DMV_RFQ__ISD24-1657_SECTION_I,_II,_IV.pdf

STATE OF CALIFORNIA

Department of Motor Vehicles

QUOTE DUE DATE:

October 14, 2024, by 10:00 AM

Supplier name and address:

Contact:

Phone:

Fax:

Name (Print):

Title:

Signature:

_____________________ Date:

Federal Employer Identification Number:

Sealed Bid Responses must be delivered before XX:XX 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

DMV RFQ#ISD24-1657

REV. #: 0

DATE: September 19, 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) #ISD24-1657 is to purchase National Change of Address (NCOA) services as described in Section III of this RFQ. 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 #ISD24-1657

SECTION I GENERAL INFORMATION

You are invited to review and respond to this Request for Quotation (RFQ), entitled DMV RFQ #ISD24-1657. In submitting your quote, you must comply with the instructions found herein. The services required are delineated in the Statement of Work. Please read the enclosed document carefully.

Only bids quoted on the State’s own quotation forms will be considered.

Bids must be submitted as follows:

1. One (1) printed copy of the Bid must be submitted by the time and date identified in Section I, C, Key Action Dates.

2. The Bid must be submitted in a SEALED envelope/package with the solicitation number and the bid due date and time clearly marked on the outside of the envelope/package.

3. Mail or deliver the Bid to the DMV Procurement Analyst listed on Page 1 of this RFQ. For delivery off a bid, the Bidder shall contact the DMV Procurement Analyst to schedule their bid delivery date and time.

4. Attachment 3, Cost Data Sheet must be sealed in a separate envelope and submitted at the same time as the bid. Bidder must ensure than no cost information of any type is shown in their bid, except in the “SEALED COST DATA SHEET” envelope. The inclusion of costs in any fashion or format in any other place in the bid except for the sealed Cost Data Sheet may result in immediate rejection of the bid.

5. Bids must be received no later than the date and time specified on the cover of this RFQ and in Section I.C. Key Action Dates. Bids received after the bid submission date and time will not be considered. It is the Bidder’s responsibility to ensure bids are received by the due date and time. Postmark dates are not acceptable.

6. Facsimile machine bids and emailed bids will not be accepted. Bids must be sealed.

A) Purpose of this Request for Quotation (RFQ)

The State of California, Department of Motor Vehicles requires the services of a Contractor to provide, as described in Section III, Statement of Work, the following:

1. A file-based National Change of Address (NCOA) service, including all the task required to update the Vehicle Registration (VR) Renewal Notice Print Records received with address changes from the United States Postal Service (USPS) NCOA database, address standardization, zip + 4 codes, and delivery point barcodes, via electronic (DMV’s SFTP/VPN) delivery.

2. Data Personator API software for Address Standardization and Validation for real-time with up to 1,000,000 records per year.

3. Data Smartmover bulk-based API software with National Change of Address (NCOA) services with address changes from the United States Postal Service (USPS) NCOA database, address standardization, zip + 4 codes, and delivery point barcodes, with up to 500,000 records per year.

State of California RFQ #ISD24-1657

B) Period of Performance and Availability

The term of this Agreement will be one (1) year. The contract will include the option to add funds, up to the amount of original contract value. The DMV, at its sole discretion, may exercise its option to add funds for the continuation of services as defined in this Statement of Work.

The contractor shall not be authorized to deliver or commence performance of services as described in this 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.

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. DMV RFQ #ISD24-1657 Published on CalEprocure 9/19/24

2. Submission of Written Questions Due 9/26/24 no later than 10:00 am PDT

3. Departments Response to Written Questions 9/30/24

4. Submission of Quotes* 10/14/24 no later than 10:00 am PDT

5. Contract Award 10/18/24

6. Anticipated Contract Start Date 11/1/24

*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.

D) Written Questions

All questions regarding the content of this RFQ must be submitted electronically 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 written questions (#2 in the Key Action Date table 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.

State of California RFQ #ISD24-1657

E) Bidder’s Instructions and Provisions

The following information is incorporated into this RFQ. Please read the documents carefully. By signing Section IV, Attachment I, Cover Letter, bidders agree 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. General Provisions – Information Technology:

https://www.dgs.ca.gov/-/media/Divisions/PD/PTCS/OPPL/Model- Language/IT/ITGeneralProvisions062122.pdf?la=en&hash=A627F242C01919F872687E

C62B8BC6BF41BE876E

F) Award of Contract

Award of contract, if made, will be in accordance with the RFQ information in Section II, Evaluation Information, 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.

