Yakima County Auditor's Office Vehicle Licensing Division
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1 sr./ oe, 3 Charles R. Ross Yakima County Auditor 94,10 Vehicle Licensing Division Jennifer Richter, Supervisor 128 N 2 nd St Rm 117; Yakima WA PO Box 12570; Yakima WA Yakima County Auditor's Office Vehicle Licensing Division Application / Bid Information for Subagency Replacement of Wray's Licensing Application Submission Deadline: December 1, :00 p.m.
2 Charles R. Ross Yakima County Auditor QJ Vehicle Licensing Division Jennifer Richter, Supervisor 128 N 2 nd St Rm 117; Yakima WA PO Box 12570; Yakima WA To: Vehicle/Vessel Licensing Applicants From: Jennifer Richter, Supervisor Recording & Vehicle Licensing Division Yakima County Auditor's Office RE: Request for Written Business Proposal Thank you for your interest in becoming a vehicle/vessel licensing subagent in Yakima County. Please read the attached application guidelines and submit a completed application no later than December 1, Only complete applications will be considered. Attached is an outline of the subject areas to help you in your submission. The proposal should include and address each specific area. Your submitted proposal will be part of a competitive appointment process. It is important that you answer the questions as thoroughly as possible giving specific descriptive details. The proposal must be able to be taken apart for scanning or photo copies. Successful applicants in the written business proposal process will be scheduled for a personal interview. Yakima County will make a recommendation to the Director, State of Washington, Department of Licensing, who makes the final subagency appointment. It is important to understand that we are asking for a proposal. We do not expect, nor do we require, signed leases, employment contracts or any obligation that is binding in any way. Please submit a written business proposal to Yakima County Auditor either by mail or physical delivery: Mailing Address: Physical address: Attn: Jennifer Richter 128 N 2 nd Street, Room 117 PO Box Yakima, WA Yakima, WA All written proposals must be received no later than 4:00 PM on December 1, Fax proposals will not be accepted, as we cannot be responsible for missing pages or incomplete fax transmittals. Proposals will not be accepted after that date and time.
3 Purpose and Background of Subagents What is a Subagency? First and foremost, titling and licensing services are a government activity. Subagents, as privately operated businesses, are appointed by the State for the purpose of providing vehicle and vessel title and licensing services to the public, in addition to any other services allowable by law or by policy that may be appropriate. The use of subagents allows licensing services to be offered in more locations and in more convenient locations than just the County Courthouse. The appointment itself is not a business per se and there are no owners in the usual sense. The appointment cannot be sold, traded or otherwise transferred to a different person or persons. If the appointee is an established business at the time of application, the owners of the business are the appointees and if the business changes ownership, the appointment is canceled and subject to procedures for appointment of a replacement Subagency. What are the Levels of Authority? The Legislature has created laws to govern the licensing and titling of vehicles and vessels. The Department of Licensing (DOL) has been charged by the Legislature with this responsibility. DOL has been authorized to appoint Agents (County Auditors) and subagents to assist them in the performance of these duties. The Agent (County Auditor) reports directly to DOL. The number of subagents for a particular county is determined primarily by the number of transactions that occur in that county. Subagents are selected by the Agent through a competitive proposal process. The Agent is responsible for the training, monitoring, oversight and auditing of the subagents within their jurisdiction. What is the Nature of the Work? Operating a vehicle/vessel licensing subagency is essentially and most importantly a public service. Members of the public seek a full range of vehicle/vessel licensing services. The subagency must provide full motor vehicle licensing services; examples include: Preparing and processing original ownership of vehicles/vessels and issuing duplicates for the same; Processing annual renewals of vehicle/vessel licenses and issuing duplicates for the same; Preparing and processing registration documents; Page 2
