2011 Deputy Registrar Request For Proposals

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					                       State of Ohio
                 Department of Public Safety




          Request For Proposals
   For Deputy Registrar Appointees - 2011
                                                 QUICK GUIDE
RFP Schedule, January 2011 .......................................................................................................... Page 2
Mail or Delivery Instructions.......................................................................................................... Page 3
Directions (Map) to ODPS/BMV............................................................................................... Pages 4-5
Table of Contents ........................................................................................................................ Pages 6-9
The BMV has established a method to submit questions and view answers related to this RFP through
an e-mail account that can be directly accessed from the Ohio BMV Web site through the following
Internet address: http://www.bmv.ohio.gov/rfpemailinquirysystem.stm.
To make an appointment to review past proposals, contact BMV Research at (614) 752-7631.
This RFP is available in compact disk (CD) format, upon request. Also, this RFP is available for
download online from the Ohio BMV Internet site. To download the RFP, Forms, or to read answers to
questions, visit the RFP Web site at the following Internet address: http://www.bmv.ohio.gov (listed as
"Deputy Registrar Business Opportunity") or directly at: http://www.bmv.ohio.gov/rfp.stm.

NOTE: Keep this entire RFP document. If you are awarded a contract, it forms
      the terms of your rights, authority, duties, and obligations.

                                                                     Page 1
                     RFP SCHEDULE, JANUARY 2011

The following timelines and deadlines will be in effect for this round of proposals
(January 2011):

JANUARY 3, 2011      (MONDAY).         Release of this RFP; beginning date of solicitation of
                     proposals.

JANUARY 11, 2011     (TUESDAY). The RFP e-mail inquiry system will begin operation.

FEBRUARY 4, 2011     (FRIDAY) AT 4:00 PM SHARP. Proposals must be received by Russell
                     J. Rauch, Chief, BMV Research Division, at 1970 West Broad Street,
                     Columbus, Ohio 43223. "Received" means actually received; postmark
                     dates are not sufficient. Facsimile (FAX) and e-mail transmissions are not
                     accepted.

MARCH 11, 2011       (FRIDAY) ON OR ABOUT 4:30 PM. The preliminary scores will be
                     announced and posted electronically on the Ohio Bureau of Motor Vehicles
                     Internet site at the following address: http://bmv.ohio.gov/rfp.stm.

APRIL 1, 2011        (FRIDAY) AT 4:00 PM SHARP. Written Response and Comments, if
                     submitted, must be received by Russell J. Rauch, Chief, BMV Research
                     Division. "Received" means actually received; postmark dates are not
                     sufficient. Facsimile (FAX) and e-mail transmissions are not accepted.

APRIL 22, 2011       (FRIDAY) ON OR ABOUT 4:30 PM. The tentative contract awards will
                     be announced and posted electronically on the Ohio Bureau of Motor
                     Vehicles Internet site at the following address: http://bmv.ohio.gov/rfp.stm.

JUNE 20, 2011        (MONDAY). The proposer:
                      ● shall have the site properly configured and prepared for inspection by
                        the Bureau of Motor Vehicles.
                      ● shall have a proper depository established to deposit the daily
                        collections.
                      ● shall have employees hired and trained.

JUNE 27, 2011        (MONDAY) AT 8:00 AM. Agency must open for business.
                      ● The proposer shall have sufficient bond coverage to insure against
                        potential losses.
                      ● All requirements of the contract shall be in place.




                                            Page 2
               MAIL AND DELIVERY INSTRUCTIONS


REMINDER: ALL DOCUMENTS MUST BE RECEIVED BY BMV RESEARCH ON OR BEFORE
          THE DEADLINES CONTAINED IN THE RFP SCHEDULE.

NOTICE:    WE RECOMMEND THAT YOU USE A PACKAGE DELIVERY SYSTEM THAT WILL
           PERMIT YOU TO RECEIVE CONFIRMATION OF YOUR DELIVERY.



                      MAIL – U.S. POSTAL SERVICE

For all MAIL including REGULAR MAIL, PRIORITY MAIL, and EXPRESS
MAIL use ONLY this address:

                        BMV RESEARCH
                        OHIO BUREAU OF MOTOR VEHICLES
                        P.O. BOX 16520
                        COLUMBUS, OHIO 43216-6520


                        DELIVERY OR SHIPMENT

For all deliveries and shipments (except mail delivery) including personal
delivery, UPS, FedEx, etc. use ONLY this address:

                        BMV RESEARCH
                        OHIO BUREAU OF MOTOR VEHICLES
                        1970 WEST BROAD STREET
                        COLUMBUS, OHIO 43223-1101

Do not use this street address when using the U.S. Postal Service.
Note: All hand delivered proposals and other supporting documents must
      be taken to the loading dock area of the Ohio Department of Public
      Safety and received by a Mail Center employee (see map and
      instructions on page 5).




                                   Page 3
                         DIRECTIONS TO:
          THE OHIO DEPARTMENT OF PUBLIC SAFETY,
                BUREAU OF MOTOR VEHICLES
                    (1970 WEST BROAD STREET)




Take I-70 to the Broad Street exit. Turn west onto Broad Street. The Ohio
Department of Public Safety building is just beyond Rhodes Park on the right side of
Broad Street. Turn right at the stoplight. The BMV is located in the second building
on the right.
For scheduled appointments, use the customer service entrance located at the north
end of the building (second entrance on the left as you face the building).
All hand delivered proposals and other supporting documents must be taken to the
loading dock area of the Ohio Department of Public Safety building (see map and
instructions on page 5).

                                    Page 4
          PROPOSAL HAND DELIVERY DIRECTIONS
                    LOADING DOCK AREA FOR OHIO
                    DEPARTMENT OF PUBLIC SAFETY

                       (1970 WEST BROAD STREET)




All proposals and other supporting documents delivered in person must be
taken to the loading dock area of the Ohio Department of Public Safety (see
map above).

Proposal Hand Delivery Instructions:
Park your vehicle so as not to obstruct the loading dock areas or the
entrance and exit areas. Bring your packet(s) up to the dock area and ring
the bell for service. Mail Center employees will receive, log, and route your
proposals to BMV Research. If you require a receipt for your records,
please provide a form for the BMV employee that receives your package to
sign.




                                   Page 5
                            TABLE OF CONTENTS 2011
Section 1   Request for Proposals                                       Page
   1.1      Purpose                                                      1-1
   1.2      Background                                                   1-1
   1.3      Authority                                                    1-1
   1.4      Services to be Performed                                     1-2
                    Administrative Rules                                 1-2
                    General Duties                                       1-2
                    Nature of Contract                                   1-2
                    Other Competitive Factors                            1-2
   1.5      Agency Specifications                                        1-3
                    Geographical Area                                    1-3
                    Type of Site                                         1-3
                    BMV Controlled Sites                                 1-3
                    Deputy Provided Sites                                1-3
                    Estimated Annual Transactions                        1-3
                    Agency Size and Staffing                             1-4
                    “Annual Transaction”                                 1-4
                    “Agency Class Size”                                  1-4
                    “Computer Terminals”                                 1-4
                    “Minimum Weekly Staff Hours”                         1-5
                    “Minimum Parking Spaces”                             1-5
                    “Minimum Square Footage”                             1-5
                    Non-Exclusive Territories                            1-5
                    Changes to Number of Agencies                        1-5
                    Minority Set-Aside (MBE) Contracts                   1-5
                    Bond Requirements                                    1-5
                    Other Information                                    1-6
   1.6      Exclusions and Qualifications                                1-6
                    Exclusions                                           1-6
                    Nonprofit Corporations May be Awarded a Contract     1-7
                    Residency Requirements                               1-7
   1.7      No Political Considerations                                  1-8
                    Political Contribution Limitations                   1-8
                    Explanation of Political Contribution Limitations    1-8
   1.8      Requirements of Operation                                    1-9
                    General                                              1-9
                    Office Hours                                         1-9
                    Computers and BMV Supplied Equipment                 1-9
                    Inventory                                            1-9
                    Other Expenses Owed to BMV                           1-9

                                              Page 6
Section 1   Request for Proposals                                             Page
   1.8      Requirements of Operation (Continued)
                    Deputy Registrar Responsibilities                          1-9
                    Insurance, Reimbursement, and Hold-Harmless                1-9
                    Bonding                                                   1-10
                    Banking Specifications                                    1-10
                    Credit and Debit Cards                                    1-10
                    Prohibition Against Commingling                           1-11
                    Telephone Accessibility                                   1-11
                    Emergencies                                               1-11
   1.9      Employees                                                         1-11
                    General                                                   1-11
                    Bilingual Employees                                       1-11
                    Personnel Policy                                          1-12
                    Training                                                  1-12
                    Office Management                                         1-12
                    Employee Standards                                        1-13
                    Staffing Levels                                           1-13
                    Employee Age Requirement                                  1-13
   1.10     Fees to be Charged; Consideration                                 1-13
   1.11     Evaluations of Deputy Registrars                                  1-13
   1.12     Required Information and Documentation                            1-13
                    Personal Background                                       1-13
                    Documentation from Individuals                            1-13
                    Warning                                                   1-14
                    Documentation from County Auditors and Clerks of Courts   1-14
                    Documentation from Nonprofit Corporations                 1-14
   1.13     Equipment and Facility Requirements                               1-15
                    Office Furniture, Equipment and Supplies                  1-15
                    Security Requirements                                     1-15
                    Counters                                                  1-15
                    Signs                                                     1-15
                    Facility Maintenance                                      1-16
                    Special Provisions for Certain BMV Controlled Sites       1-16
   1.14     Start-Up Cost Deposit                                             1-16
                    Financial Capability                                      1-16
                    Acceptable Accounts                                       1-16
                    BMV Controlled Sites                                      1-16
   1.15     Selection Process                                                 1-16
                    General                                                   1-16
                    Request for Proposals                                     1-17

                                              Page 7
Section 1   Request for Proposals                                                             Page

   1.15     Selection Process (Continued)
                    Requirements for Proposal Submission                                      1-17
                    Forms                                                                     1-17
                    Acceptable Documents                                                      1-17
                    Unacceptable Documents                                                    1-17
                    Submission in Envelope or Container                                       1-17
                    No Staples or Binders                                                     1-17
                    Limitation of Number of Proposals                                         1-18
                    Multiple Proposals                                                        1-18
                    Previous Proposals Not Incorporated                                       1-18
                    Documents                                                                 1-18
                    Deadlines                                                                 1-18
                    Scoring Systems                                                           1-18
                    Evaluation                                                                1-19
                    Review by Proposers                                                       1-19
                    Copies of Proposals                                                       1-19
                    Written Response and Comments                                             1-19
                    Purpose of Written Response and Comments                                  1-19
                    Submission of Written Response and Comments                               1-19
                    Limitation of Communications                                              1-19
                    RFP E-mail Inquiry System                                                 1-20
                    Consideration of Proposals                                                1-20
                    Clarification of Proposals                                                1-20
                    Disqualification                                                          1-20
                    Selection                                                                 1-20
                    Beginning Operations                                                      1-20
                    Supplements and Amendments to RFP                                         1-21
   1.16     Selection Process for Minority Set-Aside Locations                                1-21
   1.17     Timelines and Deadlines                                                           1-22
   1.18     Submission Requirements                                                           1-22

Section 2   Appendices

   2.1      Additional Requirements for Deputy Provided Sites
   2.2      Administrative Rules (Ohio Administrative Code)
   2.3      Selected Laws (Ohio Revised Code)
   2.4      Sample Agency Specifications (Actual Agency Specifications Supplied Separately)
   2.5      Table of Contents, 2011 Deputy Registrar Contract
   2.6      2011 Deputy Registrar Contract Terms and Conditions


                                                Page 8
Section 3   Personal Forms
   3.0      Personal Checklist
   3.1      Personal Questionnaire
   3.2      Customer Service Experience
   3.3      Political Contributions Report
   3.4      Personnel Policy Summary
   3.5      Security Plan Summary
   3.6      Facility Maintenance Plan Summary
   3.7      Acceptance of Credit Cards and Debit Cards
   3.8(A)   Affidavit of Individual
   3.8(B)   Affidavit of County Auditor or Clerk of Courts
   3.8(C)   Affidavit of Nonprofit Corporation

Section 4   Operational Forms
   4.0      Operational Checklist
   4.1      Appointment of Agency Managers
   4.2      Experienced Employees Summary
   4.3      Staffing and Personnel Calculation
   4.4      Start-Up Costs Calculation
   4.5      Deputy Registrar Contract (2 pages)

ADDITIONAL FORMS NEEDED FOR DEPUTY PROVIDED SITES ONLY:

Section 5   Site Forms (Deputy Provided Sites Only)
   5.0      Deputy Provided Site Checklist
   5.1      Site Questionnaire
   5.2      ADA Checklist
   5.3      Lease Option
   5.4      Proximity Attachment (Deputy Provided Proximity Sites Only)

AGENCY SPECIFICATIONS: IN ADDITION TO THE ABOVE YOU WILL NEED THE
AGENCY SPECIFICATIONS FOR EACH LOCATION YOU ARE INTERESTED IN
(SUPPLIED SEPARATELY).




                                                  Page 9
                                  STATE OF OHIO
                            DEPARTMENT OF PUBLIC SAFETY
                             BUREAU OF MOTOR VEHICLES
      REQUEST FOR PROPOSALS FOR DEPUTY REGISTRAR APPOINTEES - 2011

1.1   PURPOSE

      The purpose of this Request for Proposals (RFP) is to solicit proposals from individuals,
      nonprofit corporations, County Auditors, and eligible County Clerks of Court that meet the
      criteria outlined within the RFP to serve as deputy registrars for the Ohio Bureau of Motor
      Vehicles (BMV).

1.2   BACKGROUND

      The BMV is responsible for licensing persons to operate motor vehicles, for the licensing (also
      known as the registration) of motor vehicles, and for other functions prescribed by law. The
      authority of the BMV is vested in the Registrar of Motor Vehicles (Registrar), who is appointed
      by and reports to the Director of Public Safety (Director). The Registrar appoints various
      assistants, deputies, and employees as deemed necessary to administer the law.

1.3   AUTHORITY

      In addition, the Registrar, with the approval of the Director, appoints deputy registrars
      throughout the eighty-eight counties of Ohio. The Registrar may appoint private individuals,
      nonprofit corporations, County Auditors and Clerks of Courts of common pleas in counties
      having a population of less than forty thousand. During this RFP, incumbent County Auditors
      and Clerks of Court already serving as deputy registrars are required to submit proposals but
      may be awarded new contracts without competition from other persons. All other appointments
      will be made through the competitive selection process.
      The Registrar intends to exercise discretion in choosing among all proposers to find those who,
      in the Registrar’s opinion, would best serve the interests of the State of Ohio and its citizens.
      The Registrar will make these decisions without regard to political affiliation or contributions.
      The Registrar will also seek, where feasible, to set up one-stop shopping. "One-stop shopping"
      means that the deputy registrar agency will be located in the same facility as, or close to, an Ohio
      State Highway Patrol Driver Examination Station (OSHP Exam Station) or a Clerk of Courts
      Title Office (Title Office), or both.

      The Registrar may exercise discretion through the RFP process and award a contract to an
      individual, a nonprofit corporation, a County Auditor, or eligible Clerk of Courts who, in the
      Registrar’s opinion, would best serve the needs of the citizens and the State of Ohio. In coming
      to the decision to award a contract, the Registrar may use any reasonable criteria and may use a
      scoring system or other devices to assist in making the final decisions. The Registrar is not
      required to follow the dictates of a scoring system in making these decisions. In this RFP
      process, the Registrar intends to seek competition and intends to use fair and objective criteria.


                                                  1-1 (2011)
1.4   SERVICES TO BE PERFORMED

      Upon appointment, deputy registrars will be required to perform services as indicated in the
      Ohio Revised Code, the Ohio Administrative Code, this RFP, the Deputy Registrar Manual, the
      deputy registrar contract to be signed (form included in the separate forms package), the services
      indicated in the Agency Specifications for the particular location, and any other directives issued
      by the authority of the Registrar. A separate set of Agency Specifications is issued for each
      location, and must be downloaded from the BMV Web site.

      Administrative rules. At minimum, each proposer should become familiar with Ohio
      Administrative Code (OAC) 4501:1-6-01 (Rule 01) governing deputy registrar contracts, OAC
      4501:1-6-02 (Rule 02) governing the selection and appointment of deputy registrars, and OAC
      4501:1-6-03 (Rule 03) governing the designation of locations and sites. Copies of these rules
      and OAC 4501:1-6-04 (Rule 04) governing limited authority deputy registrars are included as
      Appendix 2.2 of this RFP.

      General duties. The deputy registrars' duties shall include, but are not limited to: issuing motor
      vehicle registrations; issuing drivers' licenses, commercial drivers' licenses, motorcycle
      operators’ licenses, and State of Ohio identification cards; administering motor vehicle
      inspections; conducting vision screenings; administering declarations regarding anatomical
      organ donations; administering statutory donation programs; conducting voter registrations;
      providing information on optional mail-in vehicle registration; collecting next of kin
      information, providing certain public information and providing other services as specified by
      law and as directed by the Registrar. Deputy registrars must be able to perform all license
      agency transactions. In instances where Clerks of Court, County Auditors, or nonprofit
      corporations are appointed as deputy registrars, the office manager must be able to perform all
      license agency transactions. BMV field staff will be authorized to conduct periodic testing to
      verify this proficiency.

      Nature of the contract. The contract between the Registrar and each deputy registrar is in the
      nature of a non-exclusive, limited franchise agreement. It is in the nature of a franchise
      agreement because deputy registrars are authorized to perform governmental licensing functions
      on behalf of the Registrar and the State of Ohio and because deputy registrars are independent
      contractors and not employees of the State. The franchise is non-exclusive because there is no
      protected franchise territory and the Registrar may establish additional deputy registrar agencies
      at any time the Registrar deems it advisable. The franchise is limited because each contract
      terminates absolutely at the end of a definite contract period of between two and three years. At
      the end of each contract period, an incumbent deputy registrar may compete for a new deputy
      registrar contract. It is essential that each proposer become familiar with the terms of the deputy
      registrar contract.

      Other competitive factors. The BMV may continue to offer driver license, CDL, ID, vehicle
      registration, and other services at its Customer Service Center, and will continue to offer vehicle
      registration and other services by mail and over the Internet (OPLATES). Pursuant to Ohio
      Revised Code Section 4503.036, the BMV has established limited authority deputy registrars
      (LADRs). LADRs are certain Clerks of Courts and motor vehicle dealers who are authorized to
      process motor vehicle registrations for customers at the time they are transferring a vehicle and
      applying for a certificate of title. These activities may affect the number of transactions
      conducted by deputy registrars.
                                                   1-2 (2011)
1.5   AGENCY SPECIFICATIONS

      This document (the RFP) contains the information common to all proposals for all locations. In
      addition to this RFP, the Registrar has prescribed a separate set of specifications for each deputy
      registrar agency. Those specifications are generally referred to as "Agency Specifications."
      "Appendix 2.4" contains a sample set of Agency Specifications for one agency. No proposal can
      be complete without reference to both this RFP and the Agency Specifications for the deputy
      registrar agency being proposed. The Agency Specifications include the geographic area in
      which the agency will be located, the size of the agency, a history of recent transactions,
      applicable fees, the type of site, whether or not the agency is set aside for minority individuals
      only, and other information.

      Geographical area. “Location,” as used in this RFP, means the area specified and described in
      the Agency Specifications in which the proposed deputy registrar agency site must be located.
      "Site," as used in this RFP, means the precise address proposed for the deputy registrar agency.
      The specified and described location in the Agency Specifications may be restricted by the BMV
      to a single site designated as a "BMV Controlled Site."

      Type of site. Sites are divided into two major categories: (1) BMV Controlled Sites; and (2)
      Deputy Provided Sites.

      BMV Controlled Sites. A “BMV Controlled Site” is one in which the BMV will designate the
      exact site where the deputy registrar agency will be located. The BMV will arrange a master
      lease for the site. The master lease may be held by the BMV itself, by the Ohio State Highway
      Patrol (in conjunction with a Driver License Examination Station), or a county (in conjunction
      with a Clerk of Courts Title Office). All otherwise qualified persons are eligible to submit a
      proposal for a BMV Controlled Site. The successful proposer will be required to sublease space
      from the entity holding the master lease and to operate the deputy registrar agency at that, and
      only that, site.

      Deputy Provided Sites. A “Deputy Provided Site” is one in which the successful proposer will
      be required to provide, through lease or ownership, the site where the deputy registrar agency
      will be operated. In some locations, the proposer will be encouraged to locate the deputy
      registrar agency close to an existing Ohio State Highway Patrol (OSHP) Driver License
      Examination Station or Clerk of Courts Title Office. In other locations, the proposer will be
      asked to locate the deputy registrar agency without regard to any OSHP Driver License
      Examination Station or Clerk of Courts Title Office. Appendix 2.1 lists the additional
      requirements for Deputy Provided Sites in detail. Proposers for Deputy Provided Sites must also
      submit the forms listed in Section 5 of this RFP.

      Estimated annual transactions. The Agency Specifications for each proposed deputy registrar
      location contain an estimate of the number of transactions that location processed in a recent
      twelve-month period. This estimate may be used in conjunction with the statutory fee schedule
      to calculate an estimate of the gross annual income. The BMV makes no effort to estimate the
      net profits any agency may be expected to make. Each proposer is responsible for determining
      whether or not the agency is likely to generate a sufficient profit for that proposer’s needs.

                                                  1-3 (2011)
Agency size and staffing. The Registrar establishes agency size and corresponding
requirements based on the estimates of the number of transactions each agency is likely to
process on an annual basis. These factors are listed in the Agency Specifications for each
location. The following chart shows the basic requirements for each class of agency based on
size:
                           Agency                 *Minimum     Minimum
           Annual                     Computer                               Minimum
                            Class                  Weekly      Parking
        Transactions                  Terminals                               Sq. Ft.
                            Size                  Staff Hrs.    Spaces
          0-20,000            1          1-2         102           7            —
        20,001-35,000         2          1-2         102           7           630
        35,001-40,000         3          2-3         107          14           830
        40,001-45,000         3          2-3         121          14           830
        45,001-50,000         3          2-3         134          14           830
        50,001-55,000         4          2-3         147          14           830
        55,001-60,000         4          2-3         161          14           830
        60,001-65,000         5          3-4         174          21          1,080
        65,001-70,000         5          3-4         188          21          1,080
        70,001-75,000         5          3-4         201          21          1,080
        75,001-80,000         6          4-5         214          28          1,340
        80,001-85,000         6          4-5         228          28          1,340
        85,001-90,000         6          4-5         241          28          1,340
        90,001-95,000         7          5-6         255          35          1,620
       95,001-100,000         7          5-6         268          35          1,620
       100,001-105,000        7          5-6         281          35          1,620
       105,001-110,000        7          5-6         295          35          1,620
       110,001-115,000        7          5-6         308          35          1,620
       115,001-120,000        7          5-6         322          35          1,620
       120,001-125,000        8          6-7         335          42          1,930
       125,001-130,000        8          6-7         348          42          1,930
       130,001-135,000        8          6-7         362          42          1,930
       135,001-140,000        8          6-7         375          42          1,930
       140,001-145,000        8          6-7         389          42          1,930
       145,001-150,000        8          6-7         402          42          1,930

The following is a brief explanation of the above chart.
“Annual Transactions” refers to the total number of driver licenses, commercial driver
licenses, temporary permits, identification cards, motor vehicle registrations, driving record
abstracts, physical inspections and salvage inspections issued by the agency in a twelve-month
period.
“Agency Class Size” refers to the general size of the agency with Class 1 being the smallest and
Class 8 being the largest.
“Computer Terminals” refers to the number of computer stations the BMV will supply to the
agency to process driver license, vehicle registration, and other transactions. In addition to these
computer terminals, the BMV also supplies a computer system, which produces Ohio driver
licenses and identification cards containing a digitized photographic image.
“Minimum Weekly Staff Hours” refers to the requirement that the deputy registrar schedule
enough employees to work at the agency during regular business hours, calculated on a weekly
basis. There is a general requirement that each agency must have at least two employees on duty
at all times the agency is open for business. The hours the deputy registrar himself or herself
spends working during regular business hours counts toward the total hours required. Deputy
registrars are encouraged to schedule the employees so that more employees are working at the
busiest periods and fewer employees are working during slack periods.
                                            1-4 (2011)
*Minimum license agency weekly staffing hours may be increased or reduced from time to
time, upon request by deputy registrars, and approval by the Registrar, based on an increase or
decrease in transaction volumes. Any such requests are subject to review, evaluation and
approval by the Registrar and shall be considered on a case-by-case basis.

“Minimum Parking Spaces” refers to the minimum number of parking spaces which must be
available to agency customers. All agencies must make disability parking available also. For
BMV Controlled Sites, the BMV will be responsible for this requirement. At Deputy Provided
Sites, the deputy registrar is responsible for full compliance. For those sites, additional
information is contained in Section 5.

“Minimum Square Footage (Sq. Ft.)” refers to the minimum floor space available in the
agency. The BMV is responsible for this in BMV Controlled Sites. The deputy registrar is
responsible at Deputy Provided Sites; additional information is provided in Section 5 for those
sites.

Non-exclusive territories. The Registrar may set up deputy registrar locations in any areas as
the Registrar, with the approval of the Director, sees fit. A deputy registrar has no rights in the
contract past its expiration date, nor does a deputy registrar have exclusive territorial rights
during the term of the contract.

Changes to number of agencies. The Registrar may abolish an agency at any location at any
time that it is not under contract, including after an RFP has been issued and before the Registrar
actually signs the contract. The Registrar may add deputy registrar agencies in any county at any
time at the Registrar’s discretion.

Minority set-aside (MBE) contracts. Ohio Revised Code (R.C.) 4503.03 makes deputy
registrar contracts subject to the provisions of R.C. 125.081(B) which requires the Registrar to
set aside approximately fifteen percent of the deputy registrar contracts for persons certified
under Ohio Minority Business Enterprise (MBE) provisions. Persons who are not MBE certified
may submit proposals for these contracts, but will not be awarded a contract if a qualified
proposal is received from any person who is MBE certified. A more detailed explanation is
included at Section 1.16 of this RFP.

Bond Requirements. For this year’s contract, the amount of the bond required is set at
$25,000.00 for all license agencies. Clerks of Court and County Auditors may be permitted to
fulfill the bond requirement by including the BMV onto an existing county bond as an additional
insured, so long as the county bond sufficiently protects the State, ODPS, and BMV from any
acts of dishonesty by the deputy registrar and any or all of the deputy registrar’s employees.

Other information. Other information regarding each proposed deputy registrar agency may be
described in the Agency Specifications.




                                            1-5 (2011)
1.6   EXCLUSIONS AND QUALIFICATIONS

      Exclusions. The statutes and administrative rules prohibit the appointment of certain persons as
      deputy registrars.

         1.    No contract shall be awarded to any person serving in elective public office either
               by election or appointment, except for a Clerk of Courts in a county of less than 40,000
               population or a County Auditor acting in his or her official capacity. For example,
               precinct committee persons, either elected or appointed, are elective public officers and
               are excluded from appointment.

         2.    No contract shall be awarded to any person to operate at any one time more than
               one deputy registrar agency, including any person already awarded a deputy registrar
               contract the term of which is scheduled to end after the beginning of the contract being
               sought. However, certain nonprofit corporations may operate one agency in each of
               several counties and a Clerk of Court who is appointed as deputy registrar may
               maintain more than one office.

         3.    No contract shall be awarded to any parent, child, brother, or sister of any deputy
               registrar if the relative is living in the same household as the deputy registrar.

         4.    No contract shall be awarded to the spouse of any deputy registrar, whether or not
               living in the same household. A husband and wife may both submit proposals;
               however, only one may be appointed.

