35613 EVR 2.0 SOW_Final.docx

EXHIBIT A STATEMENT OF WORK (SOW)

PART I. DEFINITIONS

1. “Administrative Amendment” means minor amendments, administrative by nature, used to document agreements between an EVR Service Provider and DMV.

2. “Account” means a separate bank account established by an EVR Service Provider in a depository currently qualified pursuant to ORS 295.005, 295.015 and 295.025 to 295.165.

3. “Agency” means Oregon Department of Transportation.

4. “ACH” means Automated Clearing House.

5. “APM” means Agency Project Manager. Agency, in this case is the assigned DMV Project Manager.

6. “Authorized User” means an individual who is authorized, pursuant to the provisions of this agreement and procedures adopted by the EVR Service Provider and DMV in furtherance of this Contract, to access Vehicle Records or to perform Vehicle Transaction Services electronically.

7. “Banking Day” means any day on which the financial institutions substantially conduct the banking functions necessary for a transaction related to EVR Program, including transfers of funds between banking institutions.

8. “Central Issuance Facility” or “CIF” means the EVR Service Provider’s secured centralized inventory storage and distribution facility located within the borders of the State of Oregon.

9. “Counter Date” means the date the transaction is accepted by DMV or an EVR Service Provider for processing.

10. “Counter Number” is the number assigned to a DMV unit or EVR Service Provider used for associating and tracking DMV transactions processed by that entity.

11. “Customer” means any individual or business applying for or receiving services from DMV or a DMV EVR service provider.

12. “Deliverable” means any item or task that EVR Service Provider must complete or deliver under this Contract.

13. “DMV” means the Oregon Department of Transportation Driver and Motor Vehicle Services Division.

14. “DMV Fees” means all fees due to the State as required to process DMV transactions.

15. “DMV Proprietary Marks” means all copyrights, trademarks, service marks, label designs, product identifications, artwork and other symbols and devices associated with DMV or Program.

16. “DMV System” means Oregon’s system of record for vehicle records, which maintains vehicle record data, provides appropriate record access, processes vehicle transactions, and is integrated with Oregon’s driver system of record.

17. “EFT” means Electronic Funds Transfer.

18. “EVR” means Electronic Vehicle Registration.

19. “EVR Account Holder” means a qualifying business that meets criteria in Part II, Exhibit A, Attachment D of this Contract and receives services from an approved EVR Service Provider.

20. “EVR Program” means the administrative and technical policies, processes, procedures, and the associated information technology, that direct how EVR Service Providers and Participating EVR Account Holders to provide vehicle related services, from their business location via EVR System.

21. “EVR Service Provider” means a business contracted to provide electronic vehicle related services to qualifying account holders on behalf of DMV. The EVR Service Provider is referred to as the “Contractor” in the Contract.

22. “EVR System” means EVR Service Provider’s dedicated computer hardware and software system capable of interfacing with the DMV System to allow (i) processing of EVR Account Holder transactions related to Vehicle Records as described in this Agreement, and (ii) transfer of DMV Fees from Participating EVR Account Holders to DMV, and (iii) inquiries against, and updates to Vehicle Records.

23. “FTP” means File Transfer Protocol, which is in the Internet suite of protocols, an application layer protocol that uses TCP and Telnet services to transfer bulk-data files between machines or hosts.

1. FTP includes functions to log onto the remote server (the device the local client is attaching to), then based on the authorization list directories and copy files from one to the other. FTP under IBM’s OS/390 also converts data from ASCII to EBCDIC, allows for transmission into the JES job stream for immediate activation of a procedure, and for transmission into DB2 where a stored procedure can be invoked to process the data being transmitted and provide the results back to the originator.

1. FTP can be invoked from a command line in most operating systems, or from within a web browser, or called within programs and executed as part of an automated process. A process can execute steps to generate a file containing data to be analyzed, and then call FTP to send that file to transmit that file to the remote host for processing.

24. “Inventory” means new vehicle registration plates or stickers, or both, yearly and monthly decals provided by DMV to EVR Service Provider responsible for storage and distribution.

25. “IPL” means Initial Program Load.

26. “Obsolete Inventory” means year registration stickers that are no longer eligible for issuance.

27. “ODOT” means Oregon Department of Transportation.

28. “ODOT Web Service” means the ODOT Web service used by EVR Service Providers and Participating EVR Account Holders to access DMV’s systems to verify DMV record data.

29. “ORS” means Oregon Revised Statutes.

30. “Party” or “Parties” means DMV and EVR Service Provider, individually or collective.

31. “Personal Information” means a Name, Address, Driver License, Identification Card or Permit Number, and Telephone Number. See also: ORS 802.175 through 802.191 located at: https://www.oregonlegislature.gov/bills_laws/ors/ors802.html

32. “Program Standards” means the technical, qualitative, and other specifications set forth in Part II, Exhibit A, which is attached hereto and incorporated herein by this reference, governing the development and use of EVR Systems in the State of Oregon that allow EVR Service Providers and EVR Account Holders to provide vehicle related services. Such Program Standards address, among other things, product specifications, security requirements, communication protocols, information transfer requirements and general policies and procedures to be followed by EVR Account Holders, EVR Service Providers and the DMV in the use of an EVR System and the DMV System in the conduct of vehicle-related services.