4 Preparing permits, tonnage and specialized registrations (ie, farm vehicles, snowmobiles); Calculating, collecting, depositing and reporting of associated fees; Receiving and controlling all accountable inventory associated with licensing; and Providing all services related to disability parking transactions. What does DOL provide? Unlike private operations, much of the operation of this service is provided by the State of Washington through DOL. Tangible and intangible items include: Written policies and procedures for conducting transactions; Equipment related to licensing transactions: Statewide software system Desk computers connected to statewide system; Printers; Forms; Specialized paper; and Accountable inventory, including plates, tabs, placards, and permits. What does the Subagent provide? The owner of a subagency must provide the remaining aspects of the business, some of which must meet specific conditions set by DOL: An adequate, secure office space, Including sufficient and convenient public access and parking that meets ADA accessibility requirements; Adequate staff, in terms of numbers and training, to meet public demands for service, Staff must be tested and certified by the Agent before processing licensing and titling transactions on the statewide software system, which requires training, experience and successful completion of testing. Staffing levels must be sufficient to ensure that the public is served in a timely manner. Staffing levels should take into account breaks, lunches, sick and vacation time. Staff must attend continuing training sessions presented throughout the year. Attendance is mandatory. Basic business equipment, such as phones, calculators, work space, and cash drawers; Insurance and bond coverage with the name insured as Yakima County and State of Washington, Department of Licensing and must require the insurer to provide thirty day written notice of any cancellation or alteration of the endorsement or policy. All bonds must be issued by a company authorized to transact surety business in the State of Washington and acceptable to DOL: Page 3
5 Fidelity bond of the amount specified in agency specific information. The bond is to provide fidelity coverage for any fraudulent or dishonest act committed by the subagent or by a subagent employee; Insurance coverage equal to the replacement cost of the state property (including the loss of monies and/or securities) in the subagent's possession, including fire, casualty, vandalism, and malicious mischief, at a minimum; Insurance against robbery inside and outside the premises. Policy must include the actual value of license tabs and license plate replacement costs as well as money; and A checking account at a local bank in the name of the Department of Licensing, Agency Account, Subagency Name, Subagent. Signatures on the account include representatives of DOL, Agent and subagent. The bank must accept electronic withdrawals and deposits. How is the subagent paid? Subagents receive a fee per transaction completed. The fees retained by the subagent are $12 for each title and $5 for each tab renewal. The state and county portions of the fees are transferred daily. The state performs an electronic withdrawal on a daily basis. The subagent writes a check daily to the County. Page 4
6 Application Guidelines Submit a completed application by the due date. Complete the attached application form. Include a current resume and any other pertinent information. Complete a Subagent Business Proposal following the enclosed outline. County subagent requirements and Washington State Department of Licensing procedures are provided for your information. Please review these prior to completing your application. 3) The subagent office open for bid will consist of three workstations. The replacement subagent office must be located in the West Valley area. 4) 3 copies of your application must be received no later than 4:00, December 1, Late, faxed or electronically transmitted proposals will not be accepted. Applications may be delivered to: Yakima County Auditor's Office 128 N 2nd Street, Room 117 Yakima, WA ) All questions regarding the application or the selection process will be answered at a meeting to be held on the following date and at the following location. November 18, 2015 at 11:00 a.m. Yakima County Auditor's Office 128 N 2nd Street Room 117 Yakima, WA Please do not contact the Auditor's office or staff to determine the status of your application or to answer any questions prior to or after this meeting as questions will not be answered. 6) All applications received by the deadline will be reviewed and evaluated prior to December 10 th, Interviews will be held with finalists prior to any final decision. Applicants not selected for interviews will be sent a notice via regular mail no later than December 18, Page 5
7 Agency Specific Information West Valley area This appointment is a replacement subagency that will be in the same general locality or will operate in the same physical area and serve the same clientele as the previous subagency that is being replaced. Physical location: This subagency will serve the West Valley area. A map is included for reference. Number of Staff: The number of trained staff, including management positions, for this subagency is estimated to be 3. Number of Workstations: The number of authorized workstations for this sub-agency is 3. Hours of Operation: This subagency must be in operation, at a minimum, during normal State business hours Monday through Friday. Saturday is an optional day, with a minimum of 4 hours. Subagencies will observe the normal State holiday schedule for closures. Statistics of Transaction Counts: Below is a history of the transaction counts for the subagency that is being replaced: Year Title Renewal Transactions Transactions ,386 37, ,744 37, ,180 36, ,536 37,790 Page 6