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.

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 the Solicitation, 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:

State of California RFQ #ISD24-1657

Department of General Services Procurement Division, Support Services Unit 707 Third Street, Second Floor West Sacramento, CA 95605 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.

H) 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 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

Acceptable responses to this RFQ must contain one (1) of all data/information requested. Refer to Section IV, Attachments, for more information on the documents required for the RFQ Response Content. To be deemed responsive, the following items must be submitted with your RFQ response:

1. ATTACHMENT 1 – COVER LETTER

Bidder must complete and submit the cover letter provided in Attachment 1.

2. ATTACHMENT 2 - BIDDER MANDATORY QUALIFICATIONS

Bidder must complete and submit Attachment 2, Bidder Mandatory Qualifications (BMQ). Bidder experience provided for compliance with Attachment 2 BMQs 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. Attachment 2 must be completed with the following:

State of California RFQ #ISD24-1657

a. Experience Project(s): For each relevant experience used to meet the BMQ, provide the (1) company name, (2) the project name, and (3) the time period of the proposed staff’s engagement with the project. The Bidder must use a MM/DD/YYYY format when indicating project time period start and end dates. If a Bidder submits a response in any other date format, the DMV will count only the whole months or years between the start and end dates. For example, if a Bidder cites start and end dates for a project as 6/2019 to 12/2019, the Bidder would only be credited with five (5) months of experience.

Full-time and part-time month equivalent definition: For each BMQ that is met or partially met with the referenced project, specify the number of full-time month equivalents experience that the Bidder accrued on the referenced project. For each period in which the Bidder performed work applicable to the claimed experience for a minimum of 20 workdays for a minimum total of 140 hours (the minimum required to represent working full-time), the Bidder accrues one (1) full-time month equivalent experience.

To calculate and report the full-time month equivalents experience for Bidder who worked part-time (partial) on a referenced project, use the following calculation: If the Bidder worked half (½) time on a referenced project, experience should be pro-rated to one-half (½) or 0.5-month full-time month equivalent experience for each period in which the Bidder worked a minimum of 70 hours over 20 State Business Days in a month.

For each BMQ that the Bidder’s work on a referenced project addresses, report the total number of full-time month equivalents’ experience the Bidder‘s work represents using the calculations as previously described in this Section, which depend upon the time period (calendar period) during which the Bidder worked on the referenced project and whether the Bidder worked on a full-time or some other basis.

b. Relevant Experience: For each relevant experience, provide (1) a description of the Bidder’s role in the listed project(s); (2) a description of the relevant experience from the listed project.

c. Reference: Provide Reference information about the relevant experience: (1) contact name; (2) company name; (3) phone number;

and (4) email address.

d. Total Duration: Provide the sum of all time Period(s) from the Experience Projects listed to meet the BMQ. For example, if the Bidder had 14 months experience on project #1 and 37 months experience on project #2 for BMQ #1, then enter a total of 51 months.

3. ATTACHMENT 3 – COST DATA SHEET

Bidder must complete and submit the cost data sheet provided in Attachment 3.

There will be no increase in hourly rates for extended hours or days. 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 #ISD24-1657

4. ATTACHMENT 4 – PAYEE DATA RECORD

Bidder must complete and submit a Payee Data Record, Std. 204 as Attachment

4. The Payee Data Record form is available at the following website link:

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

5. ATTACHMENT 5 – CONFIDENTIALITY STATEMENTS

The Bidder must complete and submit the Conflict of Interest and Confidentiality Statement provided in Attachment 5. Attachment 5 must be signed by a person authorized to bind the bidding company. In addition, if awarded the contract, all proposed staff will be required to submit a signed hardcopy of Attachment 5 prior to commencement of work on this contract.

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 must agree to the State’s confidentiality requirements by submitting a signed Attachment 5, Confidentiality Statements, for the Bidder’s company and personnel, agents, and subcontractors.

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.

State of California RFQ #ISD24-1657

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.

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:

State of California RFQ #ISD24-1657

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.

6. ATTACHMENT 6 – BIDDER DECLARATION FORM

Bidder must complete and submit the Bidder Declaration GSPD-05-105 with the bid response as Attachment 6, 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

7. ATTACHMENT 7 – SMALL BUSINESS AND NON-SMALL BUSINESS PREFERENCE

Bidder must complete Attachment 7 and submit as Attachment 7 of the Bidder’s response, ONLY IF BIDDER IS CLAIMING 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.

