DMV_RFQ__EXE25-3532_-_SECTION_I,_II,_IV.pdf

STATE OF CALIFORNIA

Department of Motor Vehicles

QUOTE DUE DATE:

November 14, 2025 no later than

10:00 AM (PST)

Bidder name and address:

Bidder:

Address:

Bidder Contact Name (Print):

Title:

Signature:

Date: __________________

Federal Employer Identification Number:

Department of Motor Vehicles Procurement Analyst:

Rafael Gonzalez DMV ASD IT Acquisitions

Phone# (916) 818-2820 rafael.gonzalez@dmv.ca.gov

RFQ #EXE25-3532

REV. #: 0

DATE:

October 22, 2025

IS BIDDER CLAIMING PREFERENCE

AS A SMALL BUSINESS:

YES ________ NO ________

IF YES, MANUFACTURER?

YES ________ NO ________

IS BIDDER A NON-SMALL BUSINESS

CLAIMING AT LEAST 25% SMALL

BUSINESS SUBCONTRACTOR

PREFERENCE?

YES ________ NO ________

SECTION 14838 ET SEQ. OF THE

CALIFORNIA GOVERNMENT CODE

REQUIRES THAT A 5% PREFERENCE

BE GIVEN TO BIDDERS WHO

QUALIFY AS A SMALL BUSINESS AS

A NON-SMALL BUSINESS

CLAIMING AT LEAST 25%

CALIFORNIA CERTIFIED SMALL

BUSINESS PARTICIPATION FOR

REQUIREMENTS SEE TITLE 2,

CALIFORNIA CODE OF

REGULATIONS SECTION 1896 ET

SEQ. THE REQUIREMENTS FOR

NONPROFIT VETERAN SERVICE

AGENCIES QUALIFYING AS A

SMALL BUSINESS ARE CONTAINED

IN SECTION 999.50 ET SEQ. OF THE

MILITARY AND VETERANS CODE.

Bidder offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY; By signing above, with inclusion of the date of signature, the above signed bidder DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed as complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 48 of the General Provisions is true and correct. (3) If a claim is made for the Small Business (SB) or Disabled Veterans Business Enterprise (DVBE) preference, the information set forth within is true and correct.

DESCRIPTION

The purpose of this Request for Quotation (RFQ) #EXE25-3532 is to acquire a Contractor to provide Message Display System (MDS) services as described in Section III, Statement of Work.

In submitting a quote, the Bidder must comply with the instructions found herein. Please read the enclosed document carefully. The following Sections are incorporated as part of this Request for Quotation:

Section I: General Information Section II: Evaluation Information Section III: Statement of Work Section IV: Attachments

State of California RFQ #EXE25-3532

SECTION I: GENERAL INFORMATION

You are invited to review and respond to this RFQ, entitled RFQ #EXE25-3532. In submitting your quote, you must comply with the instructions found herein. The services required are delineated in Section III, Statement of Work.

Please read the enclosed documents carefully. Quote responses must be submitted no later than the date and time specified on Page 1 of this RFQ and in Section I, D, Key Action Dates. Quotes received after the Submission of Quotes date and time will not be considered.

It is the Bidder’s responsibility to ensure their response is received by the due date and time. The State assumes no responsibility for internet/system technical difficulties experienced by the Bidder that results in their quote not being timely received by the DMV. Late quotes will not be considered.

A) QUOTE SUBMISSION

The quote response must be submitted via email as follows:

1. A Bidder’s response must be submitted in two (2) separate emails to:

dmvasditacquisitionsbids@dmv.ca.gov. Only responses sent to this email will be considered.

2. The Bidder’s two (2) separate emails shall include the following:

a. Email #1: One (1) copy of Bidder’s quote response, excluding Attachment 5, Costa Data Sheet. The Subject Line for email #1 must contain only the following information:

EMAIL #1 - RFQ #EXE25-3532 for R GONZALEZ for MDS RESPONSE - Due: 11/14/25

b. Email #2: One (1) copy of Attachment 5, Cost Data Sheet. The Subject Line for email #2 must contain only the following information:

EMAIL #2 - RFQ #EXE25-3532 for R GONZALEZ for COST DATA SHEET - Due: 11/14/25

Bids may be deemed non-responsive if the Subject Line for each email does not contain the above information.

3. Bidders must ensure that no cost information of any type is shown in their quote response submitted in Email #1. The inclusion of costs in any fashion or format in any other place in the quote response, except for the Cost Data Sheet in Email #2, may result in immediate rejection of the proposal.

4. Bids that contain any bid information in the body of the email may be rejected.

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

6. Bidder quote response in Email #1 will not be opened until after the Submission of

Quotes date and time specified in the Key Action Dates.

7. Bidder Cost Data Sheet in Email #2 will remain unopened until the Public Cost

Opening. The Bidder’s Email #2 will only be opened if a Bidder’s quote response in Email #1 achieves a pass on all pass/fail requirements. A Bidder’s Email #2 will remain unopened if the Bidder’s quote response in Email #1 received a fail in any of the pass/fail requirements.

State of California RFQ #EXE25-3532

8. A Bidder that sends bid submission emails that are successfully received by the DMV at the email address in #1 above will receive an automated email confirmation of the bid received. The email confirmation will only acknowledge the receipt of an email and not identify the RFQ tracking number.