33. “Record Inquiry Account” means a billing account for which the applicant has met the qualifications for the intended use of the account, and for which DMV has provided a Record Inquiry Account billing number.

34. “Record Inquiry Request” means a request submitted to DMV for record information contained in a DMV database for which the requestor holds a valid Record Inquiry Account and for which a separate fee is generally charged.

35. “State” means State of Oregon.

36. “TCP/IP” means Transmission Control Protocol/Internet Protocol, “TCP” provides transport functions, which ensures that the total amount of bytes sent is received correctly at the other end and “IP” is the Internet Protocol which defines the IP addresses.

37. “TEAMS” means ODOT’s Transportation Environment Accounting and Management System.

38. “Telnet/VTAM” means a protocol in the Internet suite of protocols that provides remote terminal connection service. It allows users of one host to log onto a remote host and interact as directly attached terminal users of that host.

39. “Terminal” means any device used by an EVR Account Holder that provides access to the EVR System.

40. “TRC” means DMV Technical Resource Center.

41. “UTL” means Unable to Locate.

42. “Vehicle Records” means the vehicle registration and title records of the DMV.

43. “VIN” means Vehicle Identification Number.

44. “VIN decoder” means software used to decode vehicle details using the VIN. The VIN decoder software used must be approved by DMV.

45. “VPN” means Virtual Private Network.

46. “VRS” means Vehicle Registration System.

PART II, EXHIBIT A – THE SCOPE OF WORK

1. INTRODUCTION:

This Exhibit A, Statement of Work, includes the following Attachments, each of which is hereby attached and incorporated into this Statement of Work:

Exhibit A, Attachment A – Training Plan Exhibit A, Attachment B – Inventory Plan Exhibit A, Attachment C – Marketing Plan Exhibit A, Attachment D – EVR Account Holder Participation Process Exhibit A, Attachment E – EVR System Implementation and Testing Criteria Exhibit A, Attachment F—Technical and Financial Processing Flows

2. BACKGROUND:

DMV established a Third-Party Electronic Vehicle Registration (EVR) Program to process vehicle transactions for qualified Oregon certified dealers. After several years of EVR operation, DMV is expanding the scope of services, eligibility to participate as an EVR Account Holder, and criteria for participating EVR Service Providers.

The scope of DMV services eligible to be part of the EVR Program include the following:

Title and Registration

1. Title only

1. Title with Registration

1. Duplicate Title (no change in ownership)

1. Replacement Title only (with partial change in ownership)

1. Replacement Title w/Registration (with partial change in ownership

1. Salvage Titles

1. Registration Renewal (with or without title transaction)

1. Plate Transfers (with or without title transaction)

1. Plate Replacements (with or without title transaction)

1. Registration only (to include new, renewal and replacement)

1. Sold notice indicator

1. Dealer Indicators – Seller Notice

1. Dealer Indicators – Vehicle in Dealer Stock Customer Information

1. Vehicle Inquiry

1. Add customer information to database

1. Address changes

The expanded scope of eligible EVR Account Holders include the following:

1. Oregon-certified dealers in good standing.

2. Out-of-State dealers, who are in good standing with their state’s dealer certification process.

3. Financial institutions and Security Interest Holders (SIH), who are in good standing with both Oregon and their appropriate regulatory authority.

4. Third party title/registration transaction companies, who are in good standing with both Oregon and their appropriate regulatory authority.

5. High Volume Customers, doing business in Oregon and in good standing with Oregon’s and their appropriate regulatory authority.

EVR Service Providers who are willing to participate in the EVR Program will coordinate, at their expense, with DMV on the analysis, design, development, testing, and implementation of any EVR System application providing services as part of this EVR Program.

To qualify for the EVR Program, an EVR Service Provider must:

1. Provide systems and processes that effectively interface with DMV systems and processes based on DMV's system requirements, processes, statutes, rules, policies, and procedures.

1. Be financially responsible for the design, operation, enhancements, changes, testing, and accuracy of the EVR System and the ongoing operations.

1. Coordinate with DMV on an agreed list of vehicle services EVR Service Provider will support.

1. If EVR Service Provider elects to issue inventory, it must be from an Oregon Central Issuance Facility, in accordance with established sensitive Inventory security requirements and procedures.

1. Enroll and manage EVR Account Holders.

3. CONTRACT SCOPE AND APPROACH:

1. Scope DMV will establish contracts with qualified EVR Service Providers to provide vehicle services under the EVR Program. Qualified EVR Service Providers shall use software products that are designed, configured, tested, and implemented as defined in Part II, Statement of Work (SOW) and EVR Requirements contained Exhibit A, Attachment F, Technical and Financial Processing and Flows.

