ESBD_File_200226_PDF RFP 608-20-004 Digital License Plates 6.19.2020.pdf

Texas Department of Motor Vehicles Finance and Administrative Services – Purchasing Section 4000 Jackson Avenue Austin, Texas 78731 Email: Purchasing@TxDMV.gov TxDMV Contact: Andrew Ortegon, CTCD, CTCM

Digital License Plates (DLP)

Request for Proposals (RFP)

RFP Number: 608-20-004

RFP Closing Date: July 17, 2020 RFP Closing Time: 3:00 PM Central Time

Class-Item: #570-34 mailto:Purchasing@TxDMV.gov

RFP #608-20-004

Table of Contents Key Definitions

Acronyms

1. OBJECTIVE & BACKGROUND

1.1. Objective

1.2. Background

2. GENERAL INFORMATION AND REQUIREMENTS

2.1. Schedule of Events

2.2. Inquiries

2.3. Proposal Binding

2.4. Award and Cancellation

2.5. Negotiations

2.6. Term

2.7. No Fee Contract

3. PROPOSAL REQUIREMENTS

3.1. Number of Copies/Format

4. REQUIREMENTS

4.1. HARDWARE REQUIREMENTS

4.2. DISPLAY REQUIREMENTS

5. TECHNICAL DELIVERABLES

6. TECHNICAL REQUIREMENTS

7. CUSTOMER SUPPORT

8. COLLECTION OF CUSTOMER DATA

9. ACCEPTANCE CRITERIA

9.1. DIGITAL LICENSE PLATE SECURITY FEATURE

9.2. DIGITAL LICENSE PLATE TESTING

9.3. PROVIDER INTERFACE TESTING

9.4. NOTES TO RESPONDENT

9.5. DELIVERY

9.6. Applicable Rules, Regulations, and Statutes

9.7. Late/Unsigned Proposals

9.8. Authorized Signature

9.9. Texas Identification Number System (TINS)

9.10. Altered / Amended Proposals

9.11. Award Notice

9.12. Award of Contract

9.13. Notes to Respondent

9.14. Respondent’s Proposal Submission

10. EVALUATION / SCORING

10.1. Best Value Factors

10.2. Evaluation/Scoring

10.3. Initial Compliance Screening

10.4. Competitive Range Determinations

10.5. Oral Presentations and/or Site Visits

10.6. Best and Final Offers

10.7. Discussion with Respondent

10.8. Final Selection and Negotiation

11. PREFERENCES

12. RESPONDENT’S AFFIRMATIONS AND CERTIFICATIONS

13. APPENDIX A: Statement of Work

14. APPENDIX B: Anti-Lobbying Affidavit

15. APPENDIX C: Reference Form for Responding Provider

16. APPENDIX D: Provider Information Form

17. APPENDIX E: Exception Summary Form

18. APPENDIX F: DIGITAL LICENSE PLATE CONTRACT

Key Definitions

1. Digital license plate – An electronic display as defined in §504.151 that must display the information required to be included on a physical (metal) license plate; and to be attached to the rear of a vehicle in lieu of a physical (metal) license plate issued under Chapter 502 or Chapter 504.

2. Fiscal year - The fiscal year for the state is September 1 through August 31.

3. GPS – A global positioning system tracking device that can be used to determine the location of a digital license plate through data collection by means of a receiver in a digital license plate.

4. Legend – A name, motto, slogan, or registration expiration notification that is centered horizontally at the bottom of the license plate.

5. Metal plate – A non-digital license plate issued by the department under Transportation Code, Chapter 502 or Chapter 504.

6. Optional digital license plate information – Any information authorized to be displayed on a digital license plate in addition to required digital license plate information when the vehicle is in park, including an emergency alert or other public safety alert issued by a governmental entity, including an alert authorized under Subchapter L, M, or P of Government Code Chapter 411; vehicle manufacturer safety recall notices; advertising; or a parking permit.

7. Park – As defined in Transportation Code §541.401.

8. Primary region of interest – The field on a metal or digital license plate with alphanumeric characters representing the plate number. The primary region of interest encompasses a field of 5.75 inches in width by 1.75 inches in height on metal plates manufactured for motorcycles, mopeds, golf carts, or off-highway vehicles. The primary region of interest encompasses a field of 8.375 inches in width by 2.5625 inches in height on metal plates manufactured for all other vehicles.

9. Provider – A person engaged in the business of providing digital license plate hardware and services to vehicle owners, including the sale or lease of and issuance of digital license plates.

10. Registration and Title System (RTS) – A web-based application used by county tax assessor-collector and TxDMV offices to process vehicle registrations, titles, temporary permits, and specialty plates for Texas motorists through a series of web pages. RTS provides functions for cash accounting, funds allocations, and a full audit trail along with inventory control for license plates, windshield/plate stickers, and temporary permits.

11. Registration period – A designated period during which registration is valid. A registration period begins on the first day of a calendar month and ends on the last day of a calendar month.

