Attachment_C_IRP_Requirements.xlsx
XLSX spreadsheet 33 KB Posted
- Solicitation number
- 0000034508
- Issued by
- California
About this file
This is a requirements document detailing technical specifications for a new International Registration Plan (IRP) system for the California Department of Motor Vehicles (CA DMV). The document outlines 88 mandatory requirements for a system that must handle a carrier base of at least 35,000 with an average of 4 vehicles per fleet, accommodate individual fleets up to 3,000 vehicles by 2030, and process approximately 150,000 applications annually with capacity for 1,000 applications daily. The system must comply with all IRP, Inc. data and fee processing requirements, California-specific statutes and procedures, and maintain integration with CA DMV Vehicle Registration and Accounting Systems.
The system must include comprehensive financial management capabilities including payment processing, fee calculations, refund processing, and secure electronic funds transfer functionality. It must accept multiple payment methods including credit cards (MasterCard, Visa, American Express, Discover), comply with Payment Card Industry Data Security Standards, and integrate with CA DMV accounting systems. The system requires robust security features, audit logging, and user authentication controls. Additional requirements include inventory management, reporting capabilities, electronic signature support, and compliance with Section 508 of the Federal Rehabilitation Act. The document does not specify pricing terms, set-asides, or funding sources.
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Other files
| File | Type | Posted |
|---|---|---|
| Attachment_A_IRP_RFI_M_O.docx | DOCX document | |
| Attachment_B_IRP_ROM.docx | DOCX document | |
| IRP_RFI_Cover_Sheet.docx | DOCX document |
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Text version
Instructions
| Worksheet Names |
| Instructions |
| Requirements |
| Requirements Workbook Instructions |
| The Requirements Workbook must be completed by Vendor and submitted with its response. |
| Vendor must log its responses in the orange Vendor Response fields (columns E - H) on the Requirements worksheet of this Requirements Workbook. |
| The list below provides a summary of the Requirements Workbook worksheets: |
| > Instructions: The worksheet provides instructions for completing the Requirements Workbook. | ||
| > Requirements: Lists the requirements for the IRP Project and provides fields for Vendor responses to each. | ||
| The list below identifies the Vendor Response fields for the Requirements worksheet: | ||
| > Column E: Solution Will Meet Requirement? | ||
| > Column F: How Solution Meets Requirement | ||
| > Column G: Level of Effort | ||
| > Column H: Vendor Comments | ||
| Worksheet cells intended to be edited/updated by Vendor are enabled; all others are locked. The Requirements worksheet can be sorted and filtered. | ||
| Use the definitions below to provide a response in the orange Vendor Response fields (E - H) on the Requirements worksheet: | ||
| Requirements Worksheet: Column Definitions | ||
| Column Name | Column Definition | |
| ID | Specifies the requirement number | |
| Business Focus Area(s) | Specifies focus area(s) of requirement within its primary business functional area. | |
| Requirement | Requirement language. | |
| Classification | Identifies the intended evaluation and scoring category of the requirement. | |
| Vendor Column Name | Column Definition | |
| Solution Will Meet Requirement? | Specifies Vendor’s ability to meet the requirement. Yes or No responses only. | |
| Vendor Response | ||
| (How Solution Meets Requirement) | Specifies Vendor’s approach to meet the requirement. | |
| Level of Effort | Specifies estimated effort behind fulfillment of the requirement. | |
| Vendor Comments | Additional information from Vendor to clarify its ability to meet the requirement. No marketing content is permitted. | |
| Requirement Classification | Classification Definition | |
| Mandatory | ||
| (M) | A Mandatory (M) requirement MUST be met by the proposed solution and is Pass/Fail. | |
| Mandatory Optional (MO) | A Mandatory Optional (MO) requirement MUST be met by the proposed solution, the DMV will have the option to purchase this item. |
Requirements
| ID | Requirement | Classification | Solution Will Meet Requirement? | Vendor Response | |
| (How Solution Meets Requirement) | Level of Effort | Vendor Comments | |||
| 1 | The new IRP system must comply with all IRP, Inc. data and fee processing requirements. | M | |||
| 2 | The new IRP system must be able to handle a carrier base of no fewer than 35,000 with an average of 4 vehicles in each fleet and allow for any individual fleet size of up to 3,000 vehicles by 2030. The system must also provide for an increase of ten percent (10%) in the carrier base for each contract year. | M | |||
| 3 | The new IRP system must be able to support processing/posting of approximately 150,000 applications annually and allow processing of up to 1,000 applications in a single day, with an expected ten percent (10%) increase in this volume each subsequent year. | M | |||
