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ODPS Ohio Bureau of Motor Vehicles 2015 RFP Email Inquiry System Questions & Answers

ODPS | BMV | Deputy Registrar Email Inquiry System Questions and Answers

 

01-13-2015

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Q1.      As a deputy registrar for the state of Ohio, I am getting ready to do my proposal for the agency I currently have.  I have a couple of questions concerning the Form 3.2A, 3.2B, and 3.2C.  Am I able to list the same employee on all three parts as far as who can verify this experience, or must I name three separate people?

A1.      It is permissible to list the same person(s) on forms 3.2 A, B & C as long as the person(s) can be contacted by BMV evaluators and are able to accurately verify your employment experience for each separate position. 

Q2.      As far as the amount of start-up cost, I will be using my account I have set up for the license bureau.  Do I have to maintain that balance that is on the form 4.4 (Start-Up Costs) until I am selected to have the agency again?  The balance will go up and down depending if it is payroll week or my rent for the office is due, or must it remain at that amount at all times?

A2.      The total amount listed and certified on your Form 3.4 Start-Up Cost Funds on Deposit and the amount of total start-up costs listed on Form 4.4 Start-Up Costs Calculation, must be available for use immediately after the announcement date of April 17, 2015, if you are awarded a deputy registrar contract.  BMV staff will verify that the funds listed on your Form 4.4 are available for use as a contract contingency item. 

Q3.      I am having difficulty understanding how to proceed with the floor plan. If a site is controlled by the state, who do I speak with to develop a floor plan? 

A3.     A floor plan is not required for locations that are designated as “BMV Controlled Site” as noted on the Appendix 2.4 Agency Specifications.  Proposers are not required to complete and submit the site forms packet – forms 5.1 through 5.4 if submitting proposals for BMV Controlled Site locations.

Q4.      The other question that I have in regards to floor plan is if the deputy registrar owned the building in which he or she is in and they do not wish to disclose any information, how do I move forward? 

A4.      If the existing deputy registrar owns the building where the license agency is currently located and does not agree to grant a lease option to you for the term of the deputy registrar contract, you must find an alternate building that meets the specified requirements of the identified “Agency Class Size” as noted in item number four (4) and within the prescribed geographic area described in item number seven (7) on the Appendix 2.4 Agency Specifications for that particular location.  

Q5.      In the RFP, it states that a proposal can include a credit score provided by one of the recognized score providers including VantageScore, PLUS, Risk Score and FICO yet a response to a credit report related question that appeared on the Deputy Registrar RFP Frequently Asked Questions page says that proposers should “be sure your credit score includes a Fair Isaac Corporation (FICO) score”.  Is it mandatory to provide a FICO score or is one of the other credit scores acceptable? 

A5.      A Fair Isaac Corporation (FICO) score credit score is not mandatory.  However, the credit score must be issued by at least one of the three major credit reporting agencies (Equifax, Experian or TransUnion) and must be accompanied by a complete copy of your current 2015 credit report, with all pages included therein even if they do not contain credit-related information.  

Q6.      I am an existing deputy registrar and have a surety bond expiring October 15, 2015. Do I need to get a preapproval letter for a new one still to submit with my proposal? 

A6.      In order to fulfil the $25,000 surety bond requirement, the actual bond in place, or the letter of preapproval must cover at least the first full year of the deputy registrar contract term beginning June 28, 2015, through June 30, 2016. 

Q7.      Also, I have had a BCII check done within the past year, but all was done electronically and sent directly to the BMV. How would I obtain a copy of it to submit with my proposal? 

A7.      Contact your BMV field representative and/or district chief to request a copy of your BCII results to include with your proposal submission. 

Q8.     Section 4.3 Staffing and Personnel Calculation (2015) requires projected hourly rate for experienced employees. This rate varies for those employees based on several factors including but not limited to experience, proficiency, motivation, etc. Would full credit be given if this field be based on the minimum amount an “experienced” employee can expect to earn per hour, since all other experienced employees would make said wage or greater? 

