DMV_RFQ__FOD24-2103_SECTION_I_II_IV.pdf

STATE OF CALIFORNIA

Department of Motor Vehicles

QUOTE DUE DATE:

February 10, 2025

Supplier name and address:

Contact:

Phone:

Fax:

Name (Print):

Title:

Signature:

Date: ____________________

Federal Employer Identification Number:__________________

Sealed Bid Responses must be delivered before 10:00 AM on the due date to:

Rafael Gonzalez ASD IT Acquisitions Department of Motor Vehicles 2415 First Ave, Mail Stop E112 Sacramento, CA 95818 Phone# (916) 818-2820 rafael.gonzalez@dmv.ca.gov

RFQ #FOD24-2103

REV. #: 0

DATE: January 14, 2024

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 or Disabled Veterans Business preference, the information set forth within is true and correct.

DESCRIPTION

The purpose of this Request for Quotation (RFQ) #FOD24-2103 is to purchase the rental of postage systems, including all labor, tools, materials, equipment (including replacement meters), supervision, travel, shipping and handling costs, taxes, delivery, set up and removal of equipment, repairs, insurance, and permit fees necessary to maintain the postage systems in good working condition at locations throughout California, as described in Section III, Statement of Work. In submitting a quote, bidders must comply with the instructions found herein. Please read the enclosed document carefully.

The following Sections are incorporated as part of this RFQ:

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

State of California RFQ #FOD24-2103

SECTION I: GENERAL INFORMATION

You are invited to review and respond to this RFQ, entitled RFQ #FOD24-2103. 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.C. 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 responses are received by the due date and time. Postmark dates are not acceptable. FACSIMILE MACHINE QUOTES WILL NOT BE

ACCEPTED.

The State assumes no responsibility for internet/system technical difficulties experienced by the Bidder that results in the quote not being timely received by the DMV. Late quotes will not be considered. Quotes will not be considered if transmitted to any entity or individual other than the DMV IT Acquisitions contact on Page 1 of this RFQ.

The quote response must be submitted as follows:

One (1) electronic copy of response, excluding Attachment 2, Costa Data Sheet, emailed to: RAFAEL.GONZALEZ@DMV.CA.GOV One (1) Attachment 2, Cost Data Sheet (hard-copy) in a sealed envelope with the following marked on the outside of the sealed envelope:

Bidder’s name

RFQ #FOD24-2103

Attachment 2, Cost Data Sheet

One (1) electronic copy of Attachment 2, Cost Data Sheet, on a Compact Disk (CD), Digital Video Disc (DVD), or USB Flash Drive containing a complete Portable Document Format (PDF) of the Bidder’s Attachment 2 in the sealed envelope that includes Attachment 2, Cost Data sheet (hard-copy).

Mail or deliver the sealed Cost Data sheet envelope to the DMV Procurement Analyst at the address listed on Page 1 of this RFQ no later than the date and time specified on Page 1 of this RFQ and in Section I.C. Key Action Dates. Attachment 2, Cost Data Sheets received after the Submission of Quotes date and time will not be considered.

Bidders must ensure that no cost information of any type is shown in their quote response, except in the sealed Cost Data Sheet envelope. The inclusion of costs in any fashion or format in any other place in the quote response except for the sealed Cost Data Sheet envelope and the electronic copy of the Cost Data Sheet may result in immediate rejection of the proposal.

If physically dropping off a bid, the Bidder shall contact the DMV Procurement Analyst and schedule bid drop off date and time.

State of California RFQ #FOD24-2103

A) Purpose of this RFQ

The State of California, Department of Motor Vehicles (DMV) requires the services of a Contractor to provide the rental of postage systems, including all labor, tools, materials, equipment (including replacement meters), supervision, travel, shipping and handling costs, taxes, delivery, set up and removal of equipment, repairs, insurance, and permit fees necessary to maintain the postage systems in good working condition at locations throughout California, as described in Section III, Statement of Work.

B) Period of Performance and Availability The term of this Agreement will be as describe in Section III, Statement of Work, subsection B, Contract Term. The Contractor shall not be authorized to deliver or commence performance of services as described in the Statement of Work (SOW) until written approval has been obtained from all entities. No delivery or performance of service may commence prior to the execution of a written contract.

The selected Contractor must be able to meet the requirements of this RFQ and be ready to begin work within ten (10) business days of the contract award date specified in Section I, subsection C, Key Action Dates.

