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  • Deputy Registrar Opportunity

    Deputy Registrar Opportunity – Request for Proposals

    Each January, the Ohio BMV issues requests for proposals (RFP) for the selection and appointment of deputy registrars to operate license agencies in Ohio.

    • Deputy registrars are independent contractors selected on a competitive basis.
    • License agencies administer duties related to the issuance of driver licenses, ID cards, vehicle registrations and other services on behalf of the BMV.

    2022 RFP Schedule

    The following timelines and deadlines will be in effect for this round of proposals.

    January 7, 2022
    • Release of this RFP; beginning date of solicitation of proposals.
    • The RFP email inquiry system will begin operation.
    February 4, 2022
    • NO LATER THAN 4:00 P.M.: Proposals must be received by BMV-Registrar's Office at 1970 West Broad Street, Columbus, Ohio 43223, no later than 4:00 p.m. "Received" means actually received; postmark dates are not sufficient. Facsimile (FAX) and email transmissions are not accepted.
    March 11, 2022
    April 1, 2022
    • NO LATER THAN 4:00 P.M.: Written Response and Comments, if submitted, must be received by BMV-Registrar's Office at 1970 West Broad Street, Columbus, Ohio 43223. "Received" means actually received; postmark dates are not sufficient. Facsimile (FAX) and email transmissions are not accepted.
    April 15, 2022
    • 5:00 P.M.: The tentative contract awards will be announced and posted on the Ohio Bureau of Motor Vehicles Internet site at: http://bmv.ohio.gov/dr-rfp.aspx.
    June 10, 2022
    • The proposer shall provide written preliminary information displaying proof of depository account and sufficient bond coverage.
    June 20, 2022
    • The proposer:
      • shall have the site properly configured and prepared for inspection by the Bureau of Motor Vehicles.
      • shall have a proper depository established to deposit the daily collections.
      • shall have employees hired and trained.
    June 27, 2022
    • 8:00 A.M.: Agency must open for business.
      • The proposer shall have sufficient coverage to insure against potential losses.
      • All requirements of the contract shall be in place.

    Documents & Forms

    Ordering Copies of Proposals

    You may request a copy of any proposal by email. For more information send an email to DeputyRegistrarRFP@dps.ohio.gov.

    1. Provide us with your name, telephone number, and email address (if applicable);
    2. Supply the County, City, Location Number, and Proposer Name (if known);
    3. Indicate whether proposal(s) will be emailed to you or if you want to schedule an appointment to review proposal(s) at BMV headquarters in Columbus;
    4. If the proposal(s) are being emailed, please provide your name, telephone number, and a valid and verified email address;
    5. All requests for picking up proposals and for scheduling appointments must be confirmed by BMV Research staff in advance.
    Any proposal(s) transmitted by email shall not exceed file size limitations established by your email provider and shall not exceed size limitations established within the Ohio Department of Administrative Services Information Technology policies.

    Available Deputy Registrar License Agency Locations
    & Agency Specifications (Rev: 11/07/22)

    Definitions

    • BMV Site: "BMV Controlled Site" is one in which the BMV will designate the exact site where the deputy registrar agency will be located. The BMV will arrange a master lease for the site.
    • Deputy Site: A "Deputy Provided Site" is one in which the successful proposer will be required to provide, through lease or ownership, the site where the deputy registrar agency will be operated.

    Available Locations & Agency Specifications

    None at this time. Please check this site periodically for the most current list of available locations.

    How to Become a Deputy Registrar

    The Ohio Bureau of Motor Vehicles (BMV) issues requests for proposals (RFP) for the selection and appointment of Deputy Registrars to operate license agencies throughout Ohio. RFP packets are generally released in January of each year. License agencies issues vehicle registrations, arrange for the issuance of driver licenses/identification cards, and provide other services on behalf of the BMV.

    Deputy Registrars are independent contractors and are selected on a competitive basis as described in the Ohio Administrative Code and RFP. Deputy Registrars receive service fees of:

    • $5.00 for vehicle registrations, driver licenses, identification cards, and other driver and motor vehicle related transactions;
    • $0.90 for each vision screening performed; and
    • $8.00 for driver's license reinstatement fee payments.

    All fees are established in accordance with the Ohio Revised Code. The contract term is generally five years, unless the registrar determines that a shorter contract term is appropriate for a particular deputy registrar.

    The proposer must apply as an individual, a nonprofit corporation, county clerk of courts, or a county auditor. The Registrar may appoint county auditors and eligible clerk of courts without using a competitive selection process. However, the Registrar may also require county auditors and eligible clerk of courts to participate in the competitive selection process. Partnerships, corporations, and other business associations are not eligible. Certain others are not eligible (such as employees of the State of Ohio) and are listed in the RFP.

