B1._26-033_Small_Business_Bid_Solicitation.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

26-033

SMALL BUSINESS BID SOLICITATION (SB BID)

Notice to Prospective Bidders

March 18, 2026

You are invited to review and respond to this Small Business Bid Solicitation (SB Bid) entitled 26-033 - Mid-day Janitorial Services for the San Bernardino DMV Field Office

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 Department of Motor Vehicles, this SB Bid package is complete and without need of explanation. The contact person for this SB Bid is:

Feliciano Hernandez Department of Motor Vehicles

Phone: (916) 818-2852 Email: feliciano.hernandez@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.

Feliciano Hernandez Contract Administrator

TABLE OF CONTENTS

SECTION

➢ BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

2. Bidder Qualifications

3. Schedule of Events

4. Mandatory Pre-Bid Conference

5. Written Questions

6. Submission of Bid

7. Disposition of Bids

8. Evaluation and Selection

9. Notice of Contract Award

10. Standard Conditions of Service

11. Required Documents (Awarded Contractor)

12. Generative Artificial Intelligence (GenAI)

➢ STANDARD AGREEMENT FORM (SAMPLE)

➢ EXHIBIT A – Scope of Work

➢ EXHIBIT B – Budget Detail and Payment Provisions

➢ EXHIBIT C – General Terms and Conditions

➢ EXHIBIT D – Special Terms and Conditions

➢ EXHIBIT E – Additional Provisions

➢ EXHIBIT F – Wage and Benefit Summary

➢ EXHIBIT G – Janitorial Maintenance Log

➢ 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 Civil Rights Laws Certification

BIDDER REQUIREMENTS AND INFORMATION

1. Purpose and Description of Services

A. Mid-day janitorial services at the San Bernardino DMV Field Office. 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. Bidder must be certified by the State of California, Department of General Services (DGS), Office of Small Business and Disabled Veteran Enterprise Services (OSDS), as a Certified Small Business.

C. Bidder shall submit a bid that complies with Government Code Section 19134 (see Exhibit E, Wages and Benefits for additional information).

D. Bidder shall be required to comply with the provisions of Labor Code Sections 1060 - 1065 if awarded the contract (see Exhibit E, Displaced Janitor Opportunity Act (Labor Code Sections 1060 - 1065) for additional information).

E. Bidder shall be required to comply with the Property Service Workers Protection Act (Labor Code Sections 1420 - 1434) and shall provide the California Department of Industrial Relations (DIR) registration number with the bid (see Attachment 1). Registration shall be effective on the day of the bid opening, or the bidder may be deemed non-responsive.

3. Schedule of Events

Event Date Time

(1). SB Bid available to prospective bidders: 3/18/2026 N/A

(2). Mandatory pre-bid conference:

(Note: See additional info in Section 4.)

4/8/2026 8:15 am

(3). Written questions regarding SB Bid are due by:

(Note: See additional info in Section 5.)

4/9/2026 10:00 am

(4). Written responses to SB Bid questions released by: 4:30 pm

(5). Final date for bid submission:

(Note: See additional info in Section 6.)

10:00 am

(6). Proposed start date of contract:

4/10/2026

4/14/2026

8/1/2026 Or upon contract approval

N/A

BIDDER REQUIREMENTS AND INFORMATION

4. Mandatory Pre-Bid Conference

A. A mandatory pre-bid conference is scheduled at San Bernardino DMV Field Office (Meet at the flagpole), 1310 N Waterman Avenue, San Bernardino, CA 92404, for the purpose of discussing concerns regarding this SB Bid.

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

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

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

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

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

5. Written Questions

A. Email all written questions to the contact person identified on the cover page of this SB Bid package.

6. Submission of Bid

A. Bids must be received via email no later than the date and time 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 # 26-033 for FELICIANO HERNANDEZ for Mid-day Janitorial Services Due: April 14, 2026, at 10:00 AM.

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.

mailto:DMVBIDS@dmv.ca.gov

(3). Emailed bids will not be opened until after the date and time 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 SB Bid package.

