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: Do locations currently in operation as a deputy registrar require construction?

Answer #1: Some proposers elect to propose construction/modifications to existing license agencies which are evaluated as received. This is NOT a requirement and is entirely up to the proposer’s discretion.

Question #2: What reason code do I use when getting the fingerprints?

Answer #2: 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 #3: Is it possible to create a proposal for an entirely new location?

Answer #3: The list of available locations is listed on the BMV website If there is a location up for bid in close proximity to the area you desire, you can submit a proposal and it will be evaluated as received. It is important to note, new locations can only be proposed for Deputy Provided locations and the provided Agency Specifications should be referenced for any applicable boundaries on where the location is expected to reside.

Question #4: Am I able to propose multiple locations?

Answer #4: Yes, you can submit proposals for multiple locations. If doing so, it is important to make a note of location hierarchy/preference.

Question #5: 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 #5: 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 #6: Is there a specific number of hours a deputy must work yearly to maintain the position?

Answer #6: Please reference the Operational Forms packet which addresses required hours for deputy registrars. In short, a deputy registrar is required to work a minimum of 20 hours a week, however, if a proposer opts to appoint themselves as office manager of the agency, they are then required to work a minimum of 36 hours a week.

Question #7: Does a deputy registrar have sick and personal time off? Is there some way of knowing if a deputy registrar does not work the required weekly amount?

Answer #7: Hours worked are monitored and audited by assigned field staff. Regarding sick and personal time, deputy registrars are independent contractors operating a small business in contract with the State of Ohio, paid time off is the responsibility of the deputy registrar to determine as a small business owner.

Question #8: The agency I am bidding on does not have an amount listed for site preparation costs, should I leave section B of form 4.4 blank?

Answer #8: If a proposer does NOT intend on performing any site modifications, then they wouldn’t include any amounts for “Site Preparation” costs. Therefore, total start-up costs would be the sum of Personnel Costs and Rental Costs.

Question #9: Is there any way to know who all is bidding on an agency?

Answer #9: A list of proposers is uploaded to the BMV website shortly after the submission deadline.

Question #10: What funds are required to do a bid?

Answer #10: A proposer must provide proof of sufficient funds on deposit to cover three (3) months’ rent, four (4) weeks’ personnel costs, and any site modifications/buildout (if applicable) amortized over 60 months.

Question #11: Is it actually a bond needed or just money set aside to start-up the business?

Answer #11: Proposers are required to show proof they will be bonded if awarded a contract. Typically, this is a letter or form from the bonding entity stating the proposer has been approved for bonding if awarded a contract.

Question #12: The Operational Forms packet notes the deputy is required to work at least 20 hours per week, how does this work for a deputy with multiple locations?

Answer #12: A proposer in this situation should bid at least the minimum (20 hours) requirement. Deputy registrars receive multiple contracts in large part because of their proven ability to efficiently operate an agency. In these situations, deputy registrars work closely with BMV field staff to establish sufficient work hours to ensure the agency runs as it should.

Question #13: If submitting multiple bids for different locations, how does a proposer notate what their order of preference is?

Answer #13: There currently isn’t an area to list locations by hierarchy or preference. Proposers are encouraged, in addition to all require forms, to include a notation specifically listing their preference when proposing multiple locations.

Question #14: If I am an incumbent deputy registrar proposing my same location, will the sign need to be changed to the new BMV logo if it was changed during the 2020 RFP?

Answer #14: Any awarded contracts come with the expectation/requirement for the deputy registrar to update their agency signage to reflect the established BMV brand/logo.

Question #15: My credit report is reflecting my previous name, should I include a copy of my marriage license at the end of the report?

Answer #15: Yes, including a copy of your marriage certificate to represent the name change would be acceptable.

Question #16: In the Site Forms packet, it states if proposing an existing location not all forms are necessary, should we still submit the blank forms?

Answer #16: No, blank forms do NOT need submitted. With that said, ensure you adhere to all requirements for a proposer submitting a proposal for an existing location.

Question #17: Do I have to answer “YES” to question 5B on the Site questionnaire if I am an incumbent deputy registrar proposing the same location approved under a previous contract and the only change is the signs with the BMV logo?

Answer #17: Please respond with “YES” for question 5B as signage was updated then include a brief narrative in question 6B stating what updates were made. Adhere to all other Site Forms packet requirements for an incumbent deputy registrar proposing an existing location and include those with your submission.

Question #18: Is there a preferred method to send multiple emails due to attachment sizes/quantities?

Answer #18: Typically, proposers are able to submit all applicable documents in one single email if submitting as a PDF (which is preferred). However, if multiple emails are absolutely necessary due to size requirements by the proposer, they will be accepted.

Question #19: Does form 5.3, Lease Agreement, need completed for BMV controlled locations?

Answer #19: The Site Forms packet, which includes the Lease Agreement, is only required for Deputy Provided locations.

Question #20: How do I request a “Certificate of Good Standing?”

Answer #20: A Certificate of Good Standing is a requirement for Nonprofit Corporations submitting a proposal and it can be obtained from the Ohio Secretary of State’s website.

Question #21: Should the proposal be sent as one continuous document or separated by sections (Personal, Operational, Site)?

Answer #21: It is preferred for proposals to be saved as a PDF and submitted as one document in the order of Personal Forms packet, Operational Forms packet, and Site Forms packet (if applicable). However, it is still acceptable to submit proposals as separate packets (Personal, Operational, Site) within the same email.