State of California RFQ #ISD24-1657

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).

8. ATTACHMENT 8 – DVBE INCENTIVE

THE CALIFORNIA DVBE PARTICIPATION PROGRAM REQUIREMENTS HAVE BEEN

REMOVED FOR THIS SOLICITATION, HOWEVER, THE DVBE INCENTITIVE IS

APPLICABLE. IF CLAIMING THE DVBE PREFERENCE, THE BIDDER MUST BE A CA

CERTIFIED DVBE, OR PARTNER WITH A CA CERTIFIED DVBE, THAT PROVIDES A

COMMERCIAL USEFUL FUNCTION, OR THEIR BID WILL BE DEEMED NON-RESPONSIVE

An incentive for DVBE participation is optional. The Std. 843 must be submitted as Attachment 8 of a Bidder’s response if the Bidder is either a certified CA DVBE or subcontracting with a certified CA DVBE. The Std. 843 is found at 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.

State of California RFQ #ISD24-1657

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 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 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 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 Disabled Veteran Business Enterprise (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

State of California RFQ #ISD24-1657 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.

9. ATTACHMENT 9 – DVBE SUBCONTRACTOR AGREEMENT

If utilizing a DVBE subcontractor, as indicated in method A1.c or A2.c in the following link, the Bidder must submit the signed (by the prime and DVBE subcontractor) agreement from Attachment 9 with their bid response:

CA DVBE Program Requirements

10. ATTACHMENT 10 – COMMERCIALLY USEFUL FUNCTION FOR SMALL BUSINESS

AND/OR DVBE SUBCONTRACTORS

Bidder must provide a written explanation delineating what Commercially Useful Function each certified small business or certified disabled veteran business will provide for this RFQ by completing and submitting in their response, Attachment 10 for each certified small business and/or certified DVBE subcontractor listed on the bid response.

11. ATTACHMENT 11 – TACPA

SUBMIT ONLY IF BIDDER IS CLAIMING PREFERENCE. Bidder must complete and submit Attachment 11 to claim the TACPA preference. If the Bidder qualifies for more than one bidding preference (TACPA, Small Business) in response to this RFQ, the maximum preference allowed by law is 15% or $100,000.

a) TARGET AREA CONTRACT PREFERENCES ACT (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 California Code (Title 2, Section 1896.30) regarding labor needed to produce the goods or provide the services being procured. Bidders desiring to claim Target Area Contract Preferences Act shall complete Std. Form 830 and Std. 525 Form and submit both forms with the bid response.

12. ATTACHMENT 12 – PUBLIC CONTRACT CODE 2010 CERTIFICATION

Bidder must complete and submit Attachment 12. 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 #ISD24-1657

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).

13. ATTACHMENT 13 – 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 13 and located at: 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.

14. ATTACHMENT 14 – CA SECRETARY OF STATE (SOS)/FICTITIOUS BUSINESS NAME

A copy of each 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 14 at the time bid is due.

At the time the offer is due, 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 response.

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 site:

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

State of California RFQ #ISD24-1657

15. ATTACHMENT 15 – DMV ACCEPTABLE USE STATEMENT

Bidder must complete and submit Attachment 15 on behalf of the company in the Bidder’s response.

16. ATTACHMENT 16 – GENERATIVE ARTIFICIAL INTELLIGENCE (GenAI) DISCLOSURE

AND FACT SHEET

Attachment 16, Generative Artificial Intelligence (GenAI) Disclosure And Fact Sheet must be completed and submitted in the Bidder’s response.

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies. The Bidder must notify the State in writing if their solution or service includes, or makes available, any GenAI including, GenAI from third parties or subcontractors. The State has developed a GenAI Reporting and Factsheet (STD 1000) to be completed by the Bidder/Offeror/Contractor. Failure to submit the GenAI Reporting and Factsheet (STD 1000) will result in disqualification of the Bidder. Failure to report GenAI to the State may void any resulting contract. The State reserves its right to seek any and all relief to which it may be entitled to as a result of such nondisclosure. Upon receipt of a Bidder GenAI Reporting and Factsheet (STD 1000), the state reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State."

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.”

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.

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.

State of California RFQ #ISD24-1657

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.

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 budgetary limits, the quote may be deemed non-responsive. Bidder’s quote 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.

State of California RFQ #ISD24-1657

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 bid. 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 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.

