States Postal Service Facility – 2000 Royal Oaks Drive, Sacramento, CA 95813

C. Presort Vendor

(1). Currently PSI Pitney Bowes Presort -3085 Mary Pl, Suite 100, West Sacramento, CA 95691

D. Currently, the DMV conducts postal transactions with the Unites States Postal Service (USPS) Facility, located at 3775 Industrial Blvd., West Sacramento. During the term of this Agreement, the USPS may change the DMV designated postal site to the Royal Oaks Drive USPS Facility.

There shall be no change in cost per load for any work performed at either USPS location or any other USPS location that is required or designated by the USPS during the term of this Agreement.

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. The DMV Unit Coordinators to act as a liaison with the Contractor in addressing any concerns shall be:

Production Mail Outgoing Mail

Name: TBD Name: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

Production Mail Swing-Shift Incoming Mail-Swing Shift

Name: TBD Name: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

Data Entry

Name: TBD

Phone: TBD

Email: TBD

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

Department of Motor Vehicles Presort Vendor

Name: TBD Name: TBD

Address: TBD Address: TBD

Phone: TBD Cellular: TBD

Fax: TBD Office: TBD

Email: TBD Email: TBD

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

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

A. MAIL DELIVERY FROM USPS TO DMV

(1). MONDAY THROUGH FRIDAY

a. PICKUP AND DELIVERY TIMES

1. All mail (including certified mail) must be picked up from the USPS no later than 5:30 A.M. to arrive at DMV's Incoming Mail/Data Entry location no later than 7:00 A.M.

2. Contractor shall be completely responsible for the DMV mail from the time of pickup at the USPS, and shall remain responsible for the mail until it is received and accepted at the DMV.

(2). SATURDAY

a. PICKUP AND DELIVERY TIMES

1. All mail must be picked up from the USPS no earlier than 5:30 A.M. to arrive at DMV's Incoming Mail/Data Entry location no later than 7:00 A.M.

2. Contractor shall be completely responsible for the DMV mail from the time of pickup at the USPS, and shall remain responsible for the mail until it is received and accepted at the DMV.

B. MAIL DELIVERY FROM DMV TO USPS or Presort Vendor

(1). MONDAY THROUGH FRIDAY

a. PICKUP AND DELIVERY TIMES

1. All mail must be picked up from DMV at 2730 Broadway once each day.

The first pickup must occur no earlier than 9:15AM for delivery to the USPS or Presort Vendor the same day.

2. All mail must be off-loaded and accepted by the Presort Vendor no later than 12:30PM regardless of the postage date on the mail pieces.

3. At no time shall the mail be left at any USPS or Presort Vendor’s facility, dock, or premises without first obtaining acceptance by the USPS or the Presort Vendor Failure to adhere to this standard shall be cause for immediate termination of this Agreement and imposition of liquidated damages in the amount of $500.00 per load.

4. Contractor shall be completely responsible for the DMV mail from the time of pickup at DMV, and shall remain responsible for the mail until it is received and accepted at the USPS Facility or Presort Vendor.

(2). UNSCHEDULED PICKUP FROM DMV

a. Occasionally, DMV will have a special mail pickup that requires transport and acceptance at the USPS outside of regularly scheduled pickup times. DMV will place a call to the Contractor no later than 12:00PM (noon) on those days when an extra pickup and transport is requested. The Contractor shall pick up the identified mail at the specified DMV location no later than 4:30PM on the same day the call was placed. The Contractor shall be paid the same rate per load for unscheduled pickup/delivery as for all regularly scheduled transports.

C. GENERAL INSTRUCTION FOR DELIVERY AND PICKUP OF MAIL AT DMV

(1). DELIVERING MAIL TO INCOMING MAIL/DATA ENTRY

a. To deliver mail to the DMV Incoming Mail/Data Entry Units at 2415 First Avenue, Contractor will enter the DMV parking lot on 24th street near the corner of Broadway.

b. Contractor will stop at the security gate prior to entering the DMV loading dock area. If a security guard is present at the gate, the driver shall provide all requested identifying information to security personnel prior to accessing the loading dock. If no security guard is present at the gate, the driver shall press the call button outside the gate to request remote entry into the loading dock area.

c. Once the Contractor has complied with the security requirements, accessed the dock area, and docked their vehicle; mail cages, hampers and/or pallets may be removed from the Contractor’s vehicle.

d. All mail destined for the Incoming Mail Unit will be transported by the Contractor to the Incoming Mail Unit. The Contractor shall unload the mail cages, hampers and/or pallets, and sort the mail trays and tubs to the designated receiving areas within the Incoming Mail Unit. Contractor shall sign the “Delivery Log-In” sheet located in the Incoming Mail Unit identifying the date of delivery and number of cages, hampers and/or pallets. Contractor shall initial the “Delivery Log-In” sheet for each delivery made.

e. All mail destined for the Data Entry Unit will be transported by the Contractor to the Data Entry Unit via freight elevator. Contractor shall gain access to the secure unit by pressing the call button located outside the entrance door and wait for Data Entry personnel to allow access to the unit. All mail shall be moved by the Contractor to the designated area(s) in the Data Entry Unit. Contractor shall sign the “Delivery Log-In” sheet located in the Data Entry Unit identifying the date of delivery and number of cages, hampers and/or pallets. Contractor shall initial the “Delivery Log-In” sheet for each delivery made.

(2). PICKING-UP MAIL FROM OUTGOING MAIL/PRODUCTION MAIL

a. To pick up mail from the DMV Outgoing Mail Unit at 2415 First Avenue, Contractor will enter the DMV parking lot on 24th Street near the corner of Broadway.

b. Contractor will stop at the security gate prior to entering the DMV loading dock area. If a security is present at the gate, the driver shall provide all requested identifying information to security personnel prior to accessing the loading dock.