A8.      It is acceptable to provide the lowest potential wage that would be paid to employees that would be categorized as “experienced employees” when completing Form 4.3 Staffing and Personnel Calculation for proposal submission purposes.  

01-14-2015

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Q9.     Section 3.1 Personal Questionnaire. Are deputy registrar employees allowed to list BASS knowledge under the computer experience?

A9.      Yes, deputy registrars and employees of license agency businesses that are familiar working with the Business Application Service System (BASS) operating system utilized by the Ohio Bureau of Motor Vehicles may list this experience in the “Other” category for item number 26 on page four (4) of the Form 3.1 Personal Questionnaire.

01-15-2015

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Q10.     In regards to Start-up Cost Deposit, If we are an existing agency is it required to open a separate account for start-up cost (Form 3.4), and how long must the funds remain in that account?

A10.    Current deputy registrars may use their license agency operational business accounts for the purpose of showing proof of start-up cost funds available on Form 3.4 Start-Up Cost Funds on Deposit.  The total amount listed and certified on your Form 3.4 Start-Up Cost Funds on Deposit and the amount of total start-up costs listed on Form 4.4 Start-Up Costs Calculation, must be available for use immediately after the announcement date of April 17, 2015, if you are awarded a deputy registrar contract.  BMV staff will verify that the funds listed on your Form 4.4 are available for use as a contract contingency item. 

Q11.    This question is concerning the Morse Road location in Franklin County.  On the specification sheet, it states that rent for that location is $4916 per month plus $500 per month amortized fee for site costs. This seems extremely high.  Can you verify this is the correct amount?

A11.     The monthly site preparation cost (amortized) amount of $500.00 and monthly agency rental payment amount of $4,916.00 listed on the BMV Controlled Site Attachment for location 25-F, Franklin County, Columbus (Morse Road), are correctly published.

Q12.    On form 3.2A Business Experience, I had a business that only hired independent contractors.  I was directly responsible for hiring, training, and disciplining the workers.  Can I list them as employees?

A12.     As long as you were, in fact, responsible for the hiring, training, and administering discipline for independently contracted workers, it would be acceptable to answer “Yes” to question number six (6) on Form 3.2(A) Business Ownership.

01-16-2015

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Q13.    At the RFP proposal conference it was recommended that we call to make sure the packets were received if we mail.  What number do we call?

A13.    To confirm that the BMV has received your proposal(s), please call Gloria Vasquez at (614) 752-0585.

Q14.    The question have you ever developed a comprehensive business plan.  Is this a personnel policy?

A14.     No, a personnel plan is only one part of a comprehensive business plan.  For the purposes of operating a deputy registrar license agency, the license agency personnel policy would be considered a major component of a comprehensive business plan.  The generic definition of a business plan is: a guide or roadmap for the business that outlines goals, objectives and details how the business owner plans to achieve those goals over a specified period of time.

Q15.    Interior/Exterior motion activated security lights (suggested). Agency light left on at night.  Outside lights at door left on at night.  I have no motion lights.  How do I answer this question?

A15.     If interior and exterior lights at the license agency location remain on all night, you should answer “Yes” to the last question on Form 3.7 Security Plan Summary.  In addition, it would be advisable to include a separate attachment (statement) to explain the alternate remedy to motion activated interior and exterior security lights.

Q16.    Do you want a copy of the Lease Continuity Agreement included in the proposal?

A16.     No, please do not submit a Lease Continuation Plan (LCA) with your proposal.  LCAs will be distributed for consideration and completion after contracts have been awarded and announced. 

Q17.    On Form 4.3 Staffing and personnel Calculation I do not currently have any new hire employees as I will keep current experienced staff members.  How should I answer the question for the new hire boxes?  Should I list a starting amount I would pay such employees as well as the amount of hours?  If so, how should that information be listed or added as my total for hours and wages?