14. Contractor shall comply with Executive Order N-6-22, Economic Sanctions Against Russia. The Executive Order is available at the following website:

https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine- Executive-Order.pdf.

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. By submitting a quote or proposal, Contractor represents that it is not a target of Economic Sanctions. 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 rejection of the Contractor’s quote/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

State of California RFQ #ISD24-1657

SECTION II EVALUATION INFORMATION

Each RFQ #ISD24-1657 bid will be checked for the presence of required information in conformance with the submission requirements of this RFQ. The DMV will evaluate each RFQ #ISD24-1657 bid to determine its responsiveness to the RFQ requirements.

1) Administrative Requirements Evaluation Criteria (Pass/Fail)

The Bid will be reviewed to ensure the submission and completion of the required forms and documents, and in the quantities requested. The Administrative Evaluation will be assessed on a Pass/Fail basis. In order to move to the Technical Evaluation, the Bid offer must achieve a passing score (Pass) on each form and/or document listed below. If a Bid does not pass the Administrative Evaluation, it will be rejected.

Administrative Evaluation Criteria

Attachment 1 – Cover Letter

Attachment 2 – Bidder Mandatory Qualifications

Attachment 3 – Cost Data Sheet

Attachment 4 – Payee Data Record

Attachment 5 – Confidentiality Statements

Attachment 6 – Bidder Declaration Form

Attachment 7 – Small Business and Non-Small Business Preference

Attachment 8 – DVBE Incentive

Attachment 9 – DVBE Subcontractor Agreement

Attachment 10 – Commercially Useful Function for SB and/or DVBE Subcontractors

Attachment 11 – TACPA (submit only if bidder is claiming preference)

Std. 830 TACPA

DGS/PD 526 Bidder’s Summary

DGS/PD 525 Manufacturer’s Summary

Attachment 12 – Public Contract Code 2010 Certification

Attachment 13 – Federal Motor Carrier Safety Administration

Attachment 14 – CA Secretary of State (SOS)/Fictitious Business Name

Attachment 15 – DMV Acceptable Use Statement

Attachment 16 – Generative Artificial Intelligence Disclosure and Fact Sheet

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

State of California RFQ #ISD24-1657

2) Technical Requirements Evaluation Criteria (Scored)

The Bidder’s Attachment 3, 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’s cost score formula below:

Bidder Cost Score Formula

(Lowest proposed total cost) X 500 points = Bidder cost score

(Bidder’s proposed total cost)

3) Award

The award will be made to the highest scored bid after meeting all requirements.

State of California RFQ #ISD24-1657

SECTION III STATEMENT OF WORK

The Statement of Work for this section is provided as a separate 37 page document, titled:

Section III, Statement of Work

State of California RFQ #ISD24-1657

SECTION IV ATTACHMENTS

ATTACHMENT 1 – COVER LETTER

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 Letter, bidders agree to the terms and conditions listed in Section I, E, 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/en/SearchResult?search=IT%20General%20Provisions&divisionid=

State of California RFQ #ISD24-1657

ATTACHMENT 2 – BIDDER MANDATORY QUALIFICATIONS

The Bidder must meet each Bidder Mandatory Qualifications listed below:

BMQ

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

Experience(s) c* Reference

1.

At least five (5) years of experience processing NCOA records with a minimum volume of 325,000 to 3.5 million records a week.

a.

Company Name:

b.

Role:

c.

Contact Name:

Project Name: Company Name:

Description of relevant experience:

Phone Number:

Time Period: Email:

a.

Company Name:

Project Name: Company Name:

Description of relevant experience:

d. Total Duration:

2.

At least five (5) years of experience processing files in Extended Binary Coded Decimal Interchange Code (EBCDIC) with FIXED length records.

Project Name: Company Name:

Description of relevant experience:

Project Name: Company Name:

Description of relevant experience:

*Each Project (a.), Relevant Experience (b.), and Reference (c.) shall be tied together with a lower-case letter. Add or delete rows as necessary.

State of California RFQ #ISD24-1657

ATTACHMENT 2 – BIDDER MANDATORY QUALIFICATIONS, continued

BMQ

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

Experience(s) c* Reference

3.

At least five (5) years of experience processing EBCDIC files containing binary fields.

a.

Company Name:

Project Name: Company Name:

Description of relevant experience:

Project Name: Company Name:

Description of relevant experience:

4.

At least five (5) years of experience processing EBCDIC files containing zoned numeric fields.

Project Name: Company Name:

Descr…