In the event a Bidder does not receive an automated email confirmation of the bid received after sending a bid submission email to the email address in #1 above, 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 RFQ.

9. A bid, consisting of two (2) email submissions as described above, must be received via email no later than the date and time specified in Section I, D, Key Action Dates.

The DMV will not accept a bid that is mailed or hand delivered.

B) Purpose of this Request for Quotation

The DMV requires the services of a Contractor to provide all labor, tools, materials, equipment, services, connectivity, travel, training, and supervision necessary to provide, configure, install, operate, and maintain message display systems as described in Section III, Statement of Work.

C) Period of Performance and Availability The term of this Agreement will be one (1) year. The Contractor will pay the DMV a flat-rate monthly rent payment per DMV field office identified in Section III, Statement of Work.

D) Key Action Dates Listed below are the key action dates and times by which the actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this RFQ*.

Key Action Dates Date/Time

1. Publish RFQ #EXE25-3532 on CaleProcure 10/22/25

2. Submission of written questions 10/29/25 no later than 5:00 PM PDT

3. Departments response to written questions 10/30/25

4. Submission of Quotes 11/14/25 no later than 10:00 AM PST

5. Public Cost Opening* 11/17/25 at 10:00 AM PST

6. Contract Award* 11/18/25

7. Contract Start Date* 01/10/2026

*NOTE: All dates after the submission of quotes deadline (#4 in the key action dates table) are approximate and may be changed if needed to allow the state additional time for evaluation and contract execution, without addendum to this RFQ.

State of California RFQ #EXE25-3532

E) Written Questions All questions regarding the content of this RFQ must be submitted in writing via email to Rafael Gonzalez, DMV Procurement Analyst, at rafael.gonzalez@dmv.ca.gov. All questions must be received by the Submission of Written Questions date/time (#2) specified in Section I, D, Key Action Dates. Questions not submitted in writing by the Key Action Date for submission of written questions (#2 in the Key Action Date matrix above) shall be answered at the State’s option.

When the State has completed its review of the questions, all questions and answers will be posted to the Department of General Services’ eProcurement System at the following website: https://caleprocure.ca.gov/pages/index.aspx.

F) Bidder’s Instructions and Provisions The following information is incorporated into this RFQ. Please read the documents carefully. By signing Section IV, Attachment 1, Cover Sheet, Bidder agrees to the terms and conditions listed below:

1. Bidder’s Instructions:

http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/dgspd%20451.pdf

2. Department of General Services Procurement Division, Information Technology - General Provisions - Non-Cloud Goods & Services:

https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document- Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf

G) Award of Contract Award of contract, if made, will be in accordance with the RFQ information on Evaluation to a responsible bidder whose bid complies with all the requirements of the RFQ documents and an addendum thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFQ; however, a bidder may extend the offer beyond 45 days in the event of a delay of contract award.

The State reserves the right to determine the successful bidder(s) either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise provided in the State’s RFQ. Unless the bidder specifies otherwise in its bid, the State may accept any item or group of items of any bid. The State reserves the right to modify or cancel in whole or in part it’s RFQ.

Written notification of the State’s intent to award will be made to all bidders. If a bidder can show that its bid should be selected, instead of the bid selected by the State, the bidder will be allowed five (5) working days to submit a protest to the Intent to Award, according to the instructions contained in the paragraph titled “Protests” of this RFQ.

H) Protests

Any Bidder’s issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the DMV Procurement Analyst for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final.

State of California RFQ #EXE25-3532

A Bidder may submit a protest if they believe their bid is responsive to all requirements set forth in this RFQ and should have been selected according to the Evaluation procedures in this RFQ, Section II, Evaluation Information. The Bidder may submit a protest as described below.

All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation, or procedure on which the protest is based.

The protester must provide facts and evidence to support the claim. Protests must be mailed or delivered to:

Support Services Unit Department of General Services Procurement Division 707 Third Street, Second Floor West Sacramento, CA 95605 Business Hours: 8:00 am – 5:00 pm Email: PDProtest@dgs.ca.gov

All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by the DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the Notification of Intent to Award. Certified or registered mail must be used unless delivered in person; in which case the protester should obtain a receipt of delivery.

Protests regarding selection of the “successful Bidder” will be heard and resolved by the Government Claims Program whose decision will be final.

I) RFQ Response Guidelines Responses to this RFQ must contain all data/information requested and must conform to the format described in this RFQ. It is the Bidder’s responsibility to provide all required data and any other information deemed necessary for the State’s evaluation team to determine and verify the Bidder’s ability to perform the tasks and activities defined in Section III, Statement of Work.

At the State’s option prior to award, the Bidder may be required to submit additional written clarifying information. Failure to submit the required written information as specified may be grounds for bid rejection.

J) RFQ Response Content To be deemed responsive, the following items must be submitted with the Bidder’s RFQ response:

1. ATTACHMENT 1 – COVER SHEET

Bidder must complete RFQ #EXE25-3532, Attachment 1, Cover Sheet and submit as Attachment 1 of the Bidder’s response. Attachment 1, Cover Sheet must include the name and signature of the authorized Bidder representative that can bind the company contractually.

