OPS26-4689_RFQ_CSCR_Statement_of_Work.pdf

STATE OF CALIFORNIA

Department of Motor Vehicles

QUOTE DUE DATE:

August 17, 2026

Supplier name and address:

Contact:

Phone:

Fax:

Name (Print):

Title:

Signature:

_____________________ Date:

Federal Employer Identification Number:

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

dmvasditacquisitionsbids@dmv.c a.gov

Kris Williams Phone# (916) 818-2825 Kris.Williams@dmv.ca.gov

Tracking #OPS26-4689

REV. #: 1

DATE: August 4, 2026

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 (OPS26-4689) is to request purchase of hardware preventative and remedial maintenance for three (3) IBML scanners. 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 Request for Quotation:

Section I: General Information Section II: Evaluation Information Section III: Statement of Work Section IV: Attachments mailto:dmvasditacquisitionsbids@dmv.ca.gov

State of California RFQ# OPS26-4689

SECTION I

GENERAL INFORMATION

You are invited to review and respond to this Request for Quotation, entitled (OPS26- 4689). 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.

It is the Bidder’s responsibility to ensure responses are received by the due date and time.

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 be considered if transmitted to any entity or individual other than the DMV IT Acquisitions contact above.

The quotes response must be submitted as follows:

1. Bids must be received via email no later than the date specified in the Key Action Dates.

The DMV will not accept any bids that are mailed, or hand delivered.

2. Bids shall be emailed in non-fillable PDF format (one [1] file that includes all required bid documents) to dmvasditacquisitionsbids@dmv.ca.gov. Only bids sent to this email will be considered. Bids that contain any bid information in the body of the email may be rejected.

Bids shall be sent to the email address listed above and contain the following information in the Subject Line only:

a. RFQ # OPS26-4689 for Kris Williams (IBML scanner maintenance) Due: August 27, 2026 at 10:00 AM (PDT).

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

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

4. Emailed bids will not be opened until after the date specified in the Key Action Dates.

5. Bidders that send bid submission emails that are successfully received by the DMV at the above email address will receive an automated confirmation of bid received email response (the response will only acknowledge the receipt of an email and not identify the RFQ tracking number. In the event a bidder does not receive an automated confirmation of bid received email response after sending a bid submission email to the above email address, the bidder shall be responsible for confirming the DMV’s receipt of their bid with the contact person indicated on the cover page of this RFQ package.

6. Bids must be received by the DMV no later than the date specified in the Schedule of Events. Any bid received after the specified due date shall be rejected.

7. Bids shall include all required bid documents identified in the Evaluation Information/Response Checklist. Only submit the required bid documents with your bid. Bids not including the required bid documents shall be deemed non-responsive. A non-responsive bid is one that does not meet the basic bid requirements.

A) Purpose of this Request for Quotation (RFQ)

The State of California, Department of Motor Vehicles requires the services of a Contractor to provide hardware preventative and remedial maintenance for three

(3) IBML scanners.

Period of Performance and Availability The term of this Agreement will be for one (1) year and includes two (2) six (6) month optional extensions for time and funds. 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.

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.B. Key Action Dates. If personnel offered by the selected contractor leaves the contractor’s firm or are otherwise unable to participate in this contract, they must be replaced with comparably qualified personnel who meet the minimum qualifications as stated within this RFQ. All replacement personnel are subject to approval by the State.

B) 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. Submission of written questions August 24, 2026

@ 10:00

AM(PDT)

2. Departments response to written questions August 25, 2026

3. Submission of Quotes August 31, 2026

@ 10:00

AM(PDT)

4. Issue Intent to Award (if cost exceeds $100,000.) *

August 31, 2026

5. Contract Award* September 4, *Note: ALL DATES AFTER THE SUBMISSION OF QUOTES DEADLINE (#3 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.

C) Written Questions

All questions regarding the content of this RFQ must be submitted electronically to Kris Williams, DMV Procurement Analyst, at Kris.Williams@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 (#1 in the Key Action Date matrix above) shall be answered at the State’s option.

