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1. I am bidding on the position in Pickaway County. I am having problems getting the local record check done. The Circleville Police Dept. tells me they do not do record checks. I had the BCI done at the Pickaway County Sheriff’s office. I asked them about the local check. They informed me that the BCI contains local therefore they will not do one. Any suggestions on how to get this done would be appreciated.
If you are a resident of Pickaway County and cannot obtain a local law enforcement report from the Sheriff or from the Circleville Police Department, if you also reside in the City of Circleville, it would be recommended that you attempt to obtain written statements from both the Circleville Police Department and Pickaway County Sheriff offices stating that they do not provide local citation, arrest and conviction reports to the public.
2. The RFP states no more than two proposals for any one Deputy Provided Site. Is it permissible to bid the current location and two additional sites or just one additional site?
A proposer may only submit a total of two site proposals for any one Deputy Provided Site location.
3. As part of the credit report requirements the RFP indicates that a report from one of the big three (Experian, Equifax, Trans Union) is acceptable, and that a Vantage or FICO score is also required. Vantage and FICO I believe are used primarily by Equifax. I have an account with Experian which uses a PLUS score. Is the PLUS score acceptable?
The BMV will accept an Experian PLUS score as an acceptable alternative to the Vantage and FICO credit scores.
4. When you ask for our credit score, do you want just the page that has the score on it or all the other pages that come with it?
The entire credit report including the score needs to be supplied to the BMV. Do not omit any pages of the credit report even if they are blank. Credit reports submitted with pages missing will receive an unfavorable score and will be considered incomplete.
5. I have three credit reports but only one credit score. Will this be sufficient?
Only one credit score is needed. The credit score should be supplied by FICO, Vantage, or PLUS.
6. I'm twenty-four years old and file my own taxes. I am not a dependent on my parents' taxes, one of whom is a current deputy registrar. I live in the same building in a basement apartment and function as my own family. Would I be eligible to submit for a contract? Please define household in this case since yes I am related but function separate.
If your parent is a deputy registrar and you and your parent live in the same building, you are not eligible to receive a deputy registrar contract during any time your parent continues to serve as a deputy registrar even if you and your parent live in separate quarters within the same building.
7. My BCII Webcheck receipt is about ⅓ the size of an 8½" x 11" sheet of paper. For my original RFP, should I submit the receipt affixed (taped) onto an 8 ½" x 11" sheet of paper or simply submit it loose within the RFP packet?
It is preferred that you tape the BCII Webcheck receipt to a sheet of white 8½-inch by 11-inch 20-pound stock paper to include with your submission. However, there will be no penalty for submitting the BCII Webcheck receipt loose in the proposal packet.
8. My local law enforcement report, which uses the Sheriff’s letterhead, is printed on cream-colored paper. Is this ok, or must I request them to utilize only white paper?
A local law enforcement report on the Sheriff’s letterhead and printed on cream-colored paper is acceptable. The RFP requirement to use white paper applies only to documents you prepare yourself.
9. Are there any Fringe Benefits offered by the State to the Deputy Registrar (Bid Winner)?
No. Each individual deputy registrar is an independent contractor who operates a license agency as a business enterprise. The deputy registrar collects statutory fees for the services rendered. From those fees, the deputy registrar pays all expenses for the operation of the agency and retains any profits.
10. Will the appointed deputy registrar be responsible for offering insurance, and other benefits to employees hired by his/her site?
Each individual deputy registrar is responsible for any and all fringe benefits offered to his or her own employees. The BMV does not require that any specific fringe benefits be offered but does give a favorable evaluation for the level of benefits offered by each Proposer. The deputy registrar contract does require each deputy registrar to pay all mandatory contributions such as social security, workers’ compensation, unemployment compensation, etc.
11. I currently hold an elected office but would resign if awarded the contract. I have shown this on question 11 of Form 3.1, Personal Questionnaire, Page 2 of 7 (2012). However, under exclusions and qualifications in the 2012 Deputy Register RFP it states the contract will not be awarded to any elected official. Am I eligible to apply as I currently hold an elected office?
Yes, but see Answer 12, below.
12. I currently hold an elected office but would resign if awarded the contract. I have shown this on question 11 of Form 3.1, Personal Questionnaire, Page 2 of 7 (2012). However, under exclusions and qualifications in the 2012 Deputy Register RFP it states the contract will not be awarded to any elected official. Will I lose points on the Personal Evaluation for holding an elected office?
If you submit a letter of intent to resign the position of elected office in which you are currently serving prior to the deputy registrar contract start date with your proposal, there will be no point deduction on your Personal Evaluation for that particular scoring component.
13. I have come across a number of boding companies that say they will not give a pre-approval letter due to the fact that I may be bondable today, but may not be a month down the road. Can I just purchase the bond for the proposal?