         5.    No contract shall be awarded to any person, other than a Clerk of Courts or County
               Auditor, who has made or whose spouse has made or whose immediate family, as
               defined in Ohio Revised Code Section 102.01(D), has made, in any one of the previous
               three calendar years (2008, 2009, or 2010) or the current calendar year (2011), one or
               more contributions totaling in excess of $100.00 to any one of the following
               persons or entities:

                  A.    Any political party; or

                  B.    Any candidate for the office of Governor, Attorney General, Secretary of
                        State, Treasurer of State, Auditor of State, member of the Senate or
                        House of Representatives of the Ohio General Assembly or to the
                        campaign committee of any such candidate.

         6.    No contract shall be awarded to any employee of the State of Ohio. However, a
               contract may be awarded to a present employee of the State of Ohio if that employee
               certifies in the proposal that he or she will resign from state employment upon
               appointment to a deputy registrar contract.




                                                  1-6 (2011)
   7.    No contract shall be awarded to the spouse, parent, child, brother, sister, father-
         in-law, mother-in-law, brother-in-law, sister-in-law, son-in-law, or daughter-in-
         law of any employee of the Department of Public Safety, the Bureau of Motor
         Vehicles, or the State Highway Patrol, except as provided in Ohio Administrative
         Code Section 4501:1-6-01(M). This provision will be enforced even if the employee
         offers to resign.

   8.    No contract shall be awarded to an agent for an insurance company, writing
         automobile insurance. This provision does not apply to nonprofit corporations. A
         licensed insurance agent may be appointed if he or she agrees not to engage, directly or
         indirectly, in the insurance business during the entire term of the contract.

   9.    No contract shall be awarded to any person who holds a current, valid contract to
         conduct EPA motor vehicle emissions inspections under Ohio Revised Code Section
         3704.14.

   10.   No contract shall be awarded to any person who has been convicted within the
         past ten years of a crime punishable by death or a crime punishable by imprisonment
         in excess of one year (felonies), or any crime involving dishonesty or false statement.

   11.   No contract shall be awarded to any for-profit corporation.

   12.   No contract shall be awarded to any partnership or any other business association
         except a nonprofit corporation.

Nonprofit corporations may be awarded a contract. A nonprofit corporation may be awarded
a deputy registrar contract. To qualify, a nonprofit corporation shall submit and maintain at all
times during the term of the contract appropriate documentation showing good standing as a
nonprofit corporation as defined in Section 1702.01 of the Ohio Revised Code. Special
instructions apply to proposals submitted by nonprofit corporations.

Residency requirements. Prior to the award of a contract, the person appointed shall give
evidence, satisfactory to the Registrar, that he or she is legally entitled to work in the United
States of America. The deputy registrar shall establish his or her primary residence either in the
county in which the deputy registrar agency is located or in an adjacent county within the State
of Ohio. A contract may be awarded to a proposer who does not have his or her primary
residence in the county or an adjacent county if the person agrees to move to a primary residence
in the county or an adjacent Ohio county within ninety days after the award of a contract. As
used herein, “primary residence” means a residence that meets all of the following: it is the place
where the deputy registrar customarily lives; the one place that is the deputy registrar’s true,
principal, and permanent home; and the place he or she intends to remain. A nonprofit
corporation shall maintain a business address in the county where the agency is located. The
Registrar may, after notice, terminate the contract of any deputy registrar who violates these
provisions.



                                            1-7 (2011)
1.7   NO POLITICAL CONSIDERATIONS

      The Registrar shall not award a deputy registrar contract to a person, or promise to do so,
      because that person pays an assessment or subscription to, or makes a contribution to, any
      political party, the Governor or the Governor’s campaign committee, or any candidate for public
      office or his or her campaign committee. The Registrar shall not withhold a deputy registrar
      contract from a person, or threaten to do so, because that person fails to pay an assessment or
      subscription to, or fails to make a contribution to, any political party, the Governor or
      Governor’s campaign committee, or any candidate for public office or the candidate’s campaign
      committee.

      Political contribution limitations. The successful deputy registrar proposer will be required to
      comply with the contract regarding political contribution limitations and prohibitions. The
      proposer will be required to sign a statement under oath that he or she is eligible to be a deputy
      registrar in accordance with the provisions of R.C. 4503.03(B) and the Ohio Administrative
      Code.

      Explanation of political contribution limitations. The "family" political contribution
      limitation (family limitation) is $100.00 per candidate and $100.00 per political party per year.
      Family contributions totaling $100.00 or less per candidate per year or per party per year are
      acceptable; family contributions totaling $100.01 or more per candidate or $100.01 or more per
      party in any calendar year exceed the family limitation and make you ineligible for a deputy
      registrar contract.

      "Family political contribution" means for each particular party and each particular candidate,
      you must add together your own contributions, your spouse's contributions, and your dependent
      children's contributions to that one political party or to that one candidate.

      You must include all contributions (yours, your spouse's and your dependent children's) for each
      of the last three calendar years (2008, 2009, 2010) separately and for this calendar year (2011) to
      date.

      You must add together all contributions to a political party at the local, state, and national levels
      and must also include all contributions to continuing associations and political action committees
      (PACs) associated with that political party.

      The limitation applies to each individual candidate for Governor, Attorney General, Secretary of
      State, Treasurer of State, Auditor of State, State Senator, or State Representative (State House of
      Representatives) and the campaign committee of each. There are no limitations on contributions
      to candidates for national, county, municipal, township, school board, or judicial offices.

      Form 3.3, Political Contributions Report, is intended to assist you in determining whether or not
      you have exceeded the political contributions limitations.




                                                  1-8 (2011)
1.8   REQUIREMENTS OF OPERATION

      General. The deputy registrar will be expected to comply with the provisions of this RFP, the
      Ohio Revised Code, the Ohio Administrative Code, the Deputy Registrar Contract, the Deputy
      Registrar Manual, and any requirements prescribed by the Registrar from time to time. In
      addition, the deputy registrar shall comply with all applicable federal and Ohio laws, including
      but not limited to the Federal Equal Employment Opportunity (EEO) Laws, and the Americans
      with Disabilities Act (ADA).

      Office hours. The deputy registrar shall maintain office hours as required by the Registrar.
      These requirements may change from time to time. By proposing under this RFP, the proposer
      is indicating a willingness to follow those requirements.

      Computers and BMV-supplied equipment. The BMV supplies the computers and related
      equipment (printers, camera, etc.) necessary to process driver license applications, driver
      licenses, Ohio identification cards, and motor vehicle registrations.

      Inventory. The BMV also supplies inventories of license plates, validation and county stickers,
      and many of the forms necessary to transact BMV business. The deputy registrar is responsible
      to maintain and order adequate, but not excessive, inventory. The BMV will pay transportation
      expenses for routine inventory deliveries. The deputy registrar shall pay for any additional
      transportation and delivery expenses caused by the deputy registrar’s ordering too much or too
      little inventory.

      Other Expenses owed to the BMV. There is no charge to the deputy registrar for the use of the
      computer equipment supplied by the BMV. The Registrar may charge deputy registrars for the
      use of vision screening equipment in accordance with Ohio Revised Code Section 4507.12 and
      Rule 02, which is currently a rate of ten cents per screening. In addition, deputy registrars may
      be required to pay the Registrar the actual cost of laminating materials supplied by the Registrar,
      and counter and alarm system expenses as specified in Section 1.13.

      Deputy registrar responsibilities. The deputy registrar shall be required to accomplish routine
      care and maintenance of the equipment provided by the BMV in accordance with the directions
      of the manufacturer and the Registrar in order to ensure continued good working order. The
      deputy registrar shall also be responsible for the cost to repair such equipment when the damage
      is due to negligence on the part of the deputy registrar or the deputy registrar's employees. Also,
      the deputy registrar shall be personally liable for the consignment value of all license plates,
      stickers, other inventory, and state-owned equipment issued by the BMV.

      Insurance, reimbursement, and hold-harmless. Each deputy registrar shall maintain during
      the entire term of the contract a policy of business liability, property damage, and theft insurance
      satisfactory to the Registrar, and shall hold the Department of Public Safety, the Director of
      Public Safety, the Bureau of Motor Vehicles, and the Registrar harmless upon any and all claims
      for damages or losses arising out of the operation of the deputy registrar agency.



                                                  1-9 (2011)
The “policy” shall include coverage of at least $50,000.00 for BMV property with the Ohio
BMV to be added as the second named insured; minimum coverage of $250,000.00 for personal
liability; and the Ohio BMV is to be notified immediately of any policy cancellation.

Bonding. The successful proposer will be required, as outlined in Rule 01(B), to obtain bonding
sufficient to protect the interests of the State of Ohio from losses due to fraud, theft,
embezzlement, and any other improprieties by the deputy registrar or the deputy registrar’s
employees that may cause a shortage of State funds. In order to propose, the proposer must be
bondable under these requirements. All proposers, including incumbent deputy registrars
proposing, are required to provide, as part of their proposal, a statement disclosing pre-approval
status for a bond in the amount of twenty-five thousand dollars ($25,000.00) from a reputable
and verifiable bonding or insurance company. The contract terms and conditions contain more
detailed information about bond requirements.

The Registrar may adjust the amounts of the bond if there is good cause to do so. However, the
amount of the bond shall not be increased during the term of this contract. The bond shall be
purchased by the deputy registrar naming the State of Ohio, Department of Public Safety
(ODPS), Bureau of Motor Vehicles (BMV), as the bondholder, insured, or additional insured, on
the bond itself, in a rider or in an add-on. The bond shall protect the State, ODPS, and BMV
from any acts of dishonesty by the deputy registrar and any or all of the deputy registrar’s
employees. Any delinquency, default, or cancellation of bond coverage shall be reported
immediately by the bonding company to the Bureau of Motor Vehicles, Office of Field Services,
P.O. Box 16520, Columbus, Ohio 43216-6520.

Banking specifications. No less than one week prior to the start of any deputy registrar
contract, the deputy registrar shall establish an account in full compliance with the banking
requirements contained in the contract and Deputy Registrar Manual.

Credit and debit cards. The deputy registrar shall process credit cards and debit cards in
accordance with the proposal submitted by the deputy registrar and in accordance with the
following three (3) standards.

Option 1. Proposers who choose this option will not receive any additional credit (points) in
the proposal evaluation process. No acceptance of credit and debit cards. If the deputy
registrar’s proposal did not include provisions for the acceptance of credit cards and debit cards,
the deputy registrar shall not be required to accept credit cards or debit cards unless the General
Assembly enacts legislation or the Registrar adopts administrative rules requiring the acceptance
of said cards. In either case, this contract may be amended to provide for acceptance in
accordance with the legislation or rule.




                                           1-10 (2011)
      Option 2. Proposers who choose this option may receive up to ten additional points in the
      proposal evaluation process. Acceptance of credit and debit cards by use of a deputy registrar
      supplied automated teller machine (ATM). If the deputy registrar’s proposal included
      acceptance of credit cards and debit cards through the use of a deputy registrar supplied ATM,
      the deputy registrar shall offer those services throughout the term of the contract unless the
      General Assembly enacts legislation or the Registrar adopts administrative rules governing the
      acceptance of credit cards and debit cards. The BMV shall not pay any costs whatsoever in
      connection with the use of the deputy registrar’s ATM system. The customers of the BMV and
      the deputy registrar shall not pay any additional fees or expenses except in full compliance with
      all state and federal laws, including the Truth in Lending Act.

      Option 3. Proposers who choose this option may receive up to ten additional points in the
      proposal evaluation process. Acceptance of credit and debit cards over-the-counter at the
      deputy registrar agency. If the deputy registrar’s proposal included acceptance of credit cards
      and debit cards over-the-counter at the deputy registrar agency, the deputy registrar shall offer
      those services, for all transactions, throughout the term of this contract unless the General
      Assembly enacts legislation or the Registrar adopts administrative rules governing the
      acceptance of credit cards and debit cards. The BMV shall not pay any costs whatsoever in
      connection with the use of the deputy registrar’s over-the-counter system. The customers of the
      deputy registrar and the BMV shall not pay any additional fees or expenses except in full
      compliance with all state and federal laws, including the Truth in Lending Act.

      Prohibition against commingling. The moneys collected by the deputy registrar from sales of
      items consigned by the State shall be deposited into the State account. The deputy registrar shall
      not commingle this money with funds from any other account.

      Telephone accessibility. The deputy registrar shall maintain telephone service and accessibility
      as required by the Ohio Revised Code, the Ohio Administrative Code, the Contract, the Deputy
      Registrar Manual, and any other requirements prescribed by the Registrar.

      Emergencies. The deputy registrar shall make arrangements regarding emergencies, as required
      by the contract.

1.9   EMPLOYEES

      General. Good employees are essential to the successful operation of a deputy registrar agency.
      Your proposal should contain information showing that you have an understanding of personnel
      issues and that you will hire, train, and maintain a full staff of competent employees. Use Form
      3.4 to show where your personnel policy meets all the minimum personnel requirements. Use
      Form 4.1 to address your appointment of agency managers, Form 4.2 to list experienced
      employees, and Form 4.3 to show the number of employees you intend to employ, the number of
      hours each will work, and their hourly rate of pay, weekly pay, and monthly pay.

      Bilingual employees. In locations where the deputy registrar serves a substantial immigrant
      population, the deputy registrar shall make every reasonable effort to employ bilingual
      employees who are fluent in English and in the predominant language of the limited English
      proficiency (LEP) speaking population in that area.


                                                 1-11 (2011)
Personnel policy. Each proposer shall develop and submit a comprehensive written personnel
policy. The personnel policy must be complete and comprehensive; a summary alone is not
acceptable. If awarded a contract, the proposer shall maintain, enforce and modify, as necessary,
the personnel policy throughout the term of the contract. At minimum, the personnel policy shall
include a detailed section addressing each of the following areas:

   1. Employee hiring, including provisions for hiring employees experienced in deputy
      registrar agency employment;
   2. Equal Employment Opportunity compliance provisions;
   3. Staff training, including attendance of training offered by the BMV;
   4. Additional training to be provided by the deputy registrar to his or her employees;
   5. Periodic evaluations of employee performance;
   6. A disciplinary plan including a list of grounds for discipline and dismissal;
   7. The BMV expects that the deputy registrar will use a progressive disciplinary process;
   8. A specific dress code, including a specific list of acceptable attire; and,
   9. A list of unacceptable attire.

In addition, the personnel policy should list fringe benefits, if any, offered to employees. Fringe
benefits do not include those benefits which are required by the contract or by law. Additional
fringe benefits are not required, but proposers offering additional fringe benefits will be
evaluated more favorably.

Failure to submit a detailed and comprehensive personnel policy will most likely result in an
unfavorable evaluation.

Training. The deputy registrar and the employees of the deputy registrar shall attend all
necessary training sessions as prescribed by the Registrar and shall pay all travel and meal
expenses incurred. The cost of all BMV-conducted training (tuition) shall be borne by the BMV.

Office management. The deputy registrar shall be regularly scheduled and shall work at the
agency at least twenty (20) hours per week during regular business hours. In addition, the
deputy registrar shall appoint a full-time office manager, who shall be on duty at the agency at
least thirty-six (36) hours per week, and who shall be responsible for agency operations during
any absences of the deputy registrar. The deputy registrar shall also appoint an assistant office
manager. The assistant office manager shall supervise the agency when both the deputy registrar
and the office manager are absent. The deputy registrar may appoint himself or herself as the
office manager. Any deputy registrar who serves as the office manager must also meet the
thirty-six (36) hours per week requirement. The Director and Registrar intend to give
incrementally more favorable consideration to proposers who agree to work more than the
minimum twenty (20) hours per week (at 24, 30, and 36 hours, respectively). These
requirements do not apply to County Auditors or Clerks of Courts.



                                           1-12 (2011)
       Employee standards. The deputy registrar, at the deputy's own expense, will be required to
       obtain an Ohio Bureau of Criminal Identification and Investigation (BCII) criminal background
       report for all deputy registrar employees. See the contract terms and conditions for more
       detailed information. It is the deputy registrar’s responsibility that employees perform the duties
       of their employment and be knowledgeable in all applicable laws and regulations pertaining to
       the operation of a deputy registrar agency, and that they perform their duties in a competent,
       professional, efficient, and friendly manner.
       Staffing levels. In accordance with the contract, the deputy registrar shall be responsible for
       properly staffing his or her agency to meet the volume of customers, at the minimum rate based
       on the Class Size and number of transactions of the agency. See RFP Section 1.5 and the
       Agency Specifications.
       Employee age requirement. Persons under 18 years of age are not permitted to work in deputy
       registrar license agencies.
1.10   FEES TO BE CHARGED; CONSIDERATION
       The deputy registrar shall charge those fees and only those fees, no more and no less, provided in
       the Ohio Revised Code for statutory services. The deputy registrar shall turn over all amounts as
       required to the BMV and shall retain the statutory service fees in consideration for services
       rendered as provided under this contract. The Agency Specifications for each location contain
       an explanation of the current fees.
1.11   EVALUATIONS OF DEPUTY REGISTRARS
       The deputy registrar shall be subject to periodic evaluations by one or more persons designated
       by the Registrar, for compliance with requirements imposed by the Ohio Revised Code, by the
       Ohio Administrative Code, the contract, the Deputy Registrar Manual, or by direction of the
       Registrar. Unsatisfactory evaluations may result in liquidated damages to be owed to the BMV,
       in accordance with the contract and Rule 01(C). Unsatisfactory evaluations may also result in
       the termination of the contract during its term or ineligibility for future contracts in accordance
       with Rule 02.
1.12   REQUIRED INFORMATION AND DOCUMENTATION
       Personal background. The proposal shall contain the following information on the Personal
       Questionnaire, Form 3.1: the proposer's name, home address, daytime and home telephone
       numbers, driver license number, start-up cost funds on deposit information, business and work
       experience, and other information as prescribed by the Registrar. For nonprofit corporations, the
       information relates to the nonprofit corporation itself, not to any employee of the nonprofit
       corporation.
       Documentation from individuals. As part of the proposal, each individual proposer is required
       to submit:
       (1) A credit report dated during calendar year 2011 covering the proposer's current credit
       status. You must submit your credit report with your proposal. We will not accept credit reports
       mailed separately from your proposal. Credit reports shall include a Fair Isaac Corporation
       (FICO) credit score 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 acceptable as well.
                                                  1-13 (2011)
(2) A local arrest and conviction report issued during 2011 from the local law enforcement
agency for the jurisdiction in which you reside. The local arrest and conviction report should be
available from whatever local police agency serves your community. This could be city police,
village police, township police, or the county sheriff. If you have lived in your present
community for less than twenty-four months, you must submit reports from both your present
community and your previous community of residence. There is no standard format for these
reports. The report may be on the law enforcement agency’s letterhead or may be in some other
form.
(3) An Ohio criminal background report. Each individual proposer, County Auditor, and
Clerk of Court is required to apply for an Ohio Bureau of Criminal Identification and
Investigation (BCII) background report through WebCheck, an electronic background checking
system. WebCheck is a criminal background reporting service offered by the Ohio Attorney
General through local outlets. The WebCheck locations are listed on the Ohio Attorney
General’s site at: http://www.ohioattorneygeneral.gov/Services/Business/WebCheck/Webcheck-
Community-Listing. The WebCheck facility will not provide the criminal background report
directly to you; ask the WebCheck facility to send the report to: BMV Research, Ohio Bureau of
Motor Vehicles, 1970 West Broad Street, P.O. Box 16520, Columbus, OH 43216-6520. Be
certain to obtain a receipt from WebCheck and submit a copy of your receipt with your Proposal.
Any current deputy registrar making application for a new deputy registrar contract that has a
BCII WebCheck on file with the BMV issued within 12 months prior to the June 26, 2011,
contract start date, will not be required to submit a new WebCheck under this RFP. However,
the deputy registrar is required to include a copy of the WebCheck report with all other required
RFP documents. The Registrar reserves the right to require any deputy registrar or deputy
registrar employee to submit a new BCII WebCheck report at any time during the contract term.
(4) A pre-approval statement of eligibility for a twenty-five thousand dollar ($25,000.00)
bond. Each individual proposer and nonprofit corporation is required to submit a pre-approval
statement of eligibility for a twenty-five thousand dollar ($25,000.00) bond, issued in 2011, from
a reputable and verifiable bonding or insurance company. County Auditors and County Clerks
of Courts are required to submit a copy of the existing county blanket bond.
Warning. Failure to submit any required document or information may result in the loss of
points or disqualification of the proposal, or both.
Documentation from County Auditors and Clerks of Courts. A County Auditor or Clerk of
Courts shall submit the same information as an individual would (a WebCheck receipt, and a
local law enforcement arrest and conviction report) except that they are not required to submit a
credit report.
Documentation from nonprofit corporations. A nonprofit corporation is not required to
submit any credit report, local law enforcement arrest and conviction report, or WebCheck
receipt, but shall submit instead a copy of the nonprofit corporation's:
(1) Articles of Incorporation; and
(2) A current Certificate of Good Standing issued by the Ohio Secretary of State, issued
during the 2011 calendar year. Failure to submit current documents may result in an unfavorable
evaluation or disqualification.


                                           1-14 (2011)
1.13   EQUIPMENT AND FACILITY REQUIREMENTS

       Office furniture, equipment and supplies. The deputy registrar is responsible for providing all
       office equipment and supplies except the BMV-supplied computers, equipment, and inventory
       (see RFP Section 1.8). The deputy registrar is responsible for providing all office furniture for
       both employees and customers (desks, chairs, tables, etc.), office equipment (typewriters,
       calculators, file cabinets, trash receptacles, shelving, etc.), and all office supplies necessary to
       operate the deputy registrar agency. Each deputy registrar shall supply a copy machine and a fax
       machine (or one machine capable of both) and at least one crosscut shredder for the deputy
       registrar’s use and for the customers’ use to securely dispose of documents containing personal
       information.

       Security requirements. The deputy registrar is responsible for supplying equipment necessary
       to keep secure all BMV funds, equipment, inventory, and records. At minimum, each deputy
       registrar shall supply a safe or secure locking cabinet and an acceptable, off-site monitored
       reporting alarm system. The alarm system shall include a feature which automatically reports
       off-site if wires are cut or disconnected. The deputy registrar is responsible for assuring that all
       appropriate items are securely stored and locked and that the agency is secured and locked at all
       times the agency is not open for business. In addition, the following requirements will be
       imposed for license agency security: (1) install motion detectors in each room or space,
       including the records storage room; (2) install alarm contacts on all exterior points of entry,
       including windows, and also an alarm contact on the door to the records storage room, if
       applicable; (3) install a minimum of one concealed alarm monitored panic/hold-up button under
       counters between every two computer terminals provided or, if approved by the Registrar, an
       alternate key fob activated panic/hold-up device; (4) each employee authorized to turn off the
       alarm system must have a unique security code; (5) the security alarm company must be able to
       provide reports to show by whom and when the alarm was turned on, turned off, and the time
       and location within the facility of any intrusion; (6) the security alarm company must
       automatically notify local law enforcement and the deputy registrar to respond if the alarm is set
       off; (7) all license agencies will provide a crosscut shredder to be made readily available to all
       customers for the destruction of any customer copies of records that contain personal information
       about the customer; and (8) all records that have exceeded the retention period must be shredded
       on-site. The BMV reserves the right to require more or less security measures where needed
       including but not limited to monitored video surveillance.

       Counters. The deputy registrar is responsible for providing counters to accommodate the BMV
       supplied equipment to serve customers in a convenient manner, and to accommodate the
       efficiency and comfort of the deputy registrar's employees.

       Signs. The deputy registrar shall ensure that the agency is well marked, with adequate signs to
       enable potential patrons to locate the agency conveniently. The signs identifying the deputy
       registrar agency shall be sufficient to identify the agency, shall comply with all applicable
       zoning requirements, and shall include at least one outside sign. Sign specifications and
       provisions are contained within the Deputy Registrar Manual. The Registrar may change these
       specifications from time to time, and the deputy registrar shall comply with any changes in
       specifications.

                                                  1-15 (2011)
       Facility maintenance. The deputy registrar shall adopt an acceptable facility maintenance plan
       and shall be responsible for ensuring that the interior and exterior of the deputy registrar agency
       premises are maintained in a clean, safe, and attractive condition at all times. The facility
       maintenance plan shall, at minimum, provide that any carpeting and/or flooring be professionally
       cleaned as needed and no less than once per year, and that the walls be maintained at all times
       and be repainted at least once during the term of the contract.

       Special provisions for certain BMV Controlled Sites. For certain BMV Controlled Sites, the
       BMV may make arrangements for the installation of an off-site monitored alarm system, the
       construction or modification of counters, the installation or modification of signs, any other
       mandatory equipment, and any or all equipment furnishings required to ensure the comfort of the
       customers and employees. The deputy registrar shall pay for or reimburse the BMV for any such
       improvements at the BMV's actual costs (usually on an amortized basis) and shall be responsible
       for maintaining those improvements during the term of the contract.

1.14   START-UP COST DEPOSIT

       Financial capability. The proposer must be able to demonstrate that he or she is financially
       capable of establishing a deputy registrar agency. The proposer shall have funds on deposit, in
       the proposer's own name, to cover the estimated costs of: (1) site preparation costs, if
       appropriate; (2) agency rental payments for the first three months; and (3) one month's personnel
       costs, all as calculated on Form 4.4, Start-Up Costs Calculation. If the proposer is awarded a
       contract, the proposer shall maintain the funds on deposit for the actual payment of start-up
       costs. If no contract is awarded, the funds may be withdrawn.

       Acceptable accounts. The funds must be on deposit in the name of the proposer only (or the
       proposer and the proposer's spouse only) in an established account in a bank, a savings and loan
       institution, or credit union. Brokerage accounts, mutual funds, stocks, lines of credit, credit
       cards, etc., are not acceptable.

       BMV Controlled Sites. For BMV Controlled Sites, the proposer should calculate and enter the
       personnel costs the proposer expects to pay if awarded a contract and only those site preparation
       and rental costs specified in the separate Agency Specifications for that location.

1.15   SELECTION PROCESS

       General. The Director of the Department of Public Safety and Registrar of Motor Vehicles are
       dedicated to the purpose of finding deputy registrars who, in their opinions, will serve the needs
       of the State and the citizens of Ohio, without regard to political affiliation or political
       contributions. To do this, the Registrar and the Director intend to use this proposal process to
       find individuals, County Auditors, eligible Clerks of Courts, and nonprofit corporations that
       meet the requirements as established by the Registrar. From this pool of candidates, the final
       selection will be made.

       The Registrar and Director reserve the right to require additional information from any proposer
       during the RFP process. The information may be required in written or oral form and may
       include interviews, presentations, or other media.


                                                  1-16 (2011)
Request for proposals. Deputy registrar fees for services to be rendered are set by law.
Therefore, this RFP is not one involving bid requirements. Accordingly, the Registrar and
Director intend to look at all the relevant factors and make their own decision as to which
individuals, nonprofit corporations, County Auditors, and Clerks of Courts will best meet the
needs of the State of Ohio and the citizens of Ohio. The Registrar does not intend to contract
with anyone who will be disqualified under the terms of Ohio Revised Code Section 4503.03(B)
or other applicable statutes. All others will be considered if they propose and meet the minimum
requirements.

Requirements for proposal submission. Proposers wishing to be considered for the deputy
registrar agency outlined in this RFP will be required to submit their proposals on the forms
prescribed by the Registrar. Each proposal shall be complete and shall be in a separate sealed
envelope. Each proposal shall consist of two complete sets of documents consisting of one
complete original set and one complete set of copies. Each original form shall be typewritten,
computer printed, or hand printed in ink and shall have original signatures.

Where notarization is required, the original should contain all of the following: the original
signature of the person signing the document, the date of notarization, the notary public's
original signature, the notary public's printed (or stamped) name, the expiration date of the
notary public's commission, and the notary public's official seal. The copy should be made after
the original is complete so that all information, and all entries, on the original appear on the copy
(except for the raised notary seal). If you are submitting more than one proposal, see the
instructions for “Multiple Proposals,” listed on page 1-18.

Forms. Deputy Registrar RFP supporting forms may be obtained by downloading them from
the BMV Web site.