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

D) 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

Department of General Services Procurement Division, INFORMATION TECHNOLOGY - GENERAL PROVISIONS - NON-CLOUD GOODS & SERVICES, DGS PD 403-ITGP (Non-Cloud) https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation- Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP- Revised-02202025.pdf

E) 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 https://caleprocure.ca.gov/pages/index.aspx http://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/dgspd%20451.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf https://www.dgs.ca.gov/-/media/Divisions/PD/Acquisitions/Solicitation-Document-Attachments/IT-General-Provisions-NonCloud-DGS-PD-403ITGP-Revised-02202025.pdf 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.

F) 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. The bidder may submit a protest as described below.

All protests of award must be made in writing, signed by an individual authorized to bind the bidder contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation, or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests must be mailed or delivered to:

Support Services Unit

Department of General Services Procurement Division

707 Third Street, Second Floor West Sacramento, CA 95605

Business Hours: 8:00 am - 5:00 pm

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

mailto:PDProtest@dgs.ca.gov

G) 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.

It is the vendor’s responsibility to ensure responses are received by the due date and time. Emails received after due date are not acceptable.

BIDS MUST BE EMAILED to dmvasditacquisitionsbids@dmv.ca.gov .

H) 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:

To be deemed responsive, each Vendor must submit one (1) redacted copy of its response in addition to the unredacted version. The redacted copy must remove or otherwise obscure all information that is exempt from disclosure under the California Public Records Act (Gov. Code, § 7920.000 et seq.) or other applicable law.

Examples of items that must be redacted include, but or limited to:

• Email addresses, phone numbers, and residential addresses

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

• Federal Employer Identification Numbers (FEIN)

• Photographs of employees or contractors

• Sensitive security information, access credentials, or other protected data

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

Over-redaction (e.g., obscuring entire sections of a response that are not exempt) may render a non-responsive response at the State’s sole discretion.

Failure to provide a compliant redacted copy may result in a determination of non-responsiveness.

1) ATTACHMENT 1 – COVER LETTER

Complete and attach the cover letter included in this RFQ as Attachment 1

2) ATTACHMENT 2 – COST DATA SHEET

Bidder must complete the cost data sheet using the format in Attachment 2 – Cost Sheet. All tasks associated with this contract may be performed remotely and/or on-site at 2415 First Avenue, Sacramento, CA 95818, as determined by the DMV Contract Manager. If remote work is approved, it must be performed within the continental United States. Contractor personnel shall perform their duties, during DMV’s regular workdays and normal work hours, except as specifically agreed to otherwise by the DMV Contract Manager. 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.

3) ATTACHMENT 3 – PAYEE DATA RECORD

Bidder must submit a Payee Data Record, Std. 204, listing their Taxpayer Identification Number as Attachment 3. 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 STATEMENTS

Attachment 4A: Conflict of Interest and Confidentiality Statement The Conflict of Interest and Confidentiality Statement 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 4A 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.

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

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 must agree to the State’s confidentiality requirements by submitting a signed Attachment 4A: Confidentiality Statements, for the Vendor’s company and personnel, agents, and subcontractors.

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.

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.

• 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.

Attachment 4B: Department of Motor Vehicles Vendor Confidentiality Agreement The Department of Motor Vehicles Vendor Confidentiality Agreement 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 4B prior to commencement of work on this contract.

5) ATTACHMENT 5 – BIDDER DECLARATION FORM

All bidders must complete the Bidder Declaration GSPD-05-105 and include it with the bid response as Attachment 5, 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.

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

Attachment 6, Bidder Declaration GSPD-05-105, must be completed even if no subcontractors are being submitted. When completing the declaration, Vendors 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. Vendors awarded a contract are 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. Vendors shall not propose to subcontract 100% of the tasks of Section II, Exhibit A – Statement of Work.

8) ATTACHMENT 6 –– DVBE INCENTIVE OR REQUIREMENT

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 6 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.

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

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.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/pd_843.pdf 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 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.

