ESBD_366000_1719935471626_1 RFO 608-24-20855A TxDMV Inventory Management System.pdf

RFO No. 608-24-20855A Page 1 of 47 Inventory Management System (IMS)

Texas Department of Motor Vehicles Finance and Operations Division - Purchasing Section 4000 Jackson Avenue Austin, Texas 78731 Email: nhi.ge@txdmv.gov

Request for Offers for a

Inventory Management System

RFO No. 608-24-20855A

NIGP Class/Items Codes: 208-11, 208-55, 208-56, 209-59, 255-40, 915-45, 958-88, 958-05, and 958-00

Schedule of Events

Solicitation Posting Date July 02, 2024 Deadline for Submitting Solicitation Questions or Clarifications

July 15, 2024 at 3:00 PM Central Time

Tentative Date for Response to Questions or Clarification through Solicitation Addendum

July 19, 2024

HUB Subcontracting Plan Courtesy Review (encouraged but not required) Subsection 15.8

July 29, 2024 at 3:00 PM Central Time

Deadline for Submission of Solicitation Response August 01, 2024 at 3:00 PM Central Time

RESPONSES RECEIVED THAT ARE MISSING REQUIRED INFORMATION AND

DOCUMENTATION, UNSIGNED, OR AFTER THE DUE DATE AND TIME STATED HEREIN,

WILL NOT BE EVALUATED

Summary of Solicitation Documents:

This Request for Offers (“RFO”) Attachment A, TxDMV Respondent’s Preferences, Affirmations, and Solicitation Acceptance Attachment B, TxDMV Contract Terms and Conditions Attachment C, Price List Attachment D, Evaluation Criteria Attachment E, HUB Subcontracting Plan Instructions Attachment F, HUB Subcontracting Plan Form Attachment G, Disclosure of Potential Conflicts of Interest Form Attachment H, Controlled and Non-Controlled Inventory Item Listing Attachment I, General Insurance Requirements Attachment J, DIR PRO-503-01 Change Management Process and Procedure v10.0 Attachment K, Information Resources Security Compliance & Confidentiality Agreement mailto:nhi.ge@txdmv.gov

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Table of Contents A.1 Key Definitions A.2 Objective and Background

A.2.1 Objective A.2.2 Background

A.3 General Information and Requirements A.3.1 Sole Point of Contact and Communications A.3.2 Exception to Sole Point of Contact A.3.3 Response Binding A.3.4 Travel, Mileage Rates, and Other Incidental Expenses

A.4 Contract Term A.5 Pricing Structure A.6 Price Adjustments

A.6.1 Price Increase or Cancellation Requests A.6.2 Price Decrease or Discount

A.7 Deliverables, Requirements, and Specifications A.7.1 Scope of Work (“SOW”)

A.7.1.1 Profile Management A.7.1.2 License Plate Sequences A.7.1.3 License Plate Manufacturing A.7.1.4 Inventory Allotment A.7.1.5 Order Inventory A.7.1.6 Order Fulfillment A.7.1.7 Receive Inventory A.7.1.8 Inventory Assignment A.7.1.9 License Plate Assignment A.7.1.10 Quality Control A.7.1.11 Enforcement A.7.1.12 Reporting A.7.1.13 Training

A.7.2 System Requirements A.7.2.1 Compatibility and Integration A.7.2.2 Security A.7.2.3 Data and Testing A.7.2.4 Technical solutions and designs A.7.2.5 Data Ownership and Return

A.7.3 Contractor’s Additional Responsibilities A.7.4 TxDMV Responsibilities A.7.5 Deliverables (Delivery Approval and Changes) A.7.6 Delivery Schedule

A.8 Project plan A.8.1 Project Phase: Planning A.8.2 Project Phase: Executing A.8.3 Project Phase: Monitoring and Controlling A.8.4 Project Phase: Closing

A.9 Reports and Meetings A.9.1 Status A.9.2 Meetings

A.10 Service Level Agreement A.10.1 Service Level Management A.10.2 Service Level Requirements for IMS Support

Table 1: Resolution Time Service Level Measures Table 2: Resolution Medium *Resolution Time (Severity Level 1-5)

A.10.3 IMS Support Performance Matrix A.10.4 Service Level Requirements for IMS Maintenance

A.11 Contractor’s Performance, Performance Measures, and Liquidated Damages A.11.1 Period of Performance

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A.11.2 Unsatisfactory Performance A.11.3 Key Performance Measures (“KPM”)’s and Liquidated Damages A.11.4 Project Completion Criteria A.11.5 Project schedules to be achieved by the Contractor A.11.6 Maintenance Support A.11.7 Assumptions, Risks, Constraints, and Dependencies A.11.8 Acceptance Criteria A.11.9 Enhancements to the Solution after Go-Live Date of the Solution A.11.10 No Guarantee of Value, Usage, or Compensation A.11.11 Reporting Requirements A.11.12 Future Contract Development

A.12 Information Security A.12.1 Information Security Requirements A.12.2 Access to Internal TXDMV Network and Systems A.12.3 Disclosure of Security Breach and Security Vulnerabilities

A.13 Response Evaluation and Scoring A.13.1 Initial Compliance Screening A.13.2 Respondent’s Past Performance A.13.3 Evaluation Scoring A.13.4 Evaluation Matrix A.13.5 Best and Final Offers and Competitive Range Determination A.13.6 Discussion with Respondents

A.14 Awards A.14.1 Award Approach A.14.2 Award and Cancellation A.14.3 Negotiations A.14.4 Ties

