24-301 - To Perform Setup Services, Scheduled Preventative Maintenance Services, As-Needed Repair Services, Training Support Services, and Software Update Services for DMV-Owned Mail Machines

The California Department of Motor Vehicles (DMV) has issued Invitation for Bid #24-301 for comprehensive mail machine maintenance and support services across Sacramento County and San Francisco City. The procurement seeks a contractor to provide setup services, scheduled preventative maintenance, as-needed repair services, training support, and software updates for DMV-owned mail machines, specifically covering up to five Bluecrest Evolution X5 medium speed and two Bluecrest Epic X2 high speed mail machines. The successful vendor must deploy two resident service technicians to cover operational hours from Monday-Friday, 5:00AM-10:00PM, with additional coverage during peak periods from 10:00PM-2:00AM. Key performance requirements include maintaining a minimum 95% machine uptime and providing immediate response to service needs. Bid submissions are due via email to DMVBIDS@dmv.ca.gov by February 19, 2025, with an anticipated contract start date of May 1, 2025. The contract term is 36 months, and bidders must provide commercial general liability insurance of $1,000,000 per occurrence and workers compensation coverage.

The solicitation includes potential bid preferences for Small Business Enterprise (SBE) and Disabled Veteran Business Enterprise (DVBE) participants, with participation incentives ranging from 3-5%. However, these incentives cannot displace direct awards to certified Small or Micro Businesses. The current incumbent contractor is Bluecrest, with historical mail machine maintenance and repair costs of $1,073,531 annually. The total contract budget is set at $3,829,039 for the three-year term. Notably, DVBE participation has been waived for this procurement. Additional compliance requirements include reporting any use of Generative AI technology through a mandated GenAI Reporting & Factsheet and adhering to economic sanctions regarding business activities with Russia. Potential bidders should carefully review all documentation, particularly Exhibit A detailing the Scope of Work, to ensure full understanding of the technical and operational requirements.