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 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 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

9) ATTACHMENT 7 - DVBE SUBCONTRACTOR AGREEMENT

If utilizing a DVBE subcontractor, as indicated in method A1.c or A2.c in the link provided, bidder must submit the signed (by the prime and DVBE subcontractor) agreement from Attachment 7 with bid response.

CA DVBE Program Requirements

SMALL BUSINESS PARTICIPATION AND DVBE PARTICIPATION REPORTING

REQUIREMENTS:

a. If for this Contract the Contractor made a commitment to achieve small business participation, then the Department requires the Contractor upon completion of this Contract (or within such other time period as may be specified elsewhere in this Contract) to report the actual percentage of small business participation that was achieved.

(Govt. Code § 14841)

b. If for this Contract the Contractor made a commitment to achieve the disabled veteran business enterprise (DVBE) participation goal, then, pursuant to Mil. & Vets. Code § 999.5(d), upon completion of this Contract, the Department requires the Contractor to certify using the Prime Contractor’s Certification – DVBE Subcontracting Report (STD 817), all of the following:

1. the total amount the prime Contractor received under the Contract;

2. the name, address, Contract number and certification ID number of the DVBE(s) that participated in the performance of this Contract;

3. the amount and percentage of work the prime Contractor committed to provide to one or more DVBE(s) under the requirements of the Contract and the total payment 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.

Upon request, the prime Contractor shall provide proof of payment for the work.

If for this Contract the Contractor made a commitment to achieve the DVBE participation goal, the Department will withhold $10,000 from the final payment, or the full final payment if less than $10,000, until the Contractor complies with the certification requirements above. A Contractor that fails to comply with the certification requirement shall, after written notice, be allowed to cure the defect. Notwithstanding any other law, if, after at least 15 calendar days but not more than 30 calendar days from the date of written notice, the prime contractor refuses to comply with the certification requirements, the Department shall permanently deduct $10,000 from the final payment, or the full payment if less than $10,000. (Mil. & Vets. Code § 999.7).

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.dgs.ca.gov%2F-%2Fmedia%2FDivisions%2FPD%2FOSDS%2FCertification%2FDVBE%2FDVBEIncentiveRequireGoodIT.pdf&data=05%7C02%7CMelissa.Stancell%40dmv.ca.gov%7Ccda71dd2d1cf4da0f2f308dca11945c9%7C9ea0f73ca0d34b208018f0b0793ee9cd%7C0%7C0%7C638562377492559285%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=yi5ELgdfJquPWqJiAAlZkw4KPUwvuwXR67wG99Vc22Y%3D&reserved=0

A person or entity that knowingly provides false information shall be subject to a civil penalty for each violation. (Mil. & Vets. Code § 999.5(d); Govt. Code § 14841).

Contractor agrees to comply with the rules, regulations, ordinances, and statutes that apply to the DVBE program as defined in Section 999 of the Mil. & Vets.

Code, including, but not limited to, the requirements of Section 999.5(d). (PCC Code § 10230).

10) ATTACHMENT 8 – 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 8 at the time bid is due.

At the time the offer is due, a copy of the Vendor’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 https://actonline.saccounty.net/CitizenAccess/SACCO_FBNSearch.aspx

11) ATTACHMENT 9 – SMALL BUSINESS AND NON-SMALL BUSINESS PREFERENCE

(SUBMIT ONLY IF BIDDER IS CLAIMING PREFERENCE)

(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 https://bizfileonline.sos.ca.gov/ https://bizfileonline.sos.ca.gov/ https://actonline.saccounty.net/CitizenAccess/SACCO_FBNSearch.aspx regulations can be viewed at (https://www.dgs.ca.gov/PD/Resources/Page- Content/Procurement-Division-Resources-List-Folder/Notice-of-Rulemaking- Regulations-for-SB-DVBE Access the regulations by Clicking on “Small Business Regulations” in the right sidebar. For those without Internet access, a copy of the regulations can be obtained by calling the Office of Small Business and DVBE Services at (916) 375-4940.

(b) SMALL BUSINESS CERTIFICATION

Bidders claiming the 5% small business preference must be certified by California as a small business or must commit to subcontract at least 25% of the net bid price with one or more California certified small businesses.