B. Bids must be received by the DMV no later than the date and time specified in the Schedule of Events. Any bid received after the specified due date and time may 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 SB Bid package. Bids not including the required bid documents shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

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

Bids that are not accessible or legible may be rejected.

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

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

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

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

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

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

K. The DMV may modify this SB Bid 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 SB Bid 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.

7. Disposition of Bids

A. All documents submitted in response to this SB Bid 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 SB Bid.

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 SB Bid.

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 SB Bid, 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 SB Bid 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.

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 SB Bid 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 Contract Award

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

10. 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.

11. Required Documents (Awarded Contractor)

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

(1). Contractor Certification Clauses

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

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

(2). Insurance Requirements

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

1. Commercial General Liability

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

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

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

2. Worker’s Compensation

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

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

12. 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.

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DO NOT COMPLETE OR SUBMIT WITH YOUR BID!

EXHIBIT A

SCOPE OF WORK

1. Contractor’s Full Business Name (to be completed by the DMV), hereinafter referred to as the Contractor, agrees to provide the Department of Motor Vehicles (DMV) all labor, tools, materials, equipment, and travel necessary to perform mid-day janitorial services at the San Bernardino DMV field office for the term of this Agreement.

2. The services shall be performed at: 1310 N Waterman Ave, San Bernardino, CA 92404.

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. If requested by the DMV Project Manager, the Contractor and the DMV Project Manager shall meet on a day and time determined by the DMV Project Manager, during DMV business hours, prior to the contractor commencing work under this Agreement, to perform a walkthrough of the premises.

4. Meetings

A. The DMV Project Manager and the Contractor shall attend a scheduled meeting within one (1) month of the start of the Agreement. The DMV Project Manager and the Contractor shall also attend a scheduled meeting during the term of this Agreement when requested by either party.

Should either party request a meeting, the other party shall respond within twenty-four (24) hours with an agreed upon day and time, to take place within forty-eight (48) hours. All meetings shall take place at the DMV field office.

5. Assigned Workers

A. Prior to commencing work under this Agreement, the Contractor shall provide to the DMV Project Manager, a list of all workers assigned to the DMV office to perform services under this Agreement.

B. Prior to authorizing replacement workers to perform services under this Agreement, the Contractor shall provide twenty-four (24) hours’ advance written notice to the DMV Project Manager of any changes to the list of assigned workers throughout the term of this Agreement.

C. All janitorial personnel assigned to perform services under this Agreement shall be introduced to the DMV Project Manager prior to performing services.

D. Janitorial personnel performing services under this Agreement must have in their possession at all times while on the DMV premises, a valid identification in the form of a CA Driver License, CA Identification Card, a United States Passport, or a permanent residence card to verify true identity. The DMV Project Manager shall verify the identity of each assigned worker. The DMV Project Manager may maintain a copy of the assigned workers identity documents for other managers to reference when the DMV Project Manager is unavailable. Copies of identity documents shall be filed securely with manager only access.

6. Suspension and Reinstatement of Services

A. Any service frequency specified within this Exhibit may be suspended and reinstated at any time during the term of this Agreement.

(1). In the event the DMV requires suspension of any service frequency, such suspension is subject to five (5) calendar days’ written notice to the Contractor.

(2). In the event the DMV reinstates any suspended service frequency, such reinstatement is subject to ten (10) calendar days’ written notice to the Contractor.

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

Department of Motor Vehicles Contractor Name (TBD)

Name: TBD Name: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

8. Any questions or issues regarding the management of this Agreement shall be directed to the following Contract Coordinators:

Department of Motor Vehicles Contractor Name (TBD)

Name: TBD Name: TBD

Address: TBD Address: TBD

Phone: TBD Phone: TBD

Email: TBD Email: TBD

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

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

A. Mid-Day Services (approximately 2,500 square feet).

(1). The Contractor shall perform mid-day services between the hours of 11:00AM and 2:00PM, Monday through Friday, excluding state holidays. The Contractor shall notify the DMV Project Manager in person upon completion of mid-day services prior to leaving the DMV office on each workday.

(2). The Contractor shall perform the following tasks:

a. General

1. Maintenance Log

A. The Contractor shall maintain a weekly maintenance log (Exhibit G) confirming scheduled daily, weekly, bi-weekly, monthly, quarterly, semi-annual, and annual maintenance throughout the term of this Agreement.