Acceptable documents. Proposers shall submit forms without alteration from the BMV Web
site, http://www.bmv.ohio.gov (listed under "Deputy Registrar Business Opportunity") or access
them directly from the 2011 Deputy Registrar RFP page at: http://www.bmv.ohio.gov/rfp.stm.

Unacceptable documents. Computer-generated forms from any source other than the BMV and
other non-BMV forms are not acceptable. Forms, attachments, and other documents which do
not conform to the requirements of this RFP, which are non-responsive to it, which contain
political endorsements, or which contain other improper information may be removed from the
proposal and shall not be considered in the evaluation or final selection process.

Submission in envelope or container. Each proposal shall be submitted in a separate envelope
or suitable shipping container.

No staples or binders. Proposals shall not be stapled or bound in any manner and shall not
include any folders, covers, binders, or tabs of any nature whatsoever. Proposals which do not
conform to these requirements may be eliminated from any consideration or, if considered, may
be evaluated unfavorably.




                                            1-17 (2011)
Limitation of number of proposals. No proposer shall submit more than two proposals for any
Deputy Provided Site location nor more than one proposal for any BMV Controlled Site
location. No person shall submit proposals for more than six different locations. The Registrar
and the Director may, in their sole discretion, eliminate from any further consideration any
proposals that violate this provision.

Multiple proposals. A person submitting proposals for more than one location or site shall
submit the following:

       In one envelope, all personal information and related forms consisting of only one
       complete original and one complete copy, no matter how many proposals are submitted
       (this includes the Personal Questionnaire, the WebCheck receipt, local law enforcement
       report, and credit report);

       In a separate envelope for each, the operational information and related forms for
       each location. One complete original and one complete copy for EACH LOCATION
       (whether BMV Controlled Site or Deputy Provided Site);

       In a separate envelope for each, the site information and related forms for each
       Deputy Provided Site. One complete original and one complete copy for EACH
       DEPUTY PROVIDED SITE proposed; but no information for BMV Controlled Sites.

       Each of these separate envelopes shall be placed in one larger envelope, box, or container
       suitable for shipment or delivery to the BMV.

Previous proposals not incorporated. If a proposer has previously filed a copy of any required
document with the BMV, that proposer is still required to submit a new original and new copy of
the document as part of this proposal. No credit is given for documents submitted during an
earlier proposal process.

Documents. All documents shall be submitted on 8½ x 11-inch standard 20-pound bond paper
printed on one side only. If an original document (such as a deed) is larger than 8½ x 11 inches
or two-sided, the proposer should submit a copy reduced in size to 8½ x 11 inches and printed on
one side only. Documents which do not comply with these requirements may be eliminated from
consideration.

Deadlines. Complete proposals must be received by the BMV Research Division prior to the
deadline set forth in the RFP SCHEDULE. "Received" as used in this paragraph means
actually received; a postmark date is not sufficient. Facsimile (FAX) transmissions and
electronic mail (e-mail) transmissions are not accepted. Mailing and delivery instructions are
located on page 3 of the Quick Guide in this RFP.

Scoring systems. In the process of making the final determination, scoring systems and other
aids will be employed. The scoring systems are not intended to replace the duty of the Registrar
and the Director to exercise discretion in awarding contracts. The Registrar and Director will be
guided by the terms of R.C. 4503.03 and other applicable statutes and administrative rules in
making their decisions.


                                          1-18 (2011)
Evaluation. Each proposal that is timely received will be assigned a proposal number. Any
proposal which is incomplete or which contains unacceptable items of any nature may be
summarily disqualified. For all other proposals, an evaluation team will evaluate the personal
and operational portions of each proposal. For Deputy Provided Sites, an additional site
evaluation will be performed by a separate team. Each proposal will be evaluated by the
evaluation teams and be given individual scores for all applicable categories. These scores will
be used to assist the Registrar and Director in exercising their discretion as to which proposer
will, in their opinion, best serve the needs of the State and citizens of Ohio.

Review by proposers. After all the evaluations and scores have been completed, and before the
Registrar and Director perform a final review of the proposals, each proposer shall have an
opportunity to review his or her own proposal and any other proposal, and the preliminary scores
assigned by the evaluation teams. The BMV Research staff reserves the right to prioritize and
process requests to review proposals, requests to obtain copies of proposals, and requests for
copies of evaluation scores based on the relevancy to the proposers and their competitors for
locations where they have applied. All other requests will be processed as time permits.

Copies of proposals. During the review process, a proposer may purchase a copy of any
proposal or part thereof by mail for $8.00 (includes postage), payable to Treasurer, State of
Ohio, addressed to Russell J. Rauch, Chief, BMV Research Division, P.O. Box 16520,
Columbus, Ohio 43216-6520. Copies are also available for inspection, at no charge, by
appointment only. For more information, phone the BMV Research Division at (614) 752-7631.

Written Response and Comments. Any proposer may submit a Written Response and
Comments to the scores announced in the preliminary evaluation. Any Written Response and
Comments shall be submitted on the forms provided by the BMV at the time of the notification
of the scores.

Purpose of Written Response and Comments. The purpose of the Written Response and
Comments shall be to bring to the Registrar's and Director’s attention any alleged errors or
discrepancies in the points evaluation process. No proposer shall attempt to modify his or her
proposal in any way after the deadline for submission of proposals (See RFP SCHEDULE), and
any attempt to do so shall be void.

Submission of Written Response and Comments. The filing of a Written Response and
Comments is optional. However, if a proposer wishes to file, two sets (an original and one copy)
of the Written Response and Comments must be received by Russell J. Rauch, Chief, BMV
Research Division, prior to the deadline set forth in the RFP SCHEDULE. "Received" as used
in this paragraph means actually received; a postmark date is not sufficient. Facsimile (FAX)
and e-mail transmissions are not accepted.

Limitation of communications. BMV employees shall not discuss the scores or answer any
questions during the process except through the RFP e-mail inquiry system described below.
Any communication or purported communication about the RFP process during the process is
prohibited and subject to disciplinary action or proposer disqualification by the Registrar.




                                          1-19 (2011)
RFP e-mail inquiry system. The BMV will establish and maintain an RFP e-mail inquiry
system throughout the entire proposal process. All questions regarding the proposal process
must be directed through the RFP e-mail inquiry system. The address for the RFP e-mail inquiry
system is: DeputyRegistrarRFP@dps.state.oh.us. The questions will be answered and posted on
the BMV Web site by the end of the next business day (5:00 p.m.) after the question is received.
The answers may be viewed by going to the following Uniform Resource Locator (URL) address
on the BMV Web site: http://bmv.ohio.gov/rfpemailinquirysystem.stm. This is the only
authorized method for making inquiries regarding the deputy registrar proposal process. All
answers to any questions and inquiries will be available to all proposers equally. Employees of
the Department of Public Safety, the State Highway Patrol, and the BMV are not authorized or
permitted to amend or modify this RFP nor to give any information about the RFP except at the
Proposal Conference or over the RFP e-mail inquiry system, and any attempt to do so is void.

Consideration of proposals. The Registrar and the Director reserve the right to reject any and
all proposals and to seek new proposals if such procedure would, in their opinion, best serve the
needs of the State of Ohio and its citizens. In addition to all factors mentioned in the RFP, the
contract, the appendices, the questionnaires, the forms, the attachments, the definitions, the Ohio
Revised Code, the Ohio Administrative Code, the Deputy Registrar Manual, and any other
directives prescribed by the Registrar, the Registrar and Director reserve the right to consider all
relevant factors that impinge upon the best interests of the people and the State of Ohio.

Clarification of proposals. The Registrar and the Director, in their sole discretion, reserve the
right to seek clarification of any proposal from any proposer. The Registrar and the Director
may consider any information they receive in the clarification process for the purposes of
making their final decision.

Disqualification.    Any proposal which fails to meet the minimum requirements may be
disqualified.

Any proposal(s) received after the proposal deadline will be disqualified and not considered for
any license agency contract opportunities. This year’s deadline is February 4, 2011, 4:00 p.m.,
Eastern Standard Time. Any proposal received even one minute late will not be considered.

Any proposal submitted to the BMV that does not contain the minimum requirements for
evaluation may be disqualified and not considered for any available license agency contract
opportunities.

Selection. The Registrar and Director will make a final selection in accordance with Rule 02(Q)
[O.A.C. 4501:1-6-02(Q)]. After the Registrar and Director have made their determination to
award a contract to the apparently successful proposer, written notification will be sent on the
date indicated in the RFP SCHEDULE.

Beginning operations. The successful deputy registrar proposer will be expected to begin
operations promptly on the beginning date of the contract as set forth in the RFP SCHEDULE.


                          1-20 (2011 – REVISED 01/18/2011))
       Supplements and amendments to RFP. Notwithstanding any other provisions of this RFP, the
       Registrar, with the approval of the Director, may supplement or amend this RFP by issuing the
       supplement or amendment in writing.

1.16   SELECTION PROCESS FOR MINORITY SET-ASIDE LOCATIONS
       The selection process for awarding minority set-aside contracts shall be the same as all other
       contracts except as follows:

       •   Any individual, nonprofit corporation, County Auditor, or eligible Clerk of Court may
           submit a proposal for the set-aside location;

       •   The evaluators will evaluate and assign preliminary scores to all proposals;

       •   Proposers may file Written Responses and Comments addressing the preliminary scores;

       •   The Director and Registrar will perform a final review of the proposals. They will first
           review all proposals submitted by individuals certified as owners of a minority business
           enterprise (MBE). (See below for certification information);

       •   If there are one or more qualified proposals from owners of certified MBEs, the
           Director and Registrar will award the contract to the MBE owner who submitted the
           best proposal (as determined by the Director and Registrar);

       •   If the Director and Registrar determine that there are no qualified proposals submitted by any
           certified MBE owner, they will award the contract to the individual, nonprofit corporation,
           County Auditor, or eligible Clerk of Court who submitted the best proposal without regard to
           any MBE certification.

       In order to qualify as an owner of a minority business enterprise, a proposer must, in his or her
       own individual capacity, be certified, or become certified, by:

                       The Ohio Department of Administrative Services (DAS)
                                   Equal Opportunity Division (EOD)
                                     30 East Broad Street, 18th Floor
                                          Columbus, Ohio 43215
                                         Telephone: 614-466-8380
           You may apply for certification online at http://das.ohio.gov/Eod/EODMBEOff.htm.

       Application for certification must be submitted to DAS/EOD by the deadline for submission of
       proposals (see RFP SCHEDULE). The Registrar and the Director will rely on the DAS/EOD
       certification list to determine whether or not any proposer qualifies as the owner of an
       MBE.




                                              1-21 (2011)
       In order to qualify for MBE owner certification, the proposer must:

               1. Be a citizen of the United States;

               2. Be a resident of the State of Ohio;

               3. Be a member of an economically disadvantaged group, including:

                      •   Blacks or African Americans;
                      •   American Indians;
                      •   Hispanics or Latinos;
                      •   Asians.

               4. Be the sole owner or significant owner of a business operated as a proprietorship,
                  partnership, corporation, or joint venture of any kind provided that at least fifty-one
                  percent of the ownership and control is in the hands of members of economically
                  disadvantaged groups;

               5. Have owned and operated the business for at least one year.

1.17   TIMELINES AND DEADLINES

       Timelines and deadlines will be in effect in accordance with the RFP SCHEDULE.

1.18   SUBMISSION REQUIREMENTS

       As a convenience to the proposer, below is a list of items that need to be submitted along with
       your proposal. This list may not be all-inclusive.

       All proposal documents shall be submitted on standard 20-pound bond, 8½ x 11-inch paper,
       printed on one side only, shall not be stapled or bound in any fashion, and shall not include any
       folders, covers, binders, or tabs. Only forms printed by the BMV or downloaded from the BMV
       Web site, or photocopies thereof, may be used.

       Each proposer shall submit one original set and one complete copy of the following:

          1.    Form 3.0, Personal Checklist. There are separate columns for individuals, nonprofit
                corporations, and County Auditors or Clerks of Courts. Using the Checklist will assist
                you in submitting a complete proposal.

          2.    Form 3.1, Personal Questionnaire. Individuals, County Auditors, and Clerks of Court
                answer for themselves. Nonprofit corporations answer for the nonprofit corporation,
                not for individual members or employees.

          3.    Form 3.2, Customer Service Experience.




                                              1-22 (2011)
4.    Form 3.3, Political Contributions Report, (Need not be submitted by County Auditors
      or Clerks of Court) Nonprofit corporations must submit two forms, one for the
      nonprofit corporation itself and one for its CEO.

5.    Form 3.4, Personnel Policy Summary.

6.    Form 3.5, Security Plan Summary.

7.    Form 3.6, Facility Maintenance Plan Summary.

8.    Form 3.7, Acceptance of Credit Cards and Debit Cards.

9.    Comprehensive Written Personnel Policy submitted on 8½ x 11-inch paper prepared
      by the proposer.

10.   (A) For individuals:

           i)   2011 personal credit report.

           ii) 2011 local law enforcement arrest and conviction report.

           iii) 2011 WebCheck receipt for BCII criminal background report.

           iv) Pre-approval statement for $25,000 bond from a reputable and
               verifiable bonding or insurance company.

           v)   Form 3.8(A), Affidavit of Individual.

      (B) For County Auditors or Clerks of Court:

           i)   2011 local law enforcement arrest and conviction report.

           ii) 2011 WebCheck receipt for BCII criminal background report.

           iii) Copy of existing bond.

           iv) Form 3.8(B), Affidavit of County Auditor or Clerk of Courts.

      (C) For nonprofit corporations:

           i)   Articles of Incorporation.

           ii) 2011 Certificate of Good Standing issued by the Ohio Secretary of State.

           iii) Pre-approval statement for $25,000 bond from a reputable and
                verifiable bonding or insurance company.

           iv) Form 3.8(C), Affidavit of Nonprofit Corporation.



                                  1-23 (2011)
Each proposer shall submit one original set and one complete copy of the following forms
FOR EVERY SITE PROPOSED:

   11.   Form 4.0, Operational Checklist.

   12.   Form 4.1, Appointment of Agency Managers.

   13.   Form 4.2, Experienced Employees Summary.

   14.   Form 4.3, Staffing and Personnel Costs Calculation.

   15.   Form 4.4, Start-Up Costs Calculation.

   16.   Form 4.5, Deputy Registrar Contract, completely filled out, signed by the proposer
         and properly notarized. It is sufficient to submit only the two main contract pages. The
         terms and conditions pages need not be submitted.

FOR EACH DEPUTY PROVIDED SITE PROPOSED, submit one complete original and
one complete set of copies of the following forms which are issued as a separate package (Do
not submit these forms for any BMV Controlled Site):

   17.   For Deputy Provided Sites only:

         A.   Form 5.0, Deputy Provided Site Checklist.

         B.   Form 5.1, Site Questionnaire.

         C.   Form 5.2, ADA Checklist.

         D.   Form 5.3, Lease Option.

         E.   Form 5.4, Proximity Attachment (for "Proximity" sites only).

         F.   Site Plan. Submit a complete Site Plan drawing on 8½ x 11-inch paper showing
              all dimensions of the building interior and all areas within the deputy registrar
              agency.

         G.   Counter Plan. Submit a complete Counter Plan drawing of all counters showing
              the complete dimensions of each (even if the counters are already in place).

         H.   Map with the proposed site clearly marked. Use map provided in Agency
              Specifications or, if none, provide your own map.




                                      1-24 (2011)
It is important that all necessary documents be RECEIVED on time. We recommend that you use a
package delivery service that will permit you to receive confirmation of your delivery. For best
delivery, we suggest that you choose one of the following delivery methods:

If you choose to MAIL your documents through the U.S. Postal Service, use the following MAIL
ADDRESS: [Your documents must be RECEIVED BY THE BMV BEFORE THE RFP
DEADLINE. The date of the POSTMARK WILL NOT BE CONSIDERED.]

                            BMV RESEARCH
                            OHIO BUREAU OF MOTOR VEHICLES
                            P.O. BOX 16520
                            COLUMBUS OH 43216-6520

If you choose to DELIVER your documents, either personally or through a delivery service [Federal
Express, United Parcel Service (UPS) or other delivery service], use the following delivery address:
[Your documents must be DELIVERED TO THE BMV BEFORE THE DEADLINE.]

                            BMV RESEARCH
                            OHIO BUREAU OF MOTOR VEHICLES
                            1970 WEST BROAD STREET
                            COLUMBUS OH 43223-1101

IMPORTANT: All hand delivered proposals and other supporting documents must be taken to
           the loading dock area of the Ohio Department of Public Safety building (see map
           and instructions on page 5).

END OF REQUEST FOR PROPOSALS. Please see accompanying Appendices and Forms.


STATE OF OHIO
DEPARTMENT OF PUBLIC SAFETY
BUREAU OF MOTOR VEHICLES




By:___________________________________________
   CAROLYN Y. WILLIAMS
   REGISTRAR




                                            1-25 (2011)
     APPENDIX 2.1, ADDITIONAL REQUIREMENTS FOR DEPUTY PROVIDED SITES


Applicability. This Appendix 2.1 and the forms in Section 5 apply only to those sites where the
successful proposer will provide the deputy registrar agency site. Proposers who are proposing
for a BMV Controlled Site shall disregard Section 5.

Deputy Provided Sites. Except for locations designated by the Registrar as BMV Controlled Sites, the
proposer shall be responsible for locating and providing, by lease or ownership, the facility at which the
deputy registrar agency will be operated. The proposer shall include in the proposal a description of the
proposed site, including the post office address. The post office address shall include the street address,
any suite or room number, any floor number or numbers, the city, state, and zip code.

Site Must Be Within Boundaries. The proposed site must be within the boundaries prescribed in the
Agency Specifications. The proposer shall state in the Site Questionnaire, Form 5.1, within the
corporate limits of what village or city the site is located, and if not in a city or village, in what
township. The statement shall also include the county in which the site is located. The proposer shall
indicate the site on the location map provided by the BMV with the separate Agency Specifications, or
if none is provided, on a map provided by the proposer.

Compliance with the Americans with Disabilities Act (ADA). The site must be in full compliance
with the Americans with Disabilities Act (ADA) as applicable. Upon receipt of a contract, each deputy
registrar shall take all necessary actions to come into compliance with all applicable ADA requirements.

For further details with regard to information and technical assistance on the Americans with
Disabilities Act, please refer to the U.S. Department of Justice, Americans with Disabilities Act, ADA
Web site at the following address: http://www.usdoj.gov/crt/ada/adahom1.htm.

Specifically, ADA Certification of State and Local Accessibility Requirements can be located under the
“Code Certification” section for newly constructed and altered buildings and facilities at the following
address: http://www.usdoj.gov/crt/ada/certcode.htm.

Additional information on the facility certification process and the “Side-by-Side Comparison Form”
can be found at the following address: http://www.usdoj.gov/crt/ada/certinfo.htm. A copy of the Side-
by-Side Comparison Form is included in this packet.

Parking Requirements. The site must provide adequate parking for the agency’s customers and
employees. The minimum parking spaces are set forth in the Agency Specifications. The proposer shall
answer the questions in the site questionnaire regarding the number of parking spaces available, and
whether the parking is shared with other businesses. The BMV prefers parking which is off-street (in a
lot or garage) and free of charge. Also, preference may be given to parking which is reserved
exclusively for deputy registrar customers. There must be parking for persons with disabilities which
meets all ADA parking requirements.

In evaluating the parking, the BMV will consider the distance of the ADA parking spaces and the other
parking spaces from the closest public entrance of the proposed agency by the shortest route a person
could safely walk or travel by wheelchair.


                                   Appendix 2.1, Page 1 of 10 (2011)
Heating, ventilation, and air-conditioning (HVAC). The proposer must make provisions for the site
to have heating, ventilation, and air conditioning equipment sufficient to keep the temperature at or
around 70 degrees Fahrenheit, and in no case during office hours under 65 degrees or over 75 degrees,
except in cases of unavoidable emergency; and during non-office hours between 50 degrees and 100
degrees.

Security. The site must have provisions for the safety and security of the agency employees, customers,
equipment, and inventory (a Security Plan Summary, Form 3.5, is required).

Facility Maintenance. The deputy registrar shall be responsible for facility maintenance, inside and
outside of the premises throughout the term of the contract (a Facility Maintenance Plan Summary,
Form 3.6, must be submitted as part of the proposal).

Floor space specifications. The BMV has established the following requirements for floor space (in
square feet) for each Size Class of agency.

                                                                               TOTAL AGENCY
                            Employee     Employee
     SIZE     Customer                                Storage     Restroom        MINIMUM
                             Service      Private
    CLASS       Area                                   Area         Area        FLOOR SPACE
                              Area         Area
                                                                                (MANDATORY)
       1          *             *             *          *            *               *
       2         200           230           75         100           *              630
       3         300           300           95         110           *              830
       4         300           300           95         110           *              830
       5         440           370          115         130           *             1,080
       6         580           440          135         160           *             1,340
       7         730           510          155         200           *             1,620
       8         880           580          175         270           *             1,930
       9        1,030          650          195         350           *             2,250

    * There are no minimum size standards for Class 1 agencies.              Restrooms are evaluated on
      adequacy only, not size.

"Customer Area" is the space designated for the public and defined as all of the area outside the
counter and any area in which customers gather to await service and receive service.

"Employee Service Area" is the space designated for terminals, central processing unit (CPU),
printers, camera, and vision screener. This space includes the counter itself and the operator and work
areas behind the counter. It may include the daily usage storage area.

"Employee Private Area" is space designated for the completion of business-related work (for
example, report preparation, clerical filing, typing, mailings, etc.) and for employee breaks and lunches.




                                   Appendix 2.1, Page 2 of 10 (2011)
"Storage Area" is space designated for storage of records as well as chargeable and non-chargeable
BMV items. It must be located separate from other areas or adequately secured to prevent loss or theft
of stored items. The proposer may have additional off-site storage, but it will not be counted toward the
square footage requirement. The amount of square footage space required for the storage of records
may be reduced if a proposal to ship non-current record documents to the Alum Creek Facility in
Columbus is implemented.

"Restroom Area" is the space designated as an adequate restroom facility. In accordance with the
Americans with Disabilities Act (ADA), the BMV requires every deputy provided site to have at least
one ADA accessible restroom facility available for use by employees of the license agency and
customers, upon request. The deputy registrar proposer must also meet all Ohio Building Code
requirements to the extent that they apply to the site.

Floor Space Allocation. The foregoing floor space specifications for individual areas (customer,
employee service, employee private, storage, and restroom) are suggested as preferred allocations. A
proposer may propose a configuration of these areas which differs from the suggested square footage,
provided that there is specific and reasonable provision for each area. Generally, an area which is less
than eighty percent (80%) of the suggested amount will not be evaluated favorably. Restroom areas will
be evaluated on ADA compliance, adequacy, and cleanliness.

"Total Agency Minimum Floor Space (Mandatory)" means the total space to be used for the
operation of the agency (including the customer, employee service, employee private, storage, and
employee restroom areas and any other areas to be used) expressed in terms of square feet. This is a
mandatory requirement. Any proposed facility which fails to meet the total floor space requirements
may be disqualified from consideration. However, the Registrar, with the approval of the Director, may
waive this mandatory requirement if there is good cause to do so.

Existing agency sites. Existing agency sites which are again proposed for a new contract will be re-
measured and reevaluated using standards and methods adopted for use in this current competitive
award process. Therefore, no deputy registrar or proposer may rely on past measurements, past
evaluations, or past waivers, if any, of the agency floor space requirements. An agency which has been
permitted to operate in the past may not be approved for a new contract if the agency does not meet all
current requirements.

Counter specifications. Specifications for the counter for each deputy registrar agency are set forth in
Section 5.2, on the following pages. A proposer must choose arrangement A or B and comply precisely
with all specifications. These specifications were revised in 2007 to accommodate new computer
equipment. Incumbent deputy registrars whose counters met previous specifications are not required to
meet the new specifications if their existing counters accommodate or will be modified to accommodate
the new equipment. All other proposers must meet the new counter specifications.

Lease option or deed. The proposal shall contain a Lease Option on Form 5.3, exercisable if the
proposer receives a deputy registrar contract, for the entire period of the contract. If the proposer is the
owner of the real estate premises, the proposer shall provide a copy of the deed showing ownership
together with a written statement that it is available for the operation of a deputy registrar agency. The
terms of the lease option are mandatory and shall not be modified by the proposer or property owner.

                                   Appendix 2.1, Page 3 of 10 (2011)
Freestanding agency. The entrance for the site shall have direct access to the deputy registrar area;
patrons shall not be required to enter or pass through any other business to reach the deputy registrar
premises. A deputy registrar agency must normally be a separate store with its own entrance. It should
have its own walls and be locked to outsiders when closed. It may not normally share space in another
business. The Registrar, with the approval of the Director, may waive this requirement for a particular
site or location. If the agency is part of a one-stop shopping arrangement, there may be some shared
space and a common entrance with the Ohio State Highway Patrol Driver's License Examination Station
or a Clerk of Courts Title Office.

General requirements. The proposed site shall provide parking for persons with disabilities;
accessibility for persons with disabilities; adequate air conditioning, heating, ventilation, and lighting;
adequate customer area; adequate employee service area; adequate employee private area (for office and
breaks); adequate storage area; and adequate restroom facilities as appropriate. The site shall be well
marked with adequate signs to allow potential patrons to conveniently locate the agency.

Equipment and premises costs. The BMV will pay directly for the computer phone line installation.
The successful proposer must pay the cost of standard telephone lines, the electrical line installation, and
all other costs of remodeling. The BMV will move BMV equipment, but the successful proposer will
need to have personnel available to move license plates and other inventory to any new site.

Note: As stated above, the site criteria contained in Appendix 2.1 and the forms in Section 5
      apply only to sites where the successful proposer will supply the site. Forms 5.0 through
      5.4 need not be submitted by any proposer for any BMV Controlled Site. However, all
      proposers are required to submit Forms 3.0 through 3.8, Forms 4.0 through 4.5, the
      contract, and all other necessary forms and documents.




                                   Appendix 2.1, Page 4 of 10 (2011)
     APPENDIX 2.1, ADDITIONAL REQUIREMENTS FOR DEPUTY PROVIDED SITES

                                       Counter Specifications


Current deputy registrars who propose to continue to operate at their present license agency location
are not required to make any modifications to their existing counters, provided that the existing counters
meet all previous counter requirements. Important note: The following counter specifications include
some changes from the previous counter specifications. A current deputy registrar should truthfully
answer each question regarding whether the existing counters meet the new specifications. However, a
current deputy registrar will not lose any points for failure to meet the new specifications if the counters
are in compliance with previous specifications.

Proposers who are not currently deputy registrars must agree to provide counters which meet all of
the following specifications, unless they have a lease option from the landlord and a written agreement
from the current deputy registrar to take over an existing agency, including the counters, if awarded a
contract.

All proposers who are not current deputy registrars and do not have both a lease option from the
landlord and a written agreement from the current deputy registrar must choose one of the following two
arrangements and must comply with all other counter specifications.


       A. Operator Sit-down

            The top of the equipment support counter shall be no less than 28" and no more than 34"
            from the floor.

            The top of the customer service counter shall be no less than 46" and no more than 52" from
            the floor.

       B. Operator Stand-up

            The top of the equipment support counter shall be no less than 37" and no more than 39"
            from the floor.

            The top of the customer service counter shall be no less than 46" and no more than 48" from
            the floor.




                     Appendix 2.1, Page 5 of 10 (2011 – REVISED 01/18/2011)
                           All counters must meet the following specifications:


1.   Each deputy registrar agency must have a counter that is accessible to individuals with disabilities.
     This counter section must be a minimum of 36" wide, 28" to 34" high and 30" to 36" deep, and have
     a kneehole opening of at least 27" high, 30" wide and 19" deep. At least one terminal service area
     shall be readily accessible for use by individuals with disabilities. In addition, vision screening
     must be provided to individuals with disabilities and individuals of short stature. The terminal
     service area and the vision screening area for individuals with disabilities shall be conveniently
     located at the same or adjacent locations.

