Begin: 1-14-09

Q12.

One of the jobs that I listed on form 3.1 is no longer in business; do I need to fill out form 3.2?

A12.

If you want any credit for your experience on that job, you must fill out a Form 3.2 and list the name of at least one reference (former supervisor or coworker, etc.) who can verify that experience.  Otherwise, you will not receive any credit for that experience.

Q13.

Form 5.1, Page 3 of 4, #29 states that customer service counter must be a minimum of 46 inches. As an incumbent deputy registrar, our counters measure 44 inches in height. Should this be a concern or is this acceptable? If the maximum height for the proposal is 48 inches, but allows 50 inches for incumbent deputies,  would the minimum being 2 inches lower be acceptable as well?  I would need clarification on this particular question in order to complete my proposal.

A13.

If you are an incumbent deputy registrar and your counters met BMV specifications when they were installed, the counters will be approved again this year.  On your proposal, submit the actual measurement with a notation that the counters were built to the BMV specifications in effect at that time.  If the counters were not built in accordance with the then existing BMV specifications, your proposal must state your willingness to make modifications, if requested by the Registrar, as a new contract contingency.

Q14.

Would you please advise what is the proper procedure if your fingerprints are not strong enough to be read electronically therefore your prints cannot be captured?  Are the old ink prints still allowed and if so what is the procedure for sending these into the Bureau of Criminal Identification and amount to be sent with the fingerprints?

A14.

If your fingerprints are not strong enough to be read electronically, you should go to a WebCheck location that has ink fingerprints available (see the listings on the WebCheck link), fill out an exemption form (One of the exemptions is: “Poor quality prints. Not able to capture at WebCheck location”), pay the fee, obtain a receipt, and make certain that the results are sent to BMV Research at the mail address listed in the RFP.

Q15.

I am a current Deputy Registrar.  Can I submit a copy of my current $25,000.00 bond, which is valid until June 30, 2009, instead of a pre-approval statement?

A15.

A copy of a current bond is not acceptable; you must submit a current pre-approval bond statement.  Our experience has shown that an existing bond is not a reliable indication that a new bond can be procured.

Q16.

On the 3.7 Security Plan Summary, I am willing to install any security features that are required.  If I answer yes to all, but some such as the video cameras are not a requirement in the 2009 RFP, would I be required to install everything or just the items that are mandatory?  I do not want to loss of points for a no answer, however if some things are not necessary I do not want to have the additional expense because of a yes answer.  If you answer yes, will you be required to do so?  If you answer no will you suffer a loss of points?

A16.

You will be required to install all of the security features you list in your proposal if you are awarded a contract.  You will receive points for the mandatory security requirements you promise to install.  You will not lose any points in the initial evaluation for not installing optional features such as video cameras.

End: 1-14-09

Begin: 1-15-09

Q17.

Form 3.7 asks if you are willing to provide a video recording camera, but at this time they are not required.  If you answer YES, does this mean you will be required to have them if they are not mandatory—or should you say no and then lose points?

A17.

If you answer “YES” stating that you are willing to provide a video recording camera, you will be required to install them if you are awarded a contract even though they are not otherwise mandatory.  If you answer “No” to providing a video recording camera, you will not lose points because video recording cameras are not required.

Q18.

What kind of Bond do you need and what should the letter read for pre-approval?

A18.

The bond should be fidelity bond and shall be sufficient to protect the funds and assets of the state of Ohio from losses due to fraud, theft, embezzlement and other improprieties by the deputy registrar and the deputy registrar’s employees.  The pre-approval letter shall simply state that the bonding company has approved the Propose for such a bond if the Proposer is awarded a deputy registrar contract.  A copy of the standard bond form for deputy registrars can be found HERE.

Q19.

Can the start up money be in a money builder checking account or does it have to be in a regular checking account?

A19.

A money builder checking account is acceptable if it is the name of the Proposer and its funds are available for withdrawal upon the Proposer’s request.

Q20.

I spoke with the company that holds my current bond and they had never heard of a pre-approval bonding statement.  They were willing to provide the necessary information, but they inquired if there was a standard format, form or specific verbiage that you required to establish the "pre-approval"?

A20.