| 4 | The new IRP system shall comply with California-specific requirements based on California statutes, rules, or procedures within the timeframe designated by CA DMV or applicable California legislative requirement. | M | |||
| 5 | The new IRP system shall be flexible and adaptable and not preclude future enhancements such as expanding of IRP connectivity to California Air Resource Board, electronic insurance verification, and electronic/digital signatures, and other CA DMV RESTful API inquries, CA DMV Motor Carrier Permit, and IRP INC Data Repository | M | |||
| 6 | The new IRP system application must be compatible with the CA DMV VR and Accounting Systems and any third party languages, such as, COBOL, Java, RESTful API interfaces, CICS, & Message Queues. | M | |||
| 7 | The new IRP system shall be able to transmit information securely to and from the entire CA DMV Network and third parties. | M | |||
| 8 | The new IRP system must maintain current year plus three prior years of active information. Information older than specified must be archived. Records over 8 years and older are to be purged. | M | |||
| 9 | The entire transition from the DMV’s current IRP system to the new IRP system shall have no impact on the CA DMV's ability to conduct business as usual. | M | |||
| 10 | The new IRP system must track and log all activities and associated user ID's pertaining to each transaction internal and external. | M | |||
| 11 | The new IRP system must allow authorized users to update status and comments to records, and capture these activities on a log or report. | M | |||
| 12 | The new IRP system must track and record motor carrier financial responsibility/insurance information. | M | |||
| 13 | The new IRP system must include a mechanism to alert users if a motor carrier is out of compliance with one or more of the specific eligibility requirements (such as non-contiguous jurisdictions, etc.). | M | |||
| 14 | The new IRP system create and assign unique account numbers that shall be used for each carrier to track and record activity. | M | |||
| 15 | The new IRP system must process renewals and supplements by populating appropriate account information from prior registration year(s). | M | |||
| 16 | The new IRP system must have a mechanism to record receipt of required documentation, as applicable (for example to indicate proof of payment of Federal Heavy Vehicle Use Tax [FHVUT]). | M | |||
| 17 | The new IRP system must include multiple estimated mileage tables that can be updated by authorized CA DMV personnel. | M | |||
| 18 | The new IRP system must allow for fleet-to-fleet vehicle transfers. | M | |||
| 19 | The new IRP system must provide and maintain a current US, Canadian, and Mexican zip code table to pre-populate associated data field (such as city/state) for data entry. | M | |||
| 20 | The new IRP system must require that designated data fields be completed and validated before registration can be processed by the new IRP system. | M | |||
| 21 | The new IRP system must allow authorized users to print cab cards, billing notices, duplicate cab cards and duplicate billing notices, post payments, make adjustments to billing notices, and void billing notices, letter notices, and payments. | M | |||
| 22 | The new IRP system must allow authorized users to process and correct carrier information and vehicle information. | M | |||
| 23 | The new IRP system must allow for single entry of data elements (the ability to enter common data once and have it continue to populate selected fields while user moves backward and forward between screens). | M | |||
| 24 | The new IRP system must provide fast path or key stroke reduction features. For example: drop downs, pick lists, artificial intelligence, third party data validations etc. | M | |||
| 25 | The new IRP system must alert users of first (1st), second (2nd), and third (3rd) year estimated miles. | M | |||
| 26 | The new IRP system must provide notification to users when any transaction is rejected (unable to update due to business requirements). | M | |||
| 27 | The new IRP system must have the capability to generate an invoice (billing notice) upon expiration of a temporary operating authority. | M | |||
| 28 | The new IRP system must include a function that validates the vehicle identification number (VIN) using RL POLK/SP Global Vintelligence standards. | M | |||
| 29 | The New IRP system must perform general accounting functions such as refund processing, apply credits, reconciliation, reporting, and must have internal controls. | M | |||
| 30 | The new IRP system must calculate, display, and store apportioned registration, allocated fees based on revenue, administrative and all other appropriate fees, including assessment of a variety of California state and county fees. | M | |||
| 31 | The new IRP system must update the foreign exchange rates used to calculate fees, for example, in US vs. Canadian dollars. | M | |||