2. ATTACHMENT 2 – REDACTED COPY

Bidder must submit as Attachment 2 of the Bidder’s response, one (1) redacted copy of its response in addition to the unredacted version. The redacted copy must

State of California RFQ #EXE25-3532 remove or otherwise obscure all information that is exempt from disclosure under the California Public Records Act (Gov. Code, § 7920.000 et seq.) or other applicable law. Examples of items that must be redacted include, but or limited to:

Email addresses, phone numbers, and residential addresses

Personally Identifiable Information (PII) such as Social Security numbers or student identification numbers

Federal Employer Identification Numbers (FEIN)

Photographs of employees or contractors

Sensitive security information, access credentials, or other protected data

The redacted copy must be submitted in searchable PDF format. The State will rely on the Vendor’s redacted version when responding to requests for public records.

Over-redaction (e.g., obscuring entire sections of a response that are not exempt) may render a non-responsive response at the State’s sole discretion. Failure to provide a compliant redacted copy may result in a determination of non-responsiveness.

3. ATTACHMENT 3 - BIDDER QUALIFICATIONS

Bidder must complete Attachment 3, Bidder Qualifications and submit as Attachment 3 of the Bidder’s response, describing how the Bidder meets all the Bidder Mandatory Qualifications (BMQ). The Bidder may choose whether or not to meet the requirements labeled as Bidder Desirable Qualification (BDQ) on Attachment 3. Points may be awarded for any desirable qualification met by the Bidder, as indicated in the BDQ. Bidder must submit the completed

Bidder experience provided for compliance with Attachment 3 must have occurred prior to the RFQ due date and must have been completed in the United States of America. Experience must be external to a Bidder’s organization and corporate structure.

4. ATTACHMENT 4 – UNDERSTANDING AND APPROACH

The Bidder must submit as Attachment 4 of the Bidders response, a narrative describing its understanding of the scope of work (RFQ Section III), and its approach to the activities that must be performed to complete the work. The Bidder’s Understanding and Approach narrative must not to exceed four (4) pages in length, one-sided or two (2) pages, with font size 11 or larger on 8 ½” X 11” paper.

5. ATTACHMENT 5 – COST DATA SHEET

Bidder must complete Attachment 5, Cost Data Sheet and submit in a separate email as described in Section I, A, Quote Submission, above. Bidders must ensure that no cost information of any type is shown in their quote response submitted in Email #1. The inclusion of costs in any fashion or format in any other place in the quote response except for Attachment 5, Cost Data Sheet (Email #2) may result in immediate rejection of the proposal.

Project costs related to items such as travel, per diem and travel time to the designated base of operation for the engagement are costs to be included within the contractor rates. DMV shall not pay for such costs as a separate item.

State of California RFQ #EXE25-3532

6. ATTACHMENT 6 – PAYEE DATA RECORD

Bidder must complete and submit a Payee Data Record, Std. 204, as Attachment 6 of the Bidder’s response. A website link to the Payee Data Record form is provided in Attachment 6, Payee Data Record.

7. ATTACHMENT 7 – CONFIDENTIALITY STATEMENT

The Bidder must complete Attachment 7, Confidentiality Statement, by a person authorized to bind the bidding company and submit as Attachment 7 of the Bidder’s response.

The overall objective of maintaining confidentiality is to ensure the integrity of this or related projects by preventing any bidder from gaining an advantage. It is important to understand that the disclosure of certain confidential or procurement-sensitive information could jeopardize any procurement related to any information obtained during the course of providing services for this contract. Individuals involved in the performance of services for this contract must be careful to avoid breach of confidentiality both inside and outside of the workplace. Each individual is personally responsible for maintaining confidentiality in all oral and written communications, as well as in the handling of information through electronic means.

The disclosure of any procurement-sensitive information may jeopardize a procurement and may result in civil or criminal penalties and/or disciplinary action.

Please read the confidentiality statement carefully. The confidentiality statement also includes a conflict-of-interest statement. Any individual who feels they may have a personal or financial interest that would be incompatible with participation in any RFQ related activity must disclose that information to the appropriate DMV employee prior to signing the confidentiality statement.

The Bidder engaging in services pertaining to this RFQ, which requires contact with confidential State information or State customer information will be required to exercise security precautions for all such data that is made available and must accept full legal responsibility for the protection of this confidential information. This includes all statistical, personal, technical, and/or other confidential personal data and information relating to the State’s operations that are designated confidential by the State.

The Bidder will also be required, if awarded the proposed contract, to submit a signed confidentiality statement from all personnel, agents, and subcontractors assigned to the awarded Contract.

WHAT INFORMATION IS CONFIDENTIAL?

Any document (hard copy or electronic media) marked “Confidential”.

Any information or procurement documents which have not been released to the supplier community.

Any supplier responses or review of offers for procurements related to the services provided in this contract.

PRECAUTIONS FOR INDIVIDUALS WORKING WITH CONFIDENTIAL INFORMATION:

All confidential documents should be marked “Confidential”. If the DMV determines that additional controls are necessary, documents will be numbered and assigned prior to release. It will be the recipient’s responsibility to control and return the numbered document(s).