No special form or language is necessary.  The bonding company should state that the Proposer is approved by the bonding company to obtain such a bond if awarded a deputy registrar contract.

Q21.

Given the current housing market, are there exceptions to the residency requirement for deputies living in a county not adjacent to the proposed site? It might be difficult to sell and move within 90 days of being awarded a contract.

A21.

The appointed deputy registrar is expected to promise, and to make every reasonable effort, to establish his or her primary residence in the county of operation or an adjacent county within 90 days of the start of the new contract.  If, after a reasonable effort to comply, additional time is needed, the deputy registrar may request a reasonable extension.

Q22.

Is the bond that is required a surety bond?  If so what type of surety bond is it?  Is it a licensing surety bond?

A22.

The bond should be fidelity bond and shall be sufficient to protect the funds and assets of the state of Ohio from losses due to fraud, theft, embezzlement and other improprieties by the deputy registrar and the deputy registrar’s employees.  A copy of the standard bond form for deputy registrars can be found HERE.

End: 1-15-09

Begin: 1-16-09 through 1-19-09

Q23.

If the address: Ohio BMV, P.O. Box 16520, Columbus, Ohio 43266, attn: RFP Proposals was used for Web Check results to be sent, will this be acceptable?

A23.

No; you must use the addresses listed in the RFP.  For mail delivery the address is: BMV Research, Ohio Bureau of Motor Vehicles, 1970 West Broad Street, P.O. Box 16520, Columbus, OH 43216-6520.  If we do not receive any documents because a Proposer did not use the correct address, that Proposer may lose points or be disqualified.

Q24.

The PDF form places a black box with a plus sign over the last two digits of the year on page 6 of Form 3.1 and Form 3.2 appears to have a similar problem on line 1 of the character references (area code) the other lines appear to be fine in the area code field.  Can this problem be corrected? or should the information be filled in using a typewriter?

A24.

Please refer to answers from 1-13-09, questions 9 and 11.

Q25.

I am a current Deputy Registrar, and the outside doors to the agency have alarmed door contacts.  Form 3.7 asks if the storage room has or will have all doors with alarm monitored contacts.  If the storage room has video surveillance, will this still be a requirement?

A25.

Video surveillance is not required. However, video surveillance of the storage room may be the substituted for interior (but not exterior) window and door alarm contacts.

Q26.

I am currently a Deputy Registrar and noticed on the Agency Specifications Sheet an amortized amount that must be figured into the start-up costs.  If I currently am not paying the State back for any improvements can you state what the money is being allocated for?

A26.

We cannot answer this question without knowing which location you are inquiring about.  Most importantly, if it is a BMV Controlled Site, you MUST use the start-up costs listed in the Agency Specifications even if those amounts are different from the amounts currently being paid.

Q27.

In section 1.8 under Other Expenses owed to BMV, the final sentence indicates deputy registrars may be required to pay the Registrar the actual cost of laminating materials supplied by the Registrar.? The Deputy Registrars now receive $1.50 for each lamination as spelled out in the Agency Specification section? Would you address how this may change under the new contracts?

A27.

This provision has always been in place.  We do not anticipate any changes to this provision under the new contracts.

Q28.

I am currently a Deputy Registrar and in an effort to control cost purchased my bond on a two year premium cycle.  My current bond is paid for and in force through 2010.  My bond issuer is confused on what to submit on the issue of pre-approval with the bond already in place and paid for the next 18 months. If the bond is in force at the point of the contract start date, is this not satisfying for the purpose this RFP?

A28.

A bond that is already in force for the first year of the new contract is acceptable in lieu of a pre-approval statement.  Be certain to submit a copy of the bond with your proposal.

End: 1-16-09 through 1-19-09

Begin: 1-20-09

Q29.

Form 3.1 requires a mm/dd/yy format for employment. It will not accept just the year as in the past. What do you enter if exact dates are unavailable from past employers?

A29.

When filling out the mm/dd/yyyy format on the forms, please follow the following guidelines: (1) use the exact date, if known; (2) if the exact month is not known, enter your best estimate; (3) if the exact day is not known, always enter “01” as the estimated day.  If you do not know the exact year the experience started and ended, you cannot list any claimed experience, and will not be given any credit, for that position.

End: 1-20-09

Begin: 1-21-09

Q30.

