ODPS Ohio Bureau of Motor Vehicles Deputy Registrar RFP Frequently Asked Questions (FAQ)

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Individuals/General | Auditors | Clerks of Court | Minority Set-aside | Nonprofit Corporations | Site

 

Individuals/General - Top of Page

 

I am interested in becoming a Deputy Registrar. Besides your Web site information, where can I get more information?

If you are new to the Deputy Registrar process, it is highly recommended that you attend one of the Deputy Registrar proposer conferences held prior to each year's Deputy Registrar request for proposal (RFP), generally at the beginning of January each year. A list of proposal conference locations, dates and times can be found on our Web site at www.bmv.ohio.gov under "Deputy Registrar business opportunity." You may also be added to the conference mailing list by calling 614-752-7631. Once on the list, each year you will be mailed a list of agencies whose contracts are up for renewal, as well as a list of proposal conference locations, dates and times. Once the annual RFP has been released, you may also access our RFP e-mail question and answer inquiry page which can be found on our website at www.bmv.ohio.gov under "Deputy Registrar business opportunity".

If an individual or proposer would like to get a copy of a past proposal for a certain location, what would they need to do?

You may obtain a copy of a proposal from a prior year by contacting BMV Research at 614-752-7631. They will either make an appointment for you to come and inspect the prior proposal, or will give you information regarding the steps necessary for them to mail you a copy for a fee of $8.00. This information is also available HERE. It is permissible to call BMV Research to get information about ordering forms and past proposals. However, BMV Research will not answer any questions pertaining to the RFP process once the RFP has been released.

What is the maximum number of locations I may submit proposals for?

You may submit proposals for up to six locations that are up for renewal. You may submit more than one proposal for a single location. In other words, you may submit a proposal to operate an agency at the existing site, and also submit a proposal to operate the same agency at a different site, if applicable. That is still considered one location.

My credit bureau report is several pages long on both sides, will that be ok to turn in as is, or will I have to recopy each page to make a single sided document?

Any document you intend to submit must be printed on one side only. If the original document is printed on both sides, you must convert it to one-sided copies for submission with your proposal.

What is a WebCheck receipt and how do I get it?

You are required to obtain a Bureau of Criminal Identification and Investigation (BCII) background report through the WebCheck system operated by the Ohio Attorney General. There is a charge for the WebCheck criminal background reports. You should be given a receipt when you pay for your WebCheck criminal background report.

When I went to obtain a WebCheck at the Board of Education (approved by Attorney General), I asked them for a receipt. They told me that my payment money order stub is my receipt. They do not give out any other kind of receipt. Should I just turn in the original money order stub (about 2/3 size of 8 1/2 x 11-inch paper)?

If your money order stub is the only receipt you have for your WebCheck payment, write "WebCheck" on it and submit it and a copy of it with your proposal.

Can two people in the same house submit proposals?

Two people who live in the same household may both submit proposals. However, if they are spouses or otherwise related to each other, only one of them can be awarded a contract. It is possible that two unrelated persons living in the same household could each be awarded a contract.

I am wondering if I should submit two separate pages for the "Start-up Cost Funds on Deposit" form as we have funds in two financial institutions? Either account has more than sufficient funds needed, but I am not sure if I should list both.

You should submit two separate pages of the "Start-up Cost Funds on Deposit" form if you are using funds in two separate financial institutions to cover your Start-up Costs Deposit. However, there is no need to list both accounts if one account has more than sufficient funds to cover your costs.

Can certificates of deposit in the proposer's name be used for the Start-up Cost Funds on Deposit?

Certificates of deposit in the proposer's name may be used for the Start-up Cost Funds on Deposit. Only accounts that allow immediate access to the funds are acceptable for the purpose of satisfying the Start-up Cost Funds on Deposit.

Proposing for an agency would require the deputy to live within that county or an adjacent county if awarded a contract. Is it necessary to attach a statement of fact with the proposal if a proposer must relocate, if awarded a contract, to meet this requirement? If so, in what order would this attachment be submitted?

By signing the contract and submitting it with your proposal, you are agreeing to live in the county the agency is located in or an adjacent county. You do not need to submit a separate statement to that effect. If you are awarded a contract, the Registrar's final approval will be contingent upon you establishing your primary residence in that county or an adjacent county.

Do I have to have my prospective employees Web-checked now or after a contract is awarded?

Do not have any prospective employees Web-checked until after you have been awarded a contract.

How do I know how many employees I am required to have?