A.15 Submission Instructions and Requirements A.15.1 Electronic Mail Submission of Response A.15.2 Hand Delivery or Mail Delivery of Response (Optional) A.15.3 Applicable Statutes, Rules, and Regulations A.15.4 Award of Contract A.15.5 Conflicts and Disclosure of Interest Parties – Mandatory A.15.6 Exceptions A.15.7 Escalation Protocol – Mandatory A.15.8 HUB Subcontracting Plan – Mandatory A.15.9 Insurance – Required Coverage A.15.10 Respondent’s Preferences, Affirmations, and Solicitation Acceptance – Mandatory A.15.11 Price Sheet – Mandatory A.15.12 Protests A.15.13 Respondent’s Response Format and Cover Page A.15.14 Respondent’s Understanding of the Project A.15.15 Respondent’s Proposed System A.15.16 Respondent’s Staffing Resources A.15.17 Respondent’s Response A.15.18 Taxes A.15.19 Texas Identification Number System A.15.20 Solicitation Addenda – Mandatory

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A.1 Key Definitions

In this Solicitation, any resulting Contract, and any Response submitted in response to this Solicitation, the following terms and acronyms have the meaning set forth below, unless the context clearly indicates otherwise. All other terms have their ordinary and common meaning.

Term Definition Addendum A written revision or clarification to this Solicitation being issued by

TxDMV and posted to the ESBD. May also be referred to in its plural form as “Addenda.”

Attachment The document(s) or information that are attached hereto and part of this Solicitation, and may be included by reference and made part of any Contract that may result from this Solicitation.

CMBL The Centralized Master Bidders List, an online repository of vendors maintained by the Texas Comptroller of Public Accounts, is utilized by public procurement professionals to solicit bidding opportunities.

Additional information regarding CMBL may currently be accessed at:

https://comptroller.texas.gov/purchasing/vendor/cmbl.

Confidential Information

Any information that is proprietary or unique to the TxDMV and that is disclosed by the TxDMV to the Recipient during the term of this Agreement, including the following: matters of a technical nature such as processes, devices, techniques, and data.

Contract A legally enforceable agreement between TxDMV and the Contractor selected under this Solicitation, if any, and includes this Solicitation and any document attached thereto including the TxDMV Contract Terms and Conditions, any Solicitation Addendum, the Contractor’s Response including the signed TxDMV Respondent’s Preferences, Affirmations, and Solicitation Acceptance, TxDMV Contract Affirmations, and any Contract amendment thereto. As a result of this Solicitation, TxDMV may issue a TxDMV contract signature document and/or Purchase Order. See, ‘Purchase Order’ definition below.

Contractor The successful Respondent selected to provide the Deliverables to TxDMV under a Contract that may result from this Solicitation.

Deliverables The goods, products, or services specified in this Solicitation, that the Contractor shall deliver to or perform for TxDMV under any Contract that may result from this Solicitation.

ESBD The Electronic State Business Daily, an online application administered by the Texas Comptroller of Public Accounts that is used for publishing procurement opportunities that exceed $25,000.00 in total estimated value and providing public notice of contract awards. The ESBD may currently be accessed at: http://www.txsmartbuy.com/esbd.

Fiscal Year The Texas state fiscal year from September 1st through August 31st of each year. May also be referred to as “State Fiscal Year” or “Texas Fiscal Year.” This term is not to be confused with calendar year or federal fiscal year.

HSP The HUB Subcontracting Plan, the documentation regarding the use of Subcontractors by a Respondent, which is required to be submitted with all Responses for TxDMV contracts with an expected value of https://comptroller.texas.gov/purchasing/vendor/cmbl http://www.txsmartbuy.com/esbd

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$100,000.00 or more, where TxDMV has determined subcontracting opportunities are probable pursuant to Section 2161.252 of the Texas Government Code. The HSP subsequently becomes a provision of any Contract awarded to a Contractor under this Solicitation, if any, and shall be monitored for compliance by TxDMV during the term of the Contract.

HUB A Historically Underutilized Business, as defined by Chapter 2161 of the Texas Government Code.

Party or Parties Either TxDMV or Respondent, separately or collectively.

Protected Data Personally Identifiable Information is information that can be used to distinguish or trace an individual's identity, either alone or when combined with other information that is linked or linkable to a specific individual. May also be referred to in its plural form as “PII.” Sources:

NIST SP 800-63-3 under Personally Identifiable Information

Purchase Order The document issued by TxDMV and accepted by the Contractor by its performance in accordance with the Purchase Order terms which shall be subject to the terms and conditions of the Contract. The Purchase Order terms indicate the types, quantities, and prices for the Deliverables the Contractor will be provided to TxDMV during the Contract term. May also be referred to as “PO.”

RSC A Regional Service Center of the TxDMV. This term encompasses all 16 existing and future RSCs located in Abilene, Amarillo, Austin, Beaumont, Corpus Christi, Dallas, El Paso, Fort Worth, Houston, Longview, Lubbock, Midland-Odessa, Pharr, San Antonio, Waco, and Wichita Falls, unless clearly stated otherwise.

Respondent The individual or entity that submits a Response to this Solicitation.

This term also includes anyone acting on behalf of the individual or entity that submits a Response, such as an employee, representative, or agent. May also be referred to as “Bidder.”

Response A Respondent’s bid, proposal, or all information and materials, submitted to TxDMV in response to this Solicitation. May also be referred to as “Bid,” “Bid Response,” “Proposal,” “Offer,” or “Solicitation Response.”