12. Required digital license plate information –The minimum information required to be displayed on a digital license plate: the registration expiration month and year (unless the vehicle is a token trailer as defined by Transportation Code, §502.001), the alphanumeric characters representing the plate number, the word "Texas," the registration expiration notification if the registration for the vehicle has expired; and the legend (if applicable).

13. Secondary region of interest – The field on a metal or digital license plate with the word “Texas” centered horizontally at the top of the plate. The secondary region of interest encompasses a field of 2.5 inches in width by 0.5625 inches in height on metal license plates manufactured for motorcycles, mopeds, golf carts, or off-highway vehicles. The secondary region of interest encompasses a field of 6 inches in width by 1.9375 inches in height on metal plates manufactured for all other vehicles.

14. Specialty license plates – Specialty license plate designs that are authorized under Transportation

Code, Chapter 504, except for Subchapter B-1.

15. Vehicle registration insignia – A license plate, symbol, tab, or other device issued by the department evidencing that all applicable fees have been paid for the current registration period and allowing the vehicle to be operated on the public highways.

16. Vehicle registration record – Information contained in the department's files that reflects, but is not limited to the make, vehicle identification number, model year, body style, license number, and the name of the registered owner.

Acronyms

1. CMBL - Centralized Master Bidder's List – An online directory that provides public Procurement professionals the ability to foster competition between providers.

2. CPA - Comptroller of Public Accounts – A state agency.

3. DIR - Department of Information Resources – A state agency.

4. ESBD - Electronic State Business Daily – An online application used for posting solicitations for the purpose of informing providers of procurement opportunities and providing public notice of contract awards.

5. ITSD - Information Technology Services Division – A division of TxDMV.

6. LBB - Legislative Budget Board, which is a permanent joint committee of the Texas Legislature that develops budget and policy recommendations.

7. PDF - Portable Document Format – A file format that provides an electronic image of text and graphics and mirrors the format of a printed document.

8. RFP - Request for Proposals – A written request for proposals concerning goods or services the state intends to acquire by means of a competitive sealed proposal.

9. SLA - Service Level Agreement – Levels of service that are agreed upon by all parties.

10. TAC – Texas Administrative Code.

11. TINS - Texas Identification Number System – A number which is used to identify entities for tax-related purposes.

12. TxDMV - Texas Department of Motor Vehicles – A state agency.

13. VTR - Vehicle Titles and Registration Division – A division of TxDMV.

SECTION 1 ADMINISTRATIVE SECTION REQUIREMENTS

1. OBJECTIVE & BACKGROUND

1.1. Objective

The Texas Department of Motor Vehicles (TxDMV or department) is requesting proposals for a minimum of one digital license plate provider to provide digital license plates in accordance with the Texas Transportation Code and all requirements stated herein. A digital license plate is an electronic display that is designed to display information that is included on a metal license plate and is to be displayed on the rear of a vehicle in lieu of a metal license plate.

Eligible providers include any person or business that could serve as a digital license plate provider and can meet specifications to provide goods and services related to digital license plates as described in the Request for Proposals (RFP).

1.2. Background

Senate Bill 604, passed by the 86th Legislative Session, amended Chapter 504, Texas Transportation Code, by adding Subchapter B-1 to require the TxDMV Board to adopt rules as necessary to implement and administer a digital license plate program. The department may contract with one or more digital license plate providers for the issuance of digital license plates, including services related to the issuance of digital plates.

2. GENERAL INFORMATION AND REQUIREMENTS

2.1. Schedule of Events

TxDMV reserves the right to adjust the schedule by addenda.

Issue RFP June 19, 2020

Deadline for RFP Questions June 30, 2020

Answers to Questions Posted to ESBD July 8, 2020

Closing Date July 17, 2020

Award September 18, 2020

2.2. Inquiries

TxDMV Sole Point of Contact

The sole point of contact for inquiries concerning this RFP is:

Texas Department of Motor Vehicles Finance and Administrative Services Division – Purchasing Section Attn: Andrew Ortegon 4000 Jackson Avenue Email: Andrew.Ortegon@TxDMV.gov

Questions concerning this RFP must be directed in writing only, via email, to the TxDMV contact stated above. Questions regarding the RFP must clearly identify which section and paragraph of the RFP is being referenced. Verbal inquiries are not acceptable and will receive no response.

mailto:Andrew.Ortegon@TxDMV.gov

Written questions concerning this RFP will be answered by subsequent addenda. Addenda to this RFP will be posted on the Electronic State Business Daily (ESBD).

Questions concerning this RFP must be submitted on or before the date and time noted above, in writing, to the TxDMV Purchasing Section as stated in this section. Inquiries pertaining to this RFP must include the RFP Number, Closing Date and Title.

Questions will not be answered if received after the date and time noted above. If a provider discovers any ambiguity, conflict, discrepancy, exclusionary specifications, omission, or other error in this RFP, the provider must immediately provide written notification to the TxDMV Purchasing Section. If a provider fails to notify the TxDMV Purchasing Section of any error, ambiguity, conflict, discrepancy, exclusionary specification, or omission, the provider submits a Proposal at its own risk and under such conditions. If the provider is awarded a contract, such provider will not be entitled to additional compensation, relief, or time by reason of the error or its later correction.