If an agency only has one restroom and it is not in a customer service area, I understand it will have to be made ADA compliant, but will it need to be made accessible to the public?

A30.

If an agency only has only one restroom, it must be made ADA compliant even if it is not in a customer service area.  It also must be made accessible to deputy registrar customers who specifically request to use it.

Q31.

Form 3.7 asks about motion-activated lights.  Are they mandatory?

A31.

Motion activated lights are not mandatory.  Additionally, Proposers will not lose any points in the initial evaluation for not promising to install motion-activated lights or other optional features.

End: 1-21-09

Begin: 1-22-09

Q32.

I just moved our agency to a new location and our back parking lot is not paved yet but will be in April before the proposal check and on form 5.1 it ask how many parking spaces are paved and I didn't know whether to answer as it is now or how it will be in April?

A32.

In that instance, you should do all of the following: Answer Form 5.1 Question #3 “Yes,” indicating that you intend to do construction or remodeling to prepare the site for the new deputy registrar contract; at Question #13, enter the number of paved spaces there will be after construction or remodeling is completed; and add a hand-written note stating that the paved spaces will be constructed (you must hand-write this note because the edit functions on the forms prohibit electronic entry of some information).

Q33.

Are these questions and answers for Section 4.2, length of service and 4.3, staffing calculations based on the employees as of today or as of July 1st when the new contract begins?

A33.

All experience shall be calculated to the time your proposal is submitted, NOT to the end of the current contract.  There is only one exception; deputy registrars are given credit for the entire term of their contract.

Q34.

The link for the agency specification document is not working and I have not found any other way to access this information. What should I do?

A34.

The agency specifications may be accessed from the BMV website at http://www.bmv.ohio.gov/deputy-registrar/2009/agency-specifications/agency-specifications.htm  Once on this page, you may click on the location number you need specifications for and you will access the .pdf file for that agency.  If you do not already have Adobe PDF Reader installed on your computer, you may download the free software from the link at the top of the page.  You will need this software installed in order to view the .pdf files.  If you follow these instructions and still cannot access the Agency Specifications, you may call BMV Research at 614-752-7631 for technical assistance.

Q35.

Form 5.1, Page 3 of 4, #29 states that customer service counter must be a minimum of 46 inches. As an incumbent deputy registrar, our counters measure 44 inches in height. Should this be a concern or is this acceptable? If the maximum height for the proposal is 48 inches, but allows 50 inches for incumbent deputies,  would the minimum being 2 inches lower be acceptable as well?

A35.

Please refer to the answer from 1-14-09, question #13.

Q36.

The RFP states on page 1-15 (2009) that alarm contacts are required on all exterior points of entry and windows that can be opened from the outside.  Are contacts required on storefront windows that do not open?  If not how should question 1G be answered on Form 3.7?  If there are no contacts on the non-opening storefront windows, should the question be answered “YES” because the windows do not open, or should the question be answer “NO” with a note that the windows are storefront and do not open?

A36.

All exterior windows must have alarm contacts if access might be gained from the outside by opening the window by force or by breaking the window. If storefront windows do not, and will not, have alarm contacts, you must answer “No” to that question.

End: 1-22-09

Begin: 1-23-09 through 1-25-09

Q37.

Where do I find the agency specification documents?

A37.

The agency specifications may be accessed from the BMV website at the same page as this telephone inquiry system, labeled “License Agency Specifications Page.”  Once on this page, you may click on the location number you need specifications for and you will access the .pdf file for that agency.  If you do not already have Adobe PDF Reader installed on your computer, you may download the free software from the link at the top of the page.  You will need this software installed in order to view the .pdf files.  If you follow these instructions and still cannot access the Agency Specifications, you may call BMV Research at 614-752-7631 for technical assistance.  You may also access the Agency Specifications directly at:

http://www.bmv.ohio.gov/deputy-registrar/2009/agency-specifications/agency-specifications.htm  

Q38.

On my WebCheck, I didn't put the 1970 W. Broad but I did put the correct PO Box will this be okay?

A38.

If you had it addressed to BMV Research, and had it mailed to the correct PO Box and the correct zip code for the PO Box, it should be delivered to BMV Research okay.

Q39.