Solicitation This “Request for Offers,” along with all other documents referenced in or attached to this Solicitation, and any addendum thereto, if any, and posted to the ESBD, soliciting Responses for the proposed Deliverables set forth herein. May also be referred to as “RFO.”

SOW The Statement of Work, Scope of Work, Statement of Services to be Performed, or Scope of Services to be Preformed, that provides the description of requirements and specifications for the Deliverables as outlined within this Solicitation and the Contractor is required to provide under any Contract that may result from this Solicitation.

TxDMV The Texas Department of Motor Vehicles, the State agency established under Chapter 1001 of the Texas Transportation Code, issuing this Solicitation. May also be referred to as “Department.”

TxDMV Project Manager The TxDMV Project Manager will be the primary point-of-contract for the project related items and to assure Contract obligations: scope management, schedule and milestone tracking, quality assurance, risk

RFO No. 608-24-20855A Page 6 of 47 management, communication and reporting, issue resolution, compliance and documentation, change management, and closeout activities (this should not be confused with the process of contract closeout). By fulfilling these responsibilities, the TxDMV Project Manager ensures that the project meets its contractual obligations, stays within budget, and is completed on time and to the required quality standards.

TX-RAMP The Texas Risk and Authorization Management Program that provides a standardized approach for security assessment, certification, and continuous monitoring of cloud computing services that process the data of State agencies, which is administered by the Texas Department of Information Resources. Additional information regarding TX- RAMP may currently be accessed at: https://dir.texas.gov/information -security/texas-risk-and-authorization-management-program-tx-ramp.

State The state of Texas and its instrumentalities, including TxDMV and any other State agency or public institution of higher education, its officers, employees, or authorized agents.

Subcontractor Any individual or entity that enters into a contract with the Contractor to perform part of or all of the obligations of the Contractor to TxDMV under any Contract that may result from this Solicitation. This term also includes the Subcontractor’s employees.

Vendor An individual or entity that supplies goods, products, or services, and may be a potential Respondent to this Solicitation.

VPTS The Vendor Performance Tracking System, maintained by the Statewide Procurement Division of the Texas Comptroller of Public Accounts, is a comprehensive online tool that shares vendor performance information between State agencies and public institutions of higher education. Additional information regarding VPTS may currently be accessed at: https://www.txsmartbuy.com/vpts.

A.2 Objective and Background

A.2.1 Objective

The Texas Department of Motor Vehicles (“TxDMV”) is responsible for implementing House Bill (“HB”) 718 from the 88th Texas Legislative Regular Session. HB 718, in part, enacted changes to Chapter 503 of the Texas Transportation Code, requiring motor vehicle dealers to issue metal license plates from TxDMV for sold vehicles, thereby eliminating temporary paper buyer’s tags. TxDMV must ensure dealers can obtain enough plates in advance to avoid disruptions, establish rules for plate limits, and monitor dealer plate acquisitions. Consequently, a statewide license plate inventory management system (“IMS”) is necessary to oversee plate distribution and monitor other various inventory items related to the mandated changes.

Therefore, the Finance and Operations - Purchasing Section (“Purchasing Section”) as part of the ‘HB718 Metal License Plate Implementation Project’, is soliciting offers for the development, support, maintenance, enhancements, and hosting of an IMS, preferably leveraging a Software-as-a-Service (“SaaS”) or a commercially off-the-shelf (“COTS”) cloud-based system (the “Deliverables”). The implementation will be facilitated through services offered by the successful Respondent.

https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp https://dir.texas.gov/information-security/texas-risk-and-authorization-management-program-tx-ramp https://www.txsmartbuy.com/vpts

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To be considered for any Contract that may result from this Solicitation, Respondent must submit a comprehensive Response that includes all required information and documentation as outlined in this Solicitation to ensure the Respondent meets all requirements, possesses the required experience, and qualifications, and has the capacity to provide the Deliverables described in this Solicitation.

A.2.2 Background

TxDMV is a dynamic state of Texas (“State”) agency dedicated to customer service, consumer protection, and the success of motor vehicle-related industries, and is established in accordance with Chapter 1001 of the Texas Transportation Code. The stated mission of the agency is “to serve, protect and advance the citizens and industries in the state with quality motor vehicle related services.”

The public interacts with the TxDMV personnel on a daily basis to register their vehicles, obtain license plates, obtain title certificates, acquire parking placards for disabled drivers, address complaints associated to the motor vehicle industry, and more. Additionally, each year the agency registers almost 25 million vehicles; regulates vehicle dealers; credentials buses and large trucks for intrastate and interstate commerce; issues oversize and overweight permits; and awards grants to other state agencies, local governments, organizations, and concerned parties in an effort to raise public awareness of and reduce vehicle-related thefts and burglaries.

For more information about TxDMV and its divisions, please visit https://www.txdmv.gov.

A.3 General Information and Requirements

A.3.1 Sole Point of Contact and Communications

The TxDMV Sole Point of Contact for communications, including requests, questions, or clarifications, concerning this Solicitation is:

Nhi Ge, CTCD, CTCM Email: nhi.ge@txdmv.gov

Vendor communications relating to this Solicitation must be directed in writing only, via email, to the TxDMV Sole Point of Contact identified above or an authorized secondary TxDMV Sole Point of Contact. All communications regarding this Solicitation must clearly identify which section, subsection, and paragraph of the Solicitation or Attachment is being referenced. All other communications between a Vendor, its employees, officials, agents, and subcontractors, and any other TxDMV personnel concerning this Solicitation are strictly prohibited. Failure to comply with these requirements may result in disqualification of the Response in TxDMV’s sole and absolute discretion.