For each available location, there is a corresponding "Agency Specification" document. This document lists the agency class size, which is based on historic transactional data. There is a corresponding chart showing, based on agency class size and transactions, how many terminals the agency should have and the minimum staffing hours required. You will be required to staff the agency so at least the minimum staffing hours are met. Whether you use a number of full-time employees, or a larger number of part-time employees is your choice and should be detailed in the operational portion of the RFP information on the "Staffing and Personnel Calculation" form.

If the deputy is going to be the office manager and has not determined who would be the assistant manager or if there would be an assistant manager, can you put "to be determined" in the slot where that question is asked on the "Appointment of Agency Managers" form?

On the "Appointment of Agency Managers" form, the instructions on the bottom of the form state, in part, "If a proposer has not yet identified experienced employees to serve as office manager and assistant office manager, you may leave the name(s) blank but enter a statement affirming that if awarded a contract you will make every reasonable effort to identify and hire experienced employees as managers."

I know I have to submit one original and one copy of each proposal I am submitting, but do I put the copy in a separate envelope than the original and mark the envelopes "original" and "copy," or can I put both in the same envelope?

For each set of documents, you may submit the originals and the copies in the same envelope or you may separate them and mark the envelopes "original" and "copy." Either way is acceptable. If you are submitting more than one proposal you must submit the Operational Forms and Site Forms, if required, in separate envelopes for each separate site. You should submit just one set of originals and one set of copies for all Personal Forms, even if you are submitting more than one proposal.

Are there any specific credit reporting companies I need to get my credit report from?

Your credit report must be issued during the current calendar year, and must be from one of the big three reporting companies: Equifax, TransUnion or Experian. We can accept credit reports downloaded from the Internet from any of these three major credit reporting companies also.  Be sure your credit report includes a Fair Isaac Corporation (FICO) credit score.

Is the comprehensive personnel policy the same as the Personnel Policy Summary?

No. The comprehensive personnel policy and the "Personnel Policy Summary" form are two separate and different, but related, documents. Both are essential to the success of your proposal. The comprehensive personnel policy is a manual you must prepare and submit which governs, in detail, the terms of employment between you and your Deputy Registrar employees, if you are awarded a contract. The Personnel Policy Summary form lists the minimum terms your comprehensive personnel policy must address in detail. BMV evaluators will use your Personnel Policy Summary form to locate all of the listed terms within your comprehensive personnel policy, and will evaluate the acceptability of each of those terms. Proposers who fail to submit both a good, comprehensive personnel policy and their Personnel Policy Summary form will most likely not be awarded a contract.

Am I reading the Personal Checklist form correctly? If I am applying for two different locations, I only need to submit one Personal Checklist? Is that for all the personal forms?

Yes. For all the forms and documents listed on the Personal Checklist, you need to submit just one original and one copy of each, even if you are submitting two or more proposals. You must submit separate Operational Forms packets for each proposal you are submitting, as well as separate Site Forms packets for each proposal, if applicable (deputy provided sites).

Am I, as a proposer, permitted by law to confer either personally or by phone with the current Deputy Registrar of the site for which I am proposing? If so, are there any conversational restrictions?

There is nothing to prohibit any proposer from contacting a current Deputy Registrar. Please keep in mind that the current Deputy Registrar is most likely intending to submit a proposal for a new contract. We ask that both parties handle any such contacts in a tactful and respectful manner.

Can a Deputy Registrar hire independent contractors to work as clerks in the agency?

No. A Deputy Registrar cannot hire independent contractors to work as clerks in the agency. You may hire independent contractors to do unrelated functions such as cleaning, and trash and snow removal. However, every person actually working in the Deputy Registrar agency must be an employee of the Deputy Registrar.

Regarding the request for proposal Experienced Employees Summary form. How can I access the names of the experienced employees that are presently working at the agency I wish to propose on? I would like to retain some of these experienced employees. I have no access to their names or length of experience.

On the Experienced Employees Summary form, proposers who are not personally acquainted with employees of the current Deputy Registrars should not attempt to identify them, nor contact them, nor list them on the form. It is sufficient to certify that, if awarded a contract, you will then make every reasonable effort to identify and hire experienced employees.

If you submit in the proposal that you are going to work 40 hours per week, during the three-year contract can you change the hours and work less hours or are you required to work the same hours throughout the term of the contract?

A proposer who states that he or she will work 40 hours per week will be expected to work at least 40 hours per week throughout the entire three-year term of the Deputy Registrar contract. It is permissible to work more hours, but not permissible to work less than the number of hours stated in your proposal.