2.   Counters must also provide space for the vision screener and driver's license camera and supporting
     equipment. Both must be set at a reasonable height. The vision screener will require a space at
     least 18" wide and must be on or adjacent to the accessible counter.

3.   The length of the equipment support counter must be at least 60" long for each terminal. The depth
     of the entire counter must be a minimum of 24" and maximum of 36". Each 60" section must be
     able to support at least 100 lbs. of equipment.

4.   Terminals and keyboard equipment must sit on the equipment support counter. The driver's license
     central processing unit (CPU) shall be placed into an area that is located under the work counter
     area where the digitized driver's license camera is to be installed. The three printers required for
     driver's license issuance, vehicle registration, and other communications may sit on the counters or
     on printer stands provided by the BMV.

5.   In those cases where the counter will also act as a printer stand, an additional space of at least 30"
     per printer is required.

6.   Each 60" counter section must have a 3" diameter port cut out at the back of the counter work area
     to allow cable installation through the counter to the equipment. Also, ports of the same
     dimensions must be cut out on any counter supports to allow passage of these cables. Brackets may
     be installed under counters to support cabling.

7. Both the digitized driver's license CPU and the CPU for vehicle registration can be powered from a
     source of 120 volts AC, through a 20-amp circuit breaker. This circuit is a very common type of
     power found in stores, offices, and homes. The receptacle required is a standard three-prong outlet.
     Three wires are required: a 120V source, a neutral, and separate ground. The same receptacle
     requirements apply to the peripherals (i.e. display terminals and printers). A four-outlet box is
     required at each station, mounted under the counter about halfway up. All wiring must meet Ohio
     and/or local building code requirements.




                                   Appendix 2.1, Page 6 of 10 (2011)
8.   Multiple duplex receptacles can be attached to a single breaker for terminals and printers as long as
     the maximum current for the entire circuit does not exceed 15 amps. The power source should be
     free of other types of equipment such as air conditioners, copiers, electric typewriters, coffeepots,
     or motors. Power receptacles should be provided within 8 ft. of the CPU, and 4 ft. of each
     peripheral device. Grounding for the CPU and all peripherals should be tied to a common point. If
     the quality of the power source is suspect, an uninterruptible power supply (UPS) should be
     seriously considered.

9.   Positioning of the vehicle registration CPU should be in an area of minimum traffic. The CPU shall
     be placed at a minimum of 3″ off the floor. Cables for the terminals and printers should be
     positioned in a manner that prevents service people or other individuals from stepping on them.
     Any cable that is run in a walkway, or conceivably could be stepped on must be protected by an
     appropriate cable cover or raceway. If this CPU is to be installed in a cavity or well, sufficient
     space should be allowed for adequate ventilation, 18" on all sides. The system should not be
     installed near sources of heat or sunlight.

Note: If the existing counters of an incumbent deputy require modification, the proposal should
      indicate a plan to meet the specifications. Any necessary alterations must be done after the
      contract award is announced and before the new contract begins.




                                   Appendix 2.1, Page 7 of 10 (2011)
A. Operator Sit-down
The top surface of the equipment support counter shall be a maximum height of 34" from the
floor.

The top of the customer service counter must be a minimum height of 46" and a maximum of
52" from the floor.

Note: It is recommended that a minimum 28" clearance be provided below the counter
      to the floor to accommodate a standard 2-drawer file or casework that can be
      located to the right or left-hand side of the workstation to accommodate right and
      left-handed users.




                Appendix 2.1, Page 8 of 10 (2011 – REVISED 01/18/2011)
B. Operator Stand-up
The equipment support counter must be a minimum height of 37" and a maximum height of 39"
from the floor.

The customer service counter must be a minimum height of 46" and a maximum of 48" from the
floor.




                            Appendix 2.1, Page 9 of 10 (2011)
Disability Accessible Counter Requirements and
Digitized Driver License Counter Recommendations
The drawing below illustrates a counter which accommodates individuals with disabilities and
also provides for the digitized driver license equipment. It must be a minimum of 72" wide, 30"
(34" maximum) high, and 30" to 36" deep if the vision screener is located on an adjacent
counter. If the vision screener is located on this counter, this counter's width must be 90" to
accommodate the 18" space requirement for the vision screener.

The counter used to provide service to individuals with disabilities must have a knee hole
opening of at least 27" high, 30" wide, and 19" deep. At least one (1) terminal service area
shall be readily accessible for use by individuals with disabilities. In addition, vision screening
must be provided to individuals with disabilities and individuals of short stature. The terminal
service area and the vision screening area for individuals with disabilities shall be conveniently
located at the same or adjacent locations.

The counter used to issue driver licenses and identification cards will accommodate the
digitized computer equipment.




                                Appendix 2.1, Page 10 of 10 (2011)
                                       APPENDIX 2.2, RULE 01

4501:1-6-01 Terms and provisions governing contracts between the registrar and deputy
registrars

(A) The registrar of motor vehicles, with the approval of the director of public safety, shall prescribe the
terms and conditions for contracts between the registrar and the deputy registrars. The contract shall
require the deputy registrar to comply with all applicable requirements of the Revised Code, the
Administrative Code, and the contract. The contract may, at the registrar's discretion, incorporate by
reference the terms of the request for proposals and the proposal.

(B) Each deputy registrar shall give and maintain during the period of the contract a bond in the amount
of at least twenty-five thousand dollars, or in such higher amount as the registrar determines necessary,
based on a uniform schedule of bond amounts prescribed by the registrar and determined by the
estimated volume of transactions handled by the deputy. The bond required of deputy registrars may, at
the discretion of the registrar, be individual or schedule bonds or may be included in any blanket bond
coverage carried by the department. The bond shall name “The State of Ohio, Department of Public
Safety, Bureau of Motor Vehicles” as the bondholder and shall stipulate that the registrar be notified in
the event of nonpayment of the premium or cancellation before the expiration of the bond. Notification
shall be within the timeframe and in the manner determined by the registrar. The bond shall be sufficient
to protect the funds and assets of the state of Ohio from losses due to fraud, theft, embezzlement and
other improprieties. Unless otherwise directed by the registrar, the bond may be issued by a commercial
bonding company licensed to do business in the state of Ohio or by the Ohio department of
administrative services.

(C) The registrar, with the approval of the director, may prescribe a liquidated damages clause to be
included in the deputy registrar contract to compensate the department of public safety and the bureau of
motor vehicles for damages incurred as a result of failure of performance by the deputy registrar. Any
liquidated damages clause prescribed by the registrar shall set forth the conditions which may constitute
default, shall require that written notice of default be made to the deputy registrar, and shall give the
deputy registrar reasonable time, not less than seventy-two hours, to cure the default. If the default is not
cured within the time prescribed by the registrar, the registrar may require the liquidated damages to be
paid or may, in the registrar's discretion, grant an extension of time to cure the default. The registrar,
with the approval of the director, shall specify in the contract the amount of the liquidated damages,
which shall not exceed fifty dollars per terminal per day. The amount specified shall be liquidated
damages, and not a penalty, for failure of performance by the deputy registrar. The liquidated damages
clause shall be in addition to any other clauses contained in the deputy registrar contract and neither the
use nor the waiver of the liquidated damages clause shall constitute a waiver of any other term of the
contract by the registrar.

(D) Deputy registrar offices shall be located within municipal corporations or in such other locations
within each county as prescribed by the registrar.

(E) The registrar shall prescribe the size of each deputy registrar office based on the estimated number
of transactions and the number of terminals for that agency and such other factors as determined by the
registrar.


                                    Appendix 2.1, Page 1 of 15 (2011)
(F) The registrar shall lease the equipment necessary to conduct the vision screenings required under
section 4507.12 of the Revised Code to the deputy registrar at the cost of ten cents per vision screening
conducted by the deputy registrar. The deputy registrar shall transmit these amounts to the registrar by
depositing them in the depository account not more than one business day after their collection.

(G) The registrar shall prescribe training requirements for deputy registrars and deputy registrar
employees, and the deputy registrars and deputy registrar employees shall participate in training
programs as prescribed by the registrar.

(H) Each deputy registrar shall be permitted and encouraged to inform the public of the location of the
agency and the hours of operation. A deputy registrar may, with the prior written approval of the
registrar, advertise in regard to the operation of the deputy registrar agency. No advertisement shall
contain any material which in the opinion of the registrar reflects negatively upon the state of Ohio, the
department of public safety, the bureau of motor vehicles, any deputy registrar, or any deputy registrar
agency. The registrar may prohibit or otherwise regulate any advertisement which in the registrar's
opinion contains any such negative material, and may take any appropriate remedial action. No person
shall advertise as a deputy registrar unless that person is at the time of the advertisement acting as a
deputy registrar upon appointment of and under contract with the registrar. Any deputy registrar whose
contract expires or is terminated for any reason shall take reasonable measures to remove any deputy
registrar advertisement or listing of any nature whatsoever for that deputy registrar agency.

(I) The registrar may prescribe requirements for signs to be displayed by the deputy registrar both
outside and within the deputy registrar agency and the deputy registrar shall conform thereto. The
registrar shall modify sign specifications for any deputy registrar to the extent necessary to conform to
applicable zoning laws. Upon termination or expiration of any deputy registrar contract the deputy
registrar shall immediately remove all signs and indicia identifying the deputy registrar agency.

(J) The registrar shall prescribe the hours that deputy registrar offices be open to the public, which hours
shall conform to at least the minimum requirements set forth in division (D) of section 4503.03 of the
Revised Code. Each deputy registrar shall submit to the registrar for approval the hours of operation of
that agency. Where there are two or more deputy registrars in a county and they agree upon weekend
and evening hours of operation, their agreement shall be submitted to the registrar for approval. This
rule does not prohibit the registrar from requiring hours of operation different from ones selected by the
deputy registrar.

(K) Every deputy registrar in each county, upon request, shall provide any person with information
about the location and office hours of all deputy registrars in that county and each adjoining county.
This information will be supplied by the bureau of motor vehicles to each deputy registrar for
dissemination.

(L) No person except the registrar shall operate or control, directly or indirectly, more than one deputy
registrar agency at any time. No spouse of a deputy registrar shall be appointed as a deputy registrar or
operate a deputy registrar agency. No parent, child, brother, or sister of a deputy registrar shall be
appointed as a deputy registrar or operate a deputy registrar agency if they are living in the same
household as the deputy registrar. This paragraph does not prohibit any member of a deputy registrar's
family from serving as an employee of any deputy registrar.

                                   Appendix 2.1, Page 2 of 15 (2011)
(M) No employee of the state of Ohio shall be appointed as a deputy registrar. No spouse, parent, child,
brother, sister, father-in-law, mother-in-law, brother-in-law, sister-in-law, son-in-law, or daughter-in-
law of any employee of the department of public safety, the bureau of motor vehicles, or the state
highway patrol shall be appointed as a deputy registrar or operate a deputy registrar agency. The
registrar, with the approval of the director, may waive this provision for any family member of an
employee if that family member has since January 1, 1992 continuously served as a deputy registrar or if
the family member became so employed after the deputy registrar was first appointed as deputy
registrar. This paragraph does not prohibit any member of an employee's family from serving as an
employee of any deputy registrar and does not apply to county auditors.

(N) Deputy registrars are independent contractors and neither they nor their employees are employees of
this state, except that nothing in this rule shall affect the status of county auditors or clerks of courts as
public officials, nor the status of their employees as employees of any of the counties of this state which
are political subdivisions of this state.

(O) Each deputy registrar shall comply with all applicable federal, state, and local laws in the conduct of
the deputy registrar agency. Each deputy registrar shall obtain a vendor's license, shall collect Ohio sales
taxes on nonexempt transactions as required by law, and shall be responsible for the payment of all
unemployment compensation payments, all workers' compensation payments, all social security
contributions and deductions, and any and all other taxes or payroll deductions for which the deputy
registrar is legally responsible. Each deputy registrar shall comply with all applicable federal, state, and
local laws requiring the withholding of income taxes or other taxes from the compensation of his or her
employees.

(P) Each deputy registrar shall have adequate staffing and equipment to handle the volume of business
including adequate provisions to handle any peak periods of activity. The registrar may prescribe
reasonable minimum staffing requirements and each deputy registrar shall comply with those
requirements. The registrar may prohibit the employment by any deputy registrar of any person who
within the past ten years has been convicted of a crime punishable by death or imprisonment in excess
of one year or a crime involving dishonesty or false statement.

(Q) Each deputy registrar shall appoint a full-time office manager to be responsible for the management
of the agency. The deputy registrar may designate himself or herself to serve as the office manager or
may appoint another employee to do so. The office manager shall be regularly scheduled and on duty at
the deputy registrar agency at least thirty-six hours per week during regular business hours except for
temporary periods of vacation, sickness or holidays. The registrar may require that the deputy registrar,
except a county auditor or a clerk of court, shall be regularly scheduled and on duty at the deputy
registrar agency at least twenty hours per week during regular business hours except for temporary
periods of vacation or sickness. The deputy registrar shall also designate an employee to supervise the
agency during all periods when both the office manager and the deputy registrar are absent.

(R) The registrar shall prescribe and each deputy registrar shall conform to requirements for buildings
and facilities, staffing, parking, handicapped accessibility, heating, ventilation, air conditioning,
lighting, security, signs, bank accounts, reports, record keeping and retention, voter registration, organ
donation documentation, employee training, and any other requirements that the registrar deems
necessary or proper for the efficient operation of the deputy registrar agency.

                                    Appendix 2.1, Page 3 of 15 (2011)
(S) The registrar may prohibit solicitations of any kind by the deputy registrars or their employees. The
registrar may require that there be direct access to the deputy registrar facility and may prohibit the
operation of any other business or activity in conjunction with the operation of the deputy registrar
agency. The provisions of this paragraph do not apply to county auditors or clerks of courts.

(T) Each deputy registrar shall perform in an efficient and professional manner all services on behalf of
the registrar including but not limited to the issuance of drivers' licenses, identification cards, vehicle
registration plates or stickers, thirty-day temporary tags, and vehicle registration and driver record
abstracts; physical inspection of motor vehicles as required by section 4505.061 of the Revised Code;
administering vision screenings; offering the public the option of listing organ donor preferences; voter
registration and any other services the registrar is required or chooses to offer to the public.

(U) The registrar shall, with the approval of the director, terminate the contract and immediately remove
a deputy who violates any provision of the Revised Code related to the deputy's duties any rule adopted
by the registrar, or any term of the contract with the registrar. The registrar may also remove a deputy
who, in the opinion of the registrar, has engaged in any conduct that is either unbecoming to one
representing this state or is inconsistent with the efficient operation of the deputy's office. Upon removal
of a deputy registrar for contract violation, the auditor of state shall examine the accounts, records,
systems, and other data of the deputy registrar so removed.

(V) Any deputy registrar who wishes to unilaterally terminate his or her contract shall give written
notice to the registrar at least ninety days prior to said termination. No deputy registrar shall cease to
conduct the business of deputy registrar until ninety days have elapsed since the written notice has been
received by the registrar, unless the registrar gives written approval of earlier termination.

(W) In the event the registrar should cancel any deputy registrar contract without a breach of condition,
the registrar shall give written notice of cancellation at least ninety days prior to the effective date of
said cancellation.

 (X) No deputy registrar shall change the deputy registrar's office telephone number or banking facility
without the prior written consent of the registrar. No deputy registrar shall change or move the deputy
registrar agency to any other site without the prior written consent of the registrar. The registrar may
withhold approval if the registrar determines that the proposed facility is not as well suited for a deputy
registrar office as the existing facility.

(Y) Neither the registrar nor any person shall terminate a deputy registrar contract awarded to a person,
or threaten to do so, because that person fails to pay an assessment or subscription to, or fails to make
contribution to, any political party, the governor or his or her campaign committee, or any candidate for
public office or his or her campaign committee.

(Z) The contract between the registrar and the deputy registrar may contain any provisions the registrar
deems necessary or proper to assure that the provisions of the Revised Code and the Administrative
Code are adhered to and that the deputy registrar provides proper and efficient service to the state of
Ohio, the department of public safety, the bureau of motor vehicles, and the citizens of Ohio.



                                   Appendix 2.1, Page 4 of 15 (2011)
(AA) The deputy registrar contract may be amended at any time to the extent it is necessary to conform
to any applicable federal or state law or any rule adopted by the registrar or director in accordance with
Chapter 119. of the Revised Code.

(BB) Unless otherwise terminated and except for interim contracts governed by paragraph (H) of rule
4501:1-6-02 of the Administrative Code, contracts shall be for a term of more than two years but not
more than three years. All contracts with deputy registrars shall expire on the last Saturday of June in
the year of their expiration.

(CC) Each deputy registrar shall maintain during the entire term of his or her contract a policy of
business liability, property damage, and theft insurance satisfactory to the registrar and shall hold the
department of public safety, the director of public safety, the bureau of motor vehicles, and the registrar
harmless upon any and all claims for damages or losses arising out of the operation of the deputy
registrar agency.

(DD) Each deputy registrar shall reside in the county in which his or her agency is located, or in an
adjacent county, during the term of the contract. If the deputy registrar is a nonprofit corporation, it shall
maintain a place of business within the county in which its agency is located. The registrar may, after
notice, terminate the contract of any deputy registrar who violates this provision.

(EE) Unless otherwise prohibited by statute, the registrar may waive any contract provisions in this rule
for clerks of courts or county auditors, or both.

HISTORY: 2009-10 OMR pam. #9 (A), eff. 3-22-10; 2004-05 OMR pam. #6 (RRD); 2001-02 OMR
1551 (A), eff. 1-7-02; 1999-2000 OMR 1013 (A), eff. 1-9-00; 1993-94 OMR 1153 (A), eff. 1-28-94;
1992-93 OMR 752 (A), eff. 1-9-93; 1991-92 OMR 1155 (R-E), eff. 1-13-92; 1988-89 OMR 1161 (A),
eff. 5-28-89; 1988-89 OMR 937 (A), eff. 3-28-89; 1988-89 OMR 616 (A), eff. 12-23-88; 1979-80 OMR
4-598 (E), eff. 3-5-80


                                        APPENDIX 2.1, RULE 02

4501:1-6-02 Selection and appointment of deputy registrars.

(A) The registrar of motor vehicles shall appoint one or more deputy registrars in each county. The
registrar may designate the County Auditor acting in his or her official capacity to serve as a deputy
registrar. In counties having a population of less than forty thousand according to the last census, the
registrar may appoint the Clerk of Courts acting in his or her official capacity to serve as a deputy
registrar. All references to “Clerks of Courts” when used in conjunction with “clerk’s title office” or
“title office” in this rule shall be to all clerks of the courts of common pleas. All other references to
“Clerks of Courts” in this rule shall be only to clerks of the courts of common pleas in counties having a
population of less than forty thousand. The registrar may increase the number of deputy registrars in any
county or decrease the number of deputy registrars in any county which has more than one deputy
registrar subject to the provisions of division (A) of section 4503.03 of the Revised Code.



                                    Appendix 2.1, Page 5 of 15 (2011)
(B) The registrar shall not contract with any person to act as a deputy registrar if the person or, where
applicable, the person’s spouse or a member of his or her immediate family has made, within the current
calendar year or any one of the three previous calendar years, one or more contributions totaling in
excess of one hundred dollars to any person or entity included in division (A)(2) of section 102.021 of
the Revised Code. As used in this rule, “immediate family” has the same meaning as in division (D) of
section 102.01 of the Revised Code and entity includes any political party and any continuing
association as defined in division (B)(4) of section 3517.01 of the Revised Code or political action
committee as defined in division (B)(8) of that section that is primarily associated with that political
party. For purposes of this paragraph contributions to any continuing association or any political action
committee that is primarily associated with a political party shall be aggregated with contributions to
that political party. For the purpose of enforcing this paragraph, the registrar shall require any person
proposing to become a deputy registrar to certify under oath that he or she has not made prohibited
contributions during the current calendar year nor any of the three immediately preceding calendar years
and will not make prohibited contributions in any calendar year during which the deputy registrar
contract is in effect. For nonprofit corporations, the registrar shall require both the nonprofit corporation
itself, and its executive director or chief executive officer, whichever will have primary responsibility
for the operation of the agency, to certify under oath that neither of them made any prohibited political
contributions. The registrar, with the approval of the director of public safety, shall terminate the
appointment and the contract of any deputy registrar who is found to be in violation of this paragraph.
The contribution limitations contained in this paragraph do not apply to any County Auditor or Clerk of
Courts.

(C) Neither the registrar nor any person shall award a deputy registrar contract to a person, or promise to
do so, because that person pays an assessment or subscription to, or makes a contribution to, any
political party, the governor or his or her campaign committee, or any candidate for public office or his
or her campaign committee. Neither the registrar nor any person shall withhold a deputy registrar
contract from a person, or threaten to do so, because that person fails to pay an assessment or
subscription to, or fails to make a contribution to, any political party, the governor or his or her
campaign committee, or any candidate for public office or his or her campaign committee.

(D) The registrar shall not appoint nor contract with any person serving in an elective public office
either by election or appointment to act as a deputy registrar, other than a County Auditor or a Clerk of
Courts acting in his or her official capacity. The registrar shall terminate the contract of any deputy
registrar who assumes any elective public office by election or appointment except the office of County
Auditor or Clerk of Courts. As used in this paragraph “elective public office” means any office which is
customarily filled by the vote of registered voters in a primary, general, or special election conducted
pursuant to Chapter 3501. of the Revised Code.

(E) Except as provided in paragraph (V) of this rule, no person except the registrar shall operate or
control, directly or indirectly, more than one deputy registrar office at any time. The registrar, with the
approval of the director, shall terminate the appointment and contract of any person who violates this
paragraph. No spouse of a deputy registrar shall be appointed as a deputy registrar or operate a deputy
registrar agency. No parent, child, brother, or sister of a deputy registrar shall be appointed as a deputy
registrar or operate a deputy registrar agency if they are living in the same household as the deputy
registrar.



                                    Appendix 2.2, Page 6 of 15 (2011)
The registrar may disqualify any person from being awarded a deputy registrar contract if the deputy
registrar or his or her spouse holds or his or her parent, child, brother, or sister lives in the same
household and holds a deputy registrar contract the term of which extends beyond the effective date of
the proposed contract.

(F) The registrar may appoint and contract with qualified individuals and nonprofit corporations and
may designate County Auditors and Clerks of Courts acting in their official capacities to act as deputy
registrars. The registrar shall not appoint or contract with any person or entity other than a qualified
individual, a nonprofit corporation, or a County Auditor or Clerk of Courts acting in his or her official
capacity to serve as a deputy registrar. Except as provided in paragraph (G) of this rule, any attempt by
an individual, nonprofit corporation, County Auditor, or Clerk of Courts to assign the deputy registrar
appointment or deputy registrar contract, in whole or in part, shall be void.

(G) The registrar may, with the approval of the director, designate a County Auditor or Clerk of Courts
acting in his or her official capacity to act as a deputy registrar without using the competitive award
process set forth in this rule. Any appointment of a County Auditor or Clerk of Courts to serve as a
deputy registrar shall be in their official capacity only and shall terminate immediately upon the
person’s vacating of the office. The registrar may designate a successor County Auditor or a successor
Clerk of Courts as a deputy registrar. With the written approval of the registrar, an outgoing County
Auditor may assign the deputy registrar contract to the successor County Auditor and an outgoing Clerk
of Courts may assign the deputy registrar contract to the successor Clerk of Courts.

(H) The registrar may, with the approval of the director, appoint and contract with an individual,
nonprofit corporation, Clerk of Courts, or County Auditor to act as a deputy registrar on an interim basis
upon the death, resignation, or contract termination of any deputy registrar or upon any other occurrence
which, in the opinion of the registrar, warrants the appointment of an interim deputy registrar. The
length of the interim deputy registrar appointment and contract shall be until the next regularly
scheduled request for proposals is released and contracts are awarded thereunder, unless the registrar, in
the registrar’s discretion, first issues a special request for proposals.

(I) The registrar, with the approval of the director, may waive the competitive award process and renew
for one term of two or three years the appointment of and the contract with any deputy who in the
opinion of the registrar has provided superior service as a deputy registrar. No deputy registrar shall be
granted more than one renewal of his or her deputy registrar contract. At the end of any renewal period,
the deputy registrar selection and contract award shall be subject to the competitive award process
described in this rule. The registrar, with the approval of the director, may disqualify a deputy registrar
from competing for a new deputy registrar contract if in the opinion of the registrar that deputy registrar
has not performed the deputy registrar’s duties in a satisfactory manner. Any such disqualification shall
be effective for a period of not more than two years as determined by the registrar. The registrar shall
base his or her determination of the quality of each deputy registrar’s performance upon periodic
evaluations and such other factors as the registrar may reasonably prescribe.

(J) The registrar may make deputy registrar contracts subject to minority business set-asides to the
extent permitted or required by law.

(K) Except as otherwise provided in this rule, the registrar shall, with the approval of the director, select
deputy registrars through the competitive award process set forth in this rule.

                                    Appendix 2.2, Page 7 of 15 (2011)
(L) The registrar, with the approval of the director, shall prescribe a request for proposals for the
selection of deputy registrars. The registrar, with the approval of the director, may amend or modify the
request for proposals as the registrar deems appropriate.

(M) The request for proposals for the selection of deputy registrars may include the following
requirements:

(1) That any person appointed to act as a deputy registrar shall perform deputy registrar services in
compliance with all applicable provisions of the Revised Code, the Administrative Code, and the deputy
registrar contract;

(2) Such provisions relating to locating deputy registrar agencies with, or in proximity to, driver’s
license examination stations or Clerk of Courts’ motor vehicle certificate of title offices or both as the
registrar deems appropriate;

(3) The locations of the deputy registrar agencies which may be based on the following considerations:

(a) The number of estimated driver license and vehicle registration transactions;

(b) The population of the county;

(c) A preference of the registrar to have a deputy registrar agency in the county seat of each county;

(d) Where people live, recreate or generally frequent;

(e) Other factors as prescribed by the registrar;

(4) The site specifications for the various deputy registrar agencies which may include the following:

(a) Location of the building;

(b) Minimum space requirements;

(c) Parking requirements;

(d) Handicap accessibility;

(e) Climate control;

(f) Signs;

(g) A plan that ensures the safety of the agency’s employees and patrons;

(h) Acceptable facility maintenance plan;

(i) Site security plan;

(j) Other factors as prescribed by the registrar;

                                    Appendix 2.2, Page 8 of 15 (2011)
(5) Personnel and management specifications, which may include:

(a) A plan for hiring of employees experienced in the deputy registrar process;

(b) The payment of at least the federal minimum wage to employees;

(c) Compliance with all applicable state and federal laws which regulate employee benefits, employer
contributions, and withholding requirements;

(d) A personnel policy statement outlining employee hiring, training, evaluating, disciplining and
rewarding practices, including equal employment opportunities;

(e) A statement of willingness to adhere to office hours as prescribed by the registrar;

(f) A statement of the personal qualifications and the business and employment experience of the
proposer;

(g) Other factors as prescribed by the registrar;

(6) That the proposer shall submit his or her name, home address, home and office telephone numbers,
social security number and the address of the proposed site;

(7) That the proposer submit information to establish that he or she will adhere to all banking and
depository requirements prescribed by the registrar;

(8) That the proposer submit information to establish that he or she will comply with all applicable laws
relative to affirmative action for purpose of contracting services;

(9) That the proposer certify that no taxes, unemployment compensation contributions, social security
payments or workers’ compensation premiums due the state of Ohio or any other state or any political
subdivision thereof, or the federal government, are outstanding and unpaid as of the date of the
certification; taxes accrued, but not yet payable, may be excluded from this certification;

(10) That the proposer submit a detailed floor plan or other information sufficient to show how the
proposed deputy registrar agency will be configured;

(11) That all proposal documents be submitted on eight and one-half inch by eleven inch paper printed
on one side only and conform to the format prescribed by the registrar;

(12) That the proposer submit a current credit report covering the proposer’s current credit status;

(13) That the proposer submit the required documents and fees to permit the bureau of motor vehicles to
obtain a background and criminal record report from the bureau of criminal investigation;

(14) That the proposer submit a local law enforcement report as prescribed by the registrar;




                                    Appendix 2.2, Page 9 of 15 (2011)
(15) That the proposer have on deposit in a financial institution acceptable to the registrar funds in his or
her own name sufficient to pay the initial costs of opening and operating the proposed deputy registrar
agency for a period of at least three months; and

(16) Any other requirements prescribed by the registrar.