All communications concerning this Solicitation must be submitted on or before the “Deadline for Submitting Solicitation Questions or Clarifications” as noted in the Schedule of Events found on the first page of this Solicitation. Verbal inquiries related to this Solicitation are not acceptable and will receive no response, nor will Vendor communications received after the deadline referenced in the proceeding sentence be answered. Vendor communications pertaining to this Solicitation must include the Solicitation number, title, and the Deadline for Submission of Solicitation Responses date identified in the Schedule of Events found on the first page of this Solicitation (the “Response Deadline”) in the email subject line. TxDMV’s responses to questions or clarifications concerning this Solicitation, if any, will be answered by an addendum posted on the Electronic State Business Daily (“ESBD”) by the https://www.txdmv.gov/ mailto:Nhi.Ge@TxDMV.gov

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“Tentative Date for Responses to Questions or Clarifications” as noted in the Schedule of Events found on the first page of this Solicitation or as soon as practical.

If a Vendor discovers any ambiguity, conflict, discrepancy, exclusionary specifications, omission, or other error in this Solicitation, the Vendor must immediately provide written notification via email to the TxDMV Sole Point of Contact. If a Respondent fails to notify the TxDMV Sole Point of Contact of any error, ambiguity, conflict, discrepancy, exclusionary specification, or omission, the Respondent submits its Response at its own risk and waives any claim of error or ambiguity in the Solicitation and any resulting Contract. If a Respondent is awarded a Contract resulting from this Solicitation, such Successful Respondent will not be entitled to additional compensation, relief, or time by reason of the error or its later correction.

The communications restriction set forth in this Subsection (as to only communicating in writing with the TxDMV Sole Point of Contact identified above) does not preclude discussions between a Vendor and TxDMV personnel for the purposes of conducting business unrelated to this Solicitation.

A.3.2 Exception to Sole Point of Contact

If applicable to the Solicitation, the only exceptions to the TxDMV Sole Point of Contact are TxDMV Historically Underutilized Business (“HUB”) personnel, or, if expressly directed by the TxDMV Sole Point of Contact, another designated TxDMV representative.

Should Bidders have questions regarding proper completion of the HUB Subcontracting Plan (“HSP”), TxDMV HUB personnel may be contacted at hub@txdmv.gov. The TxDMV Sole Point of Contact identified in Subsection A.3.1, must be copied on any email.

A.3.3 Response Binding

In submitting a Response to this Solicitation, the Respondent agrees its entire Response will remain a firm and binding offer for at least 120 days from the Response Deadline.

A.3.4 Travel, Mileage Rates, and Other Incidental Expenses

TxDMV will not pay any per diem, travel, mileage rates, trip charges, hotel, equipment, phone calls, paper, reproduction services, office space, or other incidental expenses related to the Deliverables under any Contract that may result from this Solicitation. Therefore, Respondents must account for all travel, mileage, lodging, and other expenses in their pricing for the Deliverables, as may be applicable.

A.4 Contract Term

The initial term of any Contract resulting from this Solicitation is anticipated to be from the Contract effective date until August 31, 2025, unless extended, renewed, or terminated sooner in accordance with the terms and conditions of the Contract. TxDMV, at its sole discretion, may extend or renew any Contract awarded pursuant to this Solicitation for up to any period(s) of time, provided the Contract term, including all extensions or renewals, do not exceed seven years.

Following the initial term and any allowable extensions or renewals, TxDMV, in its sole and absolute discretion, may extend or renew any Contract that may result from this Solicitation beyond the initial mailto:HUB@TxDMV.gov

RFO No. 608-24-20855A Page 9 of 47 term and all extension or renewal periods, in whole or in part, for up to 12 months or for such time deemed necessary to ensure continuity of service, to process a new solicitation, to secure a new contract, for transitioning to a new Vendor, or as otherwise determined by TxDMV to serve the best interest of the State.

The Respondent in submitting a Response to this Solicitation, acknowledges and understands that TxDMV is not responsible for payment under any Contract resulting from this Solicitation before the effective date of the Contract. No pre-Contract spending by a Contractor will be allowed.

A.5 Pricing Structure

All prices offered, as part of a Respondent’s Response, must be firm, fixed prices, for the initial term of any Contract that may result from this Solicitation. Contract pricing must be constant for TxDMV throughout the lifetime of any Contract that may result from this Solicitation and may only change in accordance with Section A.6, Price Adjustments, of this Solicitation.

The Respondent’s must submit its proposed pricing exclusively through Attachment C, Price List. This submission must align with the descriptions and units of measure specified for each line item therein.

Furthermore, the prices offered must cover all Deliverables outlined in this Solicitation.

A.6 Price Adjustments

A.6.1 Price Increase or Cancellation Requests

Price adjustments are not automatic and must remain firm for the initial term of any Contract that may result from this Solicitation, except as may be allowed under Section A.5 and Section A.6. After the initial term of any Contract that may result from this Solicitation, the Parties may negotiate and agree on a price increase or reduction prior to an extension or renewal option being exercised.