My question is for deputy provided sites. I have read that with the BMV controlled sites you can just takeover and pay BMV for the improvements. But my question is with the deputy provided sites, how do I go about negotiating with the landlord and the current Deputy Registrar to take control of their fixtures, equipment and upgrades, and negotiate the lease with that landlord, prior to submitting my proposal?

For a Deputy Provided Site, you must negotiate the lease, and complete the Lease Option form, with the landlord of the building you are proposing. The same is true whether you intend to propose the same building where the Deputy Registrar agency is now located or a different building. If the current Deputy Registrar is also proposing to receive a new contract, it is unlikely that he or she will negotiate with you for the sale of his or her Deputy Registrar equipment. In that case, you must propose to supply all your own equipment, furnishings, and supplies.

On the Personal Questionnaire form it asks "is any member of your extended family employed by the Bureau of Motor Vehicles?" Does that mean the main Bureau in Columbus or any local BMV Deputy Registrar location?

The prohibition against awarding a Deputy Registrar contract to employees of the BMV or relatives of employees of the BMV does not apply to persons employed at any local Deputy Registrar agency. Deputy Registrars are independent contractors and neither the Deputy Registrar nor the Deputy Registrar's employees are employees of the State of Ohio or the BMV.

I am planning to propose for multiple locations, in other words two different agencies. If, after the evaluations are done, I have the best proposal for both of those agencies, how will it be determined which agency I will get? Will I have a choice or will the BMV make the decision? If they do make the decision without my input, what is the criteria for making that decision?

If you submit proposals for more than one location, and have the best proposal for more than one location, the Registrar and Director will use their own discretion to determine which agency you will be awarded. They will consider competitive factors at those locations and other considerations. You will not be given a choice. By submitting proposals for each of those locations you are expressing your willingness to accept whichever location is awarded to you.

 

Auditors - Top of Page

 

OAC 4501:1-6-02(G) provides that an Auditor can be appointed a Deputy Registrar outside of the competitive process. In order to be appointed does the Auditor have to complete an RFP? If so, is the Auditor subject to the same time deadlines as all other applicants? How is the site which the Auditor is appointed to determined? Is it the site he/she applies for? Is there a limitation as to which site the Auditor may be appointed to?

If a County Auditor is currently serving in the capacity of a Deputy Registrar and expresses an interest in continuing to serve as Deputy Registrar, the County Auditor will be required to submit a proposal within the same time deadlines as others competing for license agency contracts. However, the license agency locations held by County Auditors currently serving as Deputy Registrars will not be available for others to submit competitive bids.

All other County Auditors, who are presently not serving as Deputy Registrars, and are interested in becoming Deputy Registrars, must compete in the RFP process with others and must submit proposals within the same time deadlines. A County Auditor may apply for any or all (up to six) locations available within the county the County Auditor serves. Like other proposers, a County Auditor may be awarded only one Deputy Registrar location.

Regarding office management, I understand that the Deputy Registrar must work at least 20 hours per week, or the hours they propose, during regular business hours. Is there a minimum number of hours that a County Auditor need work during regular business hours?

Appendix 2.1, rule 01, states: "The registrar may require that the Deputy Registrar shall be regularly scheduled and on duty at the Deputy Registrar agency at least 20 hours per week." This requirement does not apply to Deputy Registrars who are County Auditors, Clerks of Court, or non-profit corporations. Whether the Deputy Registrar is an individual, a County Auditor, a Clerk of Court, or a non-profit corporation, the office manager must be regularly scheduled and on duty at the Deputy Registrar agency at least 36 hours per week during regular business hours.

 

Clerks of Court - Top of Page

 

What Clerks of Courts are eligible to be Deputy Registrars?

RFP Appendix 2.1, Rule 02 specifies "In counties having a population of less than forty thousand according to the last census, the registrar may appoint the Clerk of Courts acting in his or her official capacity to serve as a Deputy Registrar. All references to "Clerks of Courts" when used in conjunction with "Clerk's title office" or "title office" in this rule shall be to all Clerks of the Courts of common pleas. All other references to "Clerks of Courts" in this rule shall be only to Clerks of the Courts of Common Pleas in counties having a population of less than forty thousand."

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

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.

