DMV License & Theft Bureau / Notice & Storage System

Agency:	State Government of North Carolina
State:	North Carolina
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). 71 - Furniture
Posted:	Dec 9, 2022
Due:	Feb 10, 2023
Solicitation No:	54-12024026-TB-RFP
Publication URL:	To access bid details, please log in.

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STATE OF NORTH CAROLINA

DEPARTMENT OF TRANSPORTATION

Division of Motor Vehicles

Refer ALL inquiries regarding this RFP to:

Thomas J. Busshart

tjbusshart@ncdot.gov

REQUEST FOR PROPOSAL: 54-12024026-TB

Offers will be publicly opened: February 10, 2023

Issue Date: December 9, 2022

Commodity Number: 4323

DESCRIPTION: NOTICE & STORAGE SYSTEM

Purchasing Agency: Department of Transportation

Requisition No.: 12024026

OFFER

The Purchasing Agency solicits offers for Services and/or goods described in this solicitation. All offers and

responses received shall be treated as Offers to contract as defined in 9 NCAC 06A.0102(12).

EXECUTION

In compliance with this Request for Proposal, and subject to all the conditions herein, the undersigned offers and

agrees to furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein, within

the time specified herein.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

OFFEROR:

STREET ADDRESS:

P.O. BOX:

ZIP:

CITY, STATE & ZIP:

TELEPHONE NUMBER: TOLL FREE TEL. NO

PRINT NAME & TITLE OF PERSON SIGNING:

FAX NUMBER:

AUTHORIZED SIGNATURE:

DATE:

E-MAIL:

Offer valid for ninety (90) days from date of offer opening unless otherwise stated here: 120 days

ACCEPTANCE OF OFFER

If any or all parts of this offer are accepted, an authorized representative of Purchasing for Department of

Transportation shall affix its signature hereto and any subsequent Request for Best and Final Offer, if issued.

Acceptance shall create a contract having an order of precedence as follows: Best and Final Offers, if any,

Special Terms and Conditions specific to this RFP, Specifications of the RFP, the Department of Information

Technology Terms and Conditions, and the agreed portion of the awarded Vendor’s Offer. A copy of this

acceptance will be forwarded to the awarded Vendor(s).

FOR PURCHASING AGENCY USE ONLY

Offer accepted and contract awarded this date

, as indicated on attached certification,

(Authorized representative of Purchasing, Department of Transportation).

Page 0 of 62

Rev. 2022.02.15

Table of Contents

1.0 ANTICIPATED Procurement Schedule ................................................................................................... 2

2.0 Purpose of RFP ...................................................................................................................................... 3

2.1 Introduction ......................................................................................................................................... 3

2.2 Contract Term ..................................................................................................................................... 3

2.3 Contract Type...................................................................................................................................... 5

2.4 Agency Background ............................................................................. Error! Bookmark not defined.

2.5 PROBLEM Statement........................................................................... Error! Bookmark not defined.

3.0 RFP requirements and Specifications ..................................................................................................... 6

3.1 General requirements and Specifications ............................................................................................ 6

3.2 Security Specifications ........................................................................................................................ 6

3.3 Enterprise Specifications ..................................................................................................................... 7

3.4 Business and Technical Requirements................................................................................................ 8

3.5 Business and Technical Specifications ................................................................................................ 8

4.0 Cost of Vendor’s Offer........................................................................................................................... 19

4.1 Offer Costs ........................................................................................................................................ 19

4.2 Payment Schedule ............................................................................................................................ 19

5.0 Evaluation ............................................................................................................................................. 19

5.1 Source Selection ............................................................................................................................... 19

5.2 Evaluation Criteria ............................................................................................................................. 20

5.3 Best and Final Offers (BAFO) ............................................................................................................ 20

5.4 Possession And Review .................................................................................................................... 20

6.0 Vendor Information and Instructions...................................................................................................... 20

6.1 General Conditions of Offer ............................................................................................................... 20

6.2 General Instructions for Vendor ......................................................................................................... 21

6.3 Instructions for Offer Submission....................................................................................................... 23

7.0 Other Requirements and Special Terms ............................................................................................... 25

7.1 Vendor Utilization Of Workers Outside of U.S.................................................................................... 25

7.2 Financial Statements ......................................................................................................................... 25