| 32 | The new IRP system must calculate, display, and store fee tables, penalties, tax rates, and interest charges for various periods of time and update when applicable. | M | |||
| 33 | The new IRP system must itemize each cost component of a financial transaction showing the customer how fees were calculated and present the customer with a grand total fee amount. The system must also have the capability to display and print itemized fees prorated and apportioned per vehicle per application. | M | |||
| 34 | The new IRP system must allow authorized users to waive penalties or reduce fees and interest, and shall track and record the reason for waiver, and the party authorizing each waiver. | M | |||
| 35 | The new IRP system must assign a unique transaction identification number to all financial transactions. Transaction identifier must match the office key currently used (Office ID number, work date, tech (user) ID). | M | |||
| 36 | The new IRP system must allow transactions to be voided by authorized users, and provide an audit log to track and/or record the reason for a void and by whom the void was initiated. | M | |||
| 37 | The new IRP system must prevent any transaction from being deleted from the new IRP system, including a transaction void or transaction terminated due to payment failure. All transactions of the new IRP system shall be recorded and a history of the transaction maintained for a period of eight (8) years. | M | |||
| 38 | The new IRP system must provide a log of all transactions, including the type of transaction, the user-id of the person making the transaction, and the date and time of the transaction. (Records must be date and time stamped Pacific Time). | M | |||
| 39 | The new IRP system must create and maintain uncleared collection (escrow) accounts for motor carriers and/or applications. | M | |||
| 40 | The new IRP system must provide the capability to receive or transfer funds from bank to bank using Secure Electronic Funds Transfer (SEFT) functionality. | M | |||
| 41 | The new IRP system must, in accordance with the Security Requirements of this RFI, and with current Payment Card Industry Data Security Standards accept and process MasterCard, Visa, American Express, Discover, and any other CA DMV approved credit cards for payment, and indicate the method of payment (i.e. cash in U.S. dollars, checks, debit cards, credit cards, Secure Electronic Fund Transfer), or any other method of payment, including all online payment systems and “applications”. | M | |||
| 42 | The new IRP system must provide the ability to add handling or service fees (such as credit card processing fees) to payment transactions. | M | |||
| 43 | The new IRP system must provide a mechanism to verify credit card authorizations, and notify customer and CA DMV staff of any accepted or declined credit card. | M | |||
| 44 | The new IRP system must retrieve information from the IRP programs pertaining to motor carrier information (such as name, amounts, etc.) to populate the appropriate fields for refund check issuance. | M | |||
| 45 | The new IRP system must include an electronic mechanism to report all bank deposit information to CA DMV Accounting Systems. | M | |||
| 46 | The new IRP system must provide a mechanism to allow the CA DMV user to indicate, electronically, that a carrier provided an insufficiently funded check. | M | |||
| 47 | The new IRP system must provide for automated suspensions of accounts that remain unpaid. | M | |||
| 48 | The new IRP system must provide the ability to modify carrier data (update lien status, address, etc.) on the carrier record and to generate a notice to the carrier, if applicable. | M | |||
| 49 | The new IRP system must facilitate real-time inquiry and response with the CA DMV VR Systems for vehicle registration update and status information while processing IRP transactions (CA DMV will provide file layouts upon Contractor request). | M | |||
| 50 | The new IRP system must facilitate a batch update to the CA DMV Accounting System for cashiering transactions (CA DMV will provide file layouts upon Contractor request). | M | |||
| 51 | The new IRP system must provide the capability to print cab cards with two dimensional bar codes, as required, plus any updates to the barcode and or security features to the barcode. | M | |||
| 52 | The new IRP system must process reprints of credentials for a single vehicle by equipment number, all vehicles in a supplement, and particular vehicles by equipment number range, and all vehicles in an account. | M | |||
| 53 | The new IRP system must post payment prior to issuance of original and/or duplicate credentials or indicia. | M | |||
| 54 | The new IRP system must provide ad-hoc capability for CA DMV staff to run inquiries and produce reports in any configuration and with any selected data. | M | |||
| 55 | The new IRP system must produce standardized reports. In addition, it must add new reports upon the request of the DMV. Standard reports are identified in Attachment L , Reports. | M | |||
| 56 | The new IRP system must provide automatic and ad hoc reports upon request of the DMV (for example: warning letters, suspension orders, and reinstatement orders). CA DMV authorized personnel will have access to update all correspondence in the system. | M | |||