Official responses to questions will be available on the ESBD http://www.txsmartbuy.com/sp as soon as practical, but no later than the date and time noted above.

2.3. Proposal Binding

Respondent’s entire Proposal is binding for 120 days from Proposal closing date.

2.4. Award and Cancellation

TxDMV reserves the right to accept or reject all or any part of a Proposal, waive minor technicalities and award a contract to best serve the interest of the State. TxDMV also reserves the right to cancel this RFP or any portion of this RFP at any time.

2.5. Negotiations

Once TxDMV determines a Proposal is valid, TxDMV may meet with Respondents in the order of ranking to negotiate. TxDMV reserves the right to negotiate any term or condition set forth in the Proposal that TxDMV considers to be unfavorable to the state and to make modifications to the requirements set forth in this RFP, provided such modifications do not constitute a substantial change. If TxDMV is unable to negotiate a satisfactory agreement with a specific Respondent, negotiations with that Respondent will be terminated and TxDMV will undertake negotiations with the next Respondent. Negotiations may continue in this fashion until one or more agreements are signed or all Respondents are rejected. All negotiations must be completed prior to award.

2.6. Term

The initial term of any contract resulting from this solicitation will be for a 24-month period starting from the contract execution. TxDMV, at its sole discretion, may renew any contract awarded pursuant to this solicitation for up to six additional years in one or more increments under the same terms and conditions.

2.7. No Fee Contract

TxDMV will not pay any fees to the selected provider(s), and TxDMV will not reimburse the selected provider(s) for any expenses, including any travel, or mileage.

3. PROPOSAL REQUIREMENTS

Proposal must be responsive to all RFP requirements and must comply with the following standards:

http://www.txsmartbuy.com/sp

3.1. Number of Copies/Format

3.1.1 Respondent must submit one (1) signed original and six (6) additional copies of its response. Signed original must be clearly labeled “Original” on the front cover.

3.1.2 Proposals may not include materials or pamphlets not specifically requested in this RFP.

3.1.3. Respondent must submit one electronic copy of its Proposal on a USB flash drive.

Electronic copies must be formatted using Microsoft Word and Excel 2000, or higher, software.

3.1.4 Respondent’s proposal must also include two (2) electronic copies of its complete proposal as follows:

a) One (1) USB flash drive, containing a complete copy of the Respondent’s Proposal in searchable pdf format. A complete copy of the Proposal includes all documents contained in the Proposal submitted in response to this RFP including those documents with Respondent’s signature. The USB flash drive should be titled:

“Complete copy of [Name of Respondent]’s Proposal: TxDMV RFP for DLP – RFP# 608-20-004.”

b) One (1) USB flash drive, containing a copy of Respondent’s Proposal, in searchable pdf format, which has excised, blacked out, or otherwise redacted information from its Proposal that Respondent reasonably considers to be confidential and exempt from public disclosure under the Texas Public Information Act, Chapter 552 of the Texas Government Code (this should be a de minimis portion, if any, of Respondent’s Proposal, such as social security numbers or email addresses). The USB flash drive must also contain an appendix for Respondent’s Proposal which provides a cross reference for the location of each piece of material redacted by Respondent and a general description of the redacted information. The USB flash drive should be titled “For Public Release: Redacted Version of [Name of Respondent]’s Proposal: TxDMV RFP for DLP – RFP# 608-20-004.”

3.1.5 According to §322.020, Texas Government Code, the Legislative Budget Board (“LBB”) has implemented a database of state agency contracts. See the LBB website at:

http://www.lbb.state.tx.us/. To the extent any awarded contract falls within the scope of the requirements listed in Section 322.020, TxDMV will provide the following to the LBB for posting on the Internet: the text of the complete awarded contract, including the successful Respondent’s proposal (with limited redaction and appendix) after contract award, if any. In submitting a Proposal in response to this RFP, Respondent acknowledges that it understands and accepts this requirement.

3.1.6 Proposals cannot be altered or amended after the deadline for submission of proposals.

Alterations made prior to the deadline for submission of proposals must be initialed by the Respondent or its authorized agent. No proposal may be withdrawn after the deadline for submission of proposals without written approval from TxDMV.

3.1.7 All packages and boxes must clearly reference the RFP name and number.

3.1.8 The proposal must be bound. For the purposes of this RFP, the Proposal is defined as the entire Proposal in response to this RFP.

3.1.9 The Proposal must be typewritten in black ink, Arial, font 12 and submitted on paper that is 8.5” x 11” and bound. Pages must be numbered consecutively and reflect the total number of pages in the Proposal. All Proposals must include a Table of Contents and tabs for the different sections.

http://www.lbb.state.tx.us/

4. REQUIREMENTS

4.1. HARDWARE REQUIREMENTS

• A digital plate must meet reflectivity, legibility, and readability standards that are currently set for digital license plates.

• Digital license plates have must have a transparent faceplate resistant to breakage, chipping, and scratches so that the electronic display still functions .

• A digital license plate display must operate in all weather and lighting conditions so that the plate number is readable with commercially available automated license plate readers used by law enforcement and toll entities.