The site I am proposing is site controlled.  The monthly rent is more than what is paid now.  Does this mean the rent is going up?

A39.

At some of the BMV Site Controlled locations, ODPS Facilities Management is negotiating new leases.  The amounts listed in the Agency Specifications are estimates; the actual rent may be higher or lower.  In any event, you MUST use the amounts listed in the Agency Specifications in your proposal.

Q40.

A nonprofit that operates in multiple counties across the state is interested in bidding on several agencies.  If I complete one set of Personal Forms, I will list only one address for the nonprofit.  This may make it seem that I am bidding for an agency in a county that we do not operate in, nor are we adjacent to.  When in fact, we have offices operating in multiple counties.  How can I follow the prescribed rule of one set of Personal Forms and then a set of Operational Forms for each bid and not be penalized so that the reviewer realizes that we do, in fact, operate in that county as well?

A40.

The county of residence, or the county of nonprofit business operation, is not scored during the evaluation process.  By submitting a proposal for any given county, you are promising that you as an individual will live in that county or an adjacent county, or you as a nonprofit corporation have an office in that county (nonprofit corporations are NOT given credit for adjacent counties).

Q41.

Do I need to include a copy of the agency specifications and the BMV controlled site attachment of the location I am bidding on?

A41.

Proposers should NOT include a copy of the agency specifications and the BMV controlled site attachment of the location they are bidding on.

Q42.

I am a current deputy registrar in a BMV Site Controlled location, if the restrooms do not currently meet ADA specifications what if anything do I need to do or propose at this time?  How and when would I be required to comply if I am the successful bidder?

A42.

At BMV Site Controlled locations, ODPS Facilities Management is responsible for assuring ADA compliance.  If the restrooms do not currently meet ADA specifications, you may be charged an additional user fee if the restrooms are modified to meet ADA specifications.  You do not need to include anything in your proposal.

Q43.

I have a bond that is valid through 06/25/2011. Do I need to get a pre-authorization letter? The bonding company said I'm already bonded so the letter isn't necessary.

A43.

A bond that is already in force for at least the first year of the new contract is acceptable in lieu of a pre-approval statement.  Be certain to submit a copy of the bond with your proposal.

Q44.

Are there any other measurements pertinent to the ADA restroom besides those in section 5.2 pages 6 and 7?

A44.

For the purposes of evaluation and scoring, only the questions on Form 5.2, ADA Checklist, will be considered.  For the actual construction, you will be required to comply with all applicable ADA requirements whether or not they are listed in Form 5.2.

End: 1-23-09 through 1-25-09

Begin: 1-26-09

Q45.

I had the BCI check done, but they sent the results to me.  May I include that in the submission package or do I need to have it done again and have them sent directly to you?

A45.

If the BCII criminal background (WebCheck) report is sent directly to you, you may submit it with your proposal.  You do NOT need to have it done again.

End: 1-26-09

Begin: 1-28-09

Q46.

"Submission of a floor plan of the site is mandatory".  If there is an existing Deputy Registrar at a specified location that I am interested in, how do I comply with the mandatory submission of a floor plan?

A46.

In order to propose at any deputy provided site, you must obtain a Lease Option from the property owner.  You cannot obtain a Lease Option on a site currently in use unless the current lease with the current deputy registrar ends at the end of the current deputy registrar contract.  In that case, the landlord has the right to enter the premises with you and other prospective tenants for the purpose of viewing the area and negotiating a Lease Option.  It is your responsibility to make the appropriate arrangements with the property owner.  If appropriate arrangements cannot be made, you may find it necessary to propose an alternative site within the specified boundaries for that location.

Q47.

When renovating a BMV controlled site location or a proposed deputy provided site location, are both required to pay prevailing wages to the workers? This has not been an issue in the past, and I am wondering why this is not addressed anywhere in the RFP?  This would be a major factor in the cost of construction or re-construction of an agency that could possibly cost the existing or new deputy a significant amount of money.  What is the policy with the State of Ohio in this matter?

A47.

The Ohio Department of Commerce (ODC) administers Ohio’s prevailing wage laws.  ODPS/BMV will assist deputy registrars in obtaining guidance from ODC regarding the application of prevailing wage laws to deputy registrar construction and remodeling projects on a case-by case basis.  However, ODPS/BMV cannot give generalized advice on the application of prevailing wage requirements.