State of California RFQ #EXE25-3532

Keep all confidential documents out of view and locked away.

Confidential information on your personal computer should always be password protected and should never be left open when stepping away from your desk.

Screen savers should also be used and should be password protected.

Confidential documents should be filed in your personal drive. If documents must be shared, they can be stored in a shared drive, but should also be password protected with a shared password.

Monitor the printer when printing a confidential document. Do not leave confidential print jobs unattended.

Remove all confidential documents from the photocopy machine when jobs have been completed. In the event of a machine jam, make sure all confidential papers are removed and shredded.

Close doors when confidential discussions occur during meetings. Erase and/or remove all white boards, flip charts, and papers once the meeting has concluded.

Be discrete in communications with others to ensure that unauthorized disclosure of confidential information does not occur. Be cautious of what you say.

Formal or informal inquiries by other vendors should be directed to the appropriate DMV personnel. Do not attempt to answer any inquiries by other vendors.

Confidential mail can be sent via regular mail courier envelopes but should be sent in a sealed envelope within the messenger envelope and marked appropriately. Confidential mail should be hand carried to local destinations (within reasonable traveling distance). Please instruct clerical support staff that incoming mail marked “Confidential” should be delivered unopened to the recipient immediately.

Confidential papers (including notes and working papers) should not be discarded in wastebaskets or recycle bins. Confidential papers should be shredded.

Using the fax machine for transmitting confidential information is not recommended. However, if necessary, arrangements should be made at both ends of the transmission to monitor the fax machine until the entire fax has been sent and received. Do not leave a fax machine unattended when sending or receiving a confidential document. The following statement should be included in the fax transmittal sheet:

CONFIDENTIALITY NOTICE: This Facsimile transmission is intended only for the addressee shown above. It may contain information that is privileged, confidential or otherwise protected from disclosure. Any review, dissemination, or use of this transmission or any of its contents by persons other than the addressee is strictly prohibited. If you received this fax in error, please call us immediately upon receipt and return the facsimile documents, by first class mail, to the address above. Thank you for your cooperation.

All conference calls where confidential information may be discussed should be conducted behind closed doors.

Individuals should be cautious of their surroundings when leaving voice mail messages that may contain confidential information.

State of California RFQ #EXE25-3532

Electronic mail messages should not be used to share confidential information since they can be accessed fairly easily by experienced users.

8. ATTACHMENT 8 – BIDDER DECLARATION

The Bidder must complete the Bidder Declaration (GSPD-05-105) and submit as Attachment 8 of the Bidder’s response, even if no subcontractors are being submitted. A website link to the Bidder Declaration is provided in Attachment 8, Bidder Declaration.

When completing the declaration, the Bidder must identify all subcontractors proposed for participation in the contract and a description of the product and/or services the subcontractor will provide in the proposed contract. The Bidder awarded a contract is contractually obligated to use the subcontractors for the corresponding work identified unless the DMV agrees to a substitution, and it is incorporated by amendment to the contract.

Bidders shall not propose to subcontract 100% of the tasks of Section III, Statement of Work.

9. ATTACHMENT 9 – SMALL BUSINESS AND NON-SMALL BUSINESS PREFERENCE

Bidder must complete Attachment 9, Small Business and Non-Small Business Preference, and submit as Attachment 9 of the Bidder’s response, only if the Bidder is claiming the Small Business (SB)/Non-SB preference as follows:

a) REGULATIONS

The Small Business regulations, located in the California Code of Regulations (Title 2, Division 2, Chapter 3, Subchapter 8, Section 1896 et. seq.), concerning the application and calculation of the small business preference, small business certification, responsibilities of small business, department certification, and appeals are revised, effective 09/09/04.

The new regulations can be viewed at:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division- Resources-List-Folder/Notice-of-Rulemaking-Regulations-for-SB-DVBE

Access the regulations by Clicking on “Small Business Regulations” in the right sidebar. For those without Internet access, a copy of the regulations can be obtained by calling the Office of Small Business and DVBE Services at (916) 375-4940.

b) SMALL BUSINESS CERTIFICATION Bidders claiming the 5% small business preference must be certified by California as a small business or must commit to subcontract at least 25% of the net bid price with one or more California certified small businesses. Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date, and the OSDS must be able to approve the application as submitted.

Small business nonprofit veteran service agencies (SB/NVSA) claiming the small business preference must possess certification by California prior to the day and time bids are due.

Questions regarding certification should be directed to the OSDS at (916) 375-4940.

State of California RFQ #EXE25-3532

c) NON-SMALL BUSINESS SUBCONTACTOR PREFERENCE A 5% bid preference is now available to a non-small business claiming 25% California certified small business subcontractor participation. If applicable, claim the preference in the box on the right-hand side of the first page of this solicitation. If claiming the non-small business subcontractor preference, the form must list all of the California certified small businesses with which the bidder commits to subcontract in an amount of at least twenty-give percent (25%) of the net bid price.

All certified small businesses must perform a “commercially useful function” in the performance of the contract as defined in Government Code Section 14837(d)(4).

d) SMALL BUSINESS NONPROFIT VETERAN SERVICE AGENCIES (SB/NVSA) SB/NVSA prime bidders meeting requirements specified in the Military and Veterans Code Section 999.50 et seq. and obtaining a California certification as a small business are eligible for the 5% small business preference. If applicable, claim the preference in the box on the right-hand side of the first page of this solicitation. All certified small businesses must perform a “commercially useful function” in the performance of the contract as defined in Government Code Section 14837(d)(4).