If no security guard is present at the gate, the driver shall press the call button outside the gate to request remote entry into the loading dock area.

c. Once the Contractor has complied with the security requirements, accessed the dock area, and docked their vehicle; Contractor shall enter the Outgoing Mail Unit and contact the manager or supervisor to identify the mail that is to be transported to the USPS and or Presort Vendor.

d. To pick up mail from the DMV Production Mail Unit on 2730 Broadway, Contractor shall utilize the building loading dock located at the rear of the building at 2730 Broadway.

e. To enter the building at 2730 Broadway, Contractor shall use the communication system positioned to the right of the access door next to the dock. Contractor shall press the “call” button to notify a security officer who will respond remotely from the security control center. Once the Contractor has appropriately identified their purpose for the entering the building, the security officer will allow the Contractor access to the dock area.

f. Once the Contractor has accessed the building, the Contractor shall contact the Outgoing Mail Unit supervisor to identify the mail that is to be transported to the

USPS.

(3). LATE DELIVERIES

a. If for any reason the mail to be delivered to DMV will be late or cannot be delivered, the Contractor will immediately notify the DMV Project Manager in advance and state the reason. Upon notification, DMV may choose to pick up the mail from the USPS or accept the late delivery by the Contractor. For each late delivery to DMV, the DMV may assess liquidated damages in the amount of $500.00 per load. Liquidated damages shall be imposed at the discretion of the DMV Project Manager.

b. If for any reason the mail delivered to the USPS for mailing does not arrive in time to meet the daily USPS acceptance, this Agreement is subject to immediate termination and imposition of liquidated damages in the amount of $500.00 per load.

(4). DMV MAIL NOT MEETING USPS POSTAL ACCEPTANCE STANDARDS

a. If mail delivered to the USPS does not meet postal acceptance standards the transport driver shall immediately contact the manager or designee of the unit the mail was prepared by. The transport driver shall comply with all instructions given by the unit manager or designee to ensure the integrity of the mail. These instructions may include allowing the mail to be processed on an alternate date or requiring the transport driver to immediately return the load to DMV.

D. TRANSPORT VEHICLE REQUIREMENTS AND SECURITY

(1). TRANSPORT VEHICLE

a. The transport vehicle (delivery truck) must be secure. A secure vehicle is an enclosed vehicle that is lockable from both the inside and outside, is sturdy, reliable, large enough to transport the identified mail, and protects the contents from all types of hazardous elements, unauthorized access, and loss.

b. The transport vehicle must be locked at all times. The transport vehicle windows must be shut whenever the transport vehicle is standing or parked. The Contractor must keep all mail locked in the transport vehicle when delivering mail. No mail under any circumstances may be left in the transport vehicle on an overnight basis or left unsecured at any time. All mail must be picked-up and delivered in its entirety.

c. The transport vehicle must be of a size to accommodate all cages, hampers and/or pallets provided by the USPS or the DMV. The truck bed must be equipped with a power lift gate to load and unload cages, hampers and/or pallets.

The Contractor shall provide all equipment necessary to perform the loading and unloading of the mail cages, hampers and/or pallets including pallet jacks, walkies, or any other equipment utilized for such purposes. At no time will the Contractor be allowed to utilize DMV equipment for the purpose of fulfilling the obligations of this Agreement.

d. The Contractor is required to have a backup transport vehicle available at all times to assume the responsibility to picking-up and delivering mail. The backup transport vehicle must meet all of the same requirements of the primary transport vehicle. In the event that the Contractor’s primary transport vehicle breaks down or becomes disabled, the Contractor shall transfer mail from the primary transport vehicle to the backup transport vehicle as quickly as practicable, and delivery under the terms of this Agreement shall be accomplished as expeditiously as possible.

e. Two (2) weeks prior to the implementation of this Agreement, the awarded Contractor shall make the proposed primary and backup transport vehicles available for inspection by the DMV Project Manager. During the term of this Agreement, DMV reserves the right to inspect the transport vehicle(s) at any time without prior notification in order to ensure the security and integrity of the mail.

f. All mail will be received, transported, handled, and delivered in a manner that ensures the integrity and security of the documents and information contained within. No mail shall be left unattended or unsecured at any time.

g. Any breach of security as specified in this Agreement or Contractor’s non-compliance with vehicle requirements shall be cause for immediate termination of this Agreement.

(2). TRANSPORT VEHICLE DRIVER

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

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

c. Contractor shall ensure the security of the DMV mail 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 non-compliance with driver requirements shall be cause for immediate termination of this Agreement.

E. Uniform Clothing

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

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

EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

1. Invoice and Payment

A. For services rendered as required under this Agreement, and upon receipt and approval of the invoice(s) and any associated time-sheets, status reports, or any other required documentation of work completed, the DMV agrees to compensate the Contractor $____ (to be completed by the DMV), per load, all taxes included, on a monthly basis in arrears. The total compensation for services performed during the term of this Agreement shall not to exceed $____ (to be completed by the DMV) throughout the term of this Agreement. The DMV does not guarantee a minimum or maximum use of this Agreement.

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). The Contractor breaches this Agreement by failing to meet the security provisions within this Agreement.

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

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

(1). The cost of rebidding the work.

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

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

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

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

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

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

OR

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

3. Liquidated Damages

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

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

(2). In the event that the Contractor fails to complete required work within the time frame(s) specified or agreed upon under this Agreement, the DMV shall be entitled to $500.00 per load that is delivered late to…