TxDMV, in its sole and absolute discretion, may accept, reject, or negotiate price increases after receipt of a complete, properly submitted, written request that includes documentation in support of any price adjustment. All requests submitted without sufficient supporting documentation to support the pricing increase will not be considered. The Contractor will receive written notification from TxDMV’s Purchasing Section documenting action taken, to include effective dates when appropriate. Any Contract that may result from this Solicitation up to the effective date of approval or cancellation, as applicable, must be honored by the Contractor at the price reflected in the Contract.

Price increase and cancellation requests under this Subsection must be sent by email to the TxDMV Contract Representative designated in the Contract with a copy to purchasing@txdmv.gov along with the following in the subject line: “RFO No. 608-24-20855A – Price Increase or Cancellation Request.”

A.6.2 Price Decrease or Discount

The Contractor shall immediately implement any price decrease or discount applicable to the Deliverables that may become available during the term of any Contract that may result from this Solicitation. Additionally, the Contractor must notify the designated TxDMV Contract Representative designated in the Contract in writing so a Contract amendment or PO change notice may be processed for the Contract.

mailto:Purchasing@TxDMV.gov

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Price decreases or discount notifications under this Subsection must be sent by email to the designated TxDMV Contract Representative with a copy to purchasing@txdmv.gov along with the following in the subject line: “RFO No. 608-24-20855A – Price Decrease or Discount Notice.”

A.7 Deliverables, Requirements, and Specifications

The Scope of Work as outlined within this Solicitation includes both internal and external applications designated by TxDMV. This Section communicates the various functionalities of the IMS, including system integrations and specifications. A wide range of user groups will require access to the new IMS.

Currently, approximately 23,000 dealerships use webDEALERSM for title transactions and metal license plate allocation to end-users at the point of sale. Additionally, around 600 county offices and Full-Service Deputies (“FSD”) will require access. Finally, TxDMV employees, including those at nearly 20 Regional Service Centers, must have access to administer the IMS. All entities will be granted role-based access as determined during the project planning phase (Requirements Gathering Documentation).

A.7.1 Scope of Work (“SOW”)

A.7.1.1 Profile Management

1. IMS must communicate and integrate with TxDMV eLICENSINGSM application, which is the sole source of dealer demographics, to obtain the most current dealer demographic details and order requestor details for invoicing/shipping labels.

2. IMS must manage and display the location demographic details for Regional Service Centers (“RSC”), Tax Assessor-Collectors (“TAC”), and TxDMV locations. This includes mailing and physical addresses, phone numbers, administrators, authorized users assigned to each location, and the locations under their authority in the IMS.

3. IMS must display TAC county and their list of sub-stations to appropriate role access based on their user roles, as designated during the project planning phase (Requirements Gathering Documentation). This information must include the demographic details, addresses, phone number and authorized users.

4. IMS must enable approval workflows and communication distribution for TAC changes to demographic details, addresses, and administrators, so RSC’s can approve the change requests and the RSC Staff Services Officer is notified of the changes to distribution.

5. IMS must enable TxDMV users to automatically change their demographic details, address, and authorized users.

6. IMS must have a Co-browse function so the TxDMV Consumer Relations Division (“CRD”) can see a user’s IMS screens.

7. IMS must support WCAG 2.2 Level AA criteria for non-text content that is presented to the user with text alternatives for decorative images, content images and graphical user interfaces and controls have associated names.

8. IMS must support WCAG 2.2 Level AA criteria for information, structure and relationships conveyed appropriate heading’s structure, form field labels and Adobe® Portable Document Format (“PDF”) viewers with accessibility structured results.

9. IMS must support WCAG 2.2 Level AA criteria for workarounds for accessibility.

10. IMS must have a notes section for each dealer, TAC or TxDMV location, where an authorized user can record text or images to notate details about order transactions.

11. IMS must keep a change log on all changes made to any demographic details, addresses, authorized user, and administrator change requests and approvals.

mailto:Purchasing@TxDMV.gov

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12. IMS must manage and maintain all TAC demographic details, addresses, administrators, and authorized users.

13. IMS must provide an authorized user with the ability to add or remove a TxDMV, RSC or TAC location/sub-location, add/remove authorized users, and change existing addresses.

14. IMS must receive the most current dealer location addresses from eLICENSINGSM so that orders for inventory are shipped to locations as approved by TxDMV enforcement.

15. IMS must support user group role access functionality based on a configuration model, so that access to functions can be modified by designated TxDMV administrators.

16. IMS must capture RSC, TAC, and TxDMV demographic details and order requestor details for invoicing/shipping labels.

A.7.1.2 License Plate Sequences

1. IMS must accommodate and recognize “stack” characters, defined as specialized characters that symbolize two characters occupying the same space.

2. IMS must accommodate and recognize International Symbol of Access (“ISA”) characters.

3. IMS must allow access to view, edit all plate patterns, and restricted word list to appropriate roles based on their user roles, as designated during the project planning phase (Requirements Gathering Documentation). The system must maintain a historic log of all sequence additions, deletions, and modifications.

4. IMS must be able to dynamically detect the emergence of new word patterns to place on the license plate omissions list.

5. IMS must display the entire omissions list and accept manual data entry of new words, word patterns or acronyms.

6. IMS must generate unique license plate sequences containing variable character patterns ranging from 5 to 8 characters in length.

7. IMS must generate, maintain, and control the generation of unique license plate sequences, adhering to TxDMV rules which includes but is not limited to maintaining unique sequences for each plate type and considering historic and current day inventory as well as restricted words/character patterns.