10. ATTACHMENT 10 – DVBE INCENTIVE

THE CALIFORNIA DVBE PARTICIPATION PROGRAM REQUIREMENTS HAVE BEEN

REMOVED FOR THIS SOLICITATION, HOWEVER, THE DVBE INCENTITIVE IS APPLICABLE.

An incentive for DVBE participation is optional. The Std. 843 as provided in Attachment 10, DVBE Incentive, must be completed and submitted as Attachment 10 of a Bidder’s response if the Bidder is either a certified CA DVBE or subcontracting with a certified CA DVBE.

The Disabled Veteran Business Enterprise Declarations (STD. 843) form is completed by a California certified DVBE owner and DVBE managers of the DVBE who will be participating in the awarded purchase document.

a) DVBE INCENTIVE:

In order to earn the DVBE incentive, Bidders must be, or partner with, a California Certified DVBE. All certified DVBE’s must perform a “commercially useful function” in the performance of the contract. For more information regarding the DVBE, please review the Department of General’s website at:

https://www.dgs.ca.gov/PD/Services/Page-Content/Procurement-Division-Services- List-Folder/Certify-or-Re-apply-as-Small-Business-Disabled-Veteran-Business-Enterprise

The DVBE incentive is applied during the quote evaluation process and is only applied for responsive quotes from responsible bidders proposing the percentage(s) of DVBE participation for the incentive(s) specified below:

Confirmed DVBE Participation of: DVBE Incentive:

5% and Over 5%

4% - 4.99% inclusive 4% 3% - 3.99% inclusive 3%

0.1% - 2.99% inclusive 0%

State of California RFQ #EXE25-3532

b) ADDITIONAL INFORMATION:

Certified small businesses and disabled veteran businesses listed as subcontractors must perform a "commercially useful function" in the performance of the contract.

The term “commercially useful function” is defined in Government Code Section 14837(d) (4) and in Military and Veterans Code Section 999(b) (5) (B).

Note: Per Senate Bill 548, if for this agreement contractor made a commitment to achieve DVBE participation, then contractor must within 60 days of receiving final payment under this agreement (or within such other time period as may be specified elsewhere in this agreement) certify in a report to the awarding department: (1) the total amount the prime contractor received under the contract; (2) the name and address of the DVBE(s) that participated in the performance of the contract; (3) the amount each DVBE received from the prime contractor; (4) that all payments under the contract have been made to the DVBE(s); and (5) the actual percentage of DVBE participation that was achieved. A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation. (Military & Veterans Code (M&VC) § 999.5(d)).

Contractor understands and agrees that should award of this contract be based in part on their commitment to use the DVBE subcontractor(s) identified in their quote or offer, per Military and Veterans Code 999.5 (e), a DVBE subcontractor may only be replaced by another DVBE subcontractor and must be approved by the Department of General Services (DGS). Changes to the scope of work that impact the DVBE subcontractor(s) identified in the quote or offer and approved DVBE substitutions will be documented by contract amendment. Failure of Contractor to seek substitution and adhere to the DVBE participation level identified in the quote or offer may be cause for contract termination, recovery of damages under rights and remedies due to the State, and penalties as outlined in M&VC § 999.9; Public Contract Code (PCC) § 10115.10.

11. ATTACHMENT 11 – DVBE SUBCONTRACTOR AGREEMENT

If utilizing a DVBE subcontractor, the Bidder must complete Attachment 11, DVBE Subcontractor Agreement, signed by the Bidder and DVBE subcontractor, and submit in the Bidder’s response as Attachment 11.

12. ATTACHMENT 12 – COMMERCIALLY USEFUL FUNCTION FOR SMALL BUSINESS AND/OR

DVBE SUBCONTRACTORS

Bidder must complete Attachment 12, Commercially Useful Function, and submit as Attachment 12 of the Bidder’s response for each certified small business and/or certified DVBE subcontractor, if the Bidder is including SB and/or DVBE in their bid response.

13. ATTACHMENT 13 – TARGET AREA CONTRACT PREFERENCE ACT (TACPA)

A Bidder desiring to claim TACPA shall complete Std. Form 830 and Std. 526 Form and submit both forms as Attachment 13 of the Bidder’s response. The Std. Form 830 and Std. 526 forms are provided in Attachment 13, TACPA.

Preference will be granted to California-based Contractors in accordance with Government Code Section 4530 whenever contract for goods and services are in excess of $100,000 and the Contractor meets certain requirements as defined in the

State of California RFQ #EXE25-3532

California Code (Title 2, Section 1896.30) regarding labor needed to produce the goods or provide the services being procured. If the Bidder qualifies for more than one bidding preference (TACPA, SB), the maximum preference allowed by law is 15% or $100,000.

14. ATTACHMENT 14 – PUBLIC CONTRACT CODE 2010 CERTIFICATION

Bidder must complete Attachment 14, Public Contract Code 2010 Certification, and submit as Attachment 14 to the Bidder’s response.