In past years, many insurance and bonding companies have provided proposers with surety bond coverage letters of pre-approval for this RFP process. If you purchase a surety bond in advance to receiving a Deputy Registrar contract, you do so at your own risk, and should attempt to guarantee yourself an escape clause in the event you are not awarded a Deputy Registrar contract.
14. I have my credit report from TransUnion. They also provided the credit score, which is only labeled as "your TransUnion Credit Score and Grade.” Is this acceptable for the RFP requirement of a credit score?
TransUnion typically uses the VantageScore credit scoring method for consumers requesting credit report information. The scale ranges from 501-990. The credit score supplied by TransUnion is acceptable for this RFP process.
15. Questions 4 and 4a on Form 5.2 asking if stairs are needed at entrance and signage at inaccessible entrances do not apply to the site I am proposing. Is it appropriate to leave answers blank and explain that these questions do not apply at the end of the question?
The instructions at the beginning of Form 5.2 – ADA Checklist state “If any question clearly does not apply, mark it “Not Applicable” or “N/A.”
16. Notary Republic stated that Form 4.5 had to be notarized only if I were awarded contract. Is this an accurate statement? If so, will I be required to submit document 4.5 with notary information NOT completed?
All forms containing blanks for a Notary Public MUST be signed and notarized BEFORE you submit your proposal. Failure to submit original signatures and completed notarizations may disqualify your proposal.
17. I am having trouble with the bond company declaring the amount of the bond. They just want to say I am approved if awarded the contract. The proposal said it should state the amount. What can I do?
You may submit the bonding company’s letter of approval even if it does not specify the $25,000 amount. However, you take the risk that you will not receive a final deputy registrar contract if a $25,000 bond cannot be issued to you.
18. I will be hiring experienced employees. If I state the hourly rate on Form 4.3, will I have to pay new employees this amount or will that be covered in my Personnel Policy?
You are expected to pay the hourly rates you list on Form 4.3 to the persons you hire to open your agency. Your Personnel Policy may specify a different rate for new employees you hire after the agency opens.
19. I used TransUnion for my credit report. To get my credit score I was hyperlinked to another report. Therefore, my credit history and score are two separate TransUnion reports. The credit history report has all the pertinent information, but the report showing my score does not show my personal information such as my name, address, social security number, etc. Is this acceptable, or must I run a full report from Equifax or Experian?
It would be acceptable to submit two separate reports, one showing your credit history and one showing just your credit score, so long as BMV evaluators can ascertain that both the credit history report and credit score reports actually belong to the person submitting the proposal.
20. On form 3.1 question 22, when its says do you owe overdue taxes, if you are on a payment plan for income tax for a previous year would that be considered overdue taxes?
Yes; you should answer the question stating that you do owe overdue taxes, but explain that you are paying them on a payment plan. You should also specify whether or not you are current in paying on the plan.
21. I plan to hand deliver the RFP and submit both the original and copy within the same envelope. May I indicate "2012 RFP" and "Agency #" on the outside of the envelope?
It is not mandatory that you label the outside of your envelope. However, if you choose to identify your proposal, please label the packet by the assigned location number rather than the existing Deputy Registrar license agency number.
22. On form 3.7 Security Plan Summary (1-F) indicates that alarm contacts are mandatory for all exterior windows. Are commercial grade windows that are non-opening (permanently sealed) included since there is nothing for movable contacts to monitor?
Alarm monitored contacts are required for any exterior window that is large enough for an individual to enter through if the widow was shattered or removed.
23. If Bidding on a BMV controlled site, is the proposer required to complete the Forms 5.1, 5.2 & 5.4?
If you are bidding on a BMV Controlled Site, NONE of the Section 5 forms (5.0 thru 5.4) should be completed and submitted with your proposal.
24. I would like to hand deliver my proposal. What is the earliest time a proposal can be hand delivered in the morning?
The Ohio Department of Public Safety loading dock area located at 1970 West Broad Street, Columbus, Ohio, is open Monday through Friday from 8:00 a.m. until 5:00 p.m. You may hand-deliver your proposal to a Mail Center employee as early as 8:00 a.m.
25. I am bidding on an agency with a deputy. I know the office manager’s name and address, but none of the other employees. I would like to use these trained employees. Can I put down the number of hours I would use each trained employee and how much I would be willing to pay, unless they are making more, then I would meet their current salary. I have to put down what I would pay to a blank space since I don't have their names. But I have to declare a salary for the start-up cost page. Would leaving the space blank where their name goes and just type employee currently working at this agency work?
Under the circumstances you describe, you may enter the words “current employee” instead of the employee’s name if you do not know the individual’s name. You should then enter the amount you intend to pay that current employee. You may also include a separate explanation that you will pay the amount you have entered or their current pay, whichever is more. You may always pay higher wages than those listed in your proposal. You are expected not to pay any less than the amount stated in your proposal unless you provide advance justification acceptable to the BMV.