• The digital license plate provider’s offer may be disqualified if it fails to propose the following for law enforcement to verify the authenticity of a digital plate:

1. At least one physical security feature that meets or exceeds the benefits of a Texas metal license plate such that the physical security feature is visible under high beam headlight illumination on a digital license plate properly affixed to a vehicle’s designated mounting area, from an approximate distance of up to 50 feet at a head-on viewing angle (currently, Texas metal license plates contain two virtual security threads and a hologram seal); and

2. A serial number that must be permanently affixed or etched onto the digital plate’s electronic visual display (faceplate).

These requirements cannot be met by electronic display of the security features.

4.2. DISPLAY REQUIREMENTS

• A digital license plate must have the ability to display all alphanumeric characters and symbols that are printed on a Texas metal license plate in the same location, font sizes, and font types.

• If the digital license displays an image other than the registration information when the vehicle is in park, as defined in Transportation Code, Section 541.401, the registration information that is displayed on the digital license plate must be at least 4.5” in width and 2.5” in height, and appear in the upper right-hand corner of the digital plate. The alphanumeric characters must be at least 0.5” in width and 1-3/8” in height and be in the same font type as on the metal plate. The state name TEXAS must be centered horizontally in the reduced field and the alphanumeric characters must be at least 7/16” in width and 5/8” in height and be in the same font as on the metal license plate.

• A digital license plate must display registration information on the plate in the same font size and location as the information displayed on a metal plate when the vehicle is not in “park” as defined by the Transportation Code, Section 541.401.

• A digital license plate must continue to display registration information when there is no connectivity to a wireless network.

• The digital license plate provider must immediately notify the department when any of the listed events occur. The department will notify the provider of any needed updates for the digital license plate display. The events are:

o Commencement of service by the provider to a customer with a Texas-registered vehicle;

o Termination of services by the provider to a customer with a Texas-registered vehicle;

o Termination of services by the customer at such time that the customer notifies the provider;

o If a registered digital license plate is transferred to a different owner who commences service with a provider; or o If a registered digital license plate is transferred to a different vehicle and service is commenced by a provider.

o Removal of the digital license plate from the vehicle;

o Malfunction of the digital license plate;

o If it is determined that the digital license plate has been compromised, tampered with, or fails to maintain integrity of the required digital license plate information, or the optional digital license plate information.

• A digital license plate must cease display of digital license plate information when any of the following conditions are met:

o Malfunction of the digital license plate;

o Contractual service between the digital plate owner and the provider is terminated; or o If the provider determines that the digital license plate has been compromised, tampered with, or fails to maintain integrity of registration data.

• A digital license plate must display an expired registration notification in the legend area of the digital license plate at such time the department notifies the provider that the registration is expired.

• The digital plate provider must not remove an expired registration notification until such time when the department confirms registration is current.

• Registration information displayed on a digital license plate must be in the same location from the edge of the license plate as the information in the primary and secondary regions of interest on a metal license plate.

• If a digital license plate displays a representation of a specialty license plate issued under Chapter 504, the electronic display on the digital plate must reproduce the design, and any background pattern of the specialty license plate.

o The TxDMV will notify any digital license plate providers within seven calendar days of the termination of the Specialty License Plate Marketing Contract between TxDMV and License Plates of Texas, LLC.

• The digital license plate provider may not display intellectual property owned by the department or a third party unless the digital license plate provider has obtained a licensing agreement with the owner of the intellectual property, and TxDMV approves how the information and intellectual property is displayed on the digital license plate under 43 TAC Sections 217.60 and 217.61. For intellectual property owned by a third party, the digital license plate provider must provide to the department an executed agreement for each plate design to be displayed on a digital license plate, using the licensing agreement template (refer to Attachment #5, Third-Party License Agreement Template). A licensing agreement submitted to the department for use of intellectual property on a digital license plate must be approved by the department prior to the digital license plate provider offering the design on a digital license plate.

5. TECHNICAL DELIVERABLES

• The digital license plate provider must provide an availability/monitoring report showing uptime on a regular monthly basis for systems communications between the provider and the department.

• Availability/monitoring report of incident management levels in the SLA must be provided monthly, by the close of business on the fifth day of the month.

6. TECHNICAL REQUIREMENTS

• The digital license plate provider must program its systems and interfaces to connect with the department’s systems, and the digital license plate provider must modify its systems and interfaces as necessary when the department makes changes to the department’s systems.

• The department is not required to approve any software changes initiated by the digital license plate provider.

• The digital license plate provider must submit the applicable vehicle information to confirm that a Texas registered vehicle is eligible for a digital license plate. The applicable vehicle information must be submitted prior to completion of order processing, and again prior to activation of a digital license plate.

• If confirmed that the vehicle is eligible, the administrative fee will be calculated by the department and returned to the digital license plate provider will be calculated, the department will inform the digital license plate provider, and the digital license plate provider will inform the customer.

The digital license plate provider may not complete the order if the vehicle is not eligible for a digital license plate.