 

Minority Set-aside - Top of Page

 

If I propose on more than one location and one is a minority set-aside, and the other locations are not set-aside, how should I answer the question "Are you proposing as the owner of a minority business enterprise (MBE)" on the Personal Questionnaire form? Should I answer "Yes" or should I answer "No?" Also, what is acceptable MBE Certification for the proposal process?

If you have an MBE certificate from the state of Ohio, you should answer "Yes" to question on the Personal Questionnaire form, even if some of the locations you are proposing on are not minority set-aside locations. To receive credit as a minority proposer at a minority set-aside location you must obtain MBE certification from the State of Ohio DAS/EEO. Follow the instructions in the RFP "Selection Process for Minority Set-aside Locations" section. We do not accept substitutions.

If a site is set-aside for minority individuals, can a non-profit corporation that is minority based qualify for this set-aside?

A nonprofit corporation itself cannot be certified as a minority business enterprise (MBE) for Deputy Registrar purposes because, as a nonprofit corporation, it is not owned by its members. Only an individual can qualify as a minority business enterprise (MBE) owner for Deputy Registrar purposes. However, a nonprofit corporation may submit a proposal for a minority set-aside location, and may be awarded a contract if no proposals are received from any qualified individual minority business enterprise owner.

It seems as if the questions on the MBE Website are for those individuals that currently own and operate a business. If you do not currently own and operate a minority-owned business, is it still possible to apply for a minority set-aside location? Is there another MBE application for those whose first minority-owned business would be the Registrar if the contract is awarded?

In order to qualify for the preference at a minority set-aside location you must already have owned a Minority Business Enterprise (MBE). There is no alternative process for persons who have not yet owned an MBE. If you have not already owned an MBE, you may still submit a proposal, but you will not be given a preference.

I am already MBE certified through my business which I am the sole owner, but is a Sub Chapter S Corporation through the State of Ohio. How can I advise you of that or let you know that I am already MBE certified through the State of Ohio? Would it be permissible for me to send in my certification form or letter including the shareholders journal of stock in my company, which indicates that I have 100% ownership?

For minority set-aside locations, if you are the sole owner of a sub-chapter S corporation and that sub-chapter S corporation is MBE certified, you may submit the MBE certification together with information showing that you are the owner of that corporation.

 

Nonprofit Corporations - Top of Page

 

For our Articles of Incorporation, will a copy printed from the Secretary of State's Website be sufficient?

Yes; a nonprofit corporation may submit a copy of its Articles of Incorporation printed from the Secretary of State's Website. The nonprofit corporation must also submit a Certificate of Good Standing issued during the current calendar year of the RFP.

Regarding office management. I understand that the Deputy Registrar must work at least 20 hours per week, or the hours they propose, during regular business hours. Is there a minimum number of hours that a non-profit corporation need work during regular business hours?

Appendix two point one (2.1), rule zero one (01), states: "The registrar may require that the Deputy Registrar shall be regularly scheduled and on duty at the Deputy Registrar agency at least twenty (20) hours per week." This requirement does not apply to Deputy Registrars who are county auditors, clerks of court, or non-profit corporations. Whether the Deputy Registrar is an individual, a county auditor, a clerk of court, or a non-profit corporation, the office manager must be regularly scheduled and on duty at the Deputy Registrar agency at least thirty-six (36) hours per week during regular business hours.

 

Site - Top of Page

 

What is the difference between a "Deputy Provided" site and a "BMV Controlled" site? Can I bid to move an agency to a site I believe is better?

A "Deputy Provided Site" is a site where a geographic boundary has been established by the Ohio BMV, and a proposer may either bid on the location where the Deputy Registrar is currently operating or may submit a bid that includes an alternate site location, as long as the proposed location is within the boundaries already established by the Ohio BMV. A "BMV Controlled Site" is a site where the location is determined by the Ohio BMV. Proposers bidding on these locations do so with the understanding that if they are chosen as the successful proposer, they will be operating the Deputy Registrar at its current location.

How can you obtain the name and number of the landlord of a deputy provided site to secure a lease option? It's presently occupied by another Deputy Registrar.

It is up to each proposer to contact the landlord at any Deputy Provided Site location. You should be able to identify the property owner through the County Recorder or County Auditor offices.

We need to turn in the Lease Option form. Do we need to turn in the actual lease? Without the actual lease, how do you figure out the rent to enter on the Start-up Cost Calculations form?

Proposers are required to submit a Lease Option form for their proposed Deputy Provided Site. Proposers are not required or expected to submit the actual Lease. We trust the proposer to enter the correct monthly lease rental payment on the forms without any additional proof of that amount. If you are awarded a contract, you will then be required to submit a copy of the lease for BMV records.

