Deputy Registrar Opportunity

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

Question #1 Are the “Total Transactions” a reflection of calendar year 2020?

Answer #1 Transaction numbers listed within the “Agency Specifications” are for calendar year 2019, which provides a more accurate assessment of approximate transactions, irrespective of the Covid-19 pandemic which included mandatory shutdowns, expiration extensions, and other factors that impacted deputy registrar operations/business.

Question #2 I will be moving within the month, should I use my current address or new address in the bid packet?

Answer #2 List the residential address as of the date of contract commencement (June 27, 2021). Per Ohio Revised Code (ORC), a deputy registrar must have a permanent residence within a 1-hour drive of their respective agency.

Question #3 If I am a current deputy registrar bidding on a 2nd location that is a deputy provided site and is currently in operation, is the entire Site Forms packet required?

Answer #3 In this situation a proposer would be required to submit form 5.0 (Checklist), page 1 of form 5.1 (Site Questionnaire), and form 5.3 (Lease Option).

Question #4 Deputy location 15-A is listed as a “Deputy Provided” site but the “Agency Specifications” do not contain a geographic area sheet, where do I obtain this form?

Answer #4 Please reference #7 on page 2 which outlines the geographical area for that particular location. Specifically, location 15-A must be located in Columbiana County and within the municipal corporation limits of Salem.

Question #5 Are complete credit reports that contain all three credit scores acceptable for this RFP?

Answer #5 Per the RFP instructions, 3 in 1 credit reports are acceptable.

Question #6 I am a current deputy registrar of two agencies. My second agency was just acquired in June 2020. I had a BCI check done on 5/27/2020 for my second location, do I still need an FBI/BCI background check for this RFP?

Answer #6 Submitting a proposal to become a deputy registrar, per the 2021 RFP, requires the submission of a 2021 BCI/FBI background check. Please request a receipt and include the original receipt or a copy with your proposal in the case your results are not received in time.

Question #7 Could you please explain which packet is due February 5th? Are we submitting Site Forms if the site is already established?

Answer #7 All packets are required to be completed and submitted in their entirety. This includes the Operational, Personal, and Site Forms packets. With regards to the Site Forms packet, follow the instructions closely as they outline exactly what needs submitted when bidding on a Deputy Provided location that is already in operation.

Question #8 Is a complete credit report from Experian with a FICO credit score acceptable? It lists my name, information, and all current/revolving accounts. They states this is how they come now with the FICO credit score.

Answer #8 Per the RFP instructions: A credit report dated during calendar year 2021 covering the proposer's current credit status must be submitted with your proposal. Credit reports must be complete and shall include a credit score supplied by one of the recognized score providers such as: VantageScore, PLUS, Risk Score, or Fair Isaac Corporation (FICO) and 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 also acceptable. Summary credit reports are NOT acceptable.

From the information provided, this credit report would fit the criteria outlined above.

Question #9 Is a separate professional resume required in addition to the employment, management, supervisory, and business experience pages (3.2A, 3.2B, 3.2C)?

Answer #9 Yes, a professional resume is to be submitted along with all other required RFP documents.

Question #10 Is it no longer required to submit a Personnel Policy, Security Plan, and Facility Maintenance Plan with your proposal? Would we lose points if we did submit a plan or policy with our proposal?

Answer #10 Submitting an actual policy or plan is no longer an RFP requirement. Instead, proposers are asked to answer (YES/NO) if the will provide and/or adhere to requirements for each particular policy or plan established by the BMV.

Question #11 Does the professional resume get submitted directly after page 6 of Form 3.1 of the Personal Forms Packet?

Answer #11 Yes, the professional resume should be included immediately after page 6 of Form 3.1 of the Personal Forms Packet.

Question #12 Does the pre-approval statement for $25,000 bond need to have an original ink signature on it when submitted? Or, can it be one that is completed and signed by the insurance company and then emailed to the proposer for submission?

Answer #12 All proposers, including incumbent deputy registrars proposing, are required to provide as part of their proposal a statement disclosing pre-approval status for a bong in the amount of $25,000.00 from a reputable and verifiable bonding or insurance company. So long as the bond pre-approval is from a reputable and verifiable bonding or insurance company, an electronic (emailed, printed and submitted) version will suffice.

Question #13 My bank stated they are no longer permitted to sign documents to verify funds on deposit at local branches. Instead, they are required to submit necessary forms to corporate who in return faxes completed forms back. In this situation, is a faxed copy of form 3.4 acceptable?

Answer #13 It is preferred to have either a signed or stamped verification of funds on deposit, whenever possible. In this situation, a faxed copy is acceptable.

Question #14 As an incumbent DR in a BMV provided site, do I need to turn in any type of lease/rental agreement?

Answer #14 Proposals submitted for BMV provided locations, whether an incumbent or not, do not require submission of any Site Forms, which includes a valid lease option.

Question #15 As an incumbent deputy registrar, do I need to submit sketches showing plexiglass and other agency makeup measures taken to mitigate Covid-19 risk?

Answer #15 Any agency modification regarding Covid-19 risk mitigation does NOT need to be factored in when completing the Site Forms packet.

Question #16 What is the code for BCI and FBI background checks?

Answer #16 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 #17 Section 3.4 states it is not valid without an official stamp of the financial institution and the teller’s signature but the manager of the bank I use is telling me they no longer have/use teller or bank stamps. Can I have the bank notarize form 3.4 in lieu of the teller or bank stamp?

Answer #17 Having the bank notarize form 3.4 in lieu of a bank or teller stamp will be acceptable for certification of sufficient funds on deposit.

Question #18 If I am an incumbent deputy registrar, can lease agreement option be emailed? The property owner no longer keeps regular hours and is regularly out of town and may not be able to complete an original in time for proposal submission.

Answer #18 Due to current circumstances emailed lease options will suffice. Please note, verification of submitted lease options will be conducted by BMV personnel.

Question #19 Do I need to include extremely old work experience, such as positions held in 1984?

Answer #19 Anything prior to 1990 does not need listed unless it was a job/position started prior to 1990 that you were still employed in after 1990. In that case, the position/job may be listed.

Question #20 Do we not include forms such as 3.2(C) in our bid packets if they do not apply, or should we include them but left blank?

Answer #20 They can be included with your submission but left blank.

Question #21 If we use FedEx or UPS to send proposals, is the loading dock where they should be delivered?

Answer #21 Yes, they should be delivered to the loading dock of the Shipley Building. Detailed instructions can be found at the beginning of the 2021 RFP Packet.

Question #22 Do I turn in packets in person or is there a fax number or email address they can be sent to?

Answer #22 Packets can be submitted in person or via mail. The 2021 RFP Packet contains detailed information on RFP submission.

Question #23 For a Deputy Provided Site, if I am an incumbent deputy registrar proposing the same location without any changes, do I need to submit Section 5 and one copy in a separate package?

Answer #23 Per the Site forms packet instructions, incumbent deputy registrars applying for contracts at existing license agency locations designated as Deputy Provides sites are not required to complete and submit all Section 5 forms if the site was approved under the previous RFP and if there have been no changes to the site since the last contract was approved and signed. Under this license agency site provision, page one (1) of the 5.1 Site Questionnaire form and form 5.3 Lease Option must be completed and submitted. Submission of Site forms should be in their own respective envelope with one original and one copy.