A17. If you are a current deputy registrar and do not intend to hire any new employees immediately, you should still include the beginning wage that would be paid to any new hire employee should the need arise over the term of this five-year contract to hire new staff.  The projected work hours per week could be estimated.  You are not bound to the number of work hours per week that are listed on Form 4.3.  The BMV is requesting that deputy registrars staff their license agencies at the levels adequately based on the number of annual transactions performed and the agency class size identified within the Appendix 2.4 Agency Specifications for each license agency location.

Q18.    By leaving the “New Hire Employees” area blank on Form 4.3 Staffing and Personnel Calculation, would that require if and when a new hire employee starts that I would be required to pay them a starting pay equal to my experienced employees?

A18.     No, but you should not leave the “New Hire Employees” area blank on Form 4.3 Staffing and Personnel Calculation even if you are a current deputy registrar and have no immediate plans to hire new employees.  If it is possible that at some point over the five-year contract term new employees would need to be hired, you should list a starting wage for new hire employees.  If the number of weekly work hours are unknown, enter zero (0) and include a separate attachment (statement) explaining why you entered zero (0) in the weekly work hours column.  Refer question and answer A17 for a further explanation.

Q19.    My question concerns the requirement of monitored video surveillance systems as stated on page 1-17 of the RFP.  Is the video surveillance system required to be monitored off-site, or can the monitoring take place in a secure area within the agency.

A19.     The video surveillance system may be monitored on-site as long as the security camera media devices are secured and the digital hard drive is located in a secured area. 

Q20.    To obtain an Ohio criminal background check, in addition to the BMV address, the WebCheck facility requires a name to send the report to and a phone number.  To who’s attention should I send the report and what phone number should be listed with the BMV address.

A20.     WebCheck results should be sent to the following: BMV Special Operations, Ohio Bureau of Motor Vehicles, 1970 West Broad Street, P.O. Box 16520, Columbus, OH 43216-6520.  If a recipient name and phone number are also required, you may have to results sent to Greg Edwards, Administrator, BMV Special Operations, (614) 752-0585.

Q21.    If the interior lights to the facility are always left on, will that be accepted as motion activated lights or will additional motion activated lights need to be installed even though the lights are on 24 hours a day.

A21. If interior lights at the license agency location remain on all night, you should answer “Yes” to the last question on Form 3.7 Security Plan Summary.  In addition, it would be advisable to include a separate attachment (statement) to explain the alternate remedy to motion activated interior security lights and to explain that the “Yes” response does not apply to compliance with exterior security lights.

Q22.    If the interior lights of the agency are on 24 hours a day, seven (7) days a week, will that be accepted as interior motion activated lights or would additional motion activated lights need to be installed?

A22.    Please see the answer to question number 21 (A21). 

Q23.    When doing the BCI&I electronic fingerprinting, where exactly do we have the results sent to?  And, is there any certain type or code we need to let them know while doing the fingerprinting?

A23. WebCheck results should be sent to the following: BMV Special Operations, Ohio Bureau of Motor Vehicles, 1970 West Broad Street, P.O. Box 16520, Columbus, OH 43216-6520.  If a recipient name and phone number are also required, you may have to results sent to Greg Edwards, Administrator, BMV Special Operations, (614) 752-0585.  The BCI Reason Fingerprint Code should be requested under “Other” with the reason stated as “BMV Deputy Registrar Applicant.”

Q24.    On Form 3.2(A) Business Ownership Experience, it asks for a Federal Tax ID Number.  I did not use one as a sole proprietor.  How should I proceed with this form?

A24.    If you own or owned a business as a sole proprietor and do not have a Federal Tax ID Number, enter the last four digits of your social security number.

Q25.    I need help finding the address where to have my BCI sent to.  Can you help please?

A25.    Please see the answer to question number 23 (A23).

Q26.    On installing the smoke, fire and carbon monoxide detection devices, are the battery type approved for the installation?  Must I have one in each different room?  I have customer area, a break room, and my locked storage room.