BMV doesn't provide a map for the location I am interested in. I have to provide the map. How detailed do you want the map?

The map should be of sufficient detail to allow BMV site evaluators to locate it easily so they can perform an on-site evaluation, and clearly identify that it is within any pre-determined geographic boundaries set for the agency site.

On the Site Questionnaire form, for Deputy Provided Sites, my answer to the question "Are your counters to be in accordance with RFP counter specifications?" will be "Yes." I am a current deputy and my counters meet BMV previous specifications and also meet current BMV requirement ranges. Therefore, I don't need to make any modification. On the Site Questionnaire form, question "Please indicate which of the two counter options from the Counter Specifications, Section 5.2, you are choosing," how should I answer? If there is no modification, Should I put down $0 for counter costs on the Start-up Costs Calculation form? If I plan to do a specific improvement like replace torn carpet, do I just put that cost down in the "other costs" section, or do I need to attach separate paper to explain what it is for? Where should I place this attached paper when I submit?

You must answer all the counter questions even if you are an incumbent Deputy Registrar and your counters meet all BMV specifications. If no counter modifications are needed you should enter "$0" for counter costs on the Start-up Costs Calculation form.

On the Start-up Costs Calculation form, if you plan to make improvements to the premises, such as the replacement of torn carpet, enter the costs in the "Other Costs" section and amortize the cost over 36 months. You may submit a separate paper to explain that you plan to replace the carpet so that BMV site evaluators will know to give you credit for that improvement. The separate paper may be placed anywhere within your Deputy Provided Site package of forms.

On the Counter Plan, do you want a 3-D counter drawing? Do we need to provide overlook view or just side view? Are you looking for Length, width (Depth) and Height? Do you also need the thickness of the counter board?

The Counter plan needs to show all dimensions: length, width (depth), and height. The drawing need not be 3-D so long as all dimensions are clearly shown. It is not necessary to specify the thickness of the materials unless they are unusually thick or thin. The Counter drawings contained in the Site Forms packet for Deputy Provided Sites may be used as a guide for your drawings.

If the existing deputy is bidding on their current site, while it is necessary to put the actual counter specifications on the proposal, will that deputy be "grandfathered" in or will the deputy be required to change counters to bring them into alignment with the current RFP requirements?

The Counter Specifications forms state, "Current Deputy Registrars who propose to continue to operate at their present license agency location are not required to make any modifications to their existing counters, provided that the existing counters meet all previous specifications." When proposing, the current deputy must make all measurements and submit counter plans for the existing counters.

Do you need the drawing for ADA counter operator's side, or may we provide a drawing from the customer's view only.

It is sufficient to submit the drawing for ADA counter from customer's view only. However, be certain to specify all dimensions.

Should I include a copy of my security plan with the Security Plan Summary form and a copy of my facility maintenance plan with the Facility Maintenance Plan Summary form, or do these just need to be available if I am awarded a contract?

You are not expected to include your comprehensive Security Plan or Facility Maintenance Plan with your proposal. The plan summaries must be submitted.

If bidding on the deputy provided site already in operation, how would I be able to configure the agency without being able to get in?

In order to propose at any Deputy Provided Site you must contact the owner of the property and obtain a Lease Option from the owner. The owner should be able to give you a floor plan of the available space and the dimensions. If the owner is willing, the owner may also be able to give you access to the premises for lease option purposes because the current Deputy Registrar's lease is probably expiring in June. If you cannot obtain the information you need from the property owner, you may have to propose at a different site.

If there is already a site in the geographical area boundary, is there a chance an additional site may be awarded in the same geographic area boundary ,or is there a limit to how far apart they are allowed to be?

It is not BMV's intention to have two Deputy Registrar agencies operate at the same time within the same geographic area boundary.

My question is regarding the Lease Option form. If the proposer is the owner of the property, does the Lease Option form need to be filled out? If it does, do we list the same name up top as we do down at the bottom? Or instead, can we submit an affidavit of availability along with the deed to the property paid in full?

For a deputy provided site, if the proposer is the owner of the building where the agency will be located, the proposer should follow the instructions in the "Requirements for Deputy Provided Sites" forms under the section "Lease option or deed." That section states, "If the proposer is the owner of the real estate premises, the proposer shall provide a copy of the deed showing ownership together with a written statement that it is available for operation of a Deputy Registrar agency."