(N) Any proposal received by the bureau of motor vehicles after the time established by the registrar for
submission of proposals shall not be evaluated and shall not be eligible for any consideration.

(O) All proposals timely received by the bureau of motor vehicles will be evaluated. Documents which
do not conform to the requirements of the request for proposals, are nonresponsive to the request for
proposals, contain political endorsements, or contain any other improper information may be removed
from the proposal and will not be considered in the evaluation or final selection process. The registrar
shall prescribe points to be awarded for the various categories contained in the request for proposals.
The registrar and the director shall designate persons to perform a preliminary evaluation of each
proposal and to compute scores in each category based upon the standardized point system prescribed
by the registrar. The registrar may cause a review of those scores and corrections of any errors to be
made. When this points evaluation is completed, the score for each proposal shall be posted and notice
of the scores shall be sent to the proposer.

(P) The registrar may give proposers an opportunity to review the proposals and the scores. The registrar
may also give the proposers an opportunity to submit a written response and comments to the scores
announced in the preliminary evaluation. Any written response and comments shall be submitted on the
form and in the format prescribed by the registrar. The purpose of the written response and comments
shall be to bring to the registrar’s attention any alleged errors or discrepancies in the points evaluation
process. No proposer shall attempt to modify any proposal in any way after it has been submitted to the
bureau of motor vehicles, and any attempt to do so shall be void.

(Q) In making the final selection of deputy registrars, the registrar may, with the approval of the
director, assign any employee of the department of public safety to assist them in the final selection
process and may:

(1) Consider the scores computed by the evaluators to assist them in exercising their discretion in
selecting deputy registrars;

(2) Correct any errors the registrar finds in the evaluations or computations;

(3) Consider any information submitted in any proposer’s written response and comments;

(4) Waive any defects in a proposal which the registrar deems to be minor, inadvertent, or immaterial;

(5) Disqualify any proposal or proposer if the registrar finds that there is good cause to do so; the
registrar shall cause a notation to be made of the grounds for any disqualification;

(6) Reject all proposals for any given deputy registrar location; and




                                   Appendix 2.2, Page 10 of 15 (2011)
(7) Consider any reasonable factors which bear upon the proposal and the proposer’s ability to act as a
deputy registrar.

(R) The scores computed in the points evaluation shall not be the sole deciding factor in awarding the
deputy registrar contract. The registrar, with the approval of the director, may select a proposal which
did not receive the highest point score if the registrar determines that the proposal offers the deputy
registrar and site which would best serve the needs of the state of Ohio, the department of public safety,
the bureau of motor vehicles, and the citizens of Ohio.

(S) Unless otherwise limited in the request for proposals, eligible persons may submit one or more
proposals for any location or for more than one location. In the case of multiple proposals by one
eligible person, the registrar, with the approval of the director, shall have sole discretion in determining
which, if any, proposal and location shall be selected for the award of a contract.

(T) The registrar, with the approval of the director, shall make a final determination as to which
proposal offers the deputy registrar and site which would best serve the needs of the state of Ohio, the
department of public safety, the bureau of motor vehicles, and the citizens of Ohio. Once the decision of
the registrar is approved by the director, the registrar shall announce the selection of the successful
proposer and shall award the contract, provided that the proposer selected complies with all the
requirements of the Revised Code, the Administrative Code, and the deputy registrar contract.

(U) No deputy registrar appointment shall be final and no deputy registrar contract shall be valid until
the proposer makes provisions satisfactory to the registrar to cure any deficiencies contained in the
proposal; to meet any contingencies reasonably prescribed by the registrar; and to come into full
compliance with all applicable provisions of the Revised Code, the Administrative Code, and the deputy
registrar contract, and the deputy registrar contract is executed by the proposer and the registrar.

(V) A nonprofit corporation formed for the purposes of providing automobile related services to its
members or the public and that provides such services from more than one location in this state may
operate a deputy registrar office at any such location, provided that the nonprofit corporation operates
no more than one deputy registrar office in any one county. The registrar may permit a Clerk of Courts
who is appointed a deputy registrar to offer deputy registrar services at each title office operated by the
clerk within the county.

R.C. 119.032 review dates: 12/30/2004 and 12/30/2009
Promulgated Under: 119.03
Statutory Authority: R.C. 4501.02, R.C. 4503.03
Rule Amplifies: R.C. 4503.03, R.C. 4503.031, R.C. 4503.032, R.C. 4507.01
Prior Effective Dates: 3/5/80, 12/23/88 (Emer.), 3/28/89 (Emer.), 1/13/02, 1/9/93, 1/28/94, 1/9/00,
1/7/02




                                   Appendix 2.2, Page 11 of 15 (2011)
                                       APPENDIX 2.2, RULE 03

4501:1-6-03 Designation of locations and sites of deputy registrar offices.

(A) “Location,” as used in this rule, means the area prescribed by the registrar and described in the
request for proposals for deputy registrar appointees in which the proposed deputy registrar site must be
located.

(B) “Site,” as used in this rule, means the precise address proposed for the deputy registrar agency.

(C) “One-stop shopping” means an arrangement, prescribed or approved by the registrar, in which the
deputy registrar site is located in the same facility as, or within a prescribed distance of, a state highway
patrol driver’s license examination station or a clerk of the court of common pleas title office or both.

(D) “Department of public safety,” as used in this rule, means the department of public safety or any
division thereof, including the state highway patrol, the bureau of motor vehicles, the division of
emergency medical services, and the state emergency management agency.

(E) “Clerk of a court of common pleas,” as used in this rule, means the office of the clerk itself and the
county government in which the clerk serves.

(F) The registrar may designate a location for one-stop shopping in conjunction with the requirements
contained in paragraphs (G), (H), (I), and (J) of this rule.

(G) The registrar of motor vehicles may restrict the location of any particular deputy registrar agency to
a single site. The department of public safety may lease or otherwise acquire space for sublease to a
deputy registrar or a clerk of a court of common pleas or both.

(H) The registrar may designate a site at which the deputy registrar is required to sublease space from
the department of public safety or a clerk of a court of common pleas, if the clerk consents. In such case
the deputy registrar site shall be available for sublease to any qualified proposer on an equal basis.

(I) The registrar may designate a location within which the deputy registrar is required to provide and
sublease space to the department of public safety or a clerk of a court of common pleas or both.

(J) In all subleases between the department of public safety and a deputy registrar, the sublessee shall
pay to the sublessor a rental fee equal to the percentage of space occupied by the sublessee multiplied by
the rental fee or mortgage cost paid by the sublessor for the entire premises. In calculating the rental fees
the sublessee shall also pay a pro rata share of the rental for common space. In addition to the rental fee,
the sublessee shall pay a pro rata share of all utility costs unless the utilities are separately metered, in
which case each sublessee shall pay its own utility costs.

(K) The registrar may, in the request for proposals, designate a location for one-stop shopping to
encourage that the deputy registrar site be located close to either the state highway patrol driver’s
license examination station or the clerk of the court of common pleas title office or both. The registrar
may give consideration to sites situated in the same building, in an adjacent building, within the same
block or business district or shopping center or within a certain distance, or any combination of the
foregoing.

                                   Appendix 2.2, Page 12 of 15 (2011)
(L) Any deputy registrar whose contract expires or is terminated for any reason shall take reasonable
measures to make the telephone number assigned to the deputy registrar available to the bureau of motor
vehicles or any deputy registrar designated by it.

R.C. 119.032 review dates: 12/30/2004 and 12/30/2009
Promulgated Under: 119.03
Statutory Authority: R.C. 4501.02, R.C. 4503.03
Rule Amplifies: R.C. 4503.03, R.C. 4503.031, R.C. 4503.032, R.C 4507.01
Prior Effective Dates: 1/9/93, 2/21/03


                                         APPENDIX 2.2, RULE 04

4501:1-6-04 Limited authority deputy registrars.

(A) The registrar of motor vehicles, with the approval of the director of public safety, shall establish a
program to appoint limited authority deputy registrars. The registrar shall appoint only clerks of the
courts of common pleas in counties having a population of more than forty thousand and electronic
motor vehicle dealers.

An electronic motor vehicle dealer means a motor vehicle dealer that:

(1) Holds a current, valid motor vehicle dealer’s license issued under chapter 4517 of the Revised Code.

(2) Participates in the title defect rescission fund created by section 1345.52 of the Revised Code.

(3) Has the capability, via electronic means, to send motor vehicle title and registration information, as
specified by the registrar, to the registrar and Clerks of Courts of common pleas.

(B) Any eligible Clerk of Courts or electronic motor vehicle dealer may make an application to the
registrar for appointment as a limited authority deputy registrar or “LADR”. From the applications
submitted, the registrar, with the approval of the director, shall choose the clerks and dealers to be
appointed limited authority deputy registrars. The selections need not be on a competitive basis, but may
be based upon the registrar’s discretion. In deciding whether to appoint a limited authority deputy
registrar the registrar shall consider whether the appointment would make it economically infeasible for
an existing deputy registrar’s office to continue to operate. The registrar may also consider any other
information the registrar deems relevant. Within thirty days of submission of an application for
appointment as a limited authority deputy registrar, the registrar shall provide written notification
informing the applicant whether the application is granted or denied. If the application is denied, the
written notification from the registrar shall state the reason or reasons for the denial.

(C) A limited authority deputy registrar or “LADR” may provide only the following services and only
when the services are rendered in conjunction with an application for a certificate of title transaction
pursuant to Revised Code Chapter 4505:


                                  Appendix 2.2, Page 13 of 15 (2011)
(1) Using electronic means, initial and transfer motor vehicle transactions.

(2) Using electronic means, vehicle identification number (VIN) inspections.

(3) Essential services and functions associated with motor vehicle registration transactions including
collecting certain charitable donations as required by statute, registering persons to vote to the extent
required by the federal “Motor Voter” Act and any other functions mandated by Ohio or federal statute
in conjunction with motor vehicle registration transactions.

(4) Issuing temporary tags or window placards in compliance with the requirements set forth in the Ohio
Revised Code or prescribed by the registrar.

(D) A limited authority deputy registrar or “LADR” shall sign a contract before assuming any duties as
a limited authority deputy registrar. The contract terms and conditions may differ depending upon
whether the limited authority deputy registrar is a Clerk of Courts or an electronic motor vehicle dealer.
Among other provisions the registrar may reasonably prescribe, limited authority deputy registrar
contract terms and provisions shall provide for:

(1) A requirement for a contract period of no more than three years with a requirement for each contract
to terminate on a date specified by the registrar.

(2) A requirement for a limited authority deputy registrar to collect and retain a maximum fee of three
dollars and fifty cents for each transaction or physical inspection that a limited authority deputy registrar
conducts.

(3) A requirement for compliance with laws, administrative rules, and regulations adopted by the
registrar governing limited authority deputy registrars.

(4) A requirement for training of a limited authority deputy registrar or the employees of a limited
authority deputy registrar prescribed by the registrar prior to the opening of a limited authority deputy
registrar office.

(5) A requirement for security as prescribed by the registrar as necessary to secure all BMV funds,
equipment, and inventory.

(6) A requirement for limited authority deputy registrar release of liability holding the registrar, director
of public safety, the bureau of motor vehicles, the department of public safety and the state of Ohio
harmless upon any claims for injuries or damages resulting from the operation of a limited authority
deputy registrar.

(7) A requirement for bonding as prescribed by the registrar for the entire period of a limited authority
deputy registrar contract.

(8) A requirement that if any computers, equipment, and inventory are assigned by the BMV, such
computers, equipment and inventory must be returned to the BMV upon the termination of the contract
or at the registrar’s request. A requirement for other office equipment and supplies for employees and
customers that are necessary for the operation of a limited authority deputy registrar office to be
provided by a limited authority deputy registrar.

                                   Appendix 2.2, Page 14 of 15 (2011)
(9) A requirement for the LADR to comply with any requirements established by the registrar regarding
collection and handling of funds collected by the limited authority deputy registrar on behalf of the state.

(10) A requirement for a limited authority deputy registrar to adopt and enforce policies to prohibit
sexual harassment and to provide equal opportunity for employees and in providing service to the
public.

(11) A requirement for records to be made available to BMV representatives for inspection and a
requirement for record retention for periods prescribed by the registrar.

(12) A requirement for a method of contract termination by a limited authority deputy registrar or by the
registrar.

(13) A requirement for a method of contract amendment.

(14) A requirement for good faith performance by a limited authority deputy registrar and the registrar.

(15) A requirement for severability of a limited authority deputy registrar contract if any provisions are
declared unconstitutional or legally deficient in any respect.

(16) A prohibition against assignment of a limited authority deputy registrar contract unless the
assignment is approved by the registrar.

(17) Incorporation by reference of the Ohio Revised Code, the Ohio Administrative Code, the LADR
Manual, directives for the registrar via the BMV, and any other matter prescribed by the registrar or the
BMV.

Replaces: former Rule 4501:1-6-04
Effective: 07/21/2005
R.C. 119.032 review dates: 12/30/2009
Promulgated Under: 119.03
Statutory Authority: R.C.4501.02, R.C. 4503.036
Rule Amplifies: R.C.4501.02, R.C. 4503.036
Prior Effective Dates: 1/7/02




                                   Appendix 2.2, Page 15 of 15 (2011)
                                  APPENDIX 2.3, SELECTED LAWS

§ 1702.01. Nonprofit corporation law definitions.

(C) “Nonprofit corporation” means a domestic or foreign corporation that is formed otherwise than for
the pecuniary gain or profit of, and whose net earnings or any part of them is not distributable to, its
members, directors, officers, or other private persons, except that the payment of reasonable
compensation for services rendered and the distribution of assets on dissolution as permitted by section
1702.49 of the Revised Code is not pecuniary gain or profit or distribution of net earnings. In a
corporation all of whose members are nonprofit corporations, distribution to members does not deprive
it of the status of a nonprofit corporation.

Effective Date: 04-10-2001; 08-19-2005; 2006 HB699 03-29-2007


§ 4501.02. Bureau of motor vehicles - division of emergency medical services.

(A) There is hereby created in the department of public safety a bureau of motor vehicles, which shall be
administered by a registrar of motor vehicles. The registrar shall be appointed by the director of public
safety and shall serve at the director’s pleasure.

The registrar shall administer the laws of the state relative to the registration of and certificates of title
for motor vehicles, and the licensing of motor vehicle dealers, motor vehicle leasing dealers,
distributors, and salespersons, and of motor vehicle salvage dealers, salvage motor vehicle auctions, and
salvage motor vehicle pools. The registrar also shall, in accordance with section 4503.61 of the Revised
Code, take those steps necessary to enter this state into membership in the international registration plan
and carry out the registrar’s other duties under that section. The registrar, with the approval of the
director of public safety, may do all of the following:

(1) Adopt such forms and rules as are necessary to carry out all laws the registrar is required to
administer;

(2) Appoint such number of assistants, deputies, clerks, stenographers, and other employees as are
necessary to carry out such laws;

(3) Acquire or lease such facilities as are necessary to carry out the duties of the registrar’s office;

(4) Establish accounts in a bank or depository and deposit any funds collected by the registrar in those
accounts to the credit of “state of Ohio, bureau of motor vehicles.” Within three days after the deposit of
funds in such an account, the registrar shall draw on that account in favor of the treasurer of state. The
registrar may reserve funds against the draw to the treasurer of state to the extent reasonably necessary
to ensure that the deposited items are not dishonored. The registrar may pay any service charge usually
collected by the bank or depository.

The registrar shall give a bond for the faithful performance of the registrar’s duties in such amount and
with such security as the director approves. When in the opinion of the director it is advisable, any
deputy or other employee may be required to give bond in such amount and with such security as the
director approves.

                                    Appendix 2.2, Page 1 of 17 (2011)
In the discretion of the director, the bonds authorized to be taken on deputies or other employees may be
individual, schedule, or blanket bonds.

The director of public safety may investigate the activities of the bureau and have access to its records at
any time, and the registrar shall make a report to the director at any time upon request.

All laws relating to the licensing of motor vehicle dealers, motor vehicle leasing dealers, distributors,
and salespersons, and of motor vehicle salvage dealers, salvage motor vehicle auctions, and salvage
motor vehicle pools, designating and granting power to the registrar shall be liberally construed to the
end that the practice or commission of fraud in the business of selling motor vehicles and of disposing of
salvage motor vehicles may be prohibited and prevented.

(B) There is hereby created in the department of public safety a division of emergency medical services,
which shall be administered by an executive director of emergency medical services appointed under
section 4765.03 of the Revised Code.

Effective Date: 09-30-1998; 09-16-2004


§ 4501.021. Management of bureau records.

(A) Notwithstanding sections 149.33 to 149.34 of the Revised Code, the registrar of motor vehicles shall
determine the methods for obtaining, collecting, recording, and maintaining the records of the bureau of
motor vehicles and of deputy registrars that pertain to driver’s or commercial driver’s licenses,
identification cards, and vehicle registrations, including photographic or digitalized images, and
electronic or digitalized signatures. The registrar may choose methods including paper, film, digital or
other electronic media, or any other media that reasonably allows for recording, maintaining, and
retrieving the records in a reliable manner.

 (B) The registrar of motor vehicles may dispose of all records of the bureau of motor vehicles pursuant
to section 149.34 of the Revised Code.

The disposal of all records shall not take place when the registrar has received notice that a court case or
other legal action is pending involving such records.

Any surplus from the sale of such records, after paying the cost of administering the destruction or sale
of such records, shall be paid into the state treasury.

(C) Each deputy registrar shall retain in the deputy registrar’s office a file containing copies of all
records and transactions performed for the bureau. Copies of motor vehicle registration applications
shall be retained for a period of eighteen months from the date of the record or transaction, whichever is
later; copies of driver’s license or identification card applications shall be retained for a period of four
years from the date of the record or transaction, whichever is later; and all other records shall be retained
for a period of three years from the date of the record or transaction, whichever is later. The retained
records shall be available for public examination, but no person may make copies of the records for sale
or distribution.

Effective Date: 10-21-1997; 09-16-2004

                                    Appendix 2.3, Page 2 of 17 (2011)
§ 4501.023. Registrar and deputy registrars - voter registration duties.

(A) The registrar of motor vehicles shall designate an employee of the bureau of motor vehicles to be in
charge of and responsible for voter registration within the bureau. Each deputy registrar of motor
vehicles shall designate an employee in that deputy registrar’s office to be in charge of and responsible
for voter registration within that office.

(B) The registrar shall provide, in cooperation with the secretary of state, a training program and
materials for initial training in voter registration and for ongoing training for all deputy registrars and
their employees.

(C) The registrar shall report to the secretary of state at least once annually the number of applicants for
licenses served and the number of voter registration transactions completed and transmitted to the board
of elections by the registrar and all deputy registrars.

Effective Date: 01-01-1995


§ 4503.03. Deputy registrars.

(A)(1)(a) The registrar of motor vehicles may designate the County Auditor in each county a deputy
registrar. If the population of a county is forty thousand or less according to the last federal census and if
the County Auditor is designated by the registrar as a deputy registrar, no other person need be
designated in the county to act as a deputy registrar.

(b) The registrar may designate a clerk of a court of common pleas as a deputy registrar if the population
of the county is forty thousand or less according to the last federal census. All fees collected and
retained by a clerk for conducting deputy registrar services shall be paid into the county treasury to the
credit of the certificate of title administration fund created under section 325.33 of the Revised Code.

(c) In all other instances, the registrar shall contract with one or more other persons in each county to act
as deputy registrars.

(2) Deputy registrars shall accept applications for the annual license tax for any vehicle not taxed under
section 4503.63 of the Revised Code and shall assign distinctive numbers in the same manner as the
registrar. Such deputies shall be located in such locations in the county as the registrar sees fit. There
shall be at least one deputy registrar in each county.

Deputy registrar contracts are subject to the provisions of division (B) of section 125.081 of the Revised
Code.

(B) The registrar shall not contract with any person to act as a deputy registrar if the person or, where
applicable, the person’s spouse or a member of the person’s immediate family has made, within the
current calendar year or any one of the previous three calendar years, one or more contributions totaling
in excess of one hundred dollars to any person or entity included in division (A)(2) of section 4503.033
of the Revised Code.


                                    Appendix 2.3, Page 3 of 17 (2011)
As used in this division, “immediate family” has the same meaning as in division (D) of section 102.01
of the Revised Code, and “entity” includes any political party and any “continuing association” as
defined in division (B)(4) of section 3517.01 of the Revised Code or “political action committee” as
defined in division (B)(8) of that section that is primarily associated with that political party. For
purposes of this division, contributions to any continuing association or any political action committee
that is primarily associated with a political party shall be aggregated with contributions to that political
party.

The contribution limitations contained in this division do not apply to any County Auditor or clerk of a
court of common pleas.

The registrar shall not contract with either of the following to act as a deputy registrar:

(1) Any elected public official other than a County Auditor or, as authorized by division (A)(1)(b) of
this section, a clerk of a court of common pleas, acting in an official capacity;

(2) Any person holding a current, valid contract to conduct motor vehicle inspections under section
3704.14 of the Revised Code.

(C)(1) Except as provided in division (C)(2) of this section, deputy registrars are independent
contractors and neither they nor their employees are employees of this state, except that nothing in this
section shall affect the status of County Auditors or Clerks of Courts of common pleas as public
officials, nor the status of their employees as employees of any of the counties of this state, which are
political subdivisions of this state. Each deputy registrar shall be responsible for the payment of all
unemployment compensation premiums, all workers’ compensation premiums, social security
contributions, and any and all taxes for which the deputy registrar is legally responsible. Each deputy
registrar shall comply with all applicable federal, state, and local laws requiring the withholding of
income taxes or other taxes from the compensation of the deputy registrar’s employees. Each deputy
registrar shall maintain during the entire term of the deputy registrar’s contract a policy of business
liability insurance satisfactory to the registrar and shall hold the department of public safety, the director
of public safety, the bureau of motor vehicles, and the registrar harmless upon any and all claims for
damages arising out of the operation of the deputy registrar agency.

(2) For purposes of Chapter 4141. of the Revised Code, determinations concerning the employment of
deputy registrars and their employees shall be made under Chapter 4141. of the Revised Code.

(D)(1) With the approval of the director, the registrar shall adopt rules governing the terms of the
contract between the registrar and each deputy registrar and specifications for the services to be
performed. The rules shall include specifications relating to the amount of bond to be given as provided
in this section; the size and location of the deputy’s office; and the leasing of equipment necessary to
conduct the vision screenings required under section 4507.12 of the Revised Code and training in the
use of the equipment. The specifications shall permit and encourage every deputy registrar to inform the
public of the location of the deputy registrar’s office and hours of operation by means of public service
announcements and allow any deputy registrar to advertise in regard to the operation of the deputy
registrar’s office.


                                    Appendix 2.3, Page 4 of 17 (2011)
The rules also shall include specifications for the hours the deputy’s office is to be open to the public
and shall require as a minimum that one deputy’s office in each county be open to the public for at least
four hours each weekend, provided that if only one deputy’s office is located within the boundary of the
county seat, that office is the office that shall be open for the four-hour period each weekend, and that
every deputy’s office in each county shall be open to the public until six-thirty p.m. on at least one
weeknight each week. The rules also shall include specifications providing that every deputy in each
county, upon request, provide any person with information about the location and office hours of all
deputy registrars in the county and that every deputy prominently display within the deputy’s office, the
toll-free telephone number of the bureau. The rules shall not prohibit the award of a deputy registrar
contract to a nonprofit corporation formed under the laws of this state. The rules shall prohibit any
deputy registrar from operating more than one such office at any time, except that the rules may permit a
nonprofit corporation formed for the purposes of providing automobile-related services to its members
or the public and that provides such services from more than one location in this state to operate a
deputy registrar office at any such location, provided that the nonprofit corporation operates no more
than one deputy registrar office in any one county. The rules may include such other specifications as
the registrar and director consider necessary to provide a high level of service.

(2) With the prior approval of the registrar, each deputy registrar may conduct at the location of the
deputy registrar’s office any business that is consistent with the functions of a deputy registrar and that
is not specifically mandated or authorized by this or another chapter of the Revised Code or by
implementing rules of the registrar.

(3) As used in this section and in section 4507.01 of the Revised Code, “nonprofit corporation” has the
same meaning as in section 1702.01 of the Revised Code.

(E) Unless otherwise terminated and except for interim contracts of less than one year, contracts with
deputy registrars shall be for a term of at least two years, but no more than three years, and all contracts
effective on or after July 1, 1996, shall be for a term of more than two years, but not more than three
years. All contracts with deputy registrars shall expire on the last Saturday of June in the year of their
expiration. The auditor of state may examine the accounts, reports, systems, and other data of each
deputy registrar at least every two years. The registrar, with the approval of the director, shall
immediately remove a deputy who violates any provision of the Revised Code related to the duties as a
deputy, any rule adopted by the registrar, or a term of the deputy’s contract with the registrar. The
registrar also may remove a deputy who, in the opinion of the registrar, has engaged in any conduct that
is either unbecoming to one representing this state or is inconsistent with the efficient operation of the
deputy’s office.

If the registrar, with the approval of the director, determines that there is good cause to believe that a
deputy registrar or a person proposing for a deputy registrar contract has engaged in any conduct that
would require the denial or termination of the deputy registrar contract, the registrar may require the
production of books, records, and papers as the registrar determines are necessary, and may take the
depositions of witnesses residing within or outside the state in the same manner as is prescribed by law
for the taking of depositions in civil actions in the court of common pleas, and for that purpose the
registrar may issue a subpoena for any witness or a subpoena duces tecum to compel the production of
any books, records, or papers, directed to the sheriff of the county where the witness resides or is found.
Such a subpoena shall be served and returned in the same manner as a subpoena in a criminal case is
served and returned.

                                   Appendix 2.3, Page 5 of 17 (2011)
The fees of the sheriff shall be the same as that allowed in the court of common pleas in criminal cases .
Witnesses shall be paid the fees and mileage provided for under section 119.094 of the Revised Code.
The fees and mileage shall be paid from the fund in the state treasury for the use of the agency in the
same manner as other expenses of the agency are paid.

In any case of disobedience or neglect of any subpoena served on any person or the refusal of any
witness to testify to any matter regarding which the witness lawfully may be interrogated, the court of
common pleas of any county where the disobedience, neglect, or refusal occurs or any judge of that
court, on application by the registrar, shall compel obedience by attachment proceedings for contempt,
as in the case of disobedience of the requirements of a subpoena issued from that court, or a refusal to
testify in that court.

Nothing in this division shall be construed to require a hearing of any nature prior to the termination of
any deputy registrar contract by the registrar, with the approval of the director, for cause.

(F) Except as provided in section 2743.03 of the Revised Code, no court, other than the court of
common pleas of Franklin county, has jurisdiction of any action against the department of public safety,
the director, the bureau, or the registrar to restrain the exercise of any power or authority, or to entertain
any action for declaratory judgment, in the selection and appointment of, or contracting with, deputy
registrars. Neither the department, the director, the bureau, nor the registrar is liable in any action at law
for damages sustained by any person because of any acts of the department, the director, the bureau, or
the registrar, or of any employee of the department or bureau, in the performance of official duties in the
selection and appointment of, and contracting with, deputy registrars.