• Data elements to be transferred between TxDMV and provider systems are as follows. An approved digital license plate provider is required to provide the following data to the department:

o License plate number o Last four digits of Vehicle Identification Number (VIN) o Digital license plate serial number o Provider identifier o Status of digital plate o Administrative fee status (paid, not paid) o Administrative fee amount o Trace number for administrative fee payment o Digital license plate record unique identifier o Other applicable or required data as determined by the department

• The department’s system will provide the following data elements to the provider:

o License plate number o Full VIN o Registration expiration month/year o EXPIRED registration notification (notification to be sent by the department for display on a digital license plate) o Digital license plate record unique identifier o Other applicable data as determined by the department

• If the digital license plate provider does not comply with the SLA, the department may terminate access to the department’s systems to prevent the provider from creating new digital plate records. This would not impact the ability of the provider to access the department’s systems for management of existing digital license plates.

• The digital license plate provider must update its customer interfaces, if applicable, and conduct system testing and integration testing to ensure uninterrupted functional continuity for all regularly scheduled software releases scheduled by the department, including hotfixes, on the Registration and Title System.

• The digital license plate provider must use the state’s payment vendor for online payments for submission of any administrative fee, whether the full or prorated amount of the administrative fee, that is collected.

7. CUSTOMER SUPPORT

• The provider must offer customer support to include a call center that is available to customers at a minimum during standard business hours, Central Time.

• The provider must provide customer support and problem resolution, to include repair, service, replacement, and any other assistance related to the functionality of a digital license plate.

8. COLLECTION OF CUSTOMER DATA

• The digital license plate provider must offer customers the ability to opt-in for release of GPS data and the display of optional digital license plate information.

• If the provider collects any GPS data, the information may not be disclosed unless the customer expressly authorizes TxDMV the disclosure of the data, or the disclosure is required or permitted under other law. If the digital plate provider is authorized to disclose GPS data, the provider must inform the customer to whom the data will be disclosed. The provider must offer customers with the same mechanism to authorize and revoke the authorization to disclose the GPS data. The provider must immediately discontinue the disclosure of GPS data at the customer’s request.

9. ACCEPTANCE CRITERIA

9.1. DIGITAL LICENSE PLATE SECURITY FEATURE

The digital license plate provider is required to display at least one physical security feature and may be disqualified if it fails to propose the following features for law enforcement to verify the authenticity of a digital plate:

1. At least one physical security feature that meets or exceeds the benefits of a Texas metal license plate such that the physical security feature is visible under high beam headlight illumination on a digital license plate properly affixed to a vehicle’s designated mounting area, from an approximate distance of up to 50 feet at a head-on viewing angle (currently, Texas metal license plates contain two virtual security threads and a hologram seal); and

2. A serial number that must be permanently affixed or etched onto the digital plate’s electronic visual display (faceplate).

These requirements cannot be met by electronic display of the security features.

In the department’s discretion, it may award more points to digital license plate providers that are able to provide a digital license plate with more than one physical security feature which meets or exceeds the benefits of a Texas metal license plate.

9.2. DIGITAL LICENSE PLATE TESTING

Prerequisites for testing the digital license plate. These testing requirements apply during the contract with any selected provider as required by 43 TAC §217.59.

• Provider must deliver to the TxDMV a minimum of nine (9) functional digital license plates that may be used for penetration testing, as well as testing of reflectivity, legibility, and readability.

Following completion of testing, all but one of the digital license plates will be returned to the provider. The provider must ensure that the department always has one functioning digital license plate for testing. All non-functioning digital license plates will be returned to the provider, and the provider must supply the department with a replacement digital license plate that is functional.

A functional digital license plate must be capable of displaying registration information as required by Section 4.2, Display Requirements. Each digital license plate provided for testing must display registration information as provided by the department at such time that testing commences.

• Cost of all digital plate testing under 43 TAC, Section 217.59 must be paid for or reimbursed by the digital license plate provider.

1. A digital license plate must demonstrate reflectivity and legibility of the registration information in the primary and secondary regions of interest at such time when the vehicle is not in park.

2. A digital license plate must demonstrate reflectivity and legibility of the registration information in the primary and secondary regions of interest at such time when there is no power to the digital license plate.

3. A digital license plate must demonstrate reflectivity and legibility of the registration information in the primary and secondary regions of interest at such time when there is no wireless connectivity to the digital license plate.

4. A digital license plate that demonstrates retro-reflectivity testing results consistent with ISO 7591, Clauses 6 and 7, is preferred.

5. A digital license plate must demonstrate reflectivity in daytime, as defined in Transportation

Code, §541.401 and nighttime, as defined in Transportation Code, §541.401 with the use of low beam headlights, at a distance of no less than 75 feet.

6. A digital license plate must demonstrate legibility and readability of the registration information at such time when the vehicle is not in park, at a distance of no less than 75 feet.

7. A digital license plate must demonstrate legibility and readability of the registration information in the reduced field at such time when the vehicle is in park, at a distance of no less than 25 feet.

8. Legibility and readability testing must be done with commercially available automated license plate readers in a variety of lighting conditions as required by 43 TAC §217.59.