B. The maintenance log shall be kept at the DMV field office location and shall be provided to the Contractor upon arrival each service day.

C. Each task shall be initialed and dated by the Contractor when completed.

D. The Contractor and the DMV Project Manager or designee shall review the maintenance logs and any associated forms upon completion of all services to identify and correct any service deficiencies.

2. Cleaning

A. Cleaning shall be performed using the appropriate cleaner for the surface/finish being cleaned.

3. Disinfecting

A. All surfaces shall be cleaned before being disinfected.

B. Disinfecting shall include antiviral disinfectant wiping down of hard surfaces and antiviral disinfectant spraying. All surfaces shall be properly disinfected to prevent the spread of disease while minimizing exposure to harmful chemicals.

C. All cleaned surfaces (porous and non-porous) shall be disinfected using the appropriate disinfectant for the surface/finish being disinfected.

D. Follow disinfectant label instructions to ensure safe and effective use of product on all types of surfaces.

E. Allow disinfectants to remain on surfaces until air dry.

b. Daily Tasks

1. High-Touch Surfaces

A. The Contractor shall clean and disinfect high-touch surfaces such as, but not limited to, handrails, doors edges between 3’ to 6’ in height and 12” from outer edge, doorknobs and push plates, light switches, elevator buttons, sinks, faucets, bathroom counters, toilet bowls, toilet seats and lids (inside and outside), toilet handles, all types of dispensers, water closet door handles and doors between 3’ to 6’ in height and 12” from outer edge, drinking fountains, kitchenette countertops, water cooler controls, refrigerator handles, microwave handles, and coffee maker handles.

2. Restrooms

A. Clean and disinfect all high-touch fixtures, including but not limited to, handles, doorknobs, levers, faucets, water closets, toilet seats and lids, urinals, washbasins, receptacles (waste and sanitary napkin), and dispensers.

B. Restock dispensers.

C. Empty waste/trash receptacles, as needed, and clean interior/exterior of receptacles with disinfectant cleaner.

D. Change waste/trash receptacle liners, as needed.

3. Rooms (including, but not limited to, public access areas and employee break areas)

A. The Contractor shall designate cleaning tools specifically for room cleaning. To reduce cross contamination, these tools shall be changed out frequently while performing services, cleaned and sanitized daily, and shall not be used in restrooms.

B. Clean and disinfect all high-touch surfaces, including but not limited to, microwave handles, refrigerator handle, drinking fountains (including underneath, front, and sides), sinks, and break room tables and counters.

C. Empty waste/trash receptacles, as needed, and clean interior/exterior of receptacles with disinfectant cleaner.

D. Change waste/trash receptacle liners, as needed.

E. Remove empty boxes (unless otherwise marked as save or recycle) by breaking down and discarding into appropriate bin.

4. Outside Entrances (Cleaning shall be done in inclement weather.)

A. Empty and clean interior and exterior of trash receptacles, as needed.

B. Change waste/trash receptacle liners, as needed.

C. Clean all cigarette and cigar receptacles. Replenish and replace sand as needed.

5. Floors

A. Carpet

(1). Spot clean carpet as requested by the DMV Project Manager.

B. Hard and/or Resilient Flooring (including, but not limited to, terrazzo, VCT, and linoleum)

(1). Dry sweep or damp mop visible debris on floors.

C. Grouted Tile Flooring

(1). Dry sweep or damp mop visible debris on floors.

D. Luxury Vinyl Tile (LVT) Flooring

(1). Dry sweep or damp mop visible debris on floors.

E. Polished Concrete Floors

(1). Dry sweep or damp mop visible debris on floors.

6. Miscellaneous Tasks To Be Performed On A Daily Basis

A. Report fires, hazardous conditions, and items in need of repair to the DMV Project Manager.

B. Clean and sanitize all microfiber mops, microfiber towels, and mop buckets, and replace if needed. Leave no standing water in mop buckets.