C) 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 #FOD24-2103 on CaleProcure 1/14/25

2. Submission of written questions 1/21/25 no later than 10:00 AM PST

3. Departments response to written questions 1/22/25

4. Submission of Quotes* 2/10/25 no later than 10:00 AM PST

5. Public Cost Opening* 2/11/25 at 10:00 AM PST

6. Issue Intent to Award (if cost exceeds $100,000.)* 2/11/25

7. Contract Award* 2/19/25

8. Contract Start Date* 3/1/25 or 4/1/25, as indicated in Section III, Statement of Work

*NOTE: All dates after the Submission of Quotes deadline (above) 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 #FOD24-2103

D) Written Questions All questions regarding the content of this RFQ must be submitted in writing to Rafael Gonzalez, DMV Procurement Analyst, at Rafael.Gonzalez@dmv.ca.gov. All questions must be received by the Key Action Date identified above. Questions not submitted in writing by the Key Action Date for Submission of Questions 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 (DGS) eProcurement System at the following website: https://caleprocure.ca.gov/pages/index.aspx.

E) 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, bidders agree to the terms and conditions listed below:

Bidder’s Instructions:

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

General Provisions – Information Technology https://www.dgs.ca.gov/%7E/media/Divisions/PD/Acquisitions/Solicitation-Document- Attachments/GSPDITGP-NonCloudRevised-and-Effective-111224.docx

F) 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.

G) 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 #FOD24-2103

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 solicitation. 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:

Deputy Director, Procurement Division 707 Third Street, Second Floor South West Sacramento, CA 95605 Email: PDProtest@dgs.ca.gov

Business Hours: 8:00 am – 5:00 pm

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 vendor” will be heard and resolved by the Government Claims Program whose decision will be final.

H) RFQ Response Guidelines This RFQ and the Bidder’s quote in response to this document will be made a part of the contract. 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 the Bidder’s Statement of Work.

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

I) RFQ Response Content To be deemed responsive, the following items must be submitted with your RFQ response:

1. ATTACHMENT 1 – COVER SHEET

Bidder must complete RFQ #FOD24-2103, 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 – COST DATA SHEET

Bidder must complete Attachment 2, Cost Data Sheet and submit as Attachment 2 in a SEALED envelope with the Bidder’s name, RFQ #FOD24-2103 and Attachment 2 Cost Data Sheet clearly marked on the outside of the

State of California RFQ #FOD24-2103 envelope. The sealed Cost Data Sheet must be sealed in a separate envelope and submitted as indicated on page 2 of this RFQ.

Bidders must ensure that no cost information of any type is shown in their quote response, except in the sealed Cost Data Sheet envelope. The inclusion of costs in any fashion or format in any other place in the quote response except for the sealed Cost Data Sheet envelope and the electronic copy of the Cost Data Sheet 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.

3. ATTACHMENT 3 – PAYEE DATA RECORD

Bidder must complete and submit a Payee Data Record, Std. 204, as Attachment 3 of the Bidder’s response. The Payee Data Record form is available at the following website link:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

4. ATTACHMENT 4 – CONFIDENTIALITY STATEMENT

The Bidder must complete Attachment 4, Confidentiality Statement by a person authorized to bind the bidding company and submit as Attachment 4 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 Vendor 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.

State of California RFQ #FOD24-2103

The Vendor 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).

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.

State of California RFQ #FOD24-2103

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.

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

5. ATTACHMENT 5 – BIDDER DECLARATION

The Bidder must complete the Bidder Declaration (GSPD-05-105) and submit as Attachment 5 of the Bidder’s response, even if no subcontractors are being submitted. When completing the declaration, bidders 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 solicitation.

Bidders awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution, and it is incorporated by amendment to the contract.

The Bidder Declaration is available at the following link:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

When completing the declaration, Bidders must identify all subcontractors proposed to participate in the contract and a description of the product and/or services the subcontractor will provide in the proposed contract. The Bidder awarded the 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.

6. ATTACHMENT 6 – SMALL BUSINESS AND NON-SMALL BUSINESS PREFERENCE

Bidder must complete Attachment 6 and submit as Attachment 6 of the Bidder’s response, only if the Bidder is claiming the Small Business (SB)/Non-SB preference as follows:

State of California RFQ #FOD24-2103

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 the following link: (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.

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.

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).

State of California RFQ #FOD24-2103

7. ATTACHMENT 7 – 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 must be submitted as Attachment 7 of a Bidder’s response if the Bidder is either a certified CA DVBE or subcontracting with a certified CA DVBE. The Std. 843 may be found on the following website:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf

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 California Disabled Veteran Business Enterprise 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%

b) ADDITIONAL INFORMATION:

Certified SBs and DVBEs 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 disabled veteran business enterprise (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

State of California RFQ #FOD24-2103 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 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.