Completed certification applications and required support documents must be submitted to the Office of Small Business and DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date, and the OSDS must be able to approve the application as submitted.

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

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

(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).

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

12) 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. In addition, please answer the questions on Attachment 10 for each certified small business and/or certified DVBE subcontractor listed on the bid response.

13) ATTACHMENT 11 –TACPA (SUBMIT ONLY IF BIDDER IS CLAIMING PREFERENCE)

If bidders qualify for more than one bidding preference (TACPA, Small Business), the maximum preference allowed by law is 15% or $100,000.

If any of these “acts” apply complete the appropriate form and attach it to the response.

(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 is 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.

TACPA preference information can be found at the following internet web site: Request Target Area Contract Preference.

14) ATTACHMENT 12 – PUBLIC CONTRACT CODE 2010 CERTIFICATION

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

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

and

2. EMPLOYER DISCRIMINATORY POLICIES: For contracts over $100,000 executed or renewed after January 1, 2017, if a Contractor has an internal policy against a sovereign nation or peoples recognized by the United States government, the Contractor certifies that such policies are not used in violation of the Unruh Civil Rights Act (Section 51 of the Civil Code) or https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.dgs.ca.gov%2FPD%2FServices%2FPage-Content%2FProcurement-Division-Services-List-Folder%2FRequest-Target-Area-Contract-Preference%3Fsearch%3DTACPA&data=05%7C02%7CJill.Leake%40dmv.ca.gov%7C388ad4f7716f44eead9e08ded791b479%7C9ea0f73ca0d34b208018f0b0793ee9cd%7C0%7C0%7C639185218015841415%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=JDt9PpiA3bDmx3Gk6b%2FGavOvM8HtsiLOU5o7RtbekbM%3D&reserved=0 the Fair Employment and Housing Act (Section 12960 of the Government Code).

Refer to Section IV of this solicitation for the PCC 2010 certification which must be submitted as Attachment 13.

15) 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 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.

16) ATTACHMENT 14-DMV ACCEPTABLE USE STATEMENT

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

In addition, if selected, all proposed contractor staff must complete security training and sign the DMV’s Acceptable Use Statement (DMV 350) before beginning work and annually thereafter.

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

17) ATTACHMENT 15- 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.

18) ATTACHMENT 16- RECYCLED CONTENT PLASTIC TRASH BAG COMPLIANCE:

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

Manufacturers and wholesalers who are non-compliant with the Recycled Content Plastic Trash Bag Law cannot contract with the state regardless of the product being provided in the contract (i.e. plastic trash bags, janitorial supplies or services, or any other products or services). Refer to this website for additional information:

Compliance Lists and State Contracting - CalRecycle Home Page https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=42290.&lawCode=PRC https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?sectionNum=42297.&lawCode=PRC https://calrecycle.ca.gov/buyrecycled/trashbags/compliancelists/

Section II

EVALUATION INFORMATION/RESPONSE CHECKLIST

Each RFQ OPS26-4689 response will be checked for the presence of required information in conformance with the submission requirements of this RFQ. The department will evaluate each RFQ OPS26-4689 bid response to determine its responsiveness to the requirements.

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

Bid must be submitted by the time and date identified in Section I.C: Key Action Dates. Email bid responses to the DMV Procurement Analyst listed on Page 1 of this RFQ. Bids received after the bid submission date and time will not be considered.