Pursuant to Public Contract Code section 2010, if a bidder or proposer executes or renews a contract over $100,000 on or after January 1, 2017, the bidder or proposer hereby certifies compliance with the following:

1. CALIFORNIA CIVIL RIGHTS LAWS: For contracts over $100,000 executed or renewed after January 1, 2017, the contractor certifies compliance with the Unruh Civil Rights Act (Section 51 of the Civil Code) and the Fair Employment and Housing Act (Section 12960 of the Government Code); and

2. EMPLOYER DISCRIMINATORY POLICIES: For contracts over $100,000 executed or renewed after January 1, 2017, if a Contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or the Fair Employment and Housing Act (Section 12960 of the Government Code).

15. ATTACHMENT 15 – FEDERAL MOTOR CARRIER SAFETY ADMINISTRATION REQUIREMENT

Signature on Attachment 1 and submission of bid acknowledges acceptance and compliance with the Department of Transportation Federal Motor Carrier Safety Administration Non-Discrimination Assurances provided in Attachment 15, Federal Motor Carrier Safety Administration Requirement.

16. ATTACHMENT 16 – CA SECRETARY OF STATE/FICTITIOUS BUSINESS NAME

A copy of the Bidder’s current California Secretary of State’s listing or Fictitious Business Name listing, if applicable, must be included in the Bidder’s response as Attachment 16. Additional information and website links are provided in Attachment 16, CA Secretary of State/Fictitious Business Name.

17. ATTACHMENT 17 – EXECUTIVE ORDER N-6-22 – RUSSIA SANCTIONS

Signature on Attachment 1 and submission of bid acknowledges acceptance and compliance with the Economic Sanctions Against Russia, as provided in Attachment 17, Executive Order N-6-22 – Russia Sanctions.

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) 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. The EO directs state agencies to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this

State of California RFQ #EXE25-3532

Agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

18. ATTACHMENT 18 – RECYCLED CONTENT PLASTIC TRASH BAG COMPLIANCE

Attachment 18, Recycled Content Plastic Trash Bag Compliance, must be signed and submitted on behalf of the company in the Bidder’s response.

Public Resources Code (PRC), Section 42290 et seq. is collectively referred to as the “Recycled Content Plastic Trash Bag Law.” Pursuant to Public Resources Code, Section 42297(c)(1) and (2), any plastic trash bag supplier, manufacturer or wholesaler, or any of its divisions, subsidiaries, or successors, is ineligible for any State contract or subcontract or renewal, extension or modification of any State contract, if it is not in compliance with the certification requirements of the law. The law requires that plastic trash bag manufacturers and wholesalers certify their compliance with the law.

K) General Requirements

1. When a subcontractor ultimately provides all of the products or performs all of the services that a contractor has agreed to provide, and the prime contractor only handles the invoicing of expenditures, then the prime contractor’s role becomes that of a fiscal agent because it is merely administrative in nature and does not provide a Commercially Useful Function (CUF). It is unacceptable to use fiscal agents in this manner because the State is paying unnecessary administrative costs. Failure to comply with this requirement may cause an awarded contract to be terminated.

2. The DMV may modify any part of this RFQ, by issuance of one (1) or more addenda. Addenda will be numbered consecutively and will be published at the following web site: https://caleprocure.ca.gov/pages/index.aspx.

3. The DMV reserves the right to reject all quotes and/or cancel this procurement at any time.

4. If a Bidder’s exceeds the stated limits, the quote will be deemed non-responsive.

Bidder’s quotes must comply with the instructions found herein. Failure to comply with any of the instructions may cause the quote to be rejected.

5. If a Bidder discovers any ambiguity, conflict, discrepancy, omission or any other error in this RFQ, the Bidder should immediately provide written notice to the DMV of such error and request clarification or modification of the affected document. Bidders requiring clarification of the intent and content of this RFQ may request clarification by submitting questions electronically to the DMV IT Acquisitions Contact listed on the first page of this RFQ. Bidders that fail to report a known or suspected problem with the RFQ or fail to seek clarification and/or correction of the RFQ submit a quote at their own risk.

6. All costs for developing a quote are entirely the responsibility of the Bidder and shall not be chargeable to the DMV.

7. Any documentation submitted that has been marked “confidential” or “proprietary” shall be noted in the Bidder’s quote. However, marking a document "confidential" or "proprietary" in a quote will not prevent that

State of California RFQ #EXE25-3532 document from being released as a public record, unless a court of competent jurisdiction has ordered the DMV to not release the document. All documents submitted in response to this RFQ will become the property of the State of California and are subject to the California Public Records Act, Government Code (GC) section 6250 et seq., the California Evidence Code, and other applicable state and federal laws.

8. This RFQ document and the Bidder’s quote, by reference, may be made part of the awarded contract resulting from the RFQ. At its option, the DMV may choose to accept all or part of the Bidder’s quote.

9. A Bidder’s quote may be rejected if it is conditional or incomplete, contradicts the requirements, contains any alterations of form, or contains other irregularities of any kind, including alterations to any terms and conditions.

