ELT Prequalification Questions and Answers.docx

Question Set 1 Electronic Lien & Titling Prequalification

23-350SOS-SOS35-B-34702

1. Section D.2.3.1. - Please clarify whether the ELT program will include a transaction will allow the lienholder to submit a request to the SOS to record a lien.

Yes, there will be a process through which a lienholder will be able to submit a request to SOS to record a lien

2. Section D.2.3.1. - Please clarify if the ELT program will allow the documents that will be uploaded for the transactions (where documents are required) to be signed electronically, including Power of Attorney documents.

Currently, SOS is statutorily authorized to utilize electronic signature for title and registration transactions.

3. Section D.2.3.1. - Please clarify if the ELT program will allow the lienholder to request a paper title (with lien intact). If so, can the lienholder designate a 3rd party address, such as an insurance company or dealer as the recipient.

Yes, SOS will allow the lienholder to request a paper title with the lien intact.

4. Section D.2.3.1. - Please clarify if the ELT program will allow the lienholder to release a lien and have a paper title mailed to a 3rd party.

SOS will allow the lienholder to release a lien and have a paper title mailed to a 3rd party.

5. Section A.8/A.10 - Is it possible to submit all components of the DDI Offer via email to the Information Contact (as opposed to submitting paper- and media-based versions)?

Responses to this solicitation may be submitted through BidBuy.

6. Section A.12. - Please confirm Offerors are not required to be qualified for the Small Business Act Set Aside Program.

This is correct. Offerors are not required to be qualified for the Small Business Set Aside Program.

7. Section A.13. - Please confirm this contract is does not fall under Sections 20-10, 20-15, 20-25 or 20-30 if the IPC and is not applicable to A.13 of the RFP.

This contract does not apply as there will be no payment from the State of Illinois to awarded Offerors.

8. Section D.2.1.2. - Please provide link/reference to the ELT statute.

(625 ILCS 5/3-100.1)Sec. 3-100.1. Use of electronic records.

(a-5) No later than July 1, 2022, the Secretary of State shall implement, manage, and administer an electronic lien and title system that will permit a lienholder to perfect, assign, and release a lien under this Code. The system may include the points in subsection (a) as to the identified objectives of the program. The Secretary shall establish by administrative rule the standards and procedures relating to the management and implementation of the mandatory electronic lien and title system established under this subsection. The Secretary may charge a reasonable fee for performing the services and functions relating to the management and administration of the system. The fee shall be set by administrative rule adopted by the Secretary.

9. Section D.2.1.2. - Please provide the rules, procedures and standards that are available for review.

Beyond the scope listed in the solicitation and the statute referenced above, there are currently no additional rules, procedures, or standards for ELT. Procedures and standards will be implemented.

IT Security Standards and data transfer standards will be available for review. Security standards are documented in SOS established information security policies, as well as in our contract terms and conditions. Data transfer standards, at this time, are based on current defined technology being used; SOAP webservice protocols and SFTP batch protocols.

SOS Security Policies and Standards for External Users can be viewed at the following link:

https://www.ilsos.gov/publications/pdf_publications/it_sec6.pdf

10. Section D.2.2.3. - What is anticipated a motorist will need access to the ELT program for? Please provide examples.

Primarily, if and when a motorist would need access to the ELT program/system it would be for purposes of having his or her lien released and to have the title printed and mailed to him or her.

11. Section D.2.4.2. - Please clarify what documents will need to be uploaded with an ELT transaction being sent to SOS.

SOS will require an affirmation of lien

12. Section D.2.1.2. - Please provide an example of when an electronic signature would be required when an ELT transaction is being sent to SOS.

An electronic signature will be required any time there would be a correction needed on the documents held by the lienholder or anything that will result in a change in the lien status.

13. Section D.2.3.4. - Please clarify the "assignment" as referenced. Does that reference assigning a lien to another lien holder?

Yes, a lien may be assigned to another lienholder. This process would require a new title application.

14. Section D.2.3.5. - Please provide clarification of how a dealer will use the ELT program.

Dealers will use information from the ELT program to verify liens. The ELT Program shall provide a mechanism by which a vehicle dealer may pay off outstanding liens

15. Section D.2.3.5. - Please provide clarification of a dealer service provider and their use the ELT program.

The ERT service provider must provide SOS with the E-lien info.

16. Section D.2.4.3. - Please define a "Submission" and advise what information will be required to be available to SOS for viewing.

SOS staff would need access to the specific lien information which identifies the vehicle, owner, and the lienholder.

17. Section D.2.4.6. - Please provide the SOS physical and information security standards to be considered.

Please refer to question #9 above.

18. Section D.3. - When does SOS anticipate beginning development on their systems?

The design is currently in process

19. Section D.6.2. - Please define "anticipated value of services.”

This can be left blank. Please just include where work will be performed primarily.

20. Section H.1. - Please provide instruction on how to complete H.1 State Supplemental Provisions; there appear to be no context around the items in this section.

This section is a supplemental for ILSOS or Offerors to propose additional terms. Additional terms may also be submitted using the ‘Exceptions to Solicitation and Contract Terms and Conditions’ under section G of the RFP.

21. Please confirm whether the Financial Disclosures & Conflict form is required to be submitted as part of the bidder's offer.

These forms are required if the vendor anticipates generating revenues in excess of $100,000 annually by providing these services in Illinois.

22. Will the state accept alternative financials for a privately held organization in lieu of the information required as part of the Financial Disclosure & Conflicts of Interest Form. If yes, what alternative information would be acceptable?

Acceptable documents for privately held organizations are listed in Step 1, Option 2. Offerors must still use the Financial Disclosure & Conflicts of Interest Form. Please refer to the form for instructions on submission.

23. Are lenders required to pay to register for this service?

SOS does not anticipate requiring payment to register, but it has not been determined at this time.

24. Will there be a verification system in place to ensure lenders aren’t registering with multiple services and prevent multiple registrations from different systems?

A lienholder may only register with one ELT provider. SOS will verify this through registration.

25. What system would the ELT info be uploaded to and what are the parameters to upload the data?

Data transfer standards, at this time, are based on current defined technology being used; SOAP webservice protocols and SFTP batch protocols.

26. Will these systems be integrated with the current ERT system?

The systems will share common information, but they will not be integrated together

27. What are the budget parameters for the payable - per sign up or per lien placed?

The fee structure, if applicable, has not been determined yet.

28. Please confirm that we are to respond electronically in BidBuy with attachments for Section 1 Part C , Section 1. Part D, Section 3. Part G(if applicable), Forms A or B(as applicable).

This is correct.

29. Are there any other required attachments?

There are no additional forms for submission. Additional forms may be requested at a later time.

30. Approval for a submission extension to March 10, 2023 in order to complete a comprehensive review of the program and submission requirements as well as provide an all-inclusive response to the SOS.

The due date has been extended to March 3, 2023.