| 57 | The new IRP system should be capable of supporting electronic signatures on outgoing correspondence. | M | |||
| 58 | The new IRP system must allow authorized users to create new and customize standard correspondence verbiage. | M | |||
| 59 | The new IRP system must be in compliance with the audit articles, requirements, and guidelines of the International Registration Plan (IRP Audit Requirements can be obtained at http://www.aamva.org/IRP/index.asp). | M | |||
| 60 | The new IRP system must populate CA DMV specified audit workpapers either online or via remote access. | M | |||
| 61 | The new IRP system must create, modify, and print audit workpapers, checklists, and correspondence. | M | |||
| 62 | The new IRP system must update the carrier’s account with the results of an audit with the capability of making notations as necessary. | M | |||
| 63 | The new IRP system must recalculate fees, penalties, and interest, to generate a billing notice or refund request upon completion of an audit. | M | |||
| 64 | The new IRP system must securely transmit audit results to other jurisdictions either electronically, or by mail as needed. | M | |||
| 65 | The new IRP system must perform electronic searches and inquiries to all IRP System records, files and tables, by authorized users. | M | |||
| 66 | The new IRP system electronically manage all IRP inventory and indicia by authorized personnel. | M | |||
| 67 | The new IRP system must securely maintain and issue plate and sticker inventory, regardless of their location (remote offices/services) by authorized users. | M | |||
| 68 | The new IRP system must assign several ranges of inventory to multiple workstations. | M | |||
| 69 | The new IRP system must provide IRP, Inc. required transmittal processing for non-IRP jurisdictions. | M | |||
| 70 | The new IRP system must monitor transmittals due Non-IRP jurisdictions and generate reports needed by the CA DMV. | M | |||
| 71 | The new IRP system must establish compliance in accordance with the CA DMV Security Policy, Security Requirements, and Security Assessments in this contract, and with PCI. | M | |||
| 72 | The new IRP system must provide a multifaceted strong level of authentication and authorization (access control) to system functions and/or modules for both internal and external users. | M | |||
| 73 | New IRP system will need to accept multifaceted access control from a DMV managed access management system | M | |||
| 74 | The new IRP system must require access to reports via online, batch, or group reports, ad hoc reports in any configuration to be defined by user role (user group) | M | |||
| 75 | The new IRP system must maintain an audit log tracking mechanism of all automated records of System Administrator, user, system, and security activity for identification and evaluation offline. | M | |||
| 76 | The new IRP system must enable California-based apportioned registrants secure access (minimum AES 128-bit encryption) to their CA DMV apportioned registration account information. | M | |||
| 77 | New IRP system will need to accept multifaceted access control from a DMV managed access management system | M | |||
| 78 | The new IRP system must conform to Section 508 of the Federal Rehabilitation Act, guidelines. | M | |||
| 79 | The new IRP system must result in a computer application that allows CA DMV's customers to securely utilize the Internet to process IRP transactions and receive credentials via the Internet. | M | |||
| 80 | The new IRP system must provide online error messaging, help mechanism, fee calculations, invoices, and display receipt of payment. | M | |||
| 81 | The new IRP system must provide an initial warning screen containing CA DMV specified verbiage. | M | |||
| 82 | The new IRP system must provide online instructions for each screen/window step process. | M | |||
| 83 | The new IRP system must include the following application functions in the online process: |
• Originals
• Renewals
• Vehicle Adds (with or without conversion or replacement credits)
• Vehicle Deletions
• Weight Changes
• Replacement Cab Cards
• Replacement Stickers
| • Sub Plates Replacement Weight Decals and Stickers | M | ||
| 84 | The new IRP system must provide a function to track the number and type of transactions received, complete and incomplete, via the Internet. | M | |
| 85 | The new IRP system must provide online reports for users (such as the number of applications processed on specific dates, etc.). | M | |
| 86 | The new IRP system must comply with all IRP IDR and all IRP, Inc. processing requirements. | M | |
| 87 | The new IRP system must support the secure exchange of data with the IRP MCarrier for participating jurisdictions. | M | |
| 88 | The new IRP system must provide Week-to-date and Month-to-date reports to assist in verifying and balancing transactions for fees collected during transmittal period for non-MCarrier jurisdictions | M |
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