26. If you are proposing as an individual can you have your business set up as an LLC such as Your Name DBA xxxxxxxxx License Bureau, LLC?
Your proposal must be in your own individual name ONLY. After you are awarded a contract you may form a corporation or LLC to operate the agency under your personal direction. All contracts and all liabilities between you and the BMV will remain in your own individual name. This answer does not apply to county auditors, clerks of courts, or nonprofit corporations.
27. My insurance company has approved me for the bond of $25,000. They emailed me a letter providing the information needed. It has an electronic signature on letterhead from the agency. Is this document going to be ok to send with my original proposal? Or do I need to have them give me one with original letter and signature?
An electronic copy of your surety bond pre-approval letter is sufficient to submit with your proposal.
28. When printing out my credit report, my credit scores were first. There were three pages of advertising and then the credit report started to print out. Should I send the advertisements with my proposal or would it be ok to leave out those pages. At the top of the page it says 1 out of 4 pages. I don’t want to send papers that are a waste of time but yet don’t want to have points taken away from me if they see pages missing. Should I note it on the score sheet that the next few pages were omitted because they were advertising and did not have anything to do with my proposal.
You should submit the entire credit report to the BMV with your proposal regardless of any pages included that do not contain credit information. BMV evaluators will remove any extraneous pages when the documents are inspected.
29. When I received my credit report online, the first page listed my scores. There were three pages of advertising then the report started to print out. Do I need to send the advertising pages or can I omit them from the report. I don’t want any points taken off because I have three pages missing. Can I note on the bottom of the page with the scores that there were pages printed that were not necessary for the proposal. Not sure how to handle this one.
Submit your entire credit report without any pages missing. See Answer 28, above.
30. When sending in my proposal, do I include the page 3.9 Acceptance of Credit and Debit Cards RFP Credit Card Cost Calculator Page 2 of 3? To me it seems like a sample page but do not want to omit a page needed for the proposal. I plan to supply an ATM for debit cards. Over the counter credit cards will not be offered at the agency therefore, I don’t have to fill out page 3.
Regarding Form 3.9, Acceptance of Credit and Debit Cards, if you choose option number one (No acceptance of credit and debit cards) or option number two (Acceptance of credit and debit cards by use of a deputy registrar supplied automated teller machine (ATM)), it is not necessary to submit page two or three.
31. With regard to the references we give to verify past work experience, if actual bosses or supervisors are not available, how much info are others required to know about the positions I held.
Reference contacts for verifying employment must be able to identify their relationship to you, the place of employment, nature of employment (exactly what you did and your job title), number of hours per week you worked, and the start and end (if applicable) dates of employment.
32. Is there a specific date that our references will be called?
Employment verification references will be contacted beginning at 8:00 a.m. on Monday, February 27, 2012, and potentially through 4:00 p.m. on Friday, March 1, 2012.
33. With regard to question #20 of this list, I too am in a payment plan with the IRS for last year’s taxes, that is current and up to date, and understand making note of this in my proposal. My question is, will I be evaluated unfavorably by answering yes even though they are being paid and the IRS does not consider them delinquent.
The fact that a Proposer is on a payment plan with the IRS for last year’s taxes is not a disqualifying factor, but will be one of the many factors evaluated in choosing successful deputy registrar applicants. We do not predict in advance how much weight may be given to these individual factors.
34. I am an ex BMV employee. Can I use current BMV or ODPS employees as references on form 3.2 in order to verify my past employment?
Yes; you may use current BMV or ODPS employees as references on form 3.2 in order to verify your past employment. You should not use current BMV or ODPS employees as character references on form 3.1.
35. Should the Form 3.2 Business and Employment Experience only include experience after 1990?
You will be given credit only for employment/ business experience gained after 1990. There is no penalty for listing experience before 1990 if you think it is relevant to your qualifications as a deputy registrar.
36. Can e-Verify.com be used to provide the BMV with arrest reports for proposers? If so which report is required criminal records, background reports, or both?
No. All Deputy Registrar applicants are REQUIRED to obtain an Ohio criminal background report directly from the Ohio Attorney General's Bureau of Criminal Identification and Investigation (BCI) Office. In addition, all Deputy Registrar applicants are REQUIRED to obtain a local arrest and conviction report issued directly from the local law enforcement agency for the jurisdiction in which they reside. For further information concerning these requirements, refer to RFP Section 1.12, Required Information and Documentation, on page 1-16.
37. My question is regarding the Personal Questionnaire form. A question regarding extended member of the family employed by the BMV. I believe that my husband’s son is employed by Public Safety. However, I am not certain, as we do not communicate with him. Would this have an effect on my proposal?