Q48.

The counter heights that are currently used at the offices at the Shipley building are different than those at the deputy registrars.  Has there been any discussion to make those available at the deputy registrars so that the clerk is looking directly at the customer instead of looking up at them and they are looking down at the counter and money drawers and information at the other terminals?

A48.

For this RFP process, you must propose in accordance with the 2009 published Counter Specifications.  BMV Research and Field Operations may be open to considering alternative specifications for use in future RFPs.

Q49.

I am presently a clerk at a License Bureau.  I am proposing multiple agencies.  I do not know employees at any of the agencies, other than where I am employed.  It appears I should check the first option under B, 4.2 EXPERIENCED EMPLOYEES SUMMARY, since I can't name any employees and do want to keep existing employees of an agency.  Should I then enter a handwritten note regarding my present employment as a clerk, or will it carry over from the personal packet listing my present job, or is it not an issue?

A49.

You should check the line stating, “I AM OR HAVE BEEN A DEPUTY REGISTRAR OR DEPUTY REGISTRAR EMPLOYEE,” because you have been a deputy registrar employee.  You should also list yourself as an experienced employee on Form 4.2.  Note that you must submit a separate Form 4.2 for each different location.  The information may be different depending on whether you may offer a job to any of the employees who work with you if you are awarded a contract.

End: 1-28-09

Begin: 1-29-09

Q50.

In the forms packets there are instruction pages on how to fill out a form.  Do these instruction pages need to be included in the proposal packet?

A50.

No; the instruction pages should not be included in your proposal packet.

Q51.

Where should the photograph of ourselves be placed in the packet?

A51.

No photograph is required with the 2009 proposals.  The reference to a color photograph in th RFP Video was in error.

Q52.

On the 3.0 checklist instructions it states to put these forms in a separate envelope marked personal documents.  Do we put these in a separate envelope marked personal documents then put the 4.0 with these in another envelope?

A52.

Yes; all personal forms, one set of originals and one set of copies, should be placed in one envelope; the operational forms, one set of originals and one set of copies for each location proposed, should be placed in another envelope; for deputy provided sites only, the site forms, one set of originals and one set of copies for each site proposed, should be placed in yet another envelope.  All of those envelopes should then be placed in one large envelope or other suitable container for mailing or delivery to BMV Research.

End: 1-29-09

Begin: 1-30-09 through 2-1-09

Q53.

On the 3.0 personal documents on the 3.6 personnel policy form it says to include your comprehensive written personnel policy with the 3.6, but on the checklist it tells you to put it after form 3.10, which is correct?

A53.

It is important to include your comprehensive personnel policy with the Personal Forms in your proposal.  It does not matter where you place it among the Personal Forms.

End: 1-30-09 through 2-1-09

Begin: 2-2-09

Q54.

On the 4.3 (staffing and personnel calculation) if the deputy wishes to pay the employee a salary instead of hourly, is that allowed or do you have to state an hourly rate?  The program on the form will not allow any alpha characters to be typed in so is it allowed to be handwritten or typed in?

A54.

You have several choices. You may convert the salary to an hourly rate and you can hand-print or type in information that cannot be entered electronically because of the edits.

Q55.

Is there a phone number to call to see if my proposal was received?

A55.

You may call BMV Research at 614-752-7631 for confirmation that they have received your proposal.

End: 2-2-09

Begin: 2-4-09

Q56.

Hello, Is a credit report from either Equifax, Experian, or TransUnion acceptable, if it is ordered through a 3rd party?  More specifically, Landsafe, a provider of credit reports of the major three repositories?  Such as the credit reports you would receive when applying for a home mortgage?

A56.

The RFP states, “Credit reports shall be supplied by, at minimum, one of the three major credit reporting agencies: Equifax, Experian, or TransUnion. Three-in-one credit reports will be accepted. Credit reports downloaded from the Internet are acceptable as well.”  If the report is supplied through a third party, BMV evaluators will determine whether the credit report is a genuine report from Equifax, Experian, or TransUnion, or if it may have been altered by the third-party supplier.  Altered reports may not be given full credit in the evaluation.

End: 2-4-09