C. Clean janitor closet and ensure electrical panel remains unobstructed.

7. Miscellaneous Tasks To Be Performed On An As-Needed-Basis

A. Notify the DMV Project Manager when supplies are low in stock.

(3). Building Keys

a. The Contractor is responsible for the office building keys from the time of possession through the end of this Agreement term. Should the Contractor lose possession of the building keys for any duration of time during this period, the Contractor shall be assessed the costs for rekeying the building and making copies of the new keys.

b. Upon completion of this Agreement or should this Agreement be terminated, the Contractor shall return all building keys to the DMV Project Manager within twenty-four (24) hours from the last working date.

c. The Contractor agrees that any outstanding costs associated with the above incidents shall be deducted from any sums owed the Contractor against this or any other active agreement with the DMV. If the keys are found later, the DMV shall not reimburse the Contractor the cost of rekeying the office site.

B. Uniform Clothing

(1). The Contractor shall require all assigned workers to wear distinctive uniform clothing while performing services under this Agreement. Uniform clothing shall clearly identify the Contractor’s name in a manner that is easily identifiable via a permanently affixed badge or monogram.

C. Personal Protective Equipment

(1). The Contractor shall provide assigned workers with appropriate personal protective equipment (PPE) while performing services under this Agreement.

D. Arrival and Departure

(1). The Contractor’s assigned workers shall sign in and out of the DMV office logbook upon arrival and departure (must provide legible full name, date, time, and employer name).

The location of the logbook shall be coordinated between the DMV Project Manager and the Contractor.

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E. Cleaning Supplies and Equipment

(1). DMV Provided Supplies

a. The Contractor shall use the DMV-provided cleaning products and the DMV-provided chemical management system to dispense cleaning products. The DMV Project Manager will provide the Contractor a list of DMV Field Office approved cleaning products at the start of the Agreement. Unless pre-approved in writing by the DMV Contract Coordinator (or their designee), cleaning products not on the list of DMV Field Office approved cleaning products shall not be purchased, used, or stored in the DMV Field Office.

b. The Contractor shall replace empty cleaning product bottles in the chemical management system with the provided corresponding cleaning product bottles.

c. The dispensing systems use a water source to automatically dilute chemicals commonly used in the office. If the dispenser and/or its’ water source is unavailable, the Contractor shall manually dilute the cleaning product according to the package instructions.

d. Specialty cleaners like floor strippers, will not be available through a dispenser.

The Contractor shall manually dilute the product according to the package instructions.

e. The DMV Project Manager shall provide training to the Contractor on the use of the chemical management system.

f. The DMV Project Manager shall provide the Contractor the spray bottles, trigger sprayers, pump dispensers, and Secondary Labels.

g. The Contractor shall properly label and store cleaning products according to the package instructions.

h. The DMV shall provide toilet tissue, paper towels, hand soap, toilet seat covers, trash liners, sanitary napkin receptacle liners, hand sanitizer, waterless urinal cartridges, dispensers, spray bottles, batteries, glass cleaner, restroom cleaner, neutral cleaner, floor cleaner, floor finish, floor stripper, general purpose cleaner, disinfectant, carpet shampoo, carpet spot remover, gum remover, toilet de-scaler, wall-mounted automatic cleaning product dispenser system, and janitor cleaning carts and trolleys.

i. The Contractor shall not remove DMV supplies and equipment from the DMV premises or use DMV supplies and equipment for any other purpose other than for the cleaning and disinfection of the office(s) identified in this Agreement.

(2). Contractor Provided Supplies

a. The Contractor shall provide disposable non-fabric gloves (e.g., latex, nitrile, etc.), appropriate PPE required for cleaners and disinfectants used, floor machine (buffer), vacuum cleaner (high filtration systems and/or HEPA systems), carpet shampooer and extractor, dust mops, push brooms, bucket-less mop handles, cleaning wet mops, dry mops, microfiber cleaning cloths, dust wands, and cleaning towels.

F. Chemical Applications and Material Safety Data Sheets (MSDS)

(1). The DMV Project Manager shall ensure that the Material Safety Data Sheet (MSDS) or Safety data sheet (SDS) for each chemical stored on DMV Property is placed in an MSDS/SDS binder that is located where the chemicals are stored.