    No person will be awarded a contract because that person pays an assessment to or makes a contribution to any political party, the Governor or his campaign committee, or any candidate for public office. An affidavit must be signed by all proposers stating that he/she has not contributed more than $100.00 to any prohibited political officeholder (complete details are contained in the RFP).

    The Ohio BMV is looking for proposals that offer the best service to the citizens of Ohio. We welcome your interest in serving the Ohio motoring public.

    The Ohio BMV supports and is a proponent of Minority Business Enterprise (MBE) businesses. As such, all deputy registrar locations are available for MBE certified proposers to submit application for. MBE certified proposers must include all applicable documentation when submitting their proposal for a location. The MBE Certified Document is available along with all other required RFP documents. Additional information on how to become an MBE certified business can also be found within the RFP.

    Agency rent and site improvement is the responsibility of the Deputy Registrar. Some sites are under the control of the BMV, Ohio Department of Public Safety or a county (usually in conjunction with a clerk of courts title office) and are called BMV controlled-site locations. Minimal site improvements are involved with controlled site locations.

    There are also deputy-provided sites where the successful proposer is required to provide, through lease or ownership, the site where the Deputy Registrar agency will be operated. In general, there are minimum site criteria including square footage, counter specifications, accessibility to individuals with disabilities and parking which must be addressed and are explained in the RFP.

    Some locations are designated for one-stop shopping and are subject to additional requirements and may include subleasing space to a driver license examination station, a clerk of courts, or both.

    The proposer must have verifiable funds in a financial institution account to cover site preparation costs, agency rental payments for three months and one month's personnel costs. The BMV supplies necessary computer terminals and inventory on a consignment basis.

    As part of the proposal, each proposer must submit completed documents as described in the RFP packet. Presently, these documents include:

    • Personal Checklist
    • Personal Questionnaire
    • Business and Employment Experience
    • Customer Service Experience
    • Start-Up Cost Deposit Statement
    • Political Contributions Report
    • Personnel Policy Summary
    • Comprehensive Personnel Policy
    • Security Plan Summary
    • Facility Maintenance Plan Summary
    • Involved and Invested in Your Business
    • Credit Report
    • Local Law Enforcement Report, or Certification of Good Standing as a Nonprofit Corporation
    • BCII & FBI WebCheck Criminal Reports (or Articles of incorporation for Nonprofit Corporations)
    • Affidavit of Deputy Registrar Proposer (individual, county auditor, or nonprofit corporation)
    • Operational Checklist
    • Signed Deputy Registrar Contract
    • Appointment of Agency Managers
    • Experienced Employees Summary
    • Staffing and Personnel Costs Calculation
    • Start-up Cost Calculations
    For Some Locations
    • Deputy Provided Site Checklist
    • Site Questionnaire
    • Americans with Disabilities Act (ADA) Checklist
    • Lease Option
    • Proximity Attachment (if applicable)
    • Site Plan
    • Counter Plan
    • Site Map
    • Other forms as required for individual locations

    Deputy Registrar RFP Email Inquiry System

    Ask a Question

    Questions asked on Friday, Saturday, or Sunday will be answered the next business day.

    NOTE FROM THE BMV
    All “Deputy Provided Site” proposers (which includes incumbent deputy registrars) must submit Form 5.3 (Valid Lease Option) along with all other required documents/forms.

    Questions & Answers

    Question #1 What is the reason code for proposal BCI/FBI background checks?

    Answer #1 The code used for the FBI webcheck is “Real ID Act” and the code to be used for the BCI webcheck is “Deputy Registrar Contract Application.” If necessary, the clerk can select “Other” as the code and add a note listing the above information.


    Question #2 Are there currently deputy registrar set-asides for EDGE certified proposers? Is there a benefit to including this information with my proposal?

    Answer #2 There are not location set-asides for EDGE certified proposers, however, similar to MBE certified proposers, include any/all applicable information with your proposal and it will be given consideration when evaluating.  


    Question #3 Are there any waivers for proposing a location where your permanent residence is outside the statutorily required one-hour drive time?

    Answer #3 Waivers can NOT be granted for residing outside the statutorily required one-hour drive time for the location you are proposing. If awarded a contract, the proposer will be required to relocate their permanent residence within a one-hour drive time to the awarded location prior to the contract start date.


    Question #4 If there is an existing ADA compliant restroom at a site but would not be in the public area, would that restroom qualify for a “Yes” answer to question 6(A) in the Site Forms Packet? Additionally, would the restroom need to be available for all customers or solely customers with disabilities?  

    Answer #4 All deputy registrar locations, whether deputy provided or BMV provided, must have ADA accessible restrooms available for staff and customers with disabilities upon request. Yes, an already existing ADA compliant restroom would qualify for a “Yes” response as that section of the Site Forms is specifically referencing ADA requirements.