A26.    Battery powered smoke, fire and carbon monoxide detection devices are adequate for installation.  Battery powered and hard-wired smoke, fire, and carbon monoxide detection devices must be routinely tested for functionality.  The number of smoke, fire, and carbon monoxide detection devices needed in any license agency location should be determined by the deputy registrar so long as there is sufficient smoke, fire and carbon monoxide detection coverage for all areas within the facility. 

Q27.    When completing the BCI web check, what is the appropriate Reason Code to choose?

A27.     Please see the answer to question number 23 (A23).

Q28.    Section 4.3 Staffing and Personnel Calculation (2015) calls for the total number of New Hire Employees and corresponding wages and hours.  Currently my agency is only staffed with experienced employees.  Would full credit be given if the total staffing hours required from 2.4 Agency Specifications came from only experienced employees and a zero entry in the New Hire Employees field(s) including hourly rate?

A28.     Yes. Please also refer to the answer provided to question number 17 (A17) for further explanation.

01-19-2015

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Q29.    When filling out my proposal, the person whose name I enter on the line of who can verify my experience, shows up on Form 3.1 Personal Questionnaire, question 15.B., 16.B., and 17.B.  I have answered no to all those questions.  They want you to list their relationship to you if you answer yes.  Again, I have answered no to all three questions. I have deleted the name, then it is deleted on the line of who can verify my experience.  I have done this several times.  Still the same outcome.  Can I white out the name or is there a solution to this problem?

A29.     There were errors discovered within the form fill-in fields on Form 3.2 Business and Employment Experience that occurred only when attempting to complete the Personal Forms by downloading and using the entire Personal Forms Packet (Forms 3.0 through 3.11) to fill in these forms.  The errors have been fixed and should no longer be an issue when completing the entire Personal Forms Packet as one file.

Q30.    I am having trouble understanding the last question on Form 3.6 Personnel Policy Summary.  Is the written personnel policy comprehensive?  It asks for a yes or no answer, then page or section numbers.  Are not all the documents in the personnel policy summary list considered the comprehensive written personnel policy?  Do they just want a yes or no answer and that is it?

A30.     If you consider your proposed written personnel policy to be comprehensive, you can simply answer “Yes” to the last question on Form 3.6 Personnel Policy Summary.  It is also acceptable to include the entire range of pages that comprise your personnel policy on the line asking for page or section numbers as well.

Q31.    When sending in the proposal, do we need to include the instruction sheet for Form 3.2 Business and Employment Experience?  At the bottom of the page, it states Form 3.2, Business and Employment Experience, Page 1 of 4 (2015)?

A31.     You are not required to submit the “Instructions” page of Form 3.2, Business and Employment Experience, Page 1 of 4 (2015) with your proposal.

Q32.    If you had a BCII WebCheck completed in January 2014, do you need to have another one done if it was part of a proposal and is on file with the BMV?

A32.     A WebCheck completed in January 2014 will not be acceptable and will not receive credit for this 2015 RFP.  Any current deputy registrar making application for a new deputy registrar contract that has a BCII WebCheck on file with the BMV issued within 12 months prior to the June 28, 2015, contract start date, will not be required to submit a new WebCheck under this 2015 RFP.

Q33.    I am a long-time permanent resident of Ohio; however, I am a military spouse and am temporarily residing in North Carolina.  I will be permanently relocating to Ohio June 1, 2015, but will make arrangements in the event that my relocation prior to June 1 would be necessary.  For the purposes of bidding, I was intending to use my current residential address in North Carolina, because I do not physically reside at my home of record address in Ohio. I intend to submit a letter of explanation explaining such. However, the Form 4.5, Deputy Registrar Contract (2015) automatically lists Ohio as the state in the section requesting a "home mailing" address be filled in. Should I use my Ohio home of record address, in which I can receive mail but do not physically live, for the purposes of completing the forms in my proposal, or is there another preferred solution?