(2). When applying chemicals, the Contractor’s assigned workers shall wear protective clothing and gear according to the label requirement and type of chemical being used.

Containers with any chemical residue shall not be placed in DMV receptacles. The Contractor shall appropriately dispose of containers. The Contractor shall adhere to all environmental laws regarding the proper disposal of chemicals used in the process of providing services under this Agreement.

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 the rate(s) specified in the table below, all taxes included, in arrears, subject to pro-rata reduction for days on which services are not rendered as required under this Agreement. The Contractor shall submit completed Exhibit F “Wage and Benefit Summary” and Exhibit G “Janitorial Maintenance Log” documents with each invoice.

SERVICE TYPE RATE FREQUENCY

Mid-Day Janitorial Services $TBD Monthly

B. In the event the Contractor fails to render services required under this Agreement on a required work day during a monthly service period during the term of this Agreement, the total amount the DMV will compensate the Contractor for services rendered during the service period shall be reduced. The total reduction per service period shall be calculated as follows:

(Total work days services required under this Agreement were not rendered during service period) divided by (Total number of required work days for the service period) multiplied by (the monthly service period rate) equals (Total reduction for the service period)

C. 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). The 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 (daytime, mid-day, and/or after-hours services).

(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).

D. 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 provide the time sheets, status reports, or other documentation of work for the segment of work covered by the invoice.

EXHIBIT B

E. The Contractor’s invoice(s) shall be emailed to: (DMV Project Manager’s email address)

2. 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.

3. 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).

4. Withholding Amounts Owed from Amounts Due

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

EXHIBIT C

GENERAL TERMS AND CONDITIONS

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

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

EXHIBIT D

SPECIAL TERMS AND CONDITIONS

1. Force Majeure

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

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

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

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

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

2. Termination

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

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

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

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

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

(1). The cost of rebidding the work.

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

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

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

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

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

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

OR

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

3. Liquidated Damages

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

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

(2). In the event that the Contractor fails to perform work on any required working day, and the DMV goes without the required work because the DMV is unable to obtain the work from an alternate source due to time constraints, the DMV shall be entitled to $50.00 per day as liquidated damages.

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: http://www.calhr.ca.gov. Offices will be closed if any holiday falls on or is observed on a weekday, unless otherwise stated.

B. In the event that furlough days are implemented, changed, or cancelled at any time throughout the term of this Agreement, the DMV shall notify the Contractor in writing.

8. Right to Bar

A. The DMV reserves the right to bar any Contractor‘s employee from a DMV work site.

9. Multiple Contractors

A. The DMV may undertake or award other contracts for additional work, and the Contractor shall fully cooperate with other contractors and state employees.

10. Subcontractors

A. The Contractor shall not substitute any subcontractor identified in the Contractor’s bid or add any subcontractor not identified in the Contractor’s bid without prior written approval from the DMV Project Manager. The Contractor shall submit the names of all subcontractors to be utilized during the term of this Agreement to the DMV Project Manager.

B. All subcontractors engaged in work under this Agreement shall be considered as employees of the Contractor. The Contractor shall give personal attention to fulfillment of this Agreement and shall keep the work under the Contractor’s control. When any subcontractor fails to complete a portion of the work in a manner satisfactory to the DMV, the Contractor shall correct the defective work or materials at no additional cost to the DMV.

C. All subcontractors shall possess the appropriate contractor’s license for the work they perform under this Agreement.

D. All subcontractors utilized to perform services under this Agreement shall be covered by the Contractor’s insurance or possess insurance equal to the policies, coverages, and limits required of the Contractor under this Agreement.

E. The DMV shall not entertain requests to arbitrate disputes among subcontractors or between the Contractor and subcontractors concerning responsibility of performing any part of the work under this Agreement. The Contractor is responsible for all work performed under this Agreement.

11. Rejection

A. Should any portion of the work done or any materials, articles, or equipment delivered fail to comply with the requirements of this Agreement, such work, materials, articles, or equipment shall be rejected, and shall immediately be made satisfactory to the DMV Project Manager by the Contractor at no additional cost to the DMV.