The EVR Service Provider will interface with the business and financial system platforms used by DMV to process vehicle transactions. EVR Service Provider shall ensure and maintain compatibility with DMV’s systems and technical architecture to include interfacing with the DMV System and key financial interface systems for EFT though the ACH system. EVR Service Provider shall provide, fully implement, and administer an EVR System that will interface with and satisfy DMV’s requirements. EVR Service Provider shall perform all planning, analysis, design, development, and testing of their system/application, as required by DMV to implement and provide the required services. EVR Service Provider shall provide systems and processes that effectively interface with DMV systems and processes based on DMV's system design, processes, procedures, policies, and Oregon Revised Statutes and Administrative Rules.

EVR Service Provider shall be fully responsible for the design, operation, enhancements, changes, testing, implementation, and accuracy of its EVR System and processes and bear the full cost of those processes.

EVR Service Provider shall provide an EVR System that will allow EVR Account Holders, in accordance with Exhibit A, Attachment D, at the time of sale or transaction:

1. To enter customer and vehicle data necessary to process vehicle registration and title applications.

1. To enter vehicle registration applications necessary for transfer and registration renewal.

1. To capture and process required customer data, vehicle title data, and vehicle registration data.

1. To complete transactions that result in EVR Service Provider issuance of plates and stickers as applicable.

1. To complete plate transfer transactions.

1. To query the DMV system for customer and vehicle data as required to perform a transaction.

1. To send payment via electronic funds transfer of fees and other changes related to vehicle transactions.

1. Issue temporary registration permits.

2. Approach DMV may, at its sole discretion, implement the expanded EVR Program in phases and add additional EVR Service Providers as determined by the needs of the agency. Each EVR Service Provider will have their own contract containing all the requirements to provide EVR services as specified in this SOW and agreed by the Parties.

Each EVR Service Provider implementation is divided into 2 Phases:

Phase 1: Planning, Design, Coding and Testing Phase 2: EVR Program Implementation

Upon successful testing during Phase 1, the Project will move to Phase 2, where the EVR System will be migrated to the Production Environment. This means successful completion of all testing and issue resolution in the development environments. Phase 2 also includes a formal Post-Operational Review and system stabilization activities to ensure system integrity and performance.

Following the migration period to the Production Environment, there will be a stabilization period of 30 days . A stable system is a requirement for Final Acceptance. After Final Acceptance, there will be an initial Warranty Period of 30 days. Upon successful exit from the initial Warranty Period, there will be an additional Warranty Period of 120 days. The Phase 2 process of stabilization and warranty is further described in Attachment E to this SOW.

4. CONTRACT CONSTRAINTS:

Any changes to the SOW will impact both timeline and cost constraints. Any changes must be mutually agreed to by DMV and EVR Service Provider. The accessibility of knowledgeable resources, both in-house and with EVR Service Provider, is an inherent risk and possible constraint.

PART III. OBLIGATIONS, SUPPORT and REQUIREMENTS

A. DMV OBLIGATIONS

Notice of System Changes: DMV will provide EVR Service Provider with a minimum of 30 calendar days written notice to change or modify the EVR System where testing with EVR Service Provider is required. All software upgrades must be coordinated between EVR Service Provider and DMV. This does not preclude immediate emergency changes.

1. Notice of DMV Fee Changes:

DMV will provide a minimum of 30 calendar days’ notice to the EVR Service Provider when changes to fees affecting EVR Program occur and identify their effective dates. Less notice may be negotiated with EVR Service Provider.

2. Access to DMV Systems:

DMV will make available direct, on-line, and real-time access to the DMV Vehicle Registration databases for use by EVR Account Holders. When EVR Service Provider is accessing these databases for the purpose of completing an EVR transaction, there is no cost to EVR Service Provider. Access to records must be solely for the purpose of electronic access to and submission of EVR Program transaction information.

3. Point of Contact – Day to Day Activities:

DMV will identify a primary and secondary point of contact in Exhibit F (Agency Personnel) for day-to-day communications and who are authorized to act as technical representatives with respect to the services to be performed under this Contract. DMV shall promptly notify EVR Service Provider of any change to the person(s) acting as such representative(s), in writing.

4. DMV Point of Contact – Contract Matters and Issues:

DMV will identify the DMV Contract Administrator in Exhibit F (Agency Personnel) to address Contract matters and related issues. The DMV Contract Administrator is the first point of contact for Contract or other issues that go beyond the day-to-day operation of the EVR Program. DMV will promptly notify the EVR Service Provider of any change to the person(s) acting as such representative(s), in writing.

B. EVR SERVICE PROVIDER OBLIGATIONS

1. Daily Report to DMV:

Service Provider shall provide a daily report to DMV showing customer records created or modified in DMV’s system.

2. Auditing and Security EVR Service Provider shall provide audit and security functions to ensure EVR Account Holders do not abuse access to DMV’s records or misuse information. EVR Service Provider shall provide supporting reports as requested by DMV regarding system and customer information.