7.3 Financial Resources Assessment, Quality Assurance, Performance and Reliability .......................... 26

7.4 Vendor’s License or Support Agreements ......................................................................................... 26

7.5 Resellers ........................................................................................................................................... 26

7.6 Disclosure Of Litigation...................................................................................................................... 26

7.7 Criminal Conviction ........................................................................................................................... 27

7.8 Security and Background Checks...................................................................................................... 27

7.9 Assurances ....................................................................................................................................... 27

7.10 Confidentiality of offers ...................................................................................................................... 28

7.11 Project Management .......................................................................................................................... 28

7.12 Meetings ............................................................................................................................................ 28

7.13 Recycling and Source Reduction ....................................................................................................... 28

7.14 Special Terms and Conditions ........................................................................................................... 28

Attachment A: Definitions ................................................................................................................................ 29

Attachment B: Department of Information Technology Terms and Conditions ................................................. 30

Attachment C: Agency Terms and Conditions ................................................................................................. 53

Attachment D: Description of Offeror ............................................................................................................... 54

Attachment E: Cost Form ................................................................................................................................ 56

Attachment F: Vendor Certification Form ......................................................................................................... 57

Attachment G: Location of Workers Utilized by Vendor.................................................................................... 58

Attachment H: References............................................................................................................................... 59

Attachment I: Financial Review Form .............................................................................................................. 60

Page 1 of 62

Rev. 2022.02.15

1.0 ANTICIPATED PROCUREMENT SCHEDULE

The Agency Procurement Agent will make every effort to adhere to the following schedule:

Action

RFP Issued

Written Questions Deadline

State Agency’s Response to Written Questions/

RFP Addendum Issued

Offer Opening Deadline

Offer Evaluation

Oral Presentations and/or Product Demonstrations by

Finalist(s)

Negotiations with Finalist(s)

Best and Final Offers Deadline from Finalist(s)

Contract Award

Protest Deadline

Responsibility

Agency

Potential Offerors

Agency

Vendor(s)

Agency

Selected Offerors

Agency designees and

selected Offeror(s)

Selected Offerors

Agency

Responding Offerors

Date

12/09/2022

1/06/2023

1/25/2023

2/10/2023

TBD

15 days after

award

Page 2 of 61

Rev. 2022.04.25

2.0 PURPOSE OF PROCUREMENT

2.1 INTRODUCTION AND BACKGROUND

The North Carolina Department of Transportation (NCDOT), Division of Motor Vehicles (DMV) License & Theft

Bureau (L&TB) Notice & Storage (N&S) Unit requires an end-to-end technology solution to replace the current

Notice & Storage in-house MS® Access application and to automate current manual processes that manage and

track requests from businesses and individuals reporting abandoned vehicles and unpaid storage, towing, and

repair bills.

The issues L&TB are seeking to resolve are:

a. Backlogs, due to manual processing of forms

b. Management of mail (print, fold, insert, seal and post each letter manually and from having to

physically take mail to the post office)

c. Inaccurate Tracking, due to large volume of hard copies

d. Customer Complaints, due to backlog and high call volume

e. High Staff Turnover, due to customer complaints and high-volume, tedious work

f. High Liability, due to potential lawsuits filed by citizens because of substantial storage fees

incurred from backlogs and delayed processing.

In addition, this solicitation requires ongoing operations support and maintenance.

The solution may be a single or an integrated solution with the selected vendor responsible for coordinating with

any third-party vendors and internal NC Department of Information Technology (DIT) systems.

The North Carolina Department of Transportation, Division of Motor Vehicles License & Theft Bureau (L&TB)

enforces all state and federal laws that regulate motor vehicle operations, sales, inspection, maintenance, and

auto theft. The Bureau responsibilities include fraud prevention, dealer services, notice and storage, vehicle

safety and emissions inspections, vehicle examinations and verifications, identity theft, field operations, internal

affairs, and administration.

The North Carolina DMV License & Theft Bureau Notice and Storage process is mandated and requires action

for a vehicle repair garage, towing company, or individual in order to sell an abandoned vehicle. Completion of

the process includes the submission, review, and mailing of a series of supporting documents from both the

lienor and L&TB employees.