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9 Business Proposal Guidelines Applicants must prepare a written proposal that responds to each of the items included in this outline. I. Executive Summary - In 200 words or less summarize your qualifications to be a vehicle/vessel licensing subagent in Yakima County. IL Experience Please describe the nature, length, and type of experience in each of the following areas. Please limit your response to one paragraph in each category. Vehicle/Vessel Licensing Experience Small Business Management Experience Employee Supervisory Experience Cash Management Experience Financial Reporting Experience Public Service Experience III. References Please provide the names and phone numbers of two references in each of the following areas. Briefly state the nature of your relationship to each reference. References may be contacted for further verifications. Personal References Business References Employment References Banking References IV. Staffing Please state how you intend to staff the facility. The subagent office will initially involve three workstations. Business hours are normal state office hours and a minimum of four hours on Saturday. Please briefly describe the qualifications of staff you would seek to employ or the names, addresses, and actual qualification of staff you intend on working for you. V. Business Site / Facilities Briefly describe the characteristics of the facility you envision having for the subagent office business. If you currently own or lease a facility you intend to use for the subagent office business please provide the address and name of the owner. Facility Access Parking Signage Square Footage Page 8
10 Tenant Improvements Security Features G. Other Amenities Other Services - Briefly describe other services. If any, that would be offered in conjunction with vehicle/vessel licensing services. Capitalization / Start-up Budget Briefly describe the funds you anticipate needing to start-up your business and the source of these funds. Provide a general outline of the expense categories and amounts needed during the start-up phase. See Exhibit A. Note that all licensing computer terminals, computer hook-ups, and inventory will be provided by DOL or Yakima County. VIII. Bonding / Insurance The successful applicant will need to be bonded and carry insurance as required by DOL. Please respond to the following questions. Has the applicant ever been bonded and or obtained business insurance? Has the applicant ever been denied a bond? If yes, please explain. C. Has the applicant ever been denied insurance? If yes, please explain. IX. Other Briefly respond to the following items. Describe any previous experience related to licensing or titling, inventory control, maintaining financial records and reports, supervisory experience, and public relations experience. Please be specific. Give us some examples to demonstrate your organizational skills. What motivates you to want a subagent business? What are some of your ideas on how to provide "good customer service" Even when you may encounter angry or hostile customers? Page 9
11 at WASHINGTON STATE DEPARTMENT OF LICENSING Vehicle/Vessel Licensing Subagent Application You can use this form to apply as a new subagent, change a subagent business name, subagent replacement, remove an appointee, or report an office move. Send completed form to Vehicle and Vessel Operations, PO Box 9042, Olympia, WA Application type: New subagent Change of subagent business name Replacement subagent Remove appointee(s) Office move Subagency information TYPE or PRINT Subagency licensed business name (as filed with Master License Services) Name business will do business as (if different from above) Address City State ZIP code County Mailing address, if different (Address, City, State, ZIP code) (Area code) Telephone number (Area code) Fax number Proposed business open date (mm/dd/yyyy) Days and hours of operation Day(s) Business ownership structure (as provided through open competitive process) Sole proprietor Municipality Association Partnership (define type) Trust ^ Corporation (define type) State where incorporated/formed Year incorporated/formed Hours Subagent applicants/appointees List all names of applicants/appointees for this business as provided through the open competitive process. Attach additional pages if needed. 1 Name (Last, First. Middle) Business title Address (Residence or mailing) City State ZIP code (Area code) Home telephone number (Area code) Cell phone number 2 Name (Last. First. Middle) Business title Address (Residence or mailing) City State ZIP code (Area code) Home telephone number (Area code) Cell phone number 3 Name (Last. First. Middle) Business title Address (Residence or mailing) City State ZIP code (Area code) Home telephone number (Area code) Cell phone number 4 Name (Last. First, Middle) Business title Address (Residence or mailing) City State ZIP code (Area code) Home telephone number (Area code) Cell phone number TD (R/11/11)E Page 1 of 2