9. TxDMV may establish legibility and readability testing in conjunction with DPS or other state entities in Texas, including at least one toll entity operating in Texas.

10. Testing must include commercially available penetration testing for the protection of the digital license plate and the electronic display information as required by 43 TAC §217.59.

9.3. PROVIDER INTERFACE TESTING

The interface between the provider’s web service or application program interface (API) and the department’s Registration and Title System (RTS) must be tested.

Within 30 days after a contract is executed, the digital license plate provider and TxDMV must meet to identify milestones and deliverables and establish the dates for the milestones and deliverables.

• The digital license plate provider and the TxDMV must conduct a load test, stress test, and system test.

• Testing includes commercially available penetration testing of the digital license plate provider’s systems as required by 43 TAC §217.59.

• The TxDMV will provide testers for user acceptance testing.

9.4. NOTES TO RESPONDENT

All services that entail access to data contained in the digital license plate provider’s database of customer and plate information or obtained through the provider’s interface with the department’s system(s) must be performed within the United States of America. Any proposal that proposes the performance of such services outside of the United States of America will be disqualified.

9.5. DELIVERY

Deliver proposal on or before the date and time noted above, to the address listed below. Proposals received after the time and date specified will not be considered and will be returned unopened to Respondent.

All Proposals delivered must be in a package plainly marked as “RFP # 608-20-004.” Proposals may be hand-carried or delivered by overnight service or by the U.S. Postal Service. All deliveries will be logged upon receipt.

If a delivery service is used that prohibits such markings on the outside of the package, this information must be placed in plain view on the outside of an interior envelope or package.

When mailing or hand-delivering your proposal, please place a label in the lower left-hand corner of the sealed mailing envelope or box. If the Proposal requires more than one envelope or box, place a label on each sealed envelope or box. Below is the example of the format.

U.S. Postal Service, Overnight/Express Mail or Hand Delivery

Purchasing Section 4000 Jackson Avenue Austin, Texas 78731

Attn: Andrew Ortegon

9.6. Applicable Rules, Regulations, and Statutes

Respondents must comply with all rules, regulations, and statutes related to purchasing in the state of Texas in addition to the requirements of this RFP.

9.7. Late/Unsigned Proposals

Late and/or unsigned Proposals will not be considered under any circumstances.

9.8. Authorized Signature

The person signing the Proposal must have the authority to bind the Respondent in a contract.

9.9. Texas Identification Number System (TINS)

Respondent must enter its Texas Identification Number System (TINS) number, full name, and address on the Provider Information Form Appendix D. Enter in the space provided. Additionally, Respondent’s name must appear on each continuation page of a Proposal (in the upper right-hand corner).

9.10. Altered / Amended Proposals

Proposal cannot be altered or amended after opening time. Alterations made before opening time must be initialed by Respondent or its authorized agent. No Proposal can be withdrawn after opening time without written approval by TxDMV based on an acceptable written reason.

9.11. Award Notice

TxDMV reserves the right to reject any and all Proposal items at its sole discretion. TxDMV also reserves the right to accept or reject all or any part of any Proposal, waive minor technicalities, and award the contract to best serve the interests of the State.

9.12. Award of Contract

A response to this RFP must be based upon the terms, conditions, and specifications contained herein. Proposals do not become contracts until they are accepted through a purchase order. Award will be made based upon the evaluation of all compliant responses received, using the applicable best value factors and the weights listed in the Evaluation Matrix.

9.13. Notes to Respondent

TxDMV hereby expressly rejects any exceptions to or additions to the terms, conditions, and specifications contained in this RFP, with the exception of information or documentation requested in this RFP. Any unauthorized exceptions to or additions to the terms, conditions, and specifications contained in this RFP only become part of the final contract if TxDMV expressly agrees to such exceptions or additions. If Respondent has any objection to any of the terms, conditions, or specifications in this RFP, Respondent must provide the language (including the page and section number) to which Respondent has an objection, state the basis for the objection, and propose substitute language in writing to TxDMV by completing Appendix E.

All work for the DLP must be performed within the United States of America. Any proposal that proposes work outside of the United States of America will be disqualified.

9.14. Respondent’s Proposal Submission

9.14.1. Required Elements

A. Title Page Must include:

• Digital License Plates

• RFP# 608-20-004

• Name and address of Respondent

• Respondent’s State of Texas Taxpayer Number and/or Federal Employer’s

Identification Number B. Table of Contents

The Proposal must be submitted with a table of contents that clearly identifies and denotes the location of each section and sub-section of the Proposal. Additionally, the table of contents must clearly identify and denote the location of all enclosures and attachments to the Proposal.

C. Executive Summary The Executive Summary must provide a concise summary of the plan being proposed to meet the requirements of this RFP, the Respondent’s approach to providing the deliverables identified by TxDMV, and a description of what uniquely qualifies Respondent for this contract.

D. Respondent Information The Respondent must provide:

• Name and address of business entity submitting Proposal; and

• Name, business address, fax and telephone numbers, and email addresses (if available) of the proposed principal contact person regarding all contractual matters pertaining to this RFP.