3. Record Inquiry Requests EVR System is also a conduit for EVR Account Holders to access DMV records to make a Record Inquiry Request. When a Record Inquiry Request without an EVR transaction is made by an EVR Account Holder, EVR Service Provider shall access the appropriate DMV database and provide the response to the EVR Account Holder. EVR Service Provider agrees that it is only providing the channel for making the inquiry and providing an answer to the EVR Account Holder. To comply with Oregon law, EVR Service Provider shall not store, access, maintain, review, or copy any of the Personal Information contained in the resulting record. Any fee for a Record Inquiry Request shall be paid by EVR Service Provider pursuant to a separate Record Inquiry Account agreement between DMV and EVR Service Provider.

4. Database Security EVR Service Provider shall provide database security as specified by DMV. Access is subject to DMV security policies and procedures. (See Section I Quality & Security Assurance Requirements (4)). EVR Service Provider shall have required EVR System security in place prior to EVR System acceptance testing. EVR Service Provider shall meet the security requirements found in Exhibit K of the Contract.

5. Equipment and Communications

a. EVR Service Provider shall provide, install, and maintain, at its own expense, equipment, devices, modems, routers, Data Service Unit/Channel Service Unit, telephone and data lines and other components necessary to provide a secure interface between EVR System and the DMV system, applications, and databases.

b. EVR Service Provider shall provide, install, and maintain, at its own expense, the equipment, devices, modems, telephone lines and other components necessary to test the latest version of EVR Service Provider client server software to allow DMV to test DMV software with EVR Service Provider software when needed.

6. EVR Service Provider Access to EVR Account Holders EVR Service Provider shall provide EVR Account Holders with the ability to access EVR System and DMV system as needed, provided the DMV system is available.

7. System Change Notification to DMV EVR Service Provider shall provide DMV with 30 days written notice of its intent to change or modify its computer system where testing with DMV is required. Less notice may be negotiated with DMV.

8. Communications Circuit Between EVR Service Provider and DMV EVR Service Provider’s host system shall be connected to the DMV System via a dedicated leased communications circuit using FTP Technology. EVR Service Provider shall be responsible for all costs and installation of equipment that connects to the DMV firewall, including the costs associated with the dedicated line. DMV will provide on-site contact for circuit installation.

9. EVR Service Provider Supplied Software EVR Service Provider shall provide the latest version of its EVR System to DMV. This allows DMV to test DMV systems with EVR System when needed.

10. EVR Service Provider Contact - Daily Activities EVR Service Provider shall specify In Exhibit E (Contractor Personnel) and always maintain a primary point of contact and a secondary point of contact for day-to-day communication who are authorized to act as technical representatives with respect to the services to be performed under this agreement. EVR Service Provider shall promptly notify DMV of any change to the person(s) acting as such representative(s), in accordance with Section 4.1 of the Contract. EVR Service Provider is responsible for all management and oversight of their staff working on this Contract.

11. EVR Service Provider Contact - Contract Administration Upon award, EVR Service Provider shall specify and always maintain a primary point of contact and a secondary point of contact for Contract matters and other issues in accordance with Section 4.1 of the Contract as well as Exhibit E (Contractor Personnel).

12. EVR Service Provider Host System Connection with DMV EVR Service Provider’s host system must be connected with DMV’s Systems via a web-based secured portal. In addition, EVR Service Provider agrees that FTP (MOVEit) technology will be used within DMV’s current processes.

13. EVR System Capabilities EVR Service Provider shall ensure that its EVR System can support up to 3,000 EVR Account Holders, processing approximately 200,000 new automobiles and light trucks, and 100,000 used automobiles and light trucks annually, or a specified EVR Account Holder population and transaction volume as agreed by DMV. EVR System will allow EVR Account Holders to complete electronic transactions for their customers and to provide to EVR Service Provider information necessary to complete DMV transactions approved under the EVR Program. EVR Service Provider will then pass on the transaction information to DMV via an interface between EVR System and DMV System.

14. EVR System and Application Testing EVR Service Provider shall ensure its supplied software and applications are fully tested and must not provide invalid or incorrect data to DMV or EVR Account Holders. EVR Service Provider shall notify DMV in writing at least 10 business days in advance of any changes to EVR System that may affect daily operations or data.

15. EVR Transaction Timeframe Requirements Participating EVR account holders must deliver all transaction applications and supporting documents to EVR Service Provider within 2 business days after the transaction has been submitted in EVR Service Provider’s system. Oregon certified dealers shall submit title applications and ownership documents to DMV within 30 days from date of sale in accordance with State of Oregon law (ORS 822.042). EVR Service Provider shall deliver title and registration documents for each day’s business to DMV 1 business day following the date transaction is finalized. All transactions must be submitted to DMV within 30 calendar days from the date that EVR Service Provider receives the transaction.

16. EVR Service Provider System Maintenance EVR Service Provider shall maintain its EVR System and shall resolve all Defects in accordance with the following Defect Severity Level responses:

Defect Severity Level

Time to Respond and Notify Agency

Time to Provide Solution

The plan for permanent resolution of the incident will be confirmed to Agency within 2 business days following temporary restoration of the system.

The plan for permanent resolution of the incident must be confirmed to Agency within 5 business days following temporary restoration of the system.