(G) The registrar shall assign to each deputy registrar a series of numbers sufficient to supply the
demand at all times in the area the deputy registrar serves, and the registrar shall keep a record in the
registrar’s office of the numbers within the series assigned. Each deputy shall be required to give bond
in the amount of at least twenty-five thousand dollars, or in such higher amount as the registrar
determines necessary, based on a uniform schedule of bond amounts established by the registrar and
determined by the volume of registrations handled by the deputy. The form of the bond shall be
prescribed by the registrar. The bonds required of deputy registrars, in the discretion of the registrar,
may be individual or schedule bonds or may be included in any blanket bond coverage carried by the
department.

(H) Each deputy registrar shall keep a file of each application received by the deputy and shall register
that motor vehicle with the name and address of its owner.

(I) Upon request, a deputy registrar shall make the physical inspection of a motor vehicle and issue the
physical inspection certificate required in section 4505.061 of the Revised Code.

(J) Each deputy registrar shall file a report semi-annually with the registrar of motor vehicles listing the
number of applicants for licenses the deputy has served, the number of voter registration applications the
deputy has completed and transmitted to the board of elections, and the number of voter registration
applications declined.

Effective Date: 10-31-2001; 09-16-2004; 2008 HB525 07-01-2009


                                    Appendix 2.3, Page 6 of 17 (2011)
§ 4503.032 Political contributions.

(A) As used in this section, “candidate,” “contribution,” and “campaign committee” have the same
meanings as in section 3517.01 of the Revised Code.

(B) No person shall knowingly solicit directly or indirectly, orally or by letter, or be in any manner
concerned in soliciting any assessment, subscription, or contribution for any political party, for the
governor or his campaign committee, or for any candidate for public office or his campaign committee
from a person known by the solicitor to be a deputy registrar under contract with the registrar of motor
vehicles.

(C) Neither the registrar nor any person shall award a deputy registrar contract to a person, or promise to
do so, because that person pays an assessment or subscription to, or makes a contribution to, any
political party, the governor or his campaign committee, or any candidate for public office or his
campaign committee. Neither the registrar nor any person shall withhold a deputy registrar contract
from a person, or threaten to do so, because that person fails to pay an assessment or subscription to, or
fails to make a contribution to, any political party, the governor or his campaign committee, or any
candidate for public office or his campaign committee. Neither the registrar nor any person shall
terminate a deputy registrar contract awarded to a person, or threaten to do so, because that person fails
to pay an assessment or subscription to, or fails to make a contribution to, any political party, the
governor or his campaign committee, or any candidate for public office or his campaign committee.

(D) Whoever violates this section shall be fined ten thousand dollars.

Effective Date: 11-28-1988


§ 4503.033. Deputy registrar to file annual statement - contents of statement.

(A) Annually, on or before the thirty-first day of January, every deputy registrar shall file with the
registrar of motor vehicles on a form prescribed by the registrar, a statement disclosing all of the
following:

(1) The name of the person filing the statement, and, if applicable, of his spouse and of members of his
immediate family;

(2) Any contribution made within the previous calendar year by the person and, if applicable, by his
spouse and by members of his immediate family to each of the following:

(a) Any political party;

(b) Any candidate for the office of governor, attorney general, secretary of state, treasurer of state,
auditor of state, member of the senate or house of representatives of the general assembly, or to the
campaign committee of any such candidate.

(3) The month, day, and year in which the contribution was made;


                                   Appendix 2.3, Page 7 of 17 (2011)
(4) The full name and address of each person, political party, or campaign committee to which a
contribution was made;

(5) The value in dollars and cents of the contribution.

(B) No person shall knowingly fail to file, on or before the filing deadline under this section, a statement
that is required by division (A) of this section.

(C) No person shall knowingly make a false statement in a statement that is required to be filed under
division (A) of this section.

(D) On and after March 2, 1994, the statement required by division (A) of this section shall be
accompanied by a filing fee of twenty-five dollars. If the statement required by division (A) of this
section is not filed by the date on which it is required to be filed, the registrar of motor vehicles shall
assess a late filing fee as prescribed in division (F) of section 102.02 of the Revised Code. The registrar
shall deposit all fees he receives under this division into the general revenue fund of the state.

(E) Not later than the date a deputy registrar is required to file a statement under division (A) of this
section, the deputy registrar shall file a copy of the statement with the office of the secretary of state.
The secretary of state shall keep the copies of all statements filed with his office under this division only
for the purpose of making them available for public inspection.

(F) Whoever violates division (B) of this section shall be fined one thousand dollars. Whoever violates
division (C) of this section shall be fined ten thousand dollars.

Effective Date: 2002 SB123 01-01-2004



§ 4503.036. Limited authority deputy registrars.

(A) Not later than January 1, 2005, the registrar of motor vehicles shall adopt rules for the appointment
of limited authority deputy registrars. Notwithstanding section 4503.03 of the Revised Code, the
registrar may appoint the clerk of a court or common pleas or an electronic motor vehicle dealer
qualified under section 4503.035 of the Revised Code as a limited authority deputy registrar.

(B) A limited authority deputy registrar may conduct only initial and transfer motor vehicle transactions
using electronic means, vehicle identification number inspections, and other associated transactions in a
manner approved in the rules that the registrar adopts.

(C) A limited authority deputy registrar may collect and retain a fee of three dollars and fifty cents for
each transaction or physical inspection that the limited authority deputy registrar conducts, and shall
collect all fees and taxes that are required by law and related to the transaction or inspection in a manner
approved by the registrar. A clerk of a court of common pleas shall pay all fees collected and retained
under this section into the county treasury to the credit of the certificate of title administration fund
created under section 325.33 of the Revised Code.



                                    Appendix 2.3, Page 8 of 17 (2011)
(D) The rules adopted by the registrar may establish reasonable eligibility standards for clerks and
electronic motor vehicle dealers. The rules shall prescribe the terms and conditions of limited authority
deputy registrar contracts and shall require each limited authority deputy registrar to sign a contract
before assuming any duties as a limited authority deputy registrar. The rules may establish different
eligibility standards and contract terms and conditions depending on whether the limited authority
deputy registrar is a clerk or an electronic motor vehicle dealer. No contract shall be for a period of more
than three years. The contract may contain any other provisions the registrar reasonably prescribes. Each
contract shall terminate on a date specified by the registrar.

(E) Any eligible clerk or qualified electronic motor vehicle dealer may make an application to the
registrar for appointment as a limited authority deputy registrar. With the approval of the director of
public safety, the registrar shall make the appointments from the applications submitted, based upon the
discretion of the registrar and director and not upon a competitive basis.

(F) A limited authority deputy registrar is not subject to the contribution limits of division (B) of section
4503.03 of the Revised Code or the filing requirement of division (A) of section 4503.033 of the
Revised Code.

Effective Date: 09-16-2004


§ 4503.10. Application for registration or renewal - transmission of fees - inspection certificates.

(A) The owner of every snowmobile, off-highway motorcycle, and all-purpose vehicle required to be
registered under section 4519.02 of the Revised Code shall file an application for registration under
section 4519.03 of the Revised Code. The owner of a motor vehicle, other than a snowmobile, off-
highway motorcycle, or all-purpose vehicle, that is not designed and constructed by the manufacturer for
operation on a street or highway may not register it under this chapter except upon certification of
inspection pursuant to section 4513.02 of the Revised Code by the sheriff, or the chief of police of the
municipal corporation or township, with jurisdiction over the political subdivision in which the owner of
the motor vehicle resides. Except as provided in section 4503.103 of the Revised Code, every owner of
every other motor vehicle not previously described in this section and every person mentioned as owner
in the last certificate of title of a motor vehicle that is operated or driven upon the public roads or
highways shall cause to be filed each year, by mail or otherwise, in the office of the registrar of motor
vehicles or a deputy registrar, a written or electronic application or a preprinted registration renewal
notice issued under section 4503.102 of the Revised Code, the form of which shall be prescribed by the
registrar, for registration for the following registration year, which shall begin on the first day of January
of every calendar year and end on the thirty-first day of December in the same year. Applications for
registration and registration renewal notices shall be filed at the times established by the registrar
pursuant to section 4503.101 of the Revised Code. A motor vehicle owner also may elect to apply for or
renew a motor vehicle registration by electronic means using electronic signature in accordance with
rules adopted by the registrar. Except as provided in division (J) of this section, applications for
registration shall be made on blanks furnished by the registrar for that purpose, containing the following
information:




                                    Appendix 2.3, Page 9 of 17 (2011)
(1) A brief description of the motor vehicle to be registered, including the year, make, model, and
vehicle identification number, and, in the case of commercial cars, the gross weight of the vehicle fully
equipped computed in the manner prescribed in section 4503.08 of the Revised Code;

(2) The name and residence address of the owner, and the township and municipal corporation in which
the owner resides;

(3) The district of registration, which shall be determined as follows:

(a) In case the motor vehicle to be registered is used for hire or principally in connection with any
established business or branch business, conducted at a particular place, the district of registration is the
municipal corporation in which that place is located or, if not located in any municipal corporation, the
county and township in which that place is located.

(b) In case the vehicle is not so used, the district of registration is the municipal corporation or county in
which the owner resides at the time of making the application.

(4) Whether the motor vehicle is a new or used motor vehicle;

(5) The date of purchase of the motor vehicle;

(6) Whether the fees required to be paid for the registration or transfer of the motor vehicle, during the
preceding registration year and during the preceding period of the current registration year, have been
paid. Each application for registration shall be signed by the owner, either manually or by electronic
signature, or pursuant to obtaining a limited power of attorney authorized by the registrar for
registration, or other document authorizing such signature. If the owner elects to apply for or renew the
motor vehicle registration with the registrar by electronic means, the owner’s manual signature is not
required.

(7) The owner’s social security number, driver’s license number, or state identification number, or,
where a motor vehicle to be registered is used for hire or principally in connection with any established
business, the owner’s federal taxpayer identification number. The bureau of motor vehicles shall retain
in its records all social security numbers provided under this section, but the bureau shall not place
social security numbers on motor vehicle certificates of registration.

(B) Except as otherwise provided in this division, each time an applicant first registers a motor vehicle
in the applicant’s name, the applicant shall present for inspection a physical certificate of title or
memorandum certificate showing title to the motor vehicle to be registered in the name of the applicant
if a physical certificate of title or memorandum certificate has been issued by a clerk of a court of
common pleas. If, under sections 4505.021, 4505.06, and 4505.08 of the Revised Code, a clerk instead
has issued an electronic certificate of title for the applicant’s motor vehicle, that certificate may be
presented for inspection at the time of first registration in a manner prescribed by rules adopted by the
registrar. An applicant is not required to present a certificate of title to an electronic motor vehicle dealer
acting as a limited authority deputy registrar in accordance with rules adopted by the registrar.



                                    Appendix 2.3, Page 10 of 17 (2011)
When a motor vehicle inspection and maintenance program is in effect under section 3704.14 of the
Revised Code and rules adopted under it, each application for registration for a vehicle required to be
inspected under that section and those rules shall be accompanied by an inspection certificate for the
motor vehicle issued in accordance with that section. The application shall be refused if any of the
following applies:

(1) The application is not in proper form.

(2) The application is prohibited from being accepted by division (D) of section 2935.27, division (A) of
section 2937.221, division (A) of section 4503.13, division (B) of section 4510.22, or division (B)(1) of
section 4521.10 of the Revised Code.

(3) A certificate of title or memorandum certificate of title is required but does not accompany the
application or, in the case of an electronic certificate of title, is required but is not presented in a manner
prescribed by the registrar’s rules.

(4) All registration and transfer fees for the motor vehicle, for the preceding year or the preceding period
of the current registration year, have not been paid.

(5) The owner or lessee does not have an inspection certificate for the motor vehicle as provided in
section 3704.14 of the Revised Code, and rules adopted under it, if that section is applicable.

This section does not require the payment of license or registration taxes on a motor vehicle for any
preceding year, or for any preceding period of a year, if the motor vehicle was not taxable for that
preceding year or period under sections 4503.02, 4503.04, 4503.11, 4503.12, and 4503.16 or Chapter
4504. of the Revised Code. When a certificate of registration is issued upon the first registration of a
motor vehicle by or on behalf of the owner, the official issuing the certificate shall indicate the issuance
with a stamp on the certificate of title or memorandum certificate or, in the case of an electronic
certificate of title, an electronic stamp or other notation as specified in rules adopted by the registrar, and
with a stamp on the inspection certificate for the motor vehicle, if any. The official also shall indicate,
by a stamp or by other means the registrar prescribes, on the registration certificate issued upon the first
registration of a motor vehicle by or on behalf of the owner the odometer reading of the motor vehicle as
shown in the odometer statement included in or attached to the certificate of title. Upon each subsequent
registration of the motor vehicle by or on behalf of the same owner, the official also shall so indicate the
odometer reading of the motor vehicle as shown on the immediately preceding certificate of registration.

The registrar shall include in the permanent registration record of any vehicle required to be inspected
under section 3704.14 of the Revised Code the inspection certificate number from the inspection
certificate that is presented at the time of registration of the vehicle as required under this division.

(C)(1) Except as otherwise provided in division (C)(1) of this section, for each registration renewal with
an expiration date on or after October 1, 2003, and for each initial application for registration received
on and after that date, the registrar and each deputy registrar shall collect an additional fee of eleven
dollars for each application for registration and registration renewal received.



                                    Appendix 2.3, Page 11 of 17 (2011)
For vehicles specified in divisions (A)(1) to (21) of section 4503.042 of the Revised Code, commencing
with each registration renewal with an expiration date on or after October 1, 2009, and for each initial
application received on or after that date, the registrar and deputy registrar shall collect an additional fee
of thirty dollars for each application for registration and registration renewal received. The additional
fee is for the purpose of defraying the department of public safety’s costs associated with the
administration and enforcement of the motor vehicle and traffic laws of Ohio. Each deputy registrar
shall transmit the fees collected under division (C)(1) of this section in the time and manner provided in
this section. The registrar shall deposit all moneys received under division (C)(1) of this section into the
state highway safety fund established in section 4501.06 of the Revised Code.

(2) In addition, a charge of twenty-five cents shall be made for each reflectorized safety license plate
issued, and a single charge of twenty-five cents shall be made for each county identification sticker or
each set of county identification stickers issued, as the case may be, to cover the cost of producing the
license plates and stickers, including material, manufacturing, and administrative costs. Those fees shall
be in addition to the license tax. If the total cost of producing the plates is less than twenty-five cents per
plate, or if the total cost of producing the stickers is less than twenty-five cents per sticker or per set
issued, any excess moneys accruing from the fees shall be distributed in the same manner as provided by
section 4501.04 of the Revised Code for the distribution of license tax moneys. If the total cost of
producing the plates exceeds twenty-five cents per plate, or if the total cost of producing the stickers
exceeds twenty-five cents per sticker or per set issued, the difference shall be paid from the license tax
moneys collected pursuant to section 4503.02 of the Revised Code.

(D) Each deputy registrar shall be allowed a fee of three dollars and fifty cents for each application for
registration and registration renewal notice the deputy registrar receives, which shall be for the purpose
of compensating the deputy registrar for the deputy registrar’s services, and such office and rental
expenses, as may be necessary for the proper discharge of the deputy registrar’s duties in the receiving
of applications and renewal notices and the issuing of registrations.

(E) Upon the certification of the registrar, the county sheriff or local police officials shall recover license
plates erroneously or fraudulently issued.

(F) Each deputy registrar, upon receipt of any application for registration or registration renewal notice,
together with the license fee and any local motor vehicle license tax levied pursuant to Chapter 4504. of
the Revised Code, shall transmit that fee and tax, if any, in the manner provided in this section, together
with the original and duplicate copy of the application, to the registrar. The registrar, subject to the
approval of the director of public safety, may deposit the funds collected by those deputies in a local
bank or depository to the credit of the “state of Ohio, bureau of motor vehicles.” Where a local bank or
depository has been designated by the registrar, each deputy registrar shall deposit all moneys collected
by the deputy registrar into that bank or depository not more than one business day after their collection
and shall make reports to the registrar of the amounts so deposited, together with any other information,
some of which may be prescribed by the treasurer of state, as the registrar may require and as prescribed
by the registrar by rule. The registrar, within three days after receipt of notification of the deposit of
funds by a deputy registrar in a local bank or depository, shall draw on that account in favor of the
treasurer of state.



                                    Appendix 2.3, Page 12 of 17 (2011)
The registrar, subject to the approval of the director and the treasurer of state, may make reasonable
rules necessary for the prompt transmittal of fees and for safeguarding the interests of the state and of
counties, townships, municipal corporations, and transportation improvement districts levying local
motor vehicle license taxes. The registrar may pay service charges usually collected by banks and
depositories for such service. If deputy registrars are located in communities where banking facilities are
not available, they shall transmit the fees forthwith, by money order or otherwise, as the registrar, by
rule approved by the director and the treasurer of state, may prescribe. The registrar may pay the usual
and customary fees for such service.

(G) This section does not prevent any person from making an application for a motor vehicle license
directly to the registrar by mail, by electronic means, or in person at any of the registrar’s offices, upon
payment of a service fee of three dollars and fifty cents for each application.

(H) No person shall make a false statement as to the district of registration in an application required by
division (A) of this section. Violation of this division is falsification under section 2921.13 of the
Revised Code and punishable as specified in that section.

(I)(1) Where applicable, the requirements of division (B) of this section relating to the presentation of an
inspection certificate issued under section 3704.14 of the Revised Code and rules adopted under it for a
motor vehicle, the refusal of a license for failure to present an inspection certificate, and the stamping of
the inspection certificate by the official issuing the certificate of registration apply to the registration of
and issuance of license plates for a motor vehicle under sections 4503.102, 4503.12, 4503.14, 4503.15,
4503.16, 4503.171, 4503.172, 4503.19, 4503.40, 4503.41, 4503.42, 4503.43, 4503.44, 4503.46, 4503.47,
and 4503.51 of the Revised Code.

(2)(a) The registrar shall adopt rules ensuring that each owner registering a motor vehicle in a county
where a motor vehicle inspection and maintenance program is in effect under section 3704.14 of the
Revised Code and rules adopted under it receives information about the requirements established in that
section and those rules and about the need in those counties to present an inspection certificate with an
application for registration or preregistration.

(b) Upon request, the registrar shall provide the director of environmental protection, or any person that
has been awarded a contract under division (D) of section 3704.14 of the Revised Code, an on-line
computer data link to registration information for all passenger cars, noncommercial motor vehicles, and
commercial cars that are subject to that section. The registrar also shall provide to the director of
environmental protection a magnetic data tape containing registration information regarding passenger
cars, noncommercial motor vehicles, and commercial cars for which a multi-year registration is in effect
under section 4503.103 of the Revised Code or rules adopted under it, including, without limitation, the
date of issuance of the multi-year registration, the registration deadline established under rules adopted
under section 4503.101 of the Revised Code that was applicable in the year in which the multi-year
registration was issued, and the registration deadline for renewal of the multi-year registration.

(J) Application for registration under the international registration plan, as set forth in sections 4503.60
to 4503.66 of the Revised Code, shall be made to the registrar on forms furnished by the registrar. In
accordance with international registration plan guidelines and pursuant to rules adopted by the registrar,
the forms shall include the following:

                                    Appendix 2.3, Page 13 of 17 (2011)
(1) A uniform mileage schedule;

(2) The gross vehicle weight of the vehicle or combined gross vehicle weight of the combination vehicle
as declared by the registrant;

(3) Any other information the registrar requires by rule.

(K) The registrar shall determine the feasibility of implementing an electronic commercial fleet
licensing and management program that will enable the owners of commercial tractors, commercial
trailers, and commercial semitrailers to conduct electronic transactions by July 1, 2010, or sooner. If the
registrar determines that implementing such a program is feasible, the registrar shall adopt new rules
under this division or amend existing rules adopted under this division as necessary in order to respond
to advances in technology.

If international registration plan guidelines and provisions allow member jurisdictions to permit
applications for registrations under the international registration plan to be made via the internet, the
rules the registrar adopts under this division shall permit such action.

Amended by 128th General Assembly File No. 9, HB 1, § 101.01, eff. 7/17/2009.

Amended by 128th General Assembly ch. 1, HB 2, § 101.01, eff. 7/1/2009.

Effective Date: 01-01-2004; 09-16-2004; 2007 HB119 06-30-2007; 2007 HB67 07-03-2007


§ 4507.01. Driver's license law definitions - authority of registrar - deputy registrars.

(A) As used in this chapter, “motor vehicle,” “motorized bicycle,” “state,” “owner,” “operator,”
“chauffeur,” and “highways” have the same meanings as in section 4501.01 of the Revised Code.

“Driver’s license” means a class D license issued to any person to operate a motor vehicle or motor-
driven cycle, other than a commercial motor vehicle, and includes “probationary license,” “restricted
license,” and any operator’s or chauffeur’s license issued before January 1, 1990.

“Probationary license” means the license issued to any person between sixteen and eighteen years of age
to operate a motor vehicle.

“Restricted license” means the license issued to any person to operate a motor vehicle subject to
conditions or restrictions imposed by the registrar of motor vehicles.

“Commercial driver’s license” means the license issued to a person under Chapter 4506. of the Revised
Code to operate a commercial motor vehicle.

“Commercial motor vehicle” has the same meaning as in section 4506.01 of the Revised Code.



                                  Appendix 2.3, Page 14 of 17 (2011)
“Motorized bicycle license” means the license issued under section 4511.521 of the Revised Code to
any person to operate a motorized bicycle including a “probationary motorized bicycle license.”

“Probationary motorized bicycle license” means the license issued under section 4511.521 of the
Revised Code to any person between fourteen and sixteen years of age to operate a motorized bicycle.

“Identification card” means a card issued under sections 4507.50 and 4507.51 of the Revised Code.

“Resident” means a person who, in accordance with standards prescribed in rules adopted by the
registrar, resides in this state on a permanent basis.

“Temporary resident” means a person who, in accordance with standards prescribed in rules adopted by
the registrar, resides in this state on a temporary basis.

(B) In the administration of this chapter and Chapter 4506. of the Revised Code, the registrar has the
same authority as is conferred on the registrar by section 4501.02 of the Revised Code. Any act of an
authorized deputy registrar of motor vehicles under direction of the registrar is deemed the act of the
registrar.

To carry out this chapter, the registrar shall appoint such deputy registrars in each county as are
necessary.

The registrar also shall provide at each place where an application for a driver’s or commercial driver’s
license or identification card may be made the necessary equipment to take a color photograph of the
applicant for such license or card as required under section 4506.11 or 4507.06 of the Revised Code, and
to conduct the vision screenings required by section 4507.12 of the Revised Code, and equipment to
laminate licenses, motorized bicycle licenses, and identification cards as required by sections 4507.13,
4507.52, and 4511.521 of the Revised Code.

The registrar shall assign one or more deputy registrars to any driver’s license examining station
operated under the supervision of the state highway patrol, whenever the registrar considers such
assignment possible. Space shall be provided in the driver’s license examining station for any such
deputy registrar so assigned. The deputy registrars shall not exercise the powers conferred by such
sections upon the registrar, unless they are specifically authorized to exercise such powers by such
sections.

(C) No agent for any insurance company, writing automobile insurance, shall be appointed deputy
registrar, and any such appointment is void. No deputy registrar shall in any manner solicit any form of
automobile insurance, nor in any manner advise, suggest, or influence any licensee or applicant for
license for or against any kind or type of automobile insurance, insurance company, or agent, nor have
the deputy registrar’s office directly connected with the office of any automobile insurance agent, nor
impart any information furnished by any applicant for a license or identification card to any person,
except the registrar. This division shall not apply to any nonprofit corporation appointed deputy
registrar.



                                  Appendix 2.3, Page 15 of 17 (2011)
(D) The registrar shall immediately remove a deputy registrar who violates the requirements of this
chapter.

(E) The registrar shall periodically solicit bids and enter into a contract for the provision of laminating
equipment and laminating materials to the registrar and all deputy registrars. The registrar shall not
consider any bid that does not provide for the supplying of both laminating equipment and laminating
materials. The laminating materials selected shall contain a security feature so that any tampering with
the laminating material covering a license or identification card is readily apparent. In soliciting bids
and entering into a contract for the provision of laminating equipment and laminating materials, the
registrar shall observe all procedures required by law.

Effective Date: 10-21-1997


§ 4507.06. Form and content of application for license - registration of electors.

(A)(1) Every application for a driver’s license or motorcycle operator’s license or endorsement, or
duplicate of any such license or endorsement, shall be made upon the approved form furnished by the
registrar of motor vehicles and shall be signed by the applicant.

Every application shall state the following:

(a) The applicant’s name, date of birth, social security number if such has been assigned, sex, general
description, including height, weight, color of hair, and eyes, residence address, including county of
residence, duration of residence in this state, and country of citizenship;

(b) Whether the applicant previously has been licensed as an operator, chauffeur, driver, commercial
driver, or motorcycle operator and, if so, when, by what state, and whether such license is suspended or
canceled at the present time and, if so, the date of and reason for the suspension or cancellation;

(c) Whether the applicant is now or ever has been afflicted with epilepsy, or whether the applicant now
is suffering from any physical or mental disability or disease and, if so, the nature and extent of the
disability or disease, giving the names and addresses of physicians then or previously in attendance upon
the applicant;

(d) Whether an applicant for a duplicate driver’s license, or duplicate license containing a motorcycle
operator endorsement has pending a citation for violation of any motor vehicle law or ordinance, a
description of any such citation pending, and the date of the citation;

(e) Whether the applicant wishes to certify willingness to make an anatomical gift under section 2108.05
of the Revised Code, which shall be given no consideration in the issuance of a license or endorsement;




                                  Appendix 2.3, Page 16 of 17 (2011)
(f) Whether the applicant has executed a valid durable power of attorney for health care pursuant to
sections 1337.11 to 1337.17 of the Revised Code or has executed a declaration governing the use or
continuation, or the withholding or withdrawal, of life-sustaining treatment pursuant to sections 2133.01
to 2133.15 of the Revised Code and, if the applicant has executed either type of instrument, whether the
applicant wishes the applicant’s license to indicate that the applicant has executed the instrument;

(g) On and after October 7, 2009, whether the applicant is a veteran, active duty, or reservist of the
armed forces of the United States and, if the applicant is such , whether the applicant wishes the
applicant’s license to indicate that the applicant is a veteran, active duty, or reservist of the armed forces
of the United States by a military designation on the license.

(2) Every applicant for a driver’s license shall be photographed in color at the time the application for
the license is made. The application shall state any additional information that the registrar requires.

(B) The registrar or a deputy registrar, in accordance with section 3503.11 of the Revised Code, shall
register as an elector any person who applies for a driver’s license or motorcycle operator’s license or
endorsement under division (A) of this section, or for a renewal or duplicate of the license or
endorsement, if the applicant is eligible and wishes to be registered as an elector. The decision of an
applicant whether to register as an elector shall be given no consideration in the decision of whether to
issue the applicant a license or endorsement, or a renewal or duplicate.

(C) The registrar or a deputy registrar, in accordance with section 3503.11 of the Revised Code, shall
offer the opportunity of completing a notice of change of residence or change of name to any applicant
for a driver’s license or endorsement under division (A) of this section, or for a renewal or duplicate of
the license or endorsement, if the applicant is a registered elector who has changed the applicant’s
residence or name and has not filed such a notice.

(D) In addition to any other information it contains, on and after October 7, 2009, the approved form
furnished by the registrar of motor vehicles for an application for a driver’s license or motorcycle
operator’s license or endorsement or an application for a duplicate of any such license or endorsement
shall inform applicants that the applicant must present a copy of the applicant’s DD-214 or an equivalent
document in order to qualify to have the license or duplicate indicate that the applicant is a veteran,
active duty, or reservist of the armed forces of the United States based on a request made pursuant to
division (A)(1)(g) of this section.