8. IMS must prevent duplicate plate patterns. Sequencing logic for new plate patterns, must incorporate duplicate checking and evaluate historic plate patterns and existing population of plates assigned to vehicles to ensure unique sequences are generated.

9. IMS must prevent the ordering, use or printing of words, word patterns and acronyms contained on the license plate omissions list.

10. IMS must support license plate sequencing functionality for all license plates manufactured by or for TxDMV.

A.7.1.3 License Plate Manufacturing

1. IMS must work on iPhone, iPad, Android, Windows, and Mac operating systems.

2. IMS must automatically generate and provide a continuously updated one-year text file with all orders being manufactured, which will be used by a third-party vendor of TxDMV to print labels for specialty plate orders received for mailing.

3. IMS must be able to accept manual data entry of the manufacturing ordering details from Texas Department of Criminal of Justice (“TDCJ”) located in Huntsville, Texas, and must include capturing dates of plate sequence manufactured, date shipped, and tracking number of shipments to Motor Vehicle Division’s (“MVD”) fulfillment warehouse (“Fulfillment Warehouse”).

4. IMS must communicate with TDCJ to provide it with a file export in a format compatible with 3M® Plate Builder Software, to produce new metal plates by daily cutoff time.

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5. IMS must generate an order for metal plate manufacturing, generated from a plate manufacturing forecast that displays a list of plate types. The list of plates must be editable so that plates can be added or removed from the order and quantities can be increased or decreased. The order must display the sequence assigned to each plate type and a receipt of the order must be displayed using the Manufacturing Authorization Form (VTR-430) format.

6. IMS must communicate with TDCJ, to provide a daily file export, with order details for manufacturing International Registration Plan (“IRP”) plates.

7. IMS must communicate with TDCJ, to provide a daily file export, with order details for manufacturing from the existing My PlatesSM web application, which is currently operated by a third-party vendor of TxDMV.

A.7.1.4 Inventory Allotment

1. IMS must calculate an annual allotment count, per controlled inventory item, per location to ensure the user cannot exceed the annual allotment count, for that item.

2. IMS must communicate the allocation evaluation outcome and new allocation values must be visible in the IMS, when placing the order.

3. IMS must display a real-time allocation limit per controlled inventory item and that limit must increase or decrease as the user is adding or removing the item from the order, so that the user knows how much of their allotment is being used (e.g., 10 out of 20).

4. IMS must email and display an alert upon login to designated authorized users, when an inventory item falls below a specific and customizable threshold for their maximum allotment amounts or has reached their allotment amount.

5. IMS must display warning notifications on login to designated authorized users, when inventory on hand, falls below a specific and customizable threshold.

6. IMS must display warnings, while ordering controlled inventory, when the amount ordered for that item is within a percentage of the maximum allotment value.

7. IMS must keep track of allotment increase requests and outcomes for integration with enforcement triggers.

8. IMS must notify designated TxDMV users to review allocation increase requests.

9. IMS must offer designated TxDMV users the capability to approve or reject an allocation increase request and increase the allotment value, so that the order can be placed.

10. IMS must offer designated TxDMV users the capability to set an allotment value for an individual inventory item on a location-by-location basis or via a global change.

11. IMS must prevent exceeding the allotment value for a controlled inventory item, while making an order.

12. IMS must provide an approval path with justification, to request an allotment amount increase for any or all controlled inventory items, while the order is being placed and as a standalone function.

A.7.1.5 Order Inventory

1. IMS must allow authorized TxDMV users to be able to add new or remove existing items of inventory from the IMS.

2. IMS must allow dealers logging into webDEALERSM the ability to place an order for inventory in

IMS, without having to login again.

3. IMS must allow the allocations team to place orders for various title types, such as Certified Copy of Texas Certificate of Title (“CCO”), Vehicle Identification Number (“VIN”) Decals, Salvage & Nonrepairable Titles, Demonstration, and Souvenir Plates.

4. IMS must allow users ordering inventory the ability to add inventory items to the cart, remove

RFO No. 608-24-20855A Page 13 of 47 inventory items from the cart, and edit inventory item quantities.

5. IMS must display a receipt for the user, when order is placed, including all warnings for allotment values.

6. IMS must display an inventory ordering interface that displays a catalog of products based on the user’s role and permissions, which includes but is not limited to metal plates, forms, paper, envelopes, and other types of office supplies. See Attachment H, Controlled and Non-Controlled Inventory Item Listing.

7. IMS must email Dallas RSC, or any other RSC that may be designated by TxDMV at a later date, when CCO’s are ordered and include order details.

8. IMS must email inventory order invoices to users placing orders, when a transaction is complete and communicate with the Registration Titling SystemSM (“RTS”) to send the order details, including sequences of controlled items, so that inventory can be received at location, when products are delivered.

9. IMS must enable authorized users the ability to place an inventory order on another location’s behalf.

10. IMS must enable a dealer, TAC, or TxDMV, who receives an order, the ability to request an inventory return, if the shipment is incorrect, mis-shipped, or damaged. They must also receive, via email and IMS, instructions and return labels when inventory has been approved to return.

11. IMS must enable designated TxDMV users to review, approve or deny inventory return requests.

12. IMS must establish an inventory return pipeline for authorized users to notify designated TxDMV users of an issue with their inventory delivery or existing inventory and make a request to return that inventory back to TxDMV.