Table 1: Defect Severity Levels Defined Level 1 Defect: Issue represents a problem in EVR System which includes a complete loss of service, either temporary or permanent. No workaround exists and operations cannot continue.

Level 2 Defect: Issue represents a high-impact problem in EVR System. Essential operations are compromised, but a temporary workaround exists which allows for continued operations.

Level 3 Defect: Issue represents a minor-impact problem in EVR System. Software programs feature failure or may be working differently than documented. Temporary workaround exists which allows for continued operations.

Level 4 Defect: Errors in the documentation have occurred. EVR Service Provider will resolve these problems with the next release of the software program’s documentation.

EVR Service Provider shall work with DMV, using all available resources, to resolve issues as soon as possible and return to normal operations.

C. DMV SUPPORT

1. DMV will provide staff during DMV Business Hours to assist EVR Service Provider with day-to-day operational issues as well as enhancements.

2. DMV system availability is as follows:

a. Standard Time (PST), on the third Sunday of each month. Other IPLs may be scheduled as needed. These are scheduled in advance and the EVR Service Provider can be notified of the schedule if necessary.

b. One Sunday a month, from 7:00 a.m. to 1:00 p.m.PST, may be used by the DMV for DMV System work. DMV will notify EVR Service Provider in advance of this work. The hours indicated are reserved for this work, but the DMV System may be made available earlier.

3. Meeting Locations: All in-person meetings will be held at the DMV headquarters office in Salem, Oregon, unless otherwise agreed by both parties. Meetings will also be held via internet conferencing at DMV’s discretion. All meetings will be held during DMV’s regular office hours.

4. DMV Business Hours: DMV’s regular office hours are defined in the Contract as DMV Business Hourts. The EVR Service Provider is not allowed on DMV’s premises outside of these hours or on weekends and State holidays without prior approval from DMV’s Contract Administrator.

5. Required Meetings between DMV and EVR Service Provider: DMV and EVR Service Provider shall meet monthly or as required by DMV, to discuss the progress of EVR Program, any issues, and plans for any enhancements to the application. DMV will schedule these meetings. Additional meetings may be scheduled by either party as needed.

6. DMV TRC and DMV EVR Desk: TRC will be available to EVR Service Provider from the hours of 6:45 a.m. to 5:30 p.m. PST, Monday, Tuesday, Thursday, and Friday, except State holidays. On Wednesdays TRC is available the hours of 6:45 a.m. to 8:00 a.m. and 9:00 a.m. to 5:30 p.m. PST, except on State Holidays. The DMV EVR Desk will be available to EVR Service Provider during DMV Business Hours.

D. EVR SERVICE PROVIDER SUPPORT REQUIREMENTS:

1. EVR Service Provider shall provide a phone and email problem resolution process and a problem escalation process for procedure and software use. EVR Service Provider shall resolve all EVR Account Holder questions and problems associated with transaction processing procedures and EVR System. At no time is a EVR Account Holder to call the DMV EVR Desk or TRC directly for assistance. If a EVR Account Holder needs assistance not offered by EVR Service Provider, the EVR Account Holder will contact DMV through normal help channels.

2. EVR Service Provider shall provide ongoing EVR System and procedure support to EVR Account Holders to include, but not limited to, software changes and upgrades, error feedback, on-going training and updates, EFTs, and data controls.

3. EVR Service Provider shall provide its own Help Desk support for EVR Account Holders. EVR Service Provider’s Help Desk may contact TRC for any DMV System, communications, or other technical issues.

4. EVR Service Provider may contact the DMV EVR Desk directly for any EVR transaction issues.

E. INVENTORY REQUIREMENTS

1. EVR Service Provider shall comply with this Section and the Inventory Plan (see Exhibit A, Attachment B), as well as Inventory reporting requirements as listed under Section G, Reporting Requirements. EVR Service Provider shall not release any Inventory until EVR Service Provider’s audit process confirms the transaction meets DMV requirements. If the transaction requires further processing by DMV, Inventory will be issued by DMV once the transaction finishes processing.

2. Requests:

1. DMV shall provide EVR Service Provider an initial 3-month supply of Inventory.

1. Upon prior written approval by DMV, EVR Service Provider may allow EVR Account Holders to pick up Inventory at the CIF. When an EVR Account Holder elects to pick up Inventory at EVR Service Provider CIF the following conditions must be met:

i. EVR Service Provider shipping coordinator shall assign and manifest Inventory.

ii. Inventory must be assigned and manifested through bulk Inventory processing by EVR Service Provider.

iii. EVR Service Provider shipping coordinator shall send a confirmation email to the designated representative of the approved EVR Account Holder.

iv. The EVR Account Holder shall identify the individual designated to pick up Inventory at the CIF.

v. The designated EVR Account Holder personnel shall present identification to EVR Service Provider shipping coordinator upon arrival.

vi. The designated EVR Account Holder personnel will present all required paperwork before any Inventory is released to them.

vii. The designated EVR Account Holder personnel shall print and sign the detailed manifest.

viii. The detailed manifest shall be recorded and filed at EVR Service Provider CIF.

1. EVR Service Provider shall submit requests for Inventory to DMV as needed via the DMV’s Storeroom Orders & Invoice (“SOI”) form.

1. DMV will send Inventory to EVR Service Provider’s CIF at DMV’s expense upon SOI and DMV verification of EVR Service Provider’s current Inventory. DMV reserves the right to reduce the amount of Inventory issued to EVR Service Provider.

1. EVR Service Provider shall verify receipt of Inventory shipments from DMV and report any discrepancies or damaged containers to DMV within 5 business days of receipt.

3. Distribution:

1. EVR Service Provider may distribute Inventory directly to applicant’s address, or one-time mailing address, as identified on the application at EVR Service Provider’s sole expense. All Inventories must be mailed with the return address of the DMV HQ in Salem, Oregon. Inventory shall not be distributed until transactions are received and processed by DMV in accordance with DMV regulations including any transactions with missing requirements identified during processing.

b. EVR Service Provider may, at EVR Account Holder’s request and with DMV’s prior written approval, make Inventory available for EVR Account Holder to pick up in-person at EVR Service Provider’s Oregon Central Issuance Facility. Inventory shall not be released until the EVR Service Provider has determined all application requirements have been met.

c. EVR Service Provider shall record and maintain the following Inventory data:

0. EVR Account Holder that submitted the transaction;

0. The date Inventory is issued to a customer;

0. Inventory type;

0. Plate number and stickers issued;

0. Vehicle information – VIN, make, model, year;

0. Customer name(s);

0. Customer address plates were mailed to;

0. Batch # / Document #;

0. Means of distribution and carrier tracking # (if applicable); and

0. Transaction fee.

d. EVR Service Provider shall transmit a daily file to DMV of depleted Inventory including but not limited to issued, lost, returned, missing, destroyed, and damaged Inventory for final transactions by Counter Date through secure electronic means via FTP.

e. EVR Service Provider shall return obsolete Inventory to DMV by May 1st of each calendar year following the year of obsolescence. EVR Service Provider shall use a transfer log to accompany submission.

4. Security Plan:

EVR Service Provider shall maintain security for Inventory, which must include but is not limited to:

a. Authorized personnel access;

b. Secured area within EVR Service Provider’s facility; and

c. Regularly scheduled audits, both Inventory and security practices.

5. Central Issuance Facility:

EVR Service Provider shall provide a Central Issuance Facility for distribution and storage within the borders of the State of Oregon.

6. Reimbursable Inventory:

DMV reserves the right to invoice EVR Service Provider for cost reimbursement of missing or voided Inventory as reported on the quarterly audit report.

7. Contract Expiration:

EVR Service Provider shall perform the following steps upon Contract expiration or termination as the case may be:

a. Submit all outstanding EVR transactions and paperwork from EVR Account Holders to DMV within 30 days. Submit all transactions with a transfer log.

b. Return all unused Inventory to DMV within 14 days. Submit all Inventory with a transfer log.

c. Deposit all DMV Fees for all outstanding transactions to DMV within 2 banking days and provide DMV transfer logs outlining all financial transactions.

F. TRAINING REQUIREMENTS

EVR Service Provider shall comply with EVR Training Plan (Attachment A), as well as training reporting requirements as listed under Section G of this SOW, Reporting Requirements. The Training Plan must include a training plan for both EVR Service Provider staff and EVR Account Holders.

1. EVR Service Provider Staff Orientation Training Provided by DMV:

EVR Service Provider shall attend DMV’s orientation training. Training is anticipated to be in Salem, Oregon at EVR Service Provider’s expense. This training may be in a virtual or hybrid meeting format as agreed to by the Parties.

1. EVR Account Holder Training Plan:

1. EVR Service Provider shall design, develop, and deliver an EVR Training Plan (Attachment A) and EVR Account Holder Participation Process (Attachment D), for EVR Account Holder staff, which must include at minimum:

1. EVR system capabilities and procedures;

1. Data and password security policies and procedures;

1. Access restrictions to EVR System terminals;

1. Title and registration policies and procedures;

1. Customer information policies and procedures;

1. Batch bundle requirements and procedures;

1. New law and policy changes;

1. Procedures for the handling of customer Personal Information; and

1. Account Holder performance standards and corrective actions, to include training.

1. EVR Service Provider training must provide EVR Account Holders with the knowledge to complete all supported title and registration transactions, including supporting document requirements, using EVR System.

1. EVR Service Provider shall submit content of its training materials and proposed Training Plan to DMV for review and approval. DMV will provide subject matter expertise to EVR Service Provider in development of training curricula and materials.

1. EVR Service Provider shall submit any proposed changes to the Training Plan to DMV for prior review and approval.

1. EVR Service Provider shall update the Training Plan as needed or requested by DMV.

1. Ongoing Training for EVR Account Holders:

1. EVR Service Provider shall provide training consistent with the Training Plan to new EVR Account Holder staff before they are allowed to process transactions through EVR System.

1. EVR Service Provider shall provide ongoing training consistent with the Training Plan to EVR Account Holders, unless otherwise needed or directed by DMV to prevent transaction processing errors.

1. Training must be conducted when new EVR Account Holders are accepted into EVR Program and before employees begin processing transactions through EVR System.

1. Training must be provided by EVR Service Provider on an “as needed” basis to prevent transaction processing errors.

1. EVR Service Provider training must include data and password security policies and procedures, and customer information policies and procedures. To ensure a secure environment is maintained EVR Service Provider’s system must be able to identify and audit each EVR Account Holder device being used to transact and receive data. EVR Service Provider shall verify permissions for proper authority to access the information being requested as part of the access control administrator function.

1. EVR Account Holder Training Records:

0. EVR Service Provider shall maintain training records including:

1. Trainer name;

1. Training date;

1. Participating EVR Account Holder name;

1. Participating EVR Account Holder’s staff name(s);

1. Training subject manner.

b. These records are subject to review by DMV upon request.

1. Training of EVR Service Provider Staff:

EVR Service Provider shall provide ongoing training consistent with the Training Plan to EVR Service Provider staff, unless otherwise needed or directed by DMV. EVR Service Provider shall maintain awareness of changes in DMV vehicle process and procedures and include them as regular updates to the staff training.

G. REPORTING REQUIREMENTS

EVR Service Provider shall be responsible for creating and maintaining the following reports as described below:

1. Daily Reporting:

1. DMV will specify the reports required according to the services the EVR Service Provider is approved to provide. EVR Service Provider shall provide DMV with specified reports by Counter Number and Counter Date, along with the supporting documentation, in the form and manner specified by DMV. Daily reports may include:

1. Final Daily Report of Registration Business (2 copies);

1. Final Daily Inventory Issued Report;

1. Daily Report of Vehicles in Dealer Stock and Seller Notices Received with New Buyer Information.

1. Daily Inventory Exceptions Report

1. Daily EFT Report

1. Daily Plate Transfers and Reversals Report

1. Final Daily Transaction Log (required for each batch). The report includes Counter Number, Counter Date, EVR Account Holder, vehicle identifier, first registered owner name, Inventory assigned, and applicable fees.

1. EVR Service Provider shall provide imaged transaction documents with final transaction Counter Number and Counter Date reports and submit them electronically to DMV.

1. EVR Service Provider shall provide a monthly report of outstanding transactions by EVR Account Holder. Outstanding transactions are transactions not completed within 3 months of original date received by EVR Service Provider.

1. EVR Service Provider shall provide the following time sensitive reports to DMV:

1. Transaction data within 24 hours;

1. Non-transaction data, such as Inventory orders and security header data within 48 hours;

1. Audit information regarding who processed a transaction within 48 hours;

1. Information that is no longer available online in EVR System and is stored offsite must be accessible within 72 hours;

1. Reports requested by DMV for auditing and balancing needs must be submitted to DMV within 48 hours of written notification by DMV.

1. Other reports as determined by DMV to assess overall processing performance.

2. Inventory Reconciliation and Reporting:

1. EVR Service Provider shall provide detailed quarterly Inventory reporting to DMV in a form and manner acceptable to DMV within 15 days of the end of each calendar year quarter and report findings to DMV per the schedule listed in this Section. EVR Service Provider shall follow this process to reconcile Inventory:

1. receives counter list from DMV on the 14th of the month prior to quarterly Inventory;

1. subtracts out all Inventory on hand at EVR Service Provider CIF;

1. subtracts out all Inventory EVR Service Provider has returned to DMV;

1. subtracts out all reported exceptions;

1. sends quarterly Inventory and exceptions report to DMV;

1. researches records of exceptions, noting manually processed from duplicated registrations etc. and advises DMV;

1. reconciliation completed.

1. EVR Service Provider shall provide a Monthly Exceptions Report in a format provided by DMV.

1. EVR Service Provider shall provide additional Inventory reporting to DMV as needed or requested by DMV within 2 business days of request, unless otherwise requested by DMV.

3. Training Reporting:

a. EVR Service Provider shall provide detailed quarterly reporting to DMV on trainings conducted for EVR account holders and shall maintain training records including but not limited to the:

1. Trainer name;

1. Training date;

1. EVR Account Holder name;

1. EVR Account Holder’s staff name(s);

1. Training subject matter.

4. Additional EVR Service Provider Reporting:

DMV may request additional reports from EVR Service Provider. EVR Service Provider shall provide reports to DMV in a form and manner acceptable to DMV within 2 business days unless otherwise specified by DMV

5. Maintenance Log:

1. EVR Service Provider shall track all issues and concerns via a maintenance log, including a short description, Defect Severity Level, to whom it is assigned and the target date for resolution. Entry examples include legislative mandates, software enhancements or updates, issues that impact functionality or generate additional work for DMV employees.

1. EVR Service Provider shall provide an electronic version of the maintenance log to DMV’s Contract Administrator each calendar quarter.

1. EVR Service Provider shall discuss the status of open issues and concerns quarterly, or more often as needed, to achieve resolution with the DMV Contract Administrator or designee.