Effective Date: 01-01-2004; 2008 HB450 04-07-2009; 2008 HB529 04-07-2009; 2009 HB2 07-01-2009




                                   Appendix 2.3, Page 17 of 17 (2011)
                                          APPENDIX 2.4
                                 AGENCY SPECIFICATIONS

                           LOCATION COUNTY           ⎯    Ashtabula

                           LOCATION NAME             ⎯    Ashtabula

                           LOCATION NUMBER ⎯              04-B
THIS LOCATION:
1.      X          Is not set-aside for proposals by minority individuals only. All eligible individuals,
                   County Auditors, and nonprofit corporations may apply.
                   Is set-aside for proposals by minority individuals only. See RFP section 1.16, page
                   1-21.
2.   Will have a contract term beginning on June 26, 2011, and ending on June 28, 2014.
3.   Will require bond coverage in the amount of $25,000.00.
4.   Is designated, and must meet all requirements of, a Class 3 Agency.
                              Agency                     Minimum      Minimum
               Annual                    Computer                                  Minimum
                               Class                      Weekly      Parking
            Transactions                 Terminals                                  Sq. Ft.
                               Size                      Staff Hrs.    Spaces
             0-20,000           1           1-2            102           7            —
          20,001-35,000         2           1-2            102           7           630
          35,001-40,000         3           2-3            107          14           830
          40,001-45,000         3           2-3            121          14           830
          45,001-50,000         3           2-3            134          14           830
          50,001-55,000         4           2-3            147          14           830
          55,001-60,000         4           2-3            161          14           830
          60,001-65,000         5           3-4            174          21          1,080
          65,001-70,000         5           3-4            188          21          1,080
          70,001-75,000         5           3-4            201          21          1,080
          75,001-80,000         6           4-5            214          28          1,340
          80,001-85,000         6           4-5            228          28          1,340
          85,001-90,000         6           4-5            241          28          1,340
          90,001-95,000         7           5-6            255          35          1,620
          95,001-100,000        7           5-6            268          35          1,620
         100,001-105,000        7           5-6            281          35          1,620
         105,001-110,000        7           5-6            295          35          1,620
         110,001-115,000        7           5-6            308          35          1,620
         115,001-120,000        7           5-6            322          35          1,620
         120,001-125,000        8           6-7            335          42          1,930
         125,001-130,000        8           6-7            348          42          1,930
         130,001-135,000        8           6-7            362          42          1,930
         135,001-140,000        8           6-7            375          42          1,930
         140,001-145,000        8           6-7            389          42          1,930
         145,001-150,000        8           6-7            402          42          1,930
         150,001-155,000        8           6-7            415          42          1,930
         155,001-160,000        8           6-7            428          42          1,930
         160,001-170,000        8           6-7            441          42          1,930


                                Appendix 2.4, Page 1 of 2 (2011)
5.   Is estimated to have generated the following business over the previous twelve months:
                                         SALES                               PROJECTED
        TRANSACTION                                    FEES
                                      ESTIMATE                                 REVENUE
        Vehicle Registrations            33,928     @ $ 3.50 =             $ 118,748.00
        Driver Licenses/ID Cards         11,264     @ $ 3.50 =              $ 39,424.00
        Abstracts                           131     @ $ 3.50 =                  $ 458.50
        Physical Inspections                264     @ $ 3.50 =                  $ 924.00
        Salvage Inspections                  56     @ $ 3.50 =                  $ 196.00
        TOTAL TRANSACTIONS*             *45,643
        Laminations                      11,231     @ $ 1.50 =              $ 16,846.50
        Vision Screenings                 7,313     @ $ 0.90 =               $ 6,581.70
        TOTAL PROJECTED ANNUAL REVENUE                                     $ 183,178.70

*Use the “TOTAL TRANSACTIONS” estimates for calculating your minimum weekly staff hours.

Disclaimers: All data listed in this section are estimates based on evaluations of transactions over a
recent twelve-month period and may not accurately reflect actual future transactions. All figures may be
subject to fluctuation or changes. The number of transactions in each category may vary for many
reasons. The number of deputy registrar agencies may increase or decrease. Other competitive factors
may affect the number of transactions. Finally, the fees may be affected by changes to the applicable
laws.

Therefore, the Registrar makes no representations nor guarantees regarding the accuracy of the
estimates, the actual number of transactions which may be expected to occur under the proposed
contract, nor the listed fees.

6.                Is designated BMV CONTROLLED SITE, see BMV Controlled Site Form,
                  included.

                  Is designated COUNTY CONTROLLED SITE, see COUNTY Controlled Site
                  Form, included.

                  Is designated DEPUTY PROVIDED SITE, PROXIMITY, proposers must submit
                  Form 5.4, Proximity Attachment. See DEPUTY PROVIDED SITE ATTACHMENT,
                  included.

         X        Is designated DEPUTY PROVIDED SITE, WITHOUT ANY ONE-STOP
                  SHOPPING CONSIDERATIONS, proposer should not submit Form 5.4 and
                  should NOT attempt to make any arrangements in conjunction with an OSHP Driver
                  License Examination Station or Clerk of Courts Title Office. See DEPUTY
                  PROVIDED SITE ATTACHMENT, included.

7.                GEOGRAPHIC AREA. The deputy registrar site shall be located within the State
                  of Ohio, County of Ashtabula and within the municipal corporation limits of
                  Ashtabula.

                                Appendix 2.4, Page 2 of 2 (2011)
                                APPENDIX 2.5
                               Table of Contents
              2011 Deputy Registrar Contract Terms and Conditions

PROVISION                                                                                                                                      PAGE

1.    GENDER ....................................................................................................................................1

2.    COMPLIANCE WITH LAWS.................................................................................................1
      Compliance requirements ............................................................................................................1

3.    NATURE OF CONTRACT ......................................................................................................1
      Other competitive factors.............................................................................................................1

4.    FEES TO BE CHARGED; CONSIDERATION ....................................................................2

5.    SERVICES TO BE PERFORMED..........................................................................................2
      Anatomical donations and health care requirements ...................................................................2
      Charitable donations ....................................................................................................................2
      Voter registration .........................................................................................................................2
      Selective Service information......................................................................................................2
      Temporary tags ............................................................................................................................3
      Correspondence ...........................................................................................................................3
      Display of promotional materials ................................................................................................3

6.    GEOGRAPHIC AREA .............................................................................................................3
      Non-exclusive territory ................................................................................................................3

7.    MINIMUM PERSONAL QUALIFICATIONS ......................................................................3
      No overlapping contracts .............................................................................................................3
      Initial training ..............................................................................................................................3
      Financial solvency .......................................................................................................................3
      Residency requirements ...............................................................................................................4
      Criminal records ..........................................................................................................................4
      Other businesses require prior approval ......................................................................................4
      Nonprofit corporation in good standing.......................................................................................4

8.    POLITICAL CONTRIBUTIONS ............................................................................................4

9.    DEPUTY REGISTRAR LIABILITY ......................................................................................4
      Security requirements ..................................................................................................................5

10.   INDEMNIFICATION ...............................................................................................................5
      Insurance and hold harmless........................................................................................................5

                                    Contract Table of Contents, page 1 of 3 (2011)
PROVISION                                                                                                                                     PAGE

11.   BOND REQUIREMENTS ........................................................................................................5

12.   COMPUTERS AND BMV-SUPPLIED EQUIPMENT .........................................................6

13.   INVENTORY .............................................................................................................................6

14.   OFFICE HOURS .......................................................................................................................6

15.   OFFICE MANAGEMENT .......................................................................................................6

16.   EMERGENCIES........................................................................................................................7

17.   EMPLOYEES ............................................................................................................................7
      Background checks ......................................................................................................................7
      Hiring, compensation and discipline ...........................................................................................7
      Bilingual employees ....................................................................................................................7
      Personnel policy...........................................................................................................................8
      Employee performance ................................................................................................................8
      Staffing levels ..............................................................................................................................8
      Roster of employees.....................................................................................................................8
      Training........................................................................................................................................8
      Equal opportunity ........................................................................................................................8
      Notice of equal opportunity .........................................................................................................9
      Equal opportunity in services ......................................................................................................9
      Avoidance of sexual harassment..................................................................................................9
      Withholding taxes and premiums ................................................................................................9
      FICA and FUTA ..........................................................................................................................9
      IRS rulings ...................................................................................................................................9
      Workers' Compensation ...............................................................................................................9
      Credit disclosure ..........................................................................................................................10

18.   BANKING REQUIREMENTS.................................................................................................10
      Prohibition against commingling.................................................................................................10
      Acceptance of checks...................................................................................................................10
      Effect of federal check clearing for the 21st Century Act ............................................................11

19.   CREDIT AND DEBIT CARDS. ...............................................................................................11

20.   TELEPHONE ACCESSIBILITY ............................................................................................12

21.   RECORD KEEPING.................................................................................................................12
      Records retention .........................................................................................................................12

22.   MINIMUM SITE CRITERIA ..................................................................................................12

23.   LEASE FILING .........................................................................................................................12

                                    Contract Table of Contents, page 2 of 3 (2011)
PROVISION                                                                                                                                        PAGE

24.   BUSINESS ENVIRONMENT ..................................................................................................12

25.   FACILITY STANDARDS.........................................................................................................13
      Facility maintenance ....................................................................................................................13
      Counters .......................................................................................................................................13
      Office furniture, equipment and supplies ...................................................................................13
      Special provision for certain BMV Controlled Sites ...................................................................13
      Signs.............................................................................................................................................13

26.   EVALUATION ..........................................................................................................................14
      Correction of deficiencies ............................................................................................................14

27.   LIQUIDATED DAMAGES ......................................................................................................14

28.   FIREARM, DEADLY WEAPON, AND DANGEROUS ORDNANCE
      PROVISIONS.............................................................................................................................15

29.   CLOSURE OF AGENCY UPON DEATH OR DISABILITY OF DEPUTY
      REGISTRAR..............................................................................................................................15

30.   TERMINATION BY DEPUTY REGISTRAR .......................................................................15

31.   TERMINATION BY REGISTRAR.........................................................................................15

32.   REMOVAL OF DEPUTY REGISTRAR ................................................................................15

33.   GOOD FAITH............................................................................................................................15

34.   START OF BUSINESS .............................................................................................................15

35.   AMENDMENT ..........................................................................................................................16

36.   GOVERNING LAW; SEVERABILITY .................................................................................16

37.   NO ASSIGNMENT....................................................................................................................16

38.   EFFECT OF FEDERAL REAL ID ACT ................................................................................16

39.   ANIMALS ON PREMISES ......................................................................................................16

40.   NO GIFTS OR TIPS TO BE ACCEPTED..............................................................................17

41.   ENTIRE CONTRACT ..............................................................................................................17


                                Contract Table of Contents, page 3 of 3 (2011)
                          APPENDIX 2.6
     2011 DEPUTY REGISTRAR CONTRACT TERMS AND CONDITIONS


1.   GENDER. It is understood by the parties that the deputy registrar may be referred to herein as
     "he," "she," or "it," or variations thereof, and that those references shall be construed as referring
     to the person appointed as a deputy registrar herein, whether that person be a natural person of
     the male gender or the female gender, or a nonprofit corporation.

2.   COMPLIANCE WITH LAWS. The parties acknowledge and agree that the position of deputy
     registrar is created by statute and the powers, authority, duties, and limitations set forth in the
     Ohio Revised Code and the Ohio Administrative Code are controlling. The deputy registrar
     agrees to comply with all applicable federal, state, and local laws in the conduct of the deputy
     registrar agency. The BMV intends to monitor, in particular, each deputy registrar’s compliance
     with the Americans with Disabilities Act (ADA) and the Equal Employment Opportunity (EEO)
     Act. The deputy registrar shall obtain a vendor's license and shall collect Ohio sales tax when
     required by law.

     Compliance requirements. The deputy registrar agrees to abide by the provisions of the RFP,
     the proposal, this Contract, the Deputy Registrar Manual, the requirements contained in
     directives from the BMV, and any other matter reasonably prescribed by the Registrar of Motor
     Vehicles (Registrar, herein).

3.   NATURE OF THE CONTRACT. This contract is in the nature of a non-exclusive, limited
     franchise contract. It is in the nature of a franchise contract because deputy registrars are
     authorized to perform governmental licensing functions on behalf of the Registrar and the State
     of Ohio and because deputy registrars are independent contractors and not employees of the
     State. The franchise is non-exclusive because there is no protected franchise territory and the
     Registrar may establish additional deputy registrar agencies at any time the Registrar deems it
     advisable. The franchise is limited because this contract terminates absolutely at the end of the
     contract term. The Revised Code may require the deputy registrar to provide certain services
     without charge. In consideration of the award of this contract, the deputy registrar agrees to
     provide those specified services without charge.

     Other competitive factors. The parties acknowledge that the BMV may continue to offer
     driver license, CDL, ID, vehicle registration, and other services at its Customer Service Centers,
     and will continue to offer vehicle registration and other services by mail and over the Internet
     (OPLATES). Pursuant to R.C. 4503.036, the BMV has established limited authority deputy
     registrars (LADRs). LADRs are certain Clerks of Courts and motor vehicle dealers who are
     authorized to process motor vehicle registrations at the time they are applying for or processing
     applications for certificates of title. These activities may affect the number of transactions
     conducted by deputy registrars.




                  Deputy Registrar Contract Terms and Conditions – 1 (2011)
4.   FEES TO BE CHARGED; CONSIDERATION. The deputy registrar shall charge those fees
     and only those fees, no more and no less, provided in the Ohio Revised Code for statutory
     services. The deputy registrar shall turn over all amounts as required to the BMV and shall
     retain the statutory service fees in consideration for services rendered as provided under this
     contract.

5.   SERVICES TO BE PERFORMED. The deputy registrar shall perform the duties prescribed
     for deputy registrars in the Ohio Revised Code, the Ohio Administrative Code, the RFP, the
     proposal, the Deputy Registrar Manual, directives from the Registrar via the Bureau of Motor
     Vehicles (BMV), and any other requirement prescribed by the Registrar. These duties shall
     include, but are not limited to: issuing drivers' licenses, commercial drivers' licenses, Ohio
     identification cards, motorcycle and moped licenses; issuing vehicle registrations; administering
     motor vehicle inspections; recording the willingness of applicants to make anatomical organ
     donations; making notations of durable powers of attorney and other health care instruments;
     conducting vision screening; conducting voter registration; collecting certain charitable
     donations; providing certain public information; collecting next of kin information; and other
     services as required by law or directed by the Registrar. Deputy registrars must be able to
     perform all license agency transactions. In instances where Clerks of Court, County Auditors, or
     nonprofit corporations are appointed as deputy registrars, the office manager must be able to
     perform all license agency transactions. BMV field staff will be authorized to conduct periodic
     testing to verify this proficiency. The parties acknowledge and agree that the duties of deputy
     registrars and the services to be performed may be changed during the term of this contract as
     necessary to comply with revised laws, administrative rules, or directives by the Registrar.

     Anatomical donations and health care instruments. As required by Ohio Revised Code
     Section 4507.06, the deputy registrar shall ask each person who is applying for a driver license
     and identification card whether the applicant wishes to certify willingness to make an anatomical
     donation and whether the applicant has executed a durable power of attorney for health care or
     an instrument regarding life-sustaining treatment.

     Charitable donations. The deputy registrar may be required to give customers an opportunity
     to donate, and collect donations, on behalf of certain charitable organizations as provided by
     statute.

     Voter registration. The deputy registrar shall comply with any voter registration rules adopted
     by the Registrar or the Ohio Secretary of State and shall offer voter registration services as
     prescribed by the Registrar. Voter registration services shall include new registrations, changes
     of address, and changes of name. The deputy registrar shall maintain an accurate record of the
     number of applications from persons eighteen years of age or older for drivers' licenses, permits,
     renewals, endorsements, or duplicates thereof, the number of voter registrations, changes of
     address and changes of name processed, and the number of applicants who declined any voter
     registration services.

     Selective Service Information. The deputy registrar shall comply with federal and Ohio laws
     and regulations governing the collection and reporting of Selective Service information.


                 Deputy Registrar Contract Terms and Conditions – 2 (2011)
     Temporary tags. The deputy registrar shall not issue any temporary thirty-day license tag
     except in strict compliance with the requirements of the Ohio Revised Code and the Registrar.

     Correspondence. The deputy registrar shall respond to all correspondence from the BMV
     within ten calendar days of receipt, or sooner if the circumstances dictate or if specifically
     requested by the BMV.

     Display of promotional materials. The deputy registrar shall display posters and brochures as
     authorized and directed by the Registrar in prominent locations so as to be readily visible to the
     public. The deputy registrar shall participate in special projects and promotions when authorized
     or requested by the Registrar.

6.   GEOGRAPHICAL AREA. The deputy registrar shall open and maintain the agency within the
     location specified and designated in the RFP and at the site approved by the Registrar and the
     Director of Public Safety (Director, herein). The deputy registrar shall not move the agency to
     another site without the advance written consent of the Registrar. The deputy registrar shall not
     open or maintain an office in violation of zoning laws or any other law or regulation or court
     order.

     Non-exclusive territory. The deputy registrar understands that there is no entitlement to an
     exclusive territory in that the Registrar has full statutory authority under Ohio Revised Code
     Section 4503.03(A) to determine the number of deputy registrars within the State of Ohio,
     including within the immediate area surrounding the site of the deputy registrar and has full
     statutory authority to appoint whomever the Registrar, with the approval of the Director, wishes,
     within the restrictions imposed by statute or administrative rule. The Registrar may also appoint
     limited authority deputy registrars as provided by statute and administrative rule.

7.   MINIMUM PERSONAL QUALIFICATIONS. The deputy registrar understands and agrees
     that no person shall operate a deputy registrar agency if he or she is serving in an elective public
     office either by election or appointment. This limitation does not apply to any Clerk of Courts in
     a county having a population of less than 40,000 or to any County Auditor. The deputy registrar
     understands and agrees that no person shall operate or control, directly or indirectly, more than
     one deputy registrar agency at a time, except that a nonprofit corporation formed for the
     purposes of providing automobile-related services to its members or the public, and a Clerk of
     Courts may operate at more than one location in accordance with applicable statutes and
     administrative rules.

     No overlapping contracts. The deputy registrar further understands and agrees that he or she
     will not be eligible to operate another deputy registrar agency if that contract term begins before
     the scheduled expiration date of this contract.

     Initial training. Newly appointed deputy registrars shall attend training sessions prescribed by
     the Registrar prior to the opening of the agency to assure that customer service is effectuated.

     Financial solvency. Continuation of this contract is contingent upon the deputy registrar's
     maintaining fiscal responsibility and financial solvency during the term of this contract. The
     deputy registrar shall comply with license agency self-reporting and other requirements specified
     within the Deputy Registrar Manual.

                  Deputy Registrar Contract Terms and Conditions – 3 (2011)
     Residency requirements. Prior to the award of a contract, the person appointed shall give
     evidence, satisfactory to the Registrar, that he or she is legally entitled to work in the United
     States of America. The deputy registrar shall establish his or her primary residence either in the
     county in which the deputy registrar agency is located or in an adjacent county within the State
     of Ohio. A contract may be awarded to a proposer who does not have his or her primary
     residence in the county or an adjacent county if the person agrees to move to a primary residence
     in the county or an adjacent Ohio county within ninety days after the award of a contract. As
     used herein, “primary residence” means a residence that meets all of the following: it is the place
     where the deputy registrar customarily lives; the one place that is the deputy registrar’s true,
     principal, and permanent home; and the place he or she intends to remain. A nonprofit
     corporation shall maintain a business address in the county where the agency is located. The
     Registrar may, after notice, terminate the contract of any deputy registrar who violates these
     provisions.

     Criminal records. No person shall be eligible to be a deputy registrar or deputy registrar
     employee or be able to continue in those capacities if the person has within the previous ten
     years been convicted of a crime punishable by death or imprisonment in excess of one year (a
     felony) or any crime involving dishonesty or false statement.

     Other businesses require prior approval. The deputy registrar agrees not to operate any other
     business or sell any other products or services on the deputy registrar premises without the prior
     written approval of the Registrar.

     Nonprofit corporation good standing. In the case of a deputy registrar that is a nonprofit
     corporation, the continuation of this contract is contingent upon the deputy registrar maintaining
     its good standing as a nonprofit corporation with the Ohio Secretary of State. If the corporation
     loses its good standing, it must report such fact within seventy-two hours to the Registrar.

8.   POLITICAL CONTRIBUTIONS. A deputy registrar shall comply annually with the
     provisions of Ohio Revised Code Section 4503.033, which requires deputy registrars to file a
     disclosure of political contributions annually, no later than January 31st of the year following
     each calendar year. This contract is contingent upon the deputy registrar's continuing
     compliance with the provisions of Ohio Revised Code Section 4503.03(B) and 4503.032 with
     regard to political contributions. If the deputy is a nonprofit corporation, it shall file a disclosure
     statement for the nonprofit corporation itself and a disclosure statement for its chief executive
     officer having responsibility for the deputy registrar agency.

9.   DEPUTY REGISTRAR LIABILITY. The deputy registrar shall be required to accomplish
     routine care of the equipment provided by the BMV, as prescribed by the manufacturer and the
     Registrar, in order to ensure that it continues in good working order. The deputy registrar shall
     be responsible for the cost of repairs to the equipment when damage is due to fault on his or her
     part or that of his or her employees. The deputy registrar shall be personally and strictly liable
     for the consignment value of all license plates, stickers, all other inventory, and State-owned
     equipment issued by the BMV.



                  Deputy Registrar Contract Terms and Conditions – 4 (2011)
      Security requirements. The deputy registrar is responsible for supplying equipment necessary
      to keep secure all BMV funds, equipment, inventory, and records. At minimum, each deputy
      registrar shall supply a safe or secure locking cabinet and an acceptable, off-site monitored
      reporting alarm system. The alarm system shall include a feature which automatically reports
      off-site if wires are cut or disconnected. The deputy registrar is responsible for assuring that all
      appropriate items are securely stored and locked and that the agency is secured and locked at all
      times the agency is not open for business. In addition, the following requirements will be
      imposed for license agency security: (1) install motion detectors in each room or space,
      including the records storage room; (2) install alarm contacts on all exterior points of entry and
      windows and also an alarm contact on the door to the records storage room; (3) install a
      minimum of one concealed alarm monitored panic/hold-up button under counters between every
      two computer terminals provided or, if approved by the Registrar, an alternate key fob activated
      panic/hold-up device; (4) each employee authorized to turn off the alarm system must have a
      unique security code; (5) the security alarm company must be able to provide reports to show by
      whom and when the alarm was turned on, turned off, and the time and location within the facility
      of any intrusion; (6) the security alarm company must automatically notify local law
      enforcement and the deputy registrar to respond if the alarm is set off; (7) all license agencies
      will provide a crosscut shredder to be made readily available to all customers for the destruction
      of any customer copies of records that contain personal information about the customer; and (8)
      all records that have exceeded the retention period must be shredded on-site. The BMV reserves
      the right to require more or less security measures where needed, including but not limited to
      monitored video surveillance.
10.   INDEMNIFICATION. The deputy registrar shall hold the Registrar, the Director of Public
      Safety, the Bureau of Motor Vehicles, the Department of Public Safety, and the State of Ohio
      harmless upon any and all claims for injuries or damages resulting in any way from the operation
      of the deputy registrar agency by the deputy registrar or the deputy registrar’s agents or
      employees.
      Insurance and hold harmless. The deputy registrar shall maintain during the entire term of his
      or her contract a policy of business liability, theft, and property damage insurance satisfactory to
      the Registrar and shall hold the Department of Public Safety, the Director of Public Safety, the
      Bureau of Motor Vehicles, and the Registrar harmless upon any and all claims for damages or
      losses arising out of the operation of the deputy registrar agency.
      The policy shall include coverage of at least $50,000.00 for BMV property with the Ohio BMV
      to be added as the second named insured or additional insured; minimum coverage of
      $250,000.00 and up to $750,000.00 for personal liability; and the Ohio BMV is to be notified
      immediately of any policy cancellation.
11.   BOND REQUIREMENTS. The deputy registrar shall maintain in full force and effect during
      the entire term of this contract the bond prescribed by the Registrar pursuant to Ohio Revised
      Code Section 4503.03(G). The bond shall be on a form prescribed by the Registrar. The amount
      of the bond shall be $25,000. Clerks of Court and County Auditors may be permitted to fulfil1
      the bond requirement by including the BMV onto an existing county bond as an additional
      insured so long as the county bond sufficiently protects the State, ODPS, and BMV from any
      acts of dishonesty by the deputy registrar and any or all of the deputy registrar’s employees.


                   Deputy Registrar Contract Terms and Conditions – 5 (2011)
      The Registrar may adjust the amounts of the bond if there is good cause to do so. However, the
      amount of the bond shall not be increased during the term of this contract. The bond shall be
      purchased by the deputy registrar naming the State of Ohio, Department of Public Safety
      (ODPS), Bureau of Motor Vehicles (BMV), as the bondholder, insured, or additional insured, on
      the bond itself, in a rider or in an add-on. The bond shall protect the State, ODPS, and BMV
      from any acts of dishonesty by the deputy registrar and any or all of the deputy registrar’s
      employees. Any delinquency, default, or cancellation of bond coverage shall be reported
      immediately by the bonding company to the Bureau of Motor Vehicles, Office of Field Services,
      P.O. Box 16520, Columbus, Ohio 43216-6520.

12.   COMPUTERS AND BMV-SUPPLIED EQUIPMENT. The BMV shall supply the deputy
      registrar with the necessary computers and related equipment, including a camera and printers,
      necessary to process and produce driver license applications, driver licenses, commercial driver
      licenses, identification cards, and motor vehicle registrations. The computers and related
      equipment remain the property of the BMV and shall be surrendered upon the termination of this
      contract, whether by expiration or at the instance of the Registrar or of the deputy registrar. The
      deputy registrar shall cooperate in having the equipment returned to the Registrar at the
      Registrar's request.

13.   INVENTORY. The BMV also supplies inventories of license plates, validation and county
      stickers, and many of the forms necessary to transact BMV business. The deputy registrar is
      responsible to order and maintain adequate, but not excessive, inventories of all items necessary
      to efficiently serve the needs of the deputy registrar’s customers. The BMV will adopt inventory
      ordering and delivery schedules and will pay the transportation expenses for all scheduled
      deliveries. The BMV may charge, and the deputy registrar shall pay, for additional
      transportation, delivery, or transfer charges caused by the deputy registrar ordering too much or
      too little inventory.

14.   OFFICE HOURS. The deputy registrar shall maintain the business operating hours as required
      by Ohio Revised Code Section 4503.03(D), the Ohio Administrative Code, and as directed and
      approved by the Registrar. The deputy registrar shall open the agency for other extended hours
      when the Registrar deems that they are necessary. No agency shall close for lunch. The deputy
      registrar shall post the agency's hours of operation conspicuously at the front door of the agency.
      The deputy registrar shall submit to the Registrar in writing any proposed closing, other than a
      termination of the operation of the agency, at least ten calendar days in advance. Any such
      closing is subject to prior written consent of the Registrar. In cases of emergency, the Registrar
      may waive the ten-day notice requirement.

15.   OFFICE MANAGEMENT. The deputy registrar shall appoint a full-time office manager, who
      shall be either the deputy registrar himself or herself or a full-time employee with responsibility
      for management of the agency. The office manager shall be regularly scheduled, and shall work
      at least thirty-six (36) hours per week during regular business hours. The deputy registrar shall
      also designate an assistant office manager who shall supervise the agency in the absence of the
      deputy registrar and the full-time office manager. The deputy registrar shall be on duty at the
      deputy registrar agency at least twenty (20) hours per week, regularly scheduled, during regular
      business hours. This twenty-hour requirement does not apply to nonprofit corporations, County
      Auditors, or Clerks of Court.

                   Deputy Registrar Contract Terms and Conditions – 6 (2011)
16.   EMERGENCIES. The deputy registrar shall keep the BMV informed in writing of his or her
      primary residence address and telephone number where the deputy registrar may be contacted in
      the event of an emergency. The deputy registrar shall provide the same information with regard
      to the full-time office manager. The deputy registrar shall promptly notify the BMV of any
      changes in the above information.