Currently, the L&TB Notice & Storage (N&S) unit relies heavily on labor-intensive manual processes which are

error-prone and present a lengthy cycle time that may contribute to backlogs. The NST (Notice, Storage, and

Theft) application processes required notices for Unclaimed Vehicles, Speeding to Elude, and DWI seizures. On

a monthly basis, the N&S unit processes mailing volumes ranging up to 2,500 certified and 5,000 first class

letters. The staff is challenged with the manual processing of payments received from the garages and storage

facilities for the service fee required to request the sale of abandoned vehicles.

The N&S unit workflows include 19 different forms. Most of these are paper forms and handled manually. There

is limited capability for two of the forms to be submitted online, but paper versions of these same forms are still

submitted by some requesters. One of those two forms requires a fee to be submitted before it can be

processed, which frequently results in the need to manually track forms and payments on a spreadsheet.

Currently a third-party is providing an online payment function. The N&S unit currently receives daily between

75-100 forms requiring fee submittal.

The process workflow defines which forms and correspondence are sent and received, and in which order.

Much of this work is tracked manually.

In the workflow diagrams below, External users (also referred to as Requesters) refers to businesses such as

towing companies, repair garages, storage facilities or any person or entity reporting either an abandoned

vehicle or a vehicle against which they have liens for unpaid services. Internal users refers to any authorized

DMV employee who has a need to access the system, primarily N&S employees.

Page 3 of 61

Rev. 2022.04.25

Start

Externa User

(Requester) sends in

paper form (report

abandoned vehicle)

N&S User manually

enters data in N&S

database

N&S User checks

VIN in NC system

(STARS)

N&S User manually

enters owner/

lienholder info in

N&S database

N&S User logs into

external apps,

checks for add l

owner/lienholder

info

N&S User logs into

external apps,

checks for stolen

status

N&S User creates

correspondence

(certified & first

class) to owners/

lienholders, prints,

stuffs, mails

Vehicle

registered in NC?

yes

Add l owners/

lienholders?

Vehicle stolen?

yes

N&S User creates

correspondence to

requester, prints,

stuffs, mails

End

Figure 1 – Notice & Storage As-Is Workflow – Part 1

N&S User tracks

owners/lienholders

resp onse

Requester submits

court order to N&S

N&S manually

records hearing

result, sends form to

Requester

Requester submits

notice of intent to

sell vehicle

N&S User enters

data into database

Requester sells

vehicle

End

Owners/

Lienholders no

resp onded?

yes

Hearing held

Did they request

hearing?

yes

Figure 2 – Notice & Storage As-Is Workflow – Part 2

Although not leveraged in the existing N&S manual process, DIT currently uses, and operates a document

management system composed of Microsoft SharePoint as the repository for document and image files and

OpenText Intelligent Capture, formerly known as OpenText Captiva InputAccel, for document capture

(scanning). NC DOT/DMV users utilize SharePoint for searching and viewing documents and some DMV line of

business applications use it for context sensitive searching and linking of documents. Apart from basic scanning,

indexing and SharePoint export functions the OpenText software also offers capabilities for advanced Optical

Character Recognition (OCR) and Intelligent Character Recognition (ICR).

2.2 CONTRACT TERM

A contract awarded pursuant to this RFP shall have an effective date as provided in the Notice of Award. The

term shall be three (3) year(s), and will expire upon the anniversary date of the effective date unless otherwise

stated in the Notice of Award, or unless terminated earlier. The State retains the option to extend the

Agreement for two, twenty-four (24) month periods at its sole discretion.

2.2.1 EFFECTIVE DATE

This solicitation, including any Exhibits, or any resulting contract or amendment shall not become effective nor

bind the State until the appropriate State purchasing authority/official or Agency official has signed the

document(s), contract or amendment; the effective award date has been completed on the document(s), by

the State purchasing official, and that date has arrived or passed. The State shall not be responsible for

reimbursing the Vendor for goods provided nor Services rendered prior to the appropriate signatures and the

arrival of the effective date of the Agreement. No contract shall be binding on the State until an encumbrance

of funds has been made for payment of the sums due under the Agreement.

Page 4 of 61

Rev. 2022.04.25

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Bid Number	Description	Date Issued	Bid Opening Date	Bid Opening Time	Help
54-12024026-TB-RFP	DMV License & Theft Bureau / Notice & Storage System Written Questions Due 1/6/2023	12/9/2022	2/10/2023	02:00 PM ET		54-

DMV License & Theft Bureau / Notice & Storage System

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