12 Subagent applicants/appointees - continued Applicant/Appointee signatures X X Signature Date Signature Date X X Signature Date Signature Date Answer the following Have any of the applicants/appointees been convicted of a misdemeanor or felony within the past 7 years that might unfavorably affect their appointment as a subagent? If yes, please explain: ^ Yes ^ No County Auditor/Agent I am confident the applicant(s)/appointee(s) is able to and will perform all duties required of a vehicle/vessel license subagency, and if appointed, will be fully trained and meet banking, bonding, and insurance requirements included in the standard contract and applicable Department of Licensing (DOL) Policies and Procedures. This office will educate, train, and qualify the applicant as provided in the standard agent contract and DOL Policies and Procedures. I have reviewed and verified the information provided in this application is accurate. Name of county X County Auditor/Agent signature Appointing authority approval/disapproval ^ Approve ^ Disapprove If disapproved, please explain: Department use only X Director signature Date We are committed to providing equal access to our services. TD (R/11/11)E Page 2 of 2 If you need accommodation, please call (360) or TTY (360)
13 Yakima County Subagent Requirements Facilities: Provide easy access, including handicap access Provide adequate customer waiting area Provide adequate parking Provide adequate work space for employees, workstations, and secured storage for 45days supply of inventory Provide adequate security for money during working and non-working hours. Restrict access in the work area to authorized personnel only 7. Provide a secured area for automated equipment, restrict access to automated equipment to authorized personnel. Notices: The following notices must be posted at the work area Certificate of appointment Sign designating business as a vehicle / vessel license subagent Sign designating hours of operation Schedule of fees charged, include subagent fee Services: Hours must be maintained as proposed and approved on the application Someone must be available to provide service during the posted hours 3. Service must be provided to everyone for all types of transactions Bank Account: Account must be in the name of the Department of Licensing, Agency Account, Subagency Name, Subagent Two people from the agency, at least one person from the Auditors' Office, and the comptroller from the Department of Licensing must sign the bank signature card Only vehicle / vessel license fees (including subagent fees) may be deposited into this account Checks should be endorsed and made payable to the Department of Licensing Obtain a receipt from the bank for each day's deposit Maintain a checkbook indicating the transaction date, payee, amount of the check or ACH, the amount of the deposit, with an up-to-date running balance Maintain a zero or positive bank balance in the DOL bank account Reconcile the bank account each month using the approved county Reconciliation Sheet / or software Page 12
14 Yakima County Subagent Requirements Page 2 Bond / Insurance: 1. You must obtain and provide proof of coverage for bond and insurance coverage as required by the Department of Licensing Documents: All work must be remitted to the Department (DOL) the day following the acceptance of the application Retain your work copies in accordance with the DOL directives 3. Copies for the Auditor's Office must be sent or delivered to the main office the next day Inventory: Daily enter beginning and ending accountable inventory items as requested by the system based on a physical count of such items Monthly run monthly physical inventory report on the 16 th of each month Reconcile physical inventory on hand with inventory report and account for all discrepancies (adjustments, de-assignments, and missing items) Send "Auditor's Copy" to the County Auditor's Office by the close of the 2nd business day following the fifteenth calendar day of the month Page 13
15 For your information we have listed below some of the costs you may incur in doing business as a subagent. Goods & Services Accountant fees Advertising Agent fees Attorney fees Banking charges Bond Insurance Janitorial Membership dues Messenger or common carrier Office furniture and counters Office supplies Parking facility Photo coping services Postage, shipping & receiving Publications, (Vehicle appraisal guides, zip code) Remodeling Rent or lease Signage Taxes (local, State, Federal) Utilities Yellow page listing Equipment Copy Machine Fax Hand Truck Installation of communication lines for DOL equipment Safe or vault Security system Telephone & Answering machine Personnel Benefits Insurance L & I insurance Salaries Training (DOL & Non DOL) Travel Page 14
16 Evaluation Criteria Applicants will be evaluated on the business proposal and the following criteria: Suitability of location, which will provide adequate service to the public Defined operating hours including Saturdays Public Parking including disabled accessibility Must be able to meet bond and insurance requirements Must meet state mandated record keeping and reporting requirements Must provide adequate trained staff to meet technical and public service level requirements Must meet and maintain performance standards set by Yakima County Auditor's Office and the State of Washington Department of Licensing Agree to comply with Equal Opportunity and human rights laws Agree to provide full vehicle and vessel licensing services Agree to establish a special Subagent/Department of Licensing Agency bank account Ability to enter into a contractual agreement with the Yakima County Auditor and Department of Licensing, State of Washington that is binding upon the subagent and subagent employees. Other information as appropriate Page 15
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