17.   EMPLOYEES. The parties understand and agree that the deputy registrar is an independent
      contractor and that any employees engaged by the deputy registrar are employees of the deputy
      registrar and not employees of the Bureau of Motor Vehicles or the State of Ohio. The deputy
      registrar agrees that all employees employed in operation of the deputy registrar agency shall be
      paid at a rate of not less than the state or federal minimum wage rates, whichever is higher,
      regardless of whether those minimum wages would otherwise apply to the deputy registrar's
      employees.

      Background checks. The deputy registrar shall obtain, at the deputy registrar’s own expense,
      background checks of all of the deputy registrar’s employees who have not had background
      checks within the twelve months immediately preceding the start of the contract. No employee
      or prospective employee shall be authorized to conduct any deputy registrar transaction, unless a
      background report is on file for that person in compliance with this paragraph. The background
      report shall include, at minimum, a check from the Ohio Bureau of Criminal Identification and
      Investigation (BCII). The Ohio (BCII) criminal background report shall be obtained
      electronically through the WebCheck system operated by the Attorney General of Ohio. If there
      is reasonable cause to do so, the Registrar or deputy registrar may require any deputy registrar
      employee to submit conviction reports from federal or local law enforcement agencies or courts.
      The deputy registrar shall not hire or retain any employee who fails to cooperate in obtaining the
      required background checks, or who has been convicted within the past ten years of a crime
      punishable by death or imprisonment in excess of one year (any felony), or any crime involving
      dishonesty or false statement.

      Hiring, compensation and discipline. The deputy registrar shall be responsible for hiring all
      necessary employees for the agency and shall staff the agency at levels as prescribed by the
      Registrar. The deputy registrar shall compensate all employees in accordance with the law, the
      Ohio Administrative Code, and his or her proposal. The deputy registrar shall do hiring,
      promoting, disciplining, and firing on the basis of state and federal laws, rules, and regulations.
      Persons under 18 years of age are not permitted to work in deputy registrar license agencies.

      Bilingual employees. In locations where the deputy registrar serves a substantial limited
      English speaking population, the deputy registrar shall make every reasonable effort to employ
      bilingual employees who are fluent in English and the predominant language of the limited
      English speaking population in that area.




                   Deputy Registrar Contract Terms and Conditions – 7 (2011)
Personnel policy. The deputy registrar shall adopt, maintain, and enforce during the entire term
of this contract a comprehensive written personnel policy which shall include, at minimum,
provisions for: (1) employee hiring, including provisions for hiring employees experienced in
deputy registrar agency employment; (2) equal employment opportunity (EEO) compliance
provisions; (3) staff training, including attendance at training offered by the BMV; (4) additional
staff training to be offered by the deputy registrar to his or her employees; (5) periodic
evaluation of employee performance; (6) a disciplinary plan including a list of grounds for
discipline and dismissal; (7) a plan for progressive discipline; and (8) a specific dress code,
including a list of acceptable attire and a list of unacceptable attire. The personnel plan shall
also include any fringe benefits offered to employees. The deputy registrar shall impose
discipline in accordance with the personnel policy.

Employee performance. It is the deputy registrar’s responsibility that his or her employees
perform the duties of their employment and that they be knowledgeable in applicable laws and
regulations pertaining to the operation of the deputy registrar agency, and that they perform their
duties in a competent and efficient manner. The deputy registrar shall be responsible for the acts
or failure to act of his or her employees.

Staffing levels. During periods of high volume, the deputy registrar shall have all terminals
within the agency fully staffed. The deputy registrar shall maintain staffing at the rate prescribed
by the Registrar based upon the number of transactions. Minimum weekly staff hours are set
forth in RFP Section 1.5, Agency Specifications. The deputy registrar shall adopt record
keeping procedures sufficient to ensure BMV representatives that staffing requirements are fully
met. The deputy registrar shall adopt procedures to provide direct customer assistance to ensure
that customers standing in line have proper documentation for their intended transactions. The
deputy registrar shall have a notary public on duty at all times during the business hours of the
agency.

Roster of employees. The deputy registrar shall provide the BMV, on a continuing basis, with a
roster containing the names, addresses, dates of birth, home telephone numbers and working
hours of all the deputy registrar's employees.

Training. The deputy registrar and the employees of the deputy registrar shall attend all training
sessions as prescribed by the Registrar. The deputy registrar shall pay the employees’ wages,
travel and meal expenses for attendance at training sessions unless provided by the BMV.

Equal opportunity. In carrying out this contract, the deputy registrar shall not discriminate
against any employee or applicant for employment on the basis of race, creed, color, national
origin, religion, sex, handicap or age, or any other basis which would be illegal under state or
federal law, regulation, or rule. The deputy registrar shall ensure that applicants are hired, and
that employees are treated during employment, without regard to the bases listed above. Such
action shall include but not be limited to the following: employment, advertising, layoff or
termination, rates of pay or other forms of compensation, and selection for training.




             Deputy Registrar Contract Terms and Conditions – 8 (2011)
Notice of equal opportunity. The deputy registrar shall post in conspicuous places available to
all employees and applicants for employment, notices setting forth the provisions of this
nondiscrimination clause. The deputy registrar shall in all solicitations or advertisements for
employees placed by or on his or her behalf, state that all qualified applicants will receive
consideration for employment without regard to race, creed, color, national origin, religion, sex,
handicap or age. Failure to hire qualified minorities in accord with Federal Equal Employment
Opportunity (EEO) laws shall be grounds to terminate this contract.

Equal opportunity in services. The deputy registrar shall offer services to members of the
public without regard to race, creed, color, national origin, religion, sex, handicap or age, and
shall not discriminate in the provision of services.

Avoidance of sexual harassment. The deputy registrar shall adopt and enforce a policy which
prohibits sexual harassment in any form or manner. The deputy registrar immediately shall
notify the Registrar in writing whenever there is any allegation of sexual harassment, whether or
not there is any foundation for the allegation.

Withholding taxes and premiums. The deputy registrar accepts full responsibility for the
payment of all unemployment compensation premiums, all workers' compensation premiums,
social security contributions and any and all taxes for which he or she is legally responsible. The
deputy registrar shall comply with all applicable federal, state, and local laws regulating the
withholding of income taxes or other taxes from the employees' paychecks.

FICA and FUTA. With regard to federal taxes, namely, FICA (which stands for Federal
Insurance Contributions Act and refers to social security and Medicare), and FUTA (which
stands for the Federal Unemployment Tax Act), the parties acknowledge that employees of
individual deputies as of July 1, 1991, are subject to FICA (social security and Medicare), due to
Public Law 101-508, 26 U.S.C. 1133.2(b)(3). This federal law mandates that employees not
under a state retirement system are automatically subject to full FICA (social security and
Medicare). The parties understand that employees of individual deputy registrars are exempt
from FUTA at this time.

IRS rulings. The parties acknowledge that these understandings are based upon rulings by the
Internal Revenue Service (IRS), wherein the IRS determined, for federal employment tax
purposes only, that the deputy registrar employees are considered state employees, and as such,
are exempt from FUTA. The parties agree to abide by the ruling regarding FUTA only during
the period that it is valid and controlling. If, however, there are any changes to federal laws or
regulations which would require payment of FUTA or of any other federal employment tax by
the deputy registrar on behalf of his or her employees, the deputy registrar shall pay all such
federal employment taxes and shall indemnify and hold the BMV harmless on any liability for
the same.

Workers' compensation. The deputy registrar shall apply for a workers' compensation risk
number in the deputy registrar's name, shall pay all premiums, claims, and expenses incurred for
the deputy registrar's employees and shall indemnify and hold the BMV harmless on any liability
for the same.



             Deputy Registrar Contract Terms and Conditions – 9 (2011)
      Credit disclosure. The deputy registrar may require license agency employees to provide
      disclosure of credit information only within strict accordance with the provisions contained in
      the The Fair Credit Reporting Act.

18.   BANKING REQUIREMENTS. Pursuant to R.C. 4503.10, the registrar, subject to the
      approval of the Director, may designate a local bank or depository for deposit of all State funds.
      Where the Registrar has designated a local bank or depository, the deputy registrar shall deposit
      all State moneys collected by the deputy registrar into that bank or depository to the credit of the
      "State of Ohio, Bureau of Motor Vehicles" not more than one business day after their collection.
      The deputy registrar shall comply with the provisions of the Ohio Revised Code, the Ohio
      Administrative Code, this contract, the Deputy Registrar Manual, and any directives from the
      Registrar in the collection, deposit, and reporting of, and accounting for, all State moneys.

      The deputy registrar shall on a daily basis: have a bank teller or official verify each deposit form;
      transmit sales data and deposit information by computer terminal to the BMV; and prepare and
      submit daily deposit forms, together with all documentation prescribed by the Registrar. If the
      Registrar does not designate a local bank or depository, the deputy registrar shall establish an
      account in a bank or depository located in the State of Ohio. The account shall meet all
      requirements prescribed by the Registrar. If the account does not meet those requirements, the
      Registrar may require the deputy registrar to establish a new account in an approved financial
      institution which meets all requirements prescribed by the Registrar. The deputy registrar shall
      notify the Registrar in writing at least thirty days prior to changing the depository bank for the
      State demand account. Such change shall be made by the deputy registrar only with the advance
      written consent of the Registrar.

      Prohibition against commingling. The moneys collected by the deputy registrar on behalf of
      the State shall be deposited into the State account. The deputy registrar shall maintain a separate
      account for all other funds and shall not commingle State funds with funds from any other
      account.

      Acceptance of checks. The deputy registrar shall accept personal and business checks only if
      made payable to Ohio Treasurer of State in payment for motor vehicle registrations, driver
      licenses, commercial driver licenses and identification cards, and in payment of the statutory fees
      associated with those transactions, in a manner prescribed by the Registrar. If a check is made
      payable to Ohio Treasurer of State, and is received in strict compliance with the procedures
      prescribed by the Registrar, the BMV shall accept liability for the check. In such case, the
      deputy registrar shall not accept payment for any check returned for insufficient funds, but shall
      refer the matter to the BMV for collection. If the check is not received in strict compliance with
      the regulations prescribed by the Registrar, the deputy registrar shall be liable for any check
      returned for insufficient funds or any other dishonor.




                      Deputy Registrar Contract Terms and Conditions – 10 (2011)
      Effect of federal check clearing for the 21st Century Act. The parties acknowledge that
      Congress has passed a federal law commonly known as the Check 21 Act. To comply with this
      act, banks may start requiring that all checks be imaged and electronically deposited to the
      account instead of depositing the paper checks. This would require the deputy registrar to scan
      all checks received each business day and submit an electronic batch file to the bank, and secure
      the original paper checks on site for a minimum of fourteen business days before they can be
      destroyed. The BMV and the deputy registrars may be required to comply with the mandated
      changes. It is unknown what all of the requirements on the BMV or the deputy registrar would
      be if banks require that checks be imaged and transmitted electronically. The BMV and the
      deputy registrar agree to cooperate to accomplish any changes in a mutually beneficial way to
      the extent it is practical to do so.

19.   CREDIT AND DEBIT CARDS. The deputy registrar shall process credit cards and debit cards
      in accordance with the proposal submitted by the deputy registrar and in accordance with the
      following three (3) standards.

      Option 1. No acceptance of credit and debit cards. If the deputy registrar’s proposal did not
      include provisions for the acceptance of credit cards and debit cards, the deputy registrar shall
      not be required to accept credit cards or debit cards unless the General Assembly enacts
      legislation or the Registrar adopts administrative rules requiring the acceptance of said cards. In
      either case, this contract may be amended to provide for acceptance in accordance with the
      legislation or rule.

      Option 2. Acceptance of credit and debit cards by use of a deputy registrar supplied
      automated teller machine (ATM). If the deputy registrar’s proposal included acceptance of
      credit cards and debit cards through the use of a deputy registrar supplied ATM, the deputy
      registrar shall offer those services throughout the term of the contract unless the General
      Assembly enacts legislation or the Registrar adopts administrative rules governing the
      acceptance of credit cards and debit cards. The BMV shall not pay any costs whatsoever in
      connection with the use of the deputy registrar’s ATM system. The customers of the deputy
      registrar and the BMV shall not pay any additional fees or expenses except in full compliance
      with all state and federal laws, including the Truth in Lending Act.

      Option 3. Acceptance of credit and debit cards over-the-counter at the deputy registrar
      agency. If the deputy registrar’s proposal included acceptance of credit cards and debit cards
      over-the-counter at the deputy registrar agency, the deputy registrar shall offer those services
      throughout the term of this contract unless the General Assembly enacts legislation or the
      Registrar adopts administrative rules governing the acceptance of credit cards and debit cards.
      The BMV shall not pay any costs whatsoever in connection with the use of the deputy registrar’s
      over-the-counter system. The customers of the deputy registrar and the BMV shall not pay any
      additional fees or expenses except in full compliance with all state and federal laws, including
      the Truth in Lending Act.




                  Deputy Registrar Contract Terms and Conditions – 11 (2011)
20.   TELEPHONE ACCESSIBILITY. The deputy registrar shall maintain sufficient business
      telephone lines and adequate personnel to meet the demands of the agency. The deputy registrar
      must establish and maintain a listing in the local business white pages in accordance with
      instructions prescribed by the Registrar. The deputy registrar shall notify the Registrar in writing
      at least thirty days prior to any proposed change in the agency's phone number. Such change
      may be made only with the advance written consent of the Registrar.

      The deputy registrar shall make his or her office telephone number available to the BMV or to
      any successor deputy registrar, if requested by the BMV, and also cooperate in having telephone
      calls forwarded through the telephone company if the successor deputy registrar has a different
      telephone number. The deputy registrar agrees to pay reasonable damages to the BMV and any
      successor deputy registrar for failure to comply with this paragraph.

21.   RECORD KEEPING. The deputy registrar shall maintain records and make them available to
      BMV representatives for inspection sufficient to show that the deputy registrar has complied
      with the requirements of this contract.

      Records retention. Pursuant to R.C. 4501.021, the Registrar shall determine the methods for
      obtaining, collecting, recording, and maintaining the records of the deputy registrars that pertain
      to driver's or commercial driver's licenses, identification cards, and vehicle registrations,
      including photographic or digitalized images, and electronic or digitalized signatures. The
      registrar may choose methods including paper, film, digital or other electronic media, or any other
      media that reasonably allows for recording, maintaining, and retrieving the records in a reliable
      manner, and the deputy registrar shall conform to those methods. Each deputy registrar shall
      retain copies of all records and transactions performed for the BMV in accordance with methods
      and retention periods prescribed by the Registrar.

22.   MINIMUM SITE CRITERIA. This contract is contingent upon the deputy registrar's
      maintaining in force during the entire contract period a lease or sublease that extends, by its
      terms, to the end of the contract period or ownership of the premises, and upon the deputy
      registrar's remaining at the site agreed to at the time of the contract award, subject to the advance
      written consent of the Registrar allowing the deputy registrar to move to a new site. The deputy
      registrar shall maintain a clean, orderly, and well-lit place of business. The deputy registrar shall
      provide adequate parking for customers, including disability parking, as prescribed by the
      Registrar. The deputy registrar shall provide accessibility to individuals with disabilities, an
      adequate waiting area, adequate air conditioning, heating, ventilation, lighting and restroom
      facilities for employees. The entire deputy registrar premises shall be smoke-free. The site shall
      be in compliance with the (federal) Americans with Disabilities Act, Public Law 101-336, 42
      U.S.C. Section 12101, et seq., as amended.

23.   LEASE FILING. The deputy registrar shall keep on file with the BMV at all times a copy of
      the current lease.

24.   BUSINESS ENVIRONMENT. The deputy registrar shall provide a clean, healthy business
      environment and a friendly and efficient driver licensing and vehicle registration service to all
      patrons, as well as information on optional mail-in vehicle registration, date-of-birth registration,
      and all highway and public safety promotions.


                  Deputy Registrar Contract Terms and Conditions – 12 (2011)
25.   FACILITY STANDARDS. The deputy registrar shall maintain, in accordance with the
      requirements prescribed by the Registrar, climate control, adequate restroom facilities, a security
      plan for the safety of the agency's employees and patrons, agency accessibility, and a facility
      maintenance plan. The deputy registrar shall comply with all applicable Ohio Building Code
      requirements and the Americans with Disabilities Act (ADA) when constructing or remodeling
      the deputy registrar agency.

      Facility maintenance. The deputy registrar shall adopt an acceptable facility maintenance plan
      and shall be responsible for assuring that the interior and exterior of the deputy registrar agency
      premises are maintained in a clean, safe, and attractive condition at all times. The facility
      maintenance plan shall, at minimum, provide that any carpeting and/or flooring be professionally
      cleaned as needed and no less than once per year and that the walls be maintained at all times
      and be repainted at least once during the term of the contract.

      Counters. The deputy registrar is responsible for providing counters to accommodate the BMV
      supplied equipment to serve customers in a convenient manner, and to accommodate the
      efficiency and comfort of the deputy registrar's employees.

      Office furniture, equipment and supplies. The deputy registrar is responsible for providing all
      office equipment and supplies except the computers and the BMV-supplied equipment and
      inventory. The deputy registrar is responsible for providing all office furniture for both
      employees and customers (desks, chairs, tables, etc.), office equipment (typewriter, calculators,
      file cabinets, trash receptacles, shelving, etc.), a copy machine, a document cross-cut shredder,
      and a fax machine (or a machine capable of both), a safe or secure locking cabinet, and office
      supplies necessary to operate the deputy registrar agency. The Registrar may adopt, and require
      the deputy registrar to maintain, standards for the furnishing of the agency sufficient to assure
      the comfort and safety of customers and employees.

      Special provisions for certain BMV Controlled Sites. For certain BMV Controlled Sites, the
      BMV may make arrangements for the installation of the alarm system, the construction or
      modification of counters, the installation or modification of signs, any other mandatory
      equipment, and any or all equipment or furnishings required to ensure the comfort of customers
      and employees. The deputy registrar shall either pay for any such improvements or shall
      reimburse the BMV for any such improvements at the BMV's actual costs, usually on an
      amortized basis, and shall be responsible for maintaining those improvements during the term of
      the contract.

      Signs. The deputy registrar shall ensure that the agency is well marked, with adequate signs to
      enable potential patrons to locate the agency conveniently. The signs identifying the deputy
      registrar agency shall be sufficient to identify the agency, shall comply with all applicable
      zoning requirements, and shall include at least one outside sign. Sign specifications and
      provisions are contained within the Deputy Registrar Manual. The Registrar may change these
      specifications from time to time, and the deputy registrar shall comply with any changes in
      specifications.




                  Deputy Registrar Contract Terms and Conditions – 13 (2011)
26.   EVALUATION. The deputy registrar shall make available for review by the Director, the
      Registrar, or the Auditor of State or their designated representatives the records and files of all
      transactions pertaining to BMV business. This review may be performed at the deputy registrar's
      agency or at any other place to be determined by the Director or Registrar.

      Correction and deficiencies. The Registrar shall appoint persons to evaluate the operation of
      the deputy registrar agency on a continuing basis to assure continuing compliance. The deputy
      registrar agrees to correct any deficiencies at the earliest reasonable time. The deputy registrar
      understands and agrees that, depending on the severity of any problems that may be found to
      exist, this contract or eligibility for any further contract to operate a deputy registrar agency may
      be dependent upon the deputy registrar complying with his or her duties under this Contract, the
      Ohio Revised Code, the Ohio Administrative Code, the RFP, the Deputy Registrar Manual,
      communications from the BMV, and any other matter prescribed by the Registrar.

27.   LIQUIDATED DAMAGES. Since any actual damages that may be incurred by the
      Department of Public Safety and the BMV as a result of the deputy registrar's failure of
      performance or default may be difficult to ascertain, the Registrar may require the payment of
      liquidated damages by the deputy registrar. The payment of liquidated damages may be required
      for any material failure of performance, or default, in the amount of fifty dollars per day for each
      terminal assigned to the agency. "Material failure of performance," or "default," as used in this
      paragraph, includes: (1) an unsatisfactory score on any evaluation performed by a designee of
      the Registrar; (2) a failure of performance of the deputy registrar's obligations described in the
      applicable paragraphs of the Ohio Administrative Code; (3) any ground that would justify
      termination of this contract for cause; or (4) any ground that would justify disqualification of a
      proposer to be awarded a contract. The BMV shall provide written notice of default to the
      deputy registrar. Such notice shall specify a reasonable time, not less than seventy-two hours
      from receipt of written notice, to cure the default. Service of written notice is complete upon its
      delivery to the deputy registrar personally or to the agency. If it is delivered to the agency, the
      time to cure begins to run immediately, provided that the agency is open or is scheduled to be
      open; otherwise, it begins to run when the agency next opens or is next scheduled to open.

      If the default is not cured by the deadline, the deputy registrar shall immediately begin to pay
      liquidated damages each day, and shall continue to pay each day until the day that the deputy
      registrar and the Registrar agree that the default has been cured. The Registrar may grant an
      extension of the deadline to cure. The deputy registrar agrees that liquidated damages are not
      required as a penalty, but as compensation to the BMV. The BMV's exercise of its rights under
      this paragraph is in addition to all other rights and remedies. Neither the Registrar's use or
      waiver of the BMV's rights under this paragraph shall constitute a waiver by the Registrar of any
      other term of this contract.




                  Deputy Registrar Contract Terms and Conditions – 14 (2011)
28.   FIREARM, DEADLY WEAPON, AND DANGEROUS ORDNANCE PROVISIONS. The
      125th Ohio General Assembly has adopted House Bill (H.B.) 12, effective April 8, 2004, which
      permits certain persons to obtain a license and to carry a concealed handgun under certain
      circumstances. Even with this license, the law prohibits licensees from carrying concealed
      handguns in certain facilities and places. In accordance with this statute and other provisions of
      the Revised Code, the Registrar requires each deputy registrar to post a sign in a conspicuous
      place on or near all of the agency entrances stating that it is illegal to carry a firearm, deadly
      weapon, or dangerous ordnance anywhere on the agency premises. The Registrar will provide
      an appropriate sign or signs to all deputy registrars. The Registrar will also provide specific
      instructions and training to the deputy registrars regarding the applicable provisions of the law
      and the posting of the signs.

29.   CLOSURE OF AGENCY UPON DEATH OR DISABILITY OF DEPUTY REGISTRAR.
      The deputy registrar shall appoint an employee whose duty it shall be to notify the Registrar
      within twenty-four hours in case of the death, disability, incarceration, or unavailability of the
      deputy registrar. The operation of the deputy registrar agency shall cease upon the death,
      disability, incarceration exceeding seventy-two hours, or unavailability of the deputy registrar,
      and shall not reopen until such time as the Registrar appoints an interim deputy registrar or a
      new deputy registrar.

30.   TERMINATION BY DEPUTY REGISTRAR. The deputy registrar may terminate this
      contract only by giving ninety days' written notice to the Registrar. Such a notice shall not
      operate to make the deputy registrar eligible to enter into any other deputy registrar contract
      whose term begins before the term of this contract is scheduled to end. The deputy registrar
      agrees that he or she will not cease to conduct his or her business until adequate arrangements
      have been made by the Registrar and the Registrar agrees to the arrangements in writing.

31.   TERMINATION BY REGISTRAR. The Registrar shall, with the approval of the Director,
      terminate this contract and immediately remove the deputy registrar if the deputy registrar
      violates any provision of the Ohio Revised Code related to his or her duties as a deputy registrar,
      any rule adopted by the Registrar, or any term of this contract.

32.   REMOVAL OF DEPUTY REGISTRAR. The Registrar may, with the approval of the
      Director, remove a deputy who, in the opinion of the Registrar, has engaged in any conduct that
      is either unbecoming of one representing the State or is inconsistent with the efficient operation
      of the deputy registrar agency.

33.   GOOD FAITH. The deputy registrar agrees to act in good faith in the performance of all
      obligations under this contract.

34.   START OF BUSINESS. The deputy registrar shall have all office equipment, supplies, and
      inventory in place, and shall have all employees properly trained, and shall have the deputy
      agency open for business no later than 8:00 a.m. on the first day of the contract period (Sundays
      excepted).




                  Deputy Registrar Contract Terms and Conditions – 15 (2011)
35.   AMENDMENT. This contract may be amended only by a written instrument executed by both
      parties with the same formality as this contract.

36.   GOVERNING LAW; SEVERABILITY. This contract shall be governed by and construed in
      accordance with the laws of the State of Ohio. If any provision of this contract is declared
      unconstitutional or legally deficient in any other respect, all remaining provisions of this contract
      shall be severable and shall remain in full force and effect.

37.   NO ASSIGNMENT. The deputy registrar shall not assign this contract at any time, in whole or
      in part, nor any of the deputy registrar's responsibilities, without the advance written consent of
      the Registrar. Any such attempt to assign this contract shall be void.

38.   EFFECT OF FEDERAL REAL ID ACT. The parties acknowledge that Congress has passed
      a federal law commonly known as the Real ID Act. If Ohio chooses to comply with the Real ID
      Act, it will affect significantly the way the Registrar and deputy registrars process and issue
      driver licenses, commercial driver licenses (CDLs), and state identification (ID) cards. Changes
      may include additional security requirements, additional document handling procedures, and
      other requirements, possibly including central issuance of some or all driver licenses, CDLs, and
      ID cards by the BMV. The BMV and the deputy registrar agree to cooperate to accomplish any
      changes in a mutually beneficial manner to the extent it is practical to do so.

39.   ANIMALS ON PREMISES. Neither the deputy registrar nor any deputy registrar employee
      shall keep a pet or animal of any kind on the agency premises. This prohibition does not apply
      to “assistance dogs,” “guide dogs,” “hearing dogs,” “service dogs,” dogs assisting law
      enforcement, other recognized “assistance animals,” or aquatic life contained in a well-
      maintained aquarium. The previously listed dogs are defined as follows:

      "Assistance dog" means a guide dog, hearing dog, or service dog that has been trained by a
      nonprofit special agency.

      "Guide dog" means a dog that has been trained or is in training to assist a blind person.

      "Hearing dog" means a dog that has been trained or is in training to assist a deaf or hearing-
      impaired person.

      "Service dog" means a dog that has been trained or is in training to assist a mobility-impaired
      person.




                  Deputy Registrar Contract Terms and Conditions – 16 (2011)
40.   NO GIFTS OR TIPS TO BE ACCEPTED. To avoid even the appearance of impropriety; and, to
      ensure independent contractor deputy registrars, their employees (full or part-time), and any
      independent contractors working for them who provide service(s) to any BMV customer shall
      refrain from and are hereby prohibited from: accepting any money tips, gifts, services, or
      anything of value for themselves, or exchanging anything of value whether on their behalf or
      where directed to their family members or friends from their deputy registrar customers.

      Anything of value shall include but not be limited to: money, bonds, money tips, checks, gifts of
      goods or services, special privileges, tickets, coupons, samples, exchanging of anything of value,
      demo products, services or the like.

41.   ENTIRE CONTRACT. This contract incorporates by reference the Ohio Revised Code, the
      Ohio Administrative Code, the RFP, the deputy registrar's proposal, the Deputy Registrar
      Manual, directives from the Registrar via the BMV, as well as any other matter prescribed by the
      Registrar or the BMV. This contract, along with those items mentioned directly above constitute
      the entire contract between the parties. In case of any inconsistency among the above mentioned
      items, the inconsistency shall be resolved by giving preference to these items in the following
      order: the Ohio Revised Code, the Ohio Administrative Code, this Contract, the RFP, the
      Deputy Registrar Manual, directives from the Registrar via the BMV, any other matter
      prescribed by the Registrar or the BMV, and the deputy registrar's proposal. No officer,
      employee, or agent of the parties is authorized to make any representation, warranty, or promise
      not contained in one of the above mentioned documents.


 NOTE: KEEP THIS ENTIRE RFP DOCUMENT. IF YOU ARE AWARDED A
       CONTRACT, IT FORMS THE TERMS OF YOUR RIGHTS,
       AUTHORITY, DUTIES, AND OBLIGATIONS.




                          End of 2011 Deputy Registrar Terms and Conditions

				
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