E. Qualification of Respondent Respondent must provide information to confirm that the Respondent and any subcontractors have proven experience in providing digital license plates and services to residents of other jurisdictions.

Respondent must provide information to confirm that the Respondent and any subcontractors have the experience, expertise, and stability necessary to successfully comply with the requirements listed in this RFP and the awarded contract. The following information is required for the Respondent and any subcontractors:

• An overview of Respondent’s history, structure, and ownership, including whether Respondent is currently for sale;

• An overview and brief description of the Respondent’s work history and experience in customer service;

• State how many contracts (as well as the duration of the contracts) the Respondent has executed to provide customer service;

• State Respondent’s total staff size, as well as the size and relationship of any team or subcontractor team(s) that will perform the services described; and

• References from other state agencies who can confirm the successful implementation of DLP within their state.

Respondent must clearly label the requested information in a manner that distinguishes between the Respondent and any subcontractors.

Respondent must state whether any of Respondent’s clients have terminated a contract with Respondent for default within the last five (5) years and whether any of Respondent’s clients have assessed liquidated damages against Respondent within the last five (5) years. Also provide the following information:

• Name of client.

• Contact title, name, business address, phone number, and email address.

• A brief description of the project, as well as whether Respondent was the prime contractor or a subcontractor.

• Contract start and end dates.

F. Qualifications of Proposed Staff and Key Personnel The Respondent must provide staff capability specific to this RFP, including but not limited to:

1) Key personnel resumes illustrating the qualifications to perform the services described in the RFP. Resumes should include experience levels as well as any certification documentation in related areas.

2) Respondent must identify key partnerships and subcontractors it intends to leverage for this project and specify the tasks/activities and the level of responsibility each will have with the project.

3) All key personnel must have a minimum of (5) five years of experience in the field regarding their designated role on the project. Respondent’s key personnel must include the following key personnel positions; however, it is acceptable if one person fulfills more than one of the following key personnel positions:

a. Executive

b. Project manager

c. Contract manager

The Respondent must provide the following information for each key personnel position:

a. Each individual’s name and title

b. Education

c. Training

d. Specific work to be performed and services to be provided

e. Qualifications and relevant experience that makes the proposed individual suitable for their designated role on this project

f. Whether the person is an employee or a subcontractor of the Respondent

g. Any additional information that indicates the individual’s ability to successfully perform the services required under the RFP G. References (Appendix C)

Provide references on the reference form provided.

H. Anti-Lobbying Affidavit (Appendix B) Must sign and submit with Proposal. Failure to submit with Proposal will result in disqualification.

I. Electronic and Information Resources Accessibility Standards, As Required by 1 TAC Chapter 213 (Applicable to State Agency and Institution of Higher Education Purchases Only)

1) Effective September 1, 2006 state agencies and institutions of higher education must procure products which comply with the state of Texas Accessibility requirements for Electronic and Information Resources specified in 1 TAC Chapter 213 when such products are available in the commercial marketplace or when such products are developed in response to a procurement solicitation.

2) Respondent must provide TxDMV with the URL to its Voluntary Product Accessibility Template (VPAT) for reviewing compliance with the state of Texas Accessibility requirements (based on the federal standards established under Section 508 of the Rehabilitation Act), or indicate that the product/service accessibility information is available from the General Services Administration “Buy Accessible Wizard” (http://www.buyaccessible.gov).

Respondents not listed with the “Buy Accessible Wizard” or supplying a URL to the VPAT must provide TxDMV with a report that addresses the same accessibility criteria in substantively the same format. Additional information regarding the “Buy Accessible Wizard” or obtaining a copy of the VPAT is located at https://www.section508.gov/sell/vpat

J. Signed Proposal Failure to sign will result in disqualification.

K. Certification of Interested Parties For contracts entered into on or after January 1, 2016 of at least $1 million or that require an action or vote by the Board of the Texas Department of Motor Vehicles (TxDMV Board) before being signed, a business entity (as defined in Government Code, Section 2252.908) must disclose interested parties (as defined in Government Code, Section 2252.908) to TxDMV at the time the entity submits the signed contract to TxDMV. The disclosure must be submitted on Texas Ethics Commission Form 1295, http://www.buyaccessible.gov/ https://www.section508.gov/sell/vpat which can be found at the following link:

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

9.14.2. Respondent’s Proposal

Respondent’s Proposal must include information that addresses each of the following points:

A. All written deliverables must be phrased in terms and language that can be easily understood by non-technical personnel (e.g., laypersons without subject matter expertise).

B. All document deliverables must be in formats (hard copy and electronic) as specified by TxDMV – at a minimum, the formats must be in industry accepted standards (e.g., MS Word, MS Excel, MS PowerPoint, MS Project).

C. Respondent’s staff capabilities specific to this RFP.

D. All information or documents that are required to be included in the Proposal as stated throughout this RFP. Note: Once awarded, the SOW should contain defined Service Level Agreement (SLA) that includes contact information, system maintenance schedules, and down/up time.

E. A detailed report of the Respondent’s experience and capabilities in providing digital license plates and services for customers located in other jurisdictions as directly outlined for the respondent in the RFP.