8. ATTACHMENT 8 – DVBE SUBCONTRACTOR AGREEMENT

If utilizing a DVBE subcontractor, the Bidder must complete Attachment 8, signed by the Bidder and DVBE subcontractor, and submit in the Bidder’s response as Attachment 8.

9. ATTACHMENT 9 – COMMERCIALLY USEFUL FUNCTION FOR SMALL BUSINESS AND/OR

DVBE SUBCONTRACTORS

Bidder must complete Attachment 9 and submit as Attachment 9 of the Bidder’s response for each certified small business and/or certified DVBE subcontractor listed on the bid response.

10. ATTACHMENT 10 – TACPA PREFERENCE

Bidders desiring to claim Target Area Contract Preferences Act shall complete Std. Form 830 and Std. 525 Form and submit both forms as Attachment 10 of the Bidder’s response. 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 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.

11. ATTACHMENT 11 – PUBLIC CONTRACT CODE 2010 CERTIFICATION

Bidder must complete Attachment 11 and submit as Attachment 11 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

State of California RFQ #FOD24-2103

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).

12. ATTACHMENT 12 – FEDERAL MOTOR CARRIER SAFETY ADMINISTRATION NON-

DISCRIMINATION ASSURANCE

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 the following website: https://www.dmv.ca.gov/portal/file/fmcsa-appendix-a-and-e-pdf/

The CA DMV, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, all contractors will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of the owner’s race, color, national origin, sex, age, disability, income-level, or LEP in consideration for an award.

13. ATTACHMENT 13 – CA SECRETARY OF STATE/FICTITIOUS BUSINESS NAME

A copy of each bidder’s current California Secretary of State’s (SOS) listing or Fictitious Business Name listing, if applicable, must be included in the Bidder’s response as Attachment 13 at the time bid is due.

If your company is a Corporation, a Limited Liability Company (LLC), a Limited Liability Partnership (LLP), or a Limited Partnership (LP), you must be registered with the California Secretary of State (SOS) to be awarded a contract. For Corps, LLCs, and LPs, a screen print from the SOS website showing your status as active will meet this requirement. For LLPs, a copy of your Certificate of Status from the SOS is required. The contact information for the SOS is Online Business Services California Secretary of State. If your company is a Sole Proprietor or a Partnership, registration with the SOS is not required.

Fictitious business name Companies “doing business as” (dba) a different name than as registered with the California Secretary of State, must include a valid Fictitious Business Name Statement with their offer. This statement is filed with the California County in which your firm conducts business and is valid for five years from the date it was filed in the office of the County Clerk. When a company has no place of business in California, they shall file with the County Clerk of Sacramento County at the following link:

https://actonline.saccounty.net/CitizenAccess/SACCO_FBNSearch.aspx

State of California RFQ #FOD24-2103

14. ATTACHMENT 14 – DMV ACCEPTABLE USE STATEMENT

Attachment 14 must be signed and submitted on behalf of the company in the Bidder’s response.

In addition, if selected, all proposed contractor staff named in the contract must complete security training and sign the DMV’s Acceptable Use Statement (DMV

350) before beginning work and annually thereafter.

15. ATTACHMENT 15 – GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

AND FACT SHEET

Attachment 15, GenAI Reporting and Factsheet (STD 1000), must be completed and submitted as Attachment 15 of the Bidder’s response.

Failure to disclose GenAI to the State and submit the GenAI Disclosure & Factsheet (STD. 1000) will result in disqualification of the Bidder and may void any resulting contract. The State reserves its right to seek any and all relief it may be entitled to as a result of such non-disclosure.

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

16. ATTACHMENT 16 – 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.

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 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.

J) 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.

State of California RFQ #FOD24-2103

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 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.

State of California RFQ #FOD24-2103

11. The Bidders that are Small Businesses (SB) and/or Disabled Veteran Business Enterprises (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 #FOD24-2103

SECTION II: EVALUATION INFORMATION

All Bidder responses received by the time and date specified in Key Action Dates (RFQ Section I, subsection C), 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, sealed, 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 2, Cost Data Sheet, will remain sealed until the Public Cost Opening. The Bidder’s sealed 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 at the following location on the date and time listed in Key Action Dates:

DMV Headquarters Lobby 2415 First Avenue, Sacramento, California 95818

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 Cost Scored 500 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 #FOD24-2103

B. RESPONSE SUBMISSION

The Evaluation Team will review the Bidder’s response to ensure the submission and completion of the required forms and documents, and in the quantities requested 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, Cost Data Sheet

Attachment 3, Payee Data Record

Attachment 4, Confidentiality Statement

Attachment 5, Bidder Declaration

Attachment 6, Small Business and Non-Small Business Preference (submit only if bidder is claiming preference)

Attachment 7, DVBE Incentive (submit only if bidder claiming incentive)