A proposer is eligible to apply for a deputy registrar license agency contract if a stepchild is employed by the Department of Public Safety, Bureau of Motor Vehicles, or the State Highway Patrol. Stepchildren are not included in the list of prohibited relatives under RFP Section 1.6, Exclusions and Qualifications, item number seven, on page 1-8.
38. I ordered my credit report and score through Equifax the credit score is called an Equifax Risk Score, which ranges between 280 and 850. It is not labeled as a FICO, Vantage or Plus Score will this Equifax Risk Score be acceptable for this RFP.
Yes. A credit report containing the Equifax Risk Score is acceptable to submit with your proposal.
39. When you have given an answer to a question that is a yes or no answer and you wish to explain that answer, but there is no line to comment on do you write in under the question your comment or do you put it on a separate piece of paper?
You may hand write your comment on the form under the question or submit a separate attachment with your comment. If you supply a separate attachment, make certain that you clearly identify your comment and the corresponding question on the form.
40. After I delivered my RFP to the BMV, I discovered that Form 4.0 from the Web site is dated (2010). Will that be a problem, and if so how do I submit a new form from the DVD?
The BMV will accept both Form 4.0 (Operational Checklist), and Form 5.0 (Deputy Provided Checklist), with the date 2010 at the bottom. The was an error made by the BMV regarding the links to both of these forms and as a result, both of these 2010 forms will be accepted without any penalty. In addition, the error has since been corrected. See revised links: 4.0 Operational Checklist & 5.0 Deputy Provided Checklist
41. Is there a specific date range that character references will be contacted?
No. Character references may be contacted any time after the February 10, 2012 proposal submission deadline and before the March 16, 2012 preliminary score announcement. A majority of these calls will most likely be made during the last two weeks of February and the first two weeks of March.
42. Can a former driver’s license examiner count as an experienced employee since they do vision screenings, knowledge of acceptable documents, and some work on the BASS system?
No. Driver license examiners do not perform all of the necessary functions related to deputy registrar license agency transactions and responsibilities to qualify as experienced license agency employees.
43. Question #26 in the Personal Questionnaire package asks for Computer Experience. A "yes" answer requires additional information. Are you looking for the type of software used or how that application is used. For instance, under Word Processing should I list "Microsoft Office" or "Letters, Memos, Envelopes, Labels." Also, if I have additional computer skills that are not listed, should I add an addendum on plain paper?
You may list either the type of software used or how you use the applications. It is not necessary to provide an addendum or detailed explanations of software packages and their specific uses. The intent of Personal Questionnaire question number 26 is to provide an indication that the proposer does have some level of experience with the use of computers and software packages.
44. Please explain the proper way to package the proposal. I am submitting one proposal. Do I separate the personal from the operational and put in separate envelopes inside of another envelope? How should I separate the original from the copy?
In one envelope, place all original Personal information and related forms no matter how many proposals are submitted (this includes the Personal Questionnaire, the WebCheck receipt, local law enforcement report, and credit report). Mark on the outside of the envelope “Personal Forms” and mark “Original” on the envelope as well. Place a complete set of copies of your Personal information in a separate envelope, mark it “Personal Forms” and mark “Copy” on this envelope.
Follow the same process for the Operational and Site (if applicable) documents (originals plus one copy of each).
Each of these separate envelopes shall be placed in one larger envelope, box, or container suitable for shipment or delivery to the BMV.
45. I submitted my RFP today then read the reply to question number 44. In the RFP instructions page 1-20 it indicates when submitting multiple proposals that the operational and personal forms are to be in separate envelopes then both envelopes placed into a single, larger envelope. There are no instructions for requirements when submitting only one proposal. I used form 4.0 from the Web site. It's from 2010 and does not state this requirement. I submitted all forms in a single envelope. Given the circumstances can I correct the submission or will this packaging method also be acceptable?
It is acceptable to place all proposal documents into a single envelope. The intent of the proposal submission instructions contained on page 1-20 of the RFP is to make certain that original documents are clearly separated from copies and that the Personal, Operational, and Site (if applicable) forms are organized in a manner so that BMV staff can readily determine which documents correspond to the Personal, Operational, and Site (if applicable) components and need to be included for inspection and evaluation.
46. All of my RFP copies and original were placed into one envelope. I did not label the operational or personal forms as indicated in the reply to question 44. The RFP instructions provided on CD at the Proposer Conference calls out packaging instructions for only multiple submissions to follow this standard. Additionally, the packaging instructions on Form 4.0 and Form 3.0 appear contradictory. If this is the standard for single proposals, will my proposal be judged unfavorably?
In terms of the packaging of your proposal, your proposal will only receive unfavorable consideration if required documents are missing, incomplete, or if the BMV does not receive a complete set of original documents along with a complete set of copies of each proposal submitted.
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