F. Names of at least three (3) business references. Include the name and phone number or email of the client organization point of contact who is authorized to provide a reference.

10. EVALUATION / SCORING

10.1. Best Value Factors

TxDMV will use the best value factors provided in Sections 2157.003, 2155.074, and 2155.075 of the Texas Government Code to award any contract pursuant to this RFP, as listed in the Evaluation Matrix.

10.2. Evaluation/Scoring

10.2.1. Evaluation Criteria

TxDMV intends to award a contract to a minimum of one Respondent based on the recommendation of an evaluation committee; however, such contract will be non-exclusive. Any award(s) made will adhere to the procedures, evaluation criteria, and guidelines specified in this RFP and in the applicable law.

Prior to the deadline for submission of Proposals, TxDMV will establish the evaluation committee(s) to review, evaluate, and score each Proposal. The members of the evaluation committee(s) are subject to change at any time. The evaluation committee(s) are authorized to consult with and seek the advice of TxDMV employees and non-TxDMV employees who are not members of the evaluation committee(s).

All responses will be evaluated based on pre-defined criteria. The evaluation committee(s) will use a weighted scoring system to achieve a fair and objective assessment of the Proposals received. A committee will be established to evaluate the Proposals. The committee will include employees of TxDMV and may include other persons invited by TxDMV to participate.

https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm

10.2.2. Evaluation Matrix/Criteria

The following Evaluation Criteria and scoring will comprise the total score:

Technical Requirements and Demonstration of Capability 95%

References* 5%

Total 100%

*In addition to the reference form in Appendix C, TxDMV reserves the right to use information obtained from the CPA Vendor Performance Tracking System (http://www.txsmartbuy.com/vpts) in evaluating proposals. Also, TxDMV reserves the right to consider information it obtains from any communication with any of Respondent’s clients that have terminated a contract with Respondent for default within the last five (5) years and any of Respondent’s clients that have assessed liquidated damages against Respondent within the last five (5) years.

10.3. Initial Compliance Screening

TxDMV will perform an initial screening of all proposals received. Unsigned proposals will be disqualified. TxDMV reserves the right to waive minor technicalities in a proposal and award a contract that is in the best interest of the state of Texas.

Initial screening will check for compliance with various content requirements and minimum qualification requirements defined in the RFP. TxDMV also reserves the right to request clarification from a Respondent who fails to meet any initial compliance requirements prior to rejecting a proposal for material noncompliance with any requirements or for non-responsiveness.

10.4. Competitive Range Determinations

TxDMV may determine that certain proposals are within the range of competition for admission for discussions. The range of competition consists of the proposals that receive the highest or most satisfactory evaluation score.

10.5. Oral Presentations and/or Site Visits

TxDMV may, at its sole discretion, request oral presentations, site visits, and/or demonstrations from one or more Respondents admitted to the field of competition. TxDMV will notify selected Respondents of the time and location for these activities and may supply agendas or topics for discussion. TxDMV reserves the right to ask additional questions during oral presentations, site visits, and or demonstrations to clarify the scope and content of the written proposal.

The Respondent’s oral presentation, site visit, and/or demonstration must substantially represent material included in the written proposal and must not introduce new concepts or offers unless specifically requested by TxDMV.

If TxDMV requests oral presentations, site visits, and/or demonstrations from one or more Respondents, TxDMV will only use the initial evaluation scores to determine which Respondents http://www.txsmartbuy.com/vpts are eligible to move to the secondary evaluation phase. The secondary evaluation committee will score the Respondents that advance to the secondary evaluation phase, using the applicable best value factors and weights listed in the Evaluation Matrix to evaluate the proposals, any clarifications, and the oral presentation, site visit, and/or demonstrations. The scores from the secondary evaluation phase will replace the scores from the initial evaluation. The scores from the secondary evaluation phase will determine the ranking of the Respondents for the purposes of any negotiations and the award of the contract, if any. TxDMV reserves the right to change the members on the evaluation team for the secondary evaluation if members of the initial team become unavailable.

TxDMV reserves the right to require the Respondents to answer any questions regarding Respondent’s proposal, to answer any questions regarding the RFP, and to require certain Respondent personnel to attend the secondary evaluation phase.

TxDMV may require any Respondent to confirm in writing any statements Respondent makes during any oral presentations, site visits, and/or demonstrations.

If an oral presentation is requested and a provider is unable to comply, then the provider will be disqualified from further consideration. TxDMV may consider alternatives to an in-person meeting.

10.6. Best and Final Offers

TxDMV may, but is not required to, request a Respondent to prepare and submit a Best and Final Offer (BAFO).

10.7. Discussion with Respondent

TxDMV may, but is not required to, conduct discussions with all, some, or none of the Respondents admitted to the field of competition for the purpose of obtaining the best value for TxDMV. It may conduct discussions for the purpose of:

Obtaining clarification of proposal ambiguities;

Requesting modifications to a proposal; and/or Obtaining a best and final offer.

TxDMV may make an award prior to the completion of discussions with all Respondents admitted to the field of competition if…