13. IMS must offer an authorized user from TxDMV’s inventory distribution warehouse (“Distribution Warehouse”), currently planned to be operated by a third-party vendor of TxDMV, the capability to place an order for more inventory. Upon review and approval of the request by a TxDMV authorized user, a replenishment shipment will be fulfilled and delivered to the Distribution Warehouse.

14. IMS must provide an option to authorized users, to automatically reorder general issue license plate inventory on a quarterly basis, utilizing the formula of subtracting on hand quantity from a location’s quarterly allocation.

15. IMS must provide RSC with the ability to place orders for IRP plates.

16. IMS must require confirmation of the order before the order is placed.

17. IMS must support email and application communications for order details, order fulfillment status, shipping status, tracking details, estimated delivery time, and delivery signature.

18. IMS must support placing and receiving dealer plate orders to replenish inventory for the Fulfillment

Warehouse operations.

19. IMS must support variable authorizations for plate orders between Regional Service Center users, TAC users and TxDMV headquarters users.

20. IMS order process must offer and take payment for an expedited shipping option.

21. IMS ordering cart must display a summary of all items selected in the order as well as the shipping address the order will get shipped to.

A.7.1.6 Order Fulfillment

1. IMS must receive notifications from the Distribution Warehouse’s inventory distribution system

(“IDS”) for order fulfillment statuses, shipping statuses, tracking details, estimated delivery time, and delivery signature.

2. IMS must receive order/transaction details, from the IDS, including person requesting order, person fulfilling order, products requested, location to be delivered and sequences of controlled items contained in the order.

RFO No. 608-24-20855A Page 14 of 47

3. IMS must receive Real-time/Daily response from the Dealer Management Software (“DMS”) when orders are received, fulfillment in progress, completed, ready to be shipped, shipped, and received.

4. IMS must send a daily file export to DMS with order details for fulfilled inventory items.

5. IMS must send controlled and uncontrolled item orders to the IDS for fulfillment, by daily cutoff time.

6. IMS must send email with a list of carton orders for decals, from the Point of Sale (“POS”) system to the DMS.

7. IMS must send orders for controlled and uncontrolled items to the Fulfillment Warehouse for processing.

A.7.1.7 Receive Inventory

1. IMS must allow a location to distribute and assign inventory to the locations under a dealers General

Distinguishing Numbers (“GDN”) or sub-stations under a TAC location.

2. IMS must capture when an order, box or individual controlled item is missing, stolen, or damaged.

3. IMS must offer the TxDMV Quality Assurance Team (“QA Team”) with capabilities to receive into inventory, any or all, the inventory they inspect and damage or destroy any plates necessary.

4. IMS must offer the QA Team the capabilities to replace orders after an address verification, in situations of mis-shipments (wrong address), no delivery, damaged delivery or outcome of an enforcement investigation.

5. IMS must require that the inventory items within an order be received and that the plates within that order be accounted for, before the plate can be assigned to a vehicle.

A.7.1.8 Inventory Assignment

1. IMS must assign the range of plate sequences to the location placing the order.

2. IMS must communicate license plate sequences to TxFleetSM, Reviver®, eLICENSINGSM, and RTS applications, for use in their processes. TxFleetSM and Reviver® are both TxDMV third party vendor applications. eLICENSINGSM, and RTS are both TxDMV built and supported internal applications.

3. IMS must communicate with the My PlatesSM web application to provide an inventory of specialty plate sequences.

4. IMS must communicate with RTS POS to provide an inventory of qualifying plate sequences which have qualifications before they can be assigned. (Examples include state office, military).

5. IMS must communicate with the My PlatesSM web application to provide a license plate sequence validation during a specialty plate order.

6. IMS must automatically make all plates in a sequence available for tracking, as soon as the system approves them for manufacturing, considering the restricted/omitted plates.

7. IMS must receive license plate/numeric sticker assignment when dealer plates are assigned to a location upon issuance of a new license and renewal of a license.

8. IMS must support a specialty plate purge function which results in a specialty plate sequence being put back into inventory and makes the plate available for reuse, when the plate owner fails to renew the registration.

9. IMS must support distribution/assignment of inventory at multiple levels that that includes by employee, by workstation, by a centralized, by substation, by dealer, by distinct dealer locations under one dealer GDN, and by stock (held or not available for assignment).

10. IMS must support holding a special plate order for a defined, short period, after which that plate sequence is released back into inventory and available to be reassigned.

11. IMS must support personalized plates, which is a subset of specialty plates, where license plate owner generates their own license plate sequence.

RFO No. 608-24-20855A Page 15 of 47

12. IMS must support providing special plate sequences to the RTS POS application and the My PlatesSM web application.

13. IMS must support reserving special plate sequences by TxDMV authorized users or the My PlatesSM web application. Reserved plates cannot be assigned in IMS, until they are released by the authorized user or My PlatesSM.

14. IMS must support TxDMV authorized users manually designating a special plate as “unacceptable,” which results in the plate being unusable in the system.

15. IMS must track a new dealer temporary plate issued via eLICENSINGSM to dealerships. This plate is used for transporting vehicles, test drives and maintenance and replaces the use of dealer vehicle tags, dealer agent tags, and converter tags

16. IMS must communicate the vehicle and new dealer temporary plate information to law enforcement and toll authorities.

17. IMS must offer in inventory and track a new out of state metal plate issued to a vehicle that is to be registered out of state.

18. IMS must offer in inventory and track a new metal temporary registration plate issued to a vehicle needing a one trip and 30-day permit.

19. IMS must offer in inventory and track a new metal buyer temporary plate issued to a vehicle only when the dealer does not carry the appropriate metal plate in inventory.