Attachment 8, DVBE Subcontractor Agreement (submit only if bidder claiming incentive)

Attachment 9, Commercially Useful Function (submit only if bidder is including a certified small business and/or DVBE as part of bid response)

Attachment 10, TACPA (submit only if bidder is claiming preference)

Attachment 11, Public Contract Code 2010 Certification

Attachment 12, Federal Motor Carrier Safety Administration Non-Discrimination Assurance

Attachment 13, CA Secretary of State Verification/Fictitious Business Name

Attachment 14, DMV Acceptable Use Statement

Attachment 15, Generative Artificial Intelligence Disclosure and Fact Sheet

Attachment 16, Executive Order N-6-22 Russia Sanctions

C. COST

The Bidder’s Attachment 2, Cost Data Sheet will be validated to verify completeness and mathematical accuracy. After costs worksheets have been verified for accuracy, the Bidder with the lowest proposed total cost will receive the maximum score of 500 points. All other bidders will receive a proportionally lower score using the ratio of the lowest proposed total cost to the Bidder’s proposed total cost applied to the maximum points of 500, as shown in the Bidder Cost Score Formula below:

State of California RFQ #FOD24-2103

Bidder Cost Score Formula

(Lowest proposed total cost) X 500 points = Bidder Cost Score

(Bidder’s proposed total cost)

D. 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.

E. 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.

State of California RFQ #FOD24-2103

SECTION III: STATEMENT OF WORK

SEE ATTACHMENT TITLED:

RFQ #FOD24-2103 SECTION III – STATEMENT OF WORK

State of California RFQ #FOD24-2103

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 this Attachment 1, Cover Sheet, the Bidder agrees to the terms and conditions listed in RFQ #FOD24-2103, Section I.E, Bidder’s 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 RFQ

#FOD24-2103.

1. Full Legal Name of Bidder’s Organization:

2. Mailing Address:

Street City State Zip

Telephone Number FAX Email

3. Federal Taxpayer Identification Number:

4. Authorized Bidder representative that can bind the company contractually:

Typed Name Title

Original Signature Date

5. Bidder’s contact person named if awarded the proposed contract 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/%7E/media/Divisions/PD/Acquisitions/Solicitation-Document- Attachments/GSPDITGP-NonCloudRevised-and-Effective-111224.docx

State of California RFQ #FOD24-2103

ATTACHMENT 2 – COST DATA SHEET

1. For services rendered as required under this Agreement, and upon receipt and approval of the invoice(s) and any associated timesheets, status reports, or any other required documentation of work completed, the DMV agrees to compensate the Contractor at the Cost listed in #2 below (all taxes included), on a monthly basis in arrears. All payments are subject to pro-rata reduction for days on which services are not rendered as required under this Agreement.

2. Payment shall be made per postage system as shown in the table below:

Description

(a) Postage System

Quantity

(b) Postage System

Unit Cost

(c) Monthly

Cost (a x b = c)

1. Postage System Rental that processes high volume mail of at least sixty (60) pieces of mail per minute for office grades I, II, and III, the Commercial Drive Test Center (CDTC), and the Admin Region I (Redding, CA) offices, as described in Exhibit A, Statement of Work.

109 $ $

2. Postage System Rental that processes high volume mail of at least ninety-five (95) pieces of mail per minute for office grades IV and V, Driver Licensing Processing Center (DLPC), Industry Business Center (IBC), and the Admin Region V (Thousand Oaks, CA) offices, as described in Exhibit A, Statement of Work.

74 $ $

Monthly Total: $

2 Year Agreement Total (Monthly Total x 24) $

3. In the event the Contractor fails to render services required under this Agreement on a required workday 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 workdays services required under this Agreement were not rendered during service period) divided by (Total number of required workdays for the service period) multiplied by (the monthly service period rate) equals (Total reduction for the service period)

State of California RFQ #FOD24-2103

ATTACHMENT 3 - PAYEE DATA RECORD

The Bidder must provide a signed copy of the Payee Data Record with their response as Attachment 3. The form is available at this website link:

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

State of California RFQ #FOD24-2103

ATTACHMENT 4 – CONFIDENTIALITY STATEMENT

Confidentiality Statement for Contractor As an authorized representative or corporate officer of the company named below, I have the authority to bind the company contractually, and I agree that all persons employed by this company will adhere to the following policy:

All information belonging to the California Department of Motor Vehicles (DMV) is considered sensitive and confidential and cannot be disclosed to any person or entity that is not directly approved to participate in the work required to execute this Agreement.

I certify that I will keep all project information including (but not limited to) information concerning the planning, processes, development or procedures of the project, and all communication with DMV or its affiliates…