1. Administrative Requirements Evaluation Criteria (Pass/Fail) Administrative Requirements Attachment has been submitted & is complete

Attachment has not been submitted or is not complete

Is Bidder claiming Preference* (yes or no)

Attachment 1 – Cover Letter (Required) Attachment 2 – Cost Data Sheet (Required) Attachment 3 – Payee Data Record

• Std 204 Payee Data Record (Required)

Attachments 4A & 4B – Confidentiality Statements (Required) Attachment 5 – Bidder Declaration Form (GSPD-05-105) Bidder Declaration (Required)

Attachment 6-- DVBE Incentive (provide only if bidder claiming incentive)

• DGS PD 843- Disabled Veteran Business Enterprise Declarations

Attachment 7 – DVBE Subcontractor Agreement

• Signed Bidder/DVBE Subcontractor Agreement per DVBE Method A1.c and A2.c

Attachment 8 – CA Secretary of State Verification Attachment 9 – Small Business and Non-Small Business Preference* (submit only if bidder is claiming preference)

• If bidder is subcontracting with a certified CA small Business to obtain the 5% credit, bidder must provide a description of the sub’s commercially useful function (refer to Attachment 9)

Attachment 10 – Commercially Useful Function (submit only if Bidder is including a certified small business and/or DVBE

As part of bid response)

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 (required)

Attachment 13- Federal Motor Carrier Safety Administration

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:

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

Attachment 14- Department of Motor Vehicles Annual Information Security and Computer Use Statement

Attachment 15-Russia Sanctions

Signature on Attachment 1 and submission of bid acknowledges acceptance and compliance with the Russia Sanctions

Attachment 16 – Recycled Content Plastic Trash Bag Compliance Form (Required)

2. Final Scoring Methodology

a. Lowest Total Cost Bid

Bidder Total Cost / Lowest Cost X Total cost points available 100, equals score.

The cost for this RFQ is weighted at 100% of the total points available. The contractor will be evaluated on the total extended cost for both the contracted term and including any optional extension years.

Example: To help illustrate this process, refer to table below, for an example of the cost score calculation process. Cost figures in the example below explain the calculations and have no other significance.

Cost Evaluation and Scoring Methodology Example

Bidder Grand Total Cost

Calculation Cost Points Awarded

A $400,000 $300,000 X 100 $400,000

B $350,000 $300,000 X 100 $350,000

C $300,000 $300,000 X 100 $300,000

Bidder Cost Score Total Points Awarded

A 133 133 B 117 117 C 100 100

In this case the lowest scored proposal from Bidder C would be the intended awardee.

3. Award

The award will be made to the lowest scored proposal (or lowest cost after meeting all requirements). Refer to Section I.F regarding Award of Contract Language.

SECTION III STATEMENT OF WORK

EXHIBIT A – STATEMENT OF WORK

A. CONTRACT DESCRIPTION AND SCOPE

The California Department of Motor Vehicles (DMV) has three (3) IBML ImageTrac IT6 6475 scanners (Serial Numbers: 78371, 70840, and 92415), The three (3) scanners are utilized during two work shifts, five days per week. The DMV requires hardware maintenance and support for a period of one (1) year.

B. CONTRACTOR SKILLS/EXPERIENCE

All hardware maintenance services must be performed by a factory certified field engineer with at least one (1) year of experience working on IBML ImageTrac scanners. The field engineer must have the appropriate tools and equipment in order to provide preventive and remedial maintenance on the IBML scanners at the time the service is performed. The Contractor shall provide proof of experience and/or certification when requested by the DMV throughout the term of this Agreement. The Contractor shall be responsible for ensuring that each field engineer utilized during the term of this Agreement has the appropriate certification, experience, tools and equipment necessary to perform the required services.

C. CONTRACT TERM

The contract term shall be for a period of one (1) year. The term of the contract shall be December 1, 2026 – October 31, 2027. The contract shall include one (1) six (6) month optional extension and one (1) five month option to extend for time and funds.

The optional extensions will include the option to add funds, in accordance with the cost listed in Exhibit D, Cost Data Sheet. The options to extend for time and funds, do not have to be invoked at the same time.

It is understood that no funds sufficient for the purpose of this order have been appropriated until such time as the budget for each fiscal year covered by the agreement has been adopted by the Legislature and signed by the Governor.

D. CONTRACTOR’S RESPONSIBILITIES

1. The Contractor will provide preventative and remedial maintenance services as follows:

2. Monthly preventative maintenance will be performed by the Contractor on each of the three (3) scanners once a month.

3. Remedial maintenance will be performed by the Contractor on an unscheduled basis arising…