A.7.1.9 License Plate Assignment

1. IMS must communicate with webDEALERSM so that after transactions where a metal plate is assigned to a vehicle; IMS has a record of transaction.

2. IMS must communicate with Texas Law Enforcement Telecommunications System (“TLETS”) to provide vehicle and license plate details for transactions in webDEALERSM where a license plate is assigned to a vehicle (before and after the title is application is approved, rejected or denied), Vehicle Transfer Notification (“VTN”) is performed, or internet down transactions are performed.

3. IMS must accept into inventory VTN records, for vehicles traded-in, that do not have a “dedicated” plate assignment, in the event the owner keeps the plate or plate is missing.

4. IMS must accept notification from a dealer, TAC, RSC or TxDMV authorized user, when controlled inventory is missing, damaged, or stolen.

5. IMS must allow a dedicated plate to be disassociated from the trade-in vehicle, in the event the vehicle is resold and is going out of state, vehicle is resold, and new owner has a specialty plate, plate is damaged, plate is missing, or plate is stolen.

6. IMS must allow a trade-in vehicle, with an existing license plate, to be issued a new license plate only upon receiving justification for why the existing plate is not being utilized. These transactions must be logged and visible to TxDMV enforcement for future reporting.

7. IMS must communicate with TxFLEETtSM, Reviver®, eLICENSINGSM, and RTS when they assign a metal plate during registration, so that IMS has a record of the transaction.

8. IMS must communicate with TxFLEETSM application so that after completing vehicle to plate association, IMS has record of transaction.

9. IMS must communicate with the TxFLEETSM application to provide a license plate sequence when an IRP plate is assigned to a vehicle.

10. IMS must communicate with RTS and Reviver®, to provide the license plate number of the vehicle receiving a digital license plate.

11. IMS must communicate with RTS and Reviver® to receive notifications when the vehicle is issued a digital plate.

12. IMS must communicate with webDEALERSM so that the next available plate, in the dealer’s inventory, is assigned when dealer associates it to a new or used vehicle VIN, purchased at the

RFO No. 608-24-20855A Page 16 of 47 dealership.

13. IMS must integrate with the ‘VTN Flow’ in webDEALERSM, so that after completing a VTN, IMS can receive that vehicle and plate combination into the dealer inventory as “dedicated” inventory.

(Note: All general issue license plates are required to stay with the vehicle, on trade-in unless the plate is a specialty plate, vehicle is going out of state or plate is missing, or damaged and therefore the plate is dedicated to that vehicle.)

14. IMS must communicate with webSALVAGESM application so that after completing vehicle to plate association, IMS has a record of transaction.

15. IMS must keep an audit log of all attempts to use dedicated inventory, even those transactions where financing fails and vehicles are not driven off the lot.

16. IMS must log an audit record anytime a dedicated plate is disassociated from the trade-in vehicle, for future reporting needs.

17. IMS must not allow the assignment of a dedicated plate to any other vehicle, except the one that was originally identified in the VTN.

18. IMS must receive a final state of a plate/vehicle association resulting from the issuance of a salvage or nonrepairable vehicle title.

19. IMS must receive a final state of plates and vehicle association resulting from RTS related events that invalidate registration or dissociate a license plate.

20. IMS must receive communications from eLICENSINGSM for license plate and sticker status information upon expiration of a license. Receive communications from webDEALERSM and RTS for license plate/numeric sticker assignment when dealer plates are assigned to a location when dealer request for additional plates are approved or denied by designated TxDMV users or withdrawn by the dealer.

21. IMS must receive notifications when dealer license plate and numeric sticker assignments are reported missing, damaged, or stolen.

22. IMS must support a trade-in vehicle being sold at auction and the vehicle and designated plate being reassigned before the vehicle is sold.

23. IMS must support re-assigning plates, not in dealer inventory. For example, when vehicle purchaser wants to keep their license plate from a trade-in to place on the newly purchased vehicle.

24. IMS must support sticker tracking and issuance as part of the webDEALERSM and RTS title application processes.

25. IMS must communicate with the My PlatesSM web application to provide a license plate sequence when a specialty plate is assigned to a vehicle.

A.7.1.10 Quality Control

1. IMS must implement a quarantine workflow where designated TxDMV users can review physical inventory from the order Fulfillment Warehouse or TDCJ manufacturing warehouse as well as inventory received due to mis-shipments, damaged orders or returned orders from the Fulfillment Warehouse, TDCJ manufacture warehouse, dealers, TACs and RSCs and record an outcome to that inspection.

2. IMS must incorporate an internal audit investigation request that triggers an email notification to the QA Team, in the quarantine workflow.

A.7.1.11 Enforcement

1. IMS must import dealer demographic data from eLICENSINGSM to support risk-based enforcement strategy.

2. IMS must notify the TxDMV Enforcement Division when certain delivery and inventory conditions

RFO No. 608-24-20855A Page 17 of 47 occur. These include but are not limited to: shipments returned undeliverable, abandoned location, lack of access to location or no party available to sign.

3. IMS must notify the TxDMV Enforcement Division when dealers report plates missing, damaged or stolen and transmit details including plate number, dealer name/address, date when plate was reported missing.

4. IMS must share data with the Department of Information Resources Closed Data Portal (“CDP”) on a daily basis.

A.7.1.12 Reporting

1. IMS must connect to external BI tools (e.g., Microsoft® Power BI®).

2. IMS must offer machine…