enterprise architecture Paper

• describe enterprise architecture (EA), the appropriate application of EA frameworks, and an overall ongoing EA program
• analyze and examine how enterprise architecture and enterprise systems influence, support, and enable an organization’s ability to contribute to strategic decision making and to respond and adapt to the business environment
• apply EA concepts to support business requirements and identify opportunities for enterprise solutions

2 pages in length

You should provide at least four specific examples from the case study to show how an EA program could be of benefit, and you should provide at least two examples of how EA specifically benefitted another organization in solving problems similar to ones in the case study.

Top of Form

Bottom of Form

Enterprise Architecture Justification Paper – Individual Assignment

Purpose of this Assignment

This assignment gives you the opportunity to apply your critical thinking skills and understanding of the course concepts to explain how the enterprise architecture (EA) and/or the EA program benefits an organization. This assignment specifically addresses the following course outcomes:

· describe enterprise architecture (EA), the appropriate application of EA frameworks, and an overall ongoing EA program

· analyze and examine how enterprise architecture and enterprise systems influence, support, and enable an organization’s ability to contribute to strategic decision making and to respond and adapt to the business environment

· apply EA concepts to support business requirements and identify opportunities for enterprise solutions

Assignment

Using the DMV case study provided, determine how an EA could be used to help the DMV accomplish the objectives stated explicitly and implicitly in the case study. The organization discussed in the case study has many issues with its current environment and many changes that it wants to make. It has not established an EA program yet.

The purpose of your paper is to briefly explain what an EA program is, and then justify a recommendation to establish an EA program for the organization. The DMV has taken on the CSI Redesign initiative so this presents an opportunity to explore how EA can be a benefit. You need to orient this assignment to justify recommendations on how the DMV can benefit from implementing a more holistic (EA) solution. You can use the CSI redesign effort as a basis on which to build, but your recommendations for EA should scale sufficiently.

You should provide at least four specific examples from the case study to show how an EA program could be of benefit, and you should provide at least two examples of how EA specifically benefitted another organization in solving problems similar to ones in the case study. (NOTE: More than four examples are required to receive all possible points; see Grading Rubric below.) Your paper will be graded on both the accuracy and the strength of your justