Attachment_A_IRP_RFI_M_O.docx

ATTACHMENT A

INTERNATIONAL REGISTRATION PLAN (IRP)

MAINTENANCE AND OPERATIONS SERVICES

REQUEST FOR INFORMATION

PURPOSE

The State intends to release a competitive solicitation that seeks a qualified vendor to provide IRP Maintenance and Operation (M&O) services.

The California Department of Technology (CDT), on behalf of the California Department of Motor Vehicles (DMV), herein after both CDT and DMV are referred to as “State,” intends to solicit vendors to maintain the DMV’s IRP system to improve the DMV’s IRP application processing time frames, alleviate staff work arounds due to existing system limitations, fee code modifications, vehicle codes, passed laws, and IRP balloted changes. In addition, the vendor shall provide help desk support for the DMV’s IRP system.

The vendor’s M&O services must include a full suite of services that work with existing DMV legacy systems and processes, including but not limited to hardware, software, and network capabilities.

The term of the contract will be three (3) years.

BACKGROUND

The IRP is a registration reciprocity agreement currently comprised of 59 jurisdictions in the United States and Canada. The DMV has participated in this agreement since 1985. IRP allows commercial motor carriers to pay apportioned registration fees based on the total distance operated in two or more IRP jurisdictions. The base jurisdiction calculates and collects the license fees that are due to all jurisdictions where the registrant will travel and issues operating indicia (plates, validation stickers, and registration cards) valid in those IRP jurisdictions.

CURRENT ISSUES AND CONCERNS

The production of the IRP system is the main integral component of the commercial vehicle program. The intent of the IRP system is to register all commercial vehicles and share pertinent data with all other jurisdictions, and revenue in a single system and meet all state and federal requirements. The IRP System issues credentials which is also considered to be the motor carriers indicia/credentials for operating their commercial vehicle. As such, the DMV must ensure the accuracy and integrity of the data in the system and the credentials issued, the issuance process, and the related database systems. The DMV currently utilizes an independent proprietary IRP vendor for the production of its entire IRP needs. As part of the department’s core mission, DMV must mitigate any risk of carriers and or individuals having incorrect information and or data on record.

The scope of the solicitation will focus on the entire IRP system and all the processes and requirements needed to track and validate the applicant through the registration process, credential issuance, and all associated data collection, storage, reports, and retrieval. This does not preclude the inclusion of all possible solutions for credential issuance including but not limited to, data, cab card security, third party(s) sharing, and data for DMV and IRP Audits. The vendor must address efficiencies to the DMV, provide for full system integration and simple user experience online and internal.

CURRENT ENVIRONMENT

In 2007, the DMV implemented an IRP processing system to replace its antiquated system. The system’s current environment is described below:

A. The DMV’s IRP system is hosted on a mainframe system. There is one (1) Personnel Year (PY) integration architect within the DMV’s Information Systems Division (ISD) allocated to support the system. System changes, including security patches and infrastructure changes, are requested using the standard ISD intake request process. The vendor is responsible for making application and jurisdictional fee changes.

B. The DMV IRP System utilizes multiple databases and tables to perform and track common IRP registration processes. The IRP system is accessed via standard web browsers by authorized external private businesses (Interstate Carrier Program participants) and internal DMV employees.

C. The DMV IRP system is written in Java/COBOL programming languages and uses Customer Information Control System (CICS) on the mainframe system. The IRP data is stored using the Legatus Solutions/ mCarrier database design on DB2.

D. The DMV IRP system utilizes a user-initiated batch interface that allows vehicles registered in IRP to be sent to the Vehicle Registration (VR) Master File. The VR Database rejects IRP transactions if the transaction contains errors.

E. The DMV IRP System utilizes a user-initiated batch interface that transmits daily financial data reflecting fees collected for IRP registrations to DMV’s Accounting Financial System (AFS).

F. The DMV's IRP system interfaces with DMV’s Vehicle Registration System to ensure the vehicle has no prior stop conditions before issuing IRP registration.

G. The IRP system interfaces with DMV’s Master Receipt process (DMV credit similar to a gift card concept).

IMPLEMENATION APPROACH

The implementation approach shall have minimal impact to the existing DMV operations and customers. The DMV will accept an implementation management plan for DMV locations, all DMV internal systems, external private partners, and third-party vendors, prior to initiation of services.

The approach should take into consideration the limitations that exist in facilities that provide DMV services, including but not limited to, available physical space, lack of high-speed internet, or availability of staff for training.