A33.     If you are temporarily living outside Ohio but intend to return to Ohio to live and have an Ohio address where you can receive mail, please enter the Ohio mailing address on the RFP forms.  Please also submit an explanation listing both your Ohio mailing address and your temporary out-of-state address on a separate sheet of paper.  If you are awarded a contract, you will be required to maintain a primary residence in Ohio within a one-hour commute of your agency during the entire five-year term of your contract.

Q34.    As a deputy registrar, must I include a security plan with my proposal, or just filling out the summary (Form 3.7 Security Plan Summary) is enough?

A34.     A separate security plan is not required to be included with your proposal submission.  You are required to complete and submit Form 3.7 Security Plan Summary with proposal.

Q35.    Per the RFP Schedule, there are no dates given for phone interviews or site evaluations. At the proposer conference, we were advised that our references could expect to start receiving phone calls the week of February 23.  Could you please advise when the phone interviews and site evaluations will begin?

A35.     Proposal evaluation will begin during the week of Monday, February 23, 2015.  Contacts for employment references and phone interviews will begin to be contacted on Monday, February 23, 2015, through Friday, February 27, 2015, or longer, if needed.  BMV evaluators will be making phone calls from 8:00 A.M. through 4:00 P.M. daily.  Site proposal evaluations will begin on Monday, February 23, 2015, and will be completed through Tuesday, March 10, 2015.

Q36.    If the agency is a class three (3) with total transactions between 40,001-45,000, do I only need to bid 121 hours but will usually have over 134 hours anyways?  This would give me an option during slow times in the year.

A36.    The recommended weekly staff hours for a license agency location generating 40,001-45,000 is 121 hours per week.  Proposers may elect to use the recommended staffing hours supplied by the BMV when completing proposals or may establish their own staffing hours plans, which may contain more or less than the number of staffing hours recommended by the BMV-provided specifications.

01-20-2015

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Q37.    I am trying to get the pre-approval for the $25,000 surety bond.  The underwriter has some questions that she would like to ask of someone from the BMV.  Is there a contact that I could provide her with?

A37.    Questions related to the $25,000 surety bond requirement may be directed to Greg Edwards, Administrator, BMV Special Operations, GEdwards@dps.ohio.gov, 614-752-7705.

Q38.    This is my first time bidding on an agency.  Should I go ahead and get the pre-approval on the Bond before I get the contract or is there an alternative?

A38.     All proposers are required to have a letter of pre-approval for a $25,000 surety bond included with their proposal submissions.  If you are awarded a deputy registrar license agency contract, you will then be required to obtain a $25,000 surety bond and maintain coverage throughout the term of the contract.

Q39.    I have a lease agreement that already has the option to continue for the next 5 years in the contract.  It is notarized.  Can I submit that instead of the Form 5.3?

A39.     For any Deputy Provided Site, each proposer MUST submit a fully signed and notarized Lease Option, Form 5.3 in the proposer’s name from the property owner or authorized agent. Failure to submit a valid lease option is grounds for disqualification.  A signed lease agreement will be required as a standard contingency item after a contract is awarded.

Q40.    I’m submitting a RFP on behalf of a nonprofit corporation (NPC).  How should I answer questions on Form 3.2(A) regarding hours worked, hiring, training and disciple questions since it is for the NPC and not an individual?  Also, on the same form if the experience is current can I list the dates for the business as “current” on the ending date?

A40.    If a nonprofit corporation is supplying business ownership experience specifically related to operating a deputy registrar license agency business, it is acceptable to answer all of the questions contained on Form 3.2(A) Business Ownership Experience as they relate to the manager that is designated by the nonprofit corporation to operate the license agency business on its behalf.  The expiration date of the current license agency contract should be entered as the ending date for the business.

01-21-2015

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Q41.    I have a question regarding the completion of the staffing and Personnel Calculation Form 4.3. If I project my office manager and assistant manager’s hours as 40 hours and from time to time they only work 38 or 39 hours as long as we continue to meet the total combined hours that week is that alright?

A41.     Yes, as long as the individual serving in the capacity of Office Manager is working at least 36 hours per week.

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