H. FINANCIAL REQUIREMENTS

1. EFT Requirements:

EVR Service Provider shall initiate the EFT when transactions are finalized for the day’s business (once an EVR Account Holder indicates transactions are complete) and shall transmit to the Oregon State Treasury, except on bank holidays. See Attachment E for description of transmission process and schematic of financial flows. EVR Service Provider shall transmit separate EFT transmittals for each Counter Number for each Counter Date. If EVR Service Provider has been assigned multiple Counter Numbers, EVR Service Provider shall submit 1 EFT for each Counter Number. The Counter Number and Counter Date must be in the ACH header as a sequence number.

2. ACH Transmittal Unique Reference Number Requirements:

EVR Service Provider shall assign a unique reference number as part of each ACH transmittal. This number must be used in place of the deposit number and shall be sequentially generated by EVR Service Provider and be no longer than 7 digits. The first 2 digits of the reference number must be an EVR Service Provider identifier, and the last 5 digits must be a sequential number. EVR Service Provider shall notify DMV of the deposit Counter Number, and reference number when the funds are transferred to the Oregon State Treasury. EVR Service Provider shall provide same day email notification to ODOT Finance

3. EVR Service Provider and Account Holder Agreements:

DMV grants authority to EVR Service Provider to enter into EVR Account Holder Agreements to collect applications for title and registration, associated fees and other related charges. EVR Service Provider shall be responsible for all fee collection and transfers.

4. Administration of Funds:

a. EVR Service Provider shall deposit all DMV fees into a separate bank account established by EVR Service Provider in a depository currently qualified pursuant to ORS 295.005, 295.015 and 295.025 to 295.165 (the "Account"). EVR Service Provider shall remit to the Oregon State Treasury any interest earned or accrued by funds in the Account. EVR Service Provider shall, upon request, provide to DMV records and documents to show EVR Service Provider’s compliance with this Section 4.a.

5. Transfer of Funds Provisions:

1. EVR Service Provider shall comply with the National Automated Clearing House Association (NACHA) rules for all automated ACH and EFT and all minimum industry and State of Oregon security, interface, and depository requirements. EVR Service Provider may not debit State bank accounts via ACH transfers for fees associated with their service.

1. EVR Service Provider shall complete and provide to DMV any forms or other information necessary for DMV to comply with the Office of the State Treasurer’s Cash Management Agency Manual and Policies related to ACH deposits and, if applicable, wire transfers, into the State Treasury.

1. EVR Service Provider shall transfer all funds received by EVR Service Provider on behalf of DMV on an “end of day close” basis and EVR Service Provider shall initiate the ACH transfer no later than 1 business day after transactions are closed.

1. EVR Service Provider shall at all times comply with Oregon Revised Statutes (ORS) Chapter 295 for the handling of any funds by EVR Service Provider on behalf of DMV, including holding all moneys collected for DMV in a segregated account in a qualified Depository (as defined in ORS 295.001) that identifies the money as deposited for the benefit of, or in trust for, DMV so that the full amount of any federal depository insurance applies to DMV’s moneys and the moneys are collateralized as provided in ORS chapter 295.

1. EVR Service Provider represents and warrants to Agency that it currently is, and will continue to be, in compliance with all NACHA Operating Rules, including but not limited to restrictions on the use of and access to systems capable of initiating ACH transactions through requirements for unique passwords and user identifiers, and that all files submitted via EFT will be fully compliant with all NACHA requirements and requirements of the Office of the Oregon State Treasurer for the transfer of moneys into the State Treasury.

6. Vehicle Record Inquiry Account Holder Billing Requirements:

a. EVR Service Provider must be an authorized Record Inquiry Account holder for DMV and receive a billing account number for Vehicle Inquiry.

b. EVR Account Holders with valid DMV Record Inquiry Accounts will have the capability to make vehicle record inquiries using EVR System.

c. EVR Account Holders may request vehicle information and view results through EVR System. EVR Account Holders must not have direct access to any DMV transactions.

d. EVR Service Provider shall act as a conduit only between the EVR Account Holder and DMV for the purpose of fulfilling a Record Inquiry Request. To comply with Oregon law, EVR Service Provider shall not store, access, maintain, review, or copy any of the Personal Information included in the response to the Record Inquiry Request.

e. Participating EVR Account Holders may enter the vehicle plate number or vehicle identification number into EVR System. The vehicle record will display on the EVR Account Holder’s Terminal.

f. EVR Service Provider shall be responsible to DMV for the record inquiry fees for all inquiries unrelated to the transactions under this Contract through EVR System. DMV will invoice EVR Service Provider for these inquiries monthly.

7. EVR Account Holder EFT Contract Expiration:

Upon termination of EVR Account Holder’s EFT account, EVR Service Provider shall deposit all DMV Fees for all outstanding transactions to DMV within 2 banking days.

8. EVR Service Provider EFT Agreement/Contract:

EVR Service Provider shall provide DMV with a copy of its agreement or Contract for EFT services, at the start of this…