10. The State may request clarifications from a Bidder at any phase of the evaluation process for the purpose of clarifying ambiguities in the information presented in the quote. The State will provide written notice to the Bidder(s) of the documentation required and the timeline for submission. Failure to submit the required documentation by the date and time indicated will cause the State to deem the RFQ quote non-responsive and/or the Bidder non-responsible, and ineligible to achieve contract award.

11. The Bidders that are SB and/or DVBE should provide and include an SB/DVBE Certification with their quote. The State will verify that SB/DVBE certifications are valid at the time the quote is due. In accordance with California Government Code (GC) section 14837(d) and California Military and Veterans Code section 999, all SB and DVBE contractors, subcontractors, and suppliers that provide a quote or participate in a State agreement, regardless of being an oral or written solicitation, shall perform a Commercially Useful Function (CUF).

12. Bidders are advised that deviations from the State approved Information Technology General Provisions may be grounds for rejection of their quote.

13. Issuance of this RFQ in no way constitutes a commitment by the State to award an Agreement. The State reserves the right to reject any or all quotes received if the State determines that it is in the State’s best interest to do so. The State shall reject any quote that is conditional and may reject a quote that is incomplete.

Assumptions made by the Bidder in responding to this RFQ do not obligate the State. Additionally, assumptions may make the quote conditional and cause the quote to be rejected. Quotes to this RFQ will be evaluated based on determining the “best value” and the selection, if made, will be to a single Bidder.

State of California RFQ #EXE25-3532

SECTION II: EVALUATION INFORMATION

All Bidder responses received by the time and date specified in Key Action Dates (RFQ Section I, D, Key Action Dates), will be recorded as having been received on time.

Each response will be date and time marked as it is received and verified that all it was submitted under an appropriate cover and properly identified.

The DMV’s Evaluation Team will review and evaluate Bidder responses in accordance with the evaluation criteria described in this section. Responses will be evaluated using a combination of pass/fail and numerically scored criteria.

Bidder’s Attachment 5, Cost Data Sheet, in Email #2 will remain unopened until the Public Cost Opening. The Bidder’s cost will only be opened if a Bidder’s response achieves a pass on all pass/fail requirements. A Bidder’s cost will remain unopened if the Bidder’s response received a fail in any of the pass/fail requirements.

The Public Cost Opening will be conducted in a Microsoft Teams Meeting. For attendance to the Public Cost Opening, please join the Microsoft Teams Meeting at the following link no later than 10:00 am (PST) on November 17, 2025:

Link: Join the meeting now Meeting ID: 281 188 613 478 8 Passcode: vg6UZ3dz

A. SCORING AND POINT DISTRIBUTION

The evaluation methodology and distribution and allocation of maximum points possible for each response component is provided in the Scoring and Point Distribution table below. There are 500 points available, excluding preferences and incentives. All point calculations will be rounded to two (2) decimal places (the nearest hundredth).

Scoring and Point Distribution

Evaluation Component Evaluation Methodology

Maximum Points Available

Response Submission Pass/Fail N/A Bidder Mandatory Qualifications Pass/Fail N/A Bidder Desirable Qualifications Scored 100 Understanding and Approach Scored 100 Cost Scored 200 Maximum Total Score of Non-Cost and Cost Points 500 Points Preferences and Incentives TACPA (O) Scored TBD Small Business Preference (O) Scored TBD DVBE Incentive (O) Scored TBD

State of California RFQ #EXE25-3532

A. RESPONSE SUBMISSION

The Bidder’s response will be reviewed to ensure the submission and completion of the required forms and documents and will be assessed on a Pass/Fail basis. If a Bidder’s response receives a fail for non-compliance with a submission requirement, it will be rejected. The following items must be submitted:

Submission Requirements

Attachment 1, Cover Sheet

Attachment 2, Redacted Copy

Attachment 3, Bidder Qualifications

Attachment 4, Understanding and Approach

Attachment 5, Cost Data Sheet

Attachment 6, Payee Data Record

Attachment 7, Confidentiality Statement

Attachment 8, Bidder Declaration

Attachment 9, SB and Non-SB Preference (submit if bidder claiming preference)

Attachment 10, DVBE Incentive (submit if claiming incentive)

Attachment 11, DVBE Subcontractor Agreement (submit if claiming incentive)

Attachment 12, Commercially Useful Function for SB and/or DVBE

Attachment 13, TACPA (submit only if bidder is claiming preference)

Attachment 14, Public Contract Code 2010 Certification

Attachment 15, Federal Motor Carrier Safety Administration Requirement

Attachment 16, CA Secretary of State / Fictitious Business Name

Attachment 17, Executive Order N-6-22 Russia Sanctions

Attachment 18, Recycled Content Plastic Trash Bag Compliance

State of California RFQ #EXE25-3532

B. BIDDER QUALIFICATIONS

The Evaluation Team will review the Bidder’s Attachment 3, Bidder Qualifications, of the Bidder’s response to determine if the Bidder meets all the BMQs as identified in Attachment 3. The BMQs in Attachment 3 will be assessed on a Pass/Fail basis. If one (1) or more of the BMQs receive a failing score (Fail), that Bidder’s Response will be rejected.

