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: Doe we need to sign all required areas? For example, deputy contract, proposer signature, and notary signature?

Answer #1: Yes, all applicable areas requesting a signature must be completed.

Question #2: With the bank fund page which states the bank teller needs to sign and stamp it. Do we need to print it out, get signature and scan and email to BMV?

Answer #2: The form must be signed and stamped by the bank teller certifying there are sufficient funds on deposit. The form should be printed and provided for completion and then scanned and uploaded as part of your final proposal submission.

Question #3: For the credit report, do you need all 60 pages or just the first few summary pages?

Answer #3: Yes, the credit report shall be submitted in its entirety which must also include the credit score.

Question #4: I would like to apply to become a deputy registrar. This is my first experience and was hoping you could guide me in what I need to submit.

Answer #4: This is a link to the website where all applicable forms and information for the 2024 Deputy Registrar RFP can be found (select "Documents and Forms"). Instructions and form clarification can be found both in the form’s packets and the 2024 Deputy Registrar RFP document which is also available by following the link below.

https://www.bmv.ohio.gov/dr-rfp.aspx

Question #5: I would like to know if I have to get both BCII and FBI checked if I’ve been a Deputy for 20 years and have gotten FBI checked for Real ID. Also, what is the reasons to get the fingerprinting done for both BCII and FBI.

Answer #5: Submitting a proposal to become a deputy registrar, per the 2024 RFP, requires the submission of a 2024 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 #6: Why was a particular location not put out for bid?

Answer#6:The BMV is regularly and routinely assessing agency operations throughout the state. Many factors are considered when determining the viability of a particular location. One major contributing factor, although many are taken into consideration, is the statutory fee structure for transactions processed compared to overhead costs associated with operating a particular agency. The decision to not rebid a location is reached through much discussion and evaluation. These decisions are not taken lightly and are ultimately for the betterment and preservation of the deputy registrar model.

Question #7: What reason code do I use when getting the fingerprints?

Answer #7: The code that should be used for the FBI webcheck is “Real ID” and the code to be used for the BCI webcheck is “Deputy Registrar Contract Application.”

Question #8: RFP section 5. If proposing an existing site previously approved, I understand the forms that are required. But the forms that say leave blank, do we still submit the forms as blank, or just leave out?

Answer #8: You can omit them from your submission altogether. It is important however to ensure all required forms are completed and submitted along with the rest of your proposal.

Question #9: Question about Form 3.4 Startup funds on Deposit.  I have been to multiple Chase Bank Branches and they are telling me they can no longer sign and stamp documents.  They offered to print out an account summary form would that be sufficient?

Answer #9: In the event you are unable to receive a bank teller stamp and signature, a printed account summary obtained at a banking institution from a branch employee would be acceptable.

Question #10: Do you need prior deputy registrar agency experience to be awarded a contract?

Answer #10: Prior deputy registrar experience is certainly favorable but NOT a requirement when submitting a proposal. If a proposer doesn’t have prior agency experience, business ownership and business management are desired prerequisites.

Question #11: When proposing on a second location (already a deputy registrar), how do I notate in forms 4.2 and 4.3 my intentions of using existing agency staff if awarded a contract? Also, does a letter from a bonding agency suffice for pre-approval?

Answer #11: A statement of your intentions to utilize current staff along with the hiring of existing staff, if awarded a contract, will suffice. Additionally, it is acceptable to submit a letter from your bond provider showing their intent to issue a bond, for the specified amount, if awarded a contract.

Question #12: In section 4.3 Staffing Calculation, you show a projected hourly rate for experienced and new employees, should this be shown as an average of current employee rates or a minimum rate that employees will be paid?

Answer #12: For Form 4.3, Staffing and Personnel Calculation, you should list what your minimum projected hourly rate is going to be for each position (manager, assistant manager, experienced employees, and new hires) listed.

Question #13: Will having filed for bankruptcy impact my bid for an agency?

Answer #13: An unfavorable credit report is not a disqualifier when evaluating proposals. Negative items which include but are not limited to charge-offs, collections, bankruptcy, delinquencies, etc. are evaluated and scored during the review process and factored into the overall proposal score.

Question #14: If I answer “No” to question #5 of the Site Forms packet, I can proceed to 5.3 and not fill out the rest of 5.1 or 5.2?

Answer #14: Proposers applying for contracts at existing license agency locations designated as Deputy Provided Sites are not required to complete and submit all Section 5 forms if the site was approved under a 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, form 5.0, page one (1) of form 5.1, and form 5.3 must be completed and submitted with all other required forms and documents.

Question #15: Does completing Personal Forms 3.2A-C for previous experience qualify as the resume or should a separate resume also be included? Also, is the question regarding development of a comprehensive business plan position specific?

Answer #15: A professional resume is to be submitted in addition to completion of all applicable RFP forms. Additionally, Question #5 on Form 3.2(A) and 3.2(B) should be answered for the specific ownership/management position referenced.

Question #16: Form 5.3 Lease option is required to be completed. What steps should be taken if the current landlord/owner of the facility is not available after multiple attempts to be reached?

Answer #16: To ensure continuity of operations, it is desired that a lease option is obtained at the existing agency location. That being said, if a proposer is unable to obtain a lease option at the existing location, a new location shall be identified and submitted in the Site Forms packet along with all other applicable proposal documents. It is important to convey to the existing property owner/manager, if you are unable to secure a lease option and are required to propose a new location, the agency will relocate if awarded a contract.