The Evaluation Team will also review Attachment 3 of the Bidder’s response to ascertain whether the Bidder qualifies for any of the BDQ points, in accordance with the criteria specified within Attachment 3. If the DMV is unable to validate that the information supplied by the Bidder qualifies for BDQ points, no points will be awarded for such experience. Any BDQ points awarded will be added to the staff qualification score. A maximum of 100 points may be awarded for the BDQ scoring.

Reference contacts listed on Attachment 3 may be contacted to verify information provided by the Bidder.

C. Understanding and Approach The Evaluation Team will review Attachment 4, Understanding and Approach, of the Bidder’s response to determine if the written Understanding and Approach narrative is in sufficient detail for completing the work required in the Statement of Work (RFQ Section III). The Evaluation Team will score and assign a rating value for the response, as listed below. A maximum of 100 points may be awarded for the Understanding and Approach narrative scoring.

Rating Values Rating Criteria

Excellent: Narrative was complete and detailed. Displayed an in-depth understanding of subject. Education and/or experience indicated an ability to perform the tasks at an exceptional level.

Good: Narrative indicated a good understanding of the subject.

Education and/or experience related directly to the subject.

Demonstrated an ability to perform the tasks well.

Fair: Narrative expressed average information and understanding of the subject. Demonstrated an ability to perform fairly in the subject area.

Indicated a need for more experience and/or education to adequately perform the tasks.

Poor: Narrative partially addressed the topic(s). Demonstrated little or marginal understanding of the subject. Indicated little education and/or experience in subject area in order to perform tasks successfully.

No Value: Narrative was unclear or was not responsive to the topic(s) asked. Indicated a lack of familiarity with the subject matter.

Education and/or experience lacked possession of necessary skills needed to perform the tasks.

State of California RFQ #EXE25-3532

D. COST

The Bidder’s Attachment 5, Cost Data Sheet will be validated to verify completeness and mathematical accuracy. After costs worksheets have been verified for accuracy, the Bidder with the highest monthly flat-rate rent payment per DMV field office will receive the maximum score of 200 points. All other bidders will receive a proportionally lower score using the ratio of the Bidder’s proposed rent to the highest proposed rent payment applied to the maximum points of 200, as shown in the Bidder cost score formula below:

Bidder Cost Score Formula

(Lowest proposed monthly flat-rate rent) X 200 points = Bidder

Cost Score (Bidder’s proposed monthly flat-rate rent)

E. PREFERENCES AND INCENTIVES (SB, DVBE, TACPA)

Bidders who claim preference points will be evaluated to determine whether they submitted the required forms, documents, exhibits/attachments, and/or the responses necessary to validate their qualification and eligibility for the claimed preference(s). If the State determines that the submitted information is insufficient or that the required documents do not otherwise validate the eligibility for points in any of the claimed programs, then the points for that program will not be added to the Bidder’s final overall proposal score. If the State is able to validate the Bidder’s claim, the qualified preference points will be applied to the Bidder’s final overall proposal score.

F. AWARD

Award of Contract, if made, will be to the responsible Bidder whose response complies with all the requirements of this RFQ and any addenda thereto, and whose response achieves the highest number of total points for experience, understanding and approach, Preferences and Incentives, if applicable, and cost.

State of California RFQ #EXE25-3532

SECTION III: STATEMENT OF WORK

SEE ATTACHMENT TITLED:

DMV RFQ #EXE25-3532 – SECTION III – STATEMENT OF WORK

State of California RFQ #EXE25-3532

SECTION IV: ATTACHMENTS

ATTACHMENT 1 – COVER SHEET

The submission of this quote does not obligate the Department of Motor Vehicles to fund the proposed contract. If the quote is approved for funding, a contract will be executed between the State of California and the Bidder. When funding is authorized, the Bidder will be expected to adhere to the terms of the executed contract.

By signing Attachment 1 - Cover Sheet, the Bidder agrees to the terms and conditions listed in Section I, F, Bidders Instructions and Provisions.

The undersigned bidder hereby proposes to furnish all labor, materials, tools and equipment, to provide services in accordance with the specifications and provisions received with the RFQ.

1. Full Legal Name of Bidder’s Organization:

2. Mailing Address:

Street City State Zip

Telephone FAX Email

3. Federal Taxpayer Identification Number:

4. Principal who is authorized to bind the bidder:

Typed Name Title

Original Signature Date

5. Bidder’s contact person shall be:

(Name and Phone Number)

Signature on Attachment 1 and submission of bid acknowledges acceptance and compliance with the Department of Transportation Federal Motor Carrier Safety Administration Non- Discrimination Assurances located at :

www.dmv.ca.gov/portal/uploads/2020/05/fmcsa_titlevi_appendixaande.pdf

Signature on Attachment 1 and submission of bid also acknowledges acceptance and compliance of the CA State’s IT General Provisions located at:

https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document- Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf

State of California RFQ #EXE25-3532

ATTACHMENT 2

THIS PAGE IS INTENTIONALLY BLANK.

State of California RFQ #EXE25-3532

ATTACHMENT 3 – BIDDER QUALIFICATIONS

The Bidder must meet each Bidder Mandatory Qualifications listed below:

BMQ

Bidder Mandatory Qualifications (BMQ) a.* Experience Project(s) b.* Relevant

Experience(s)

1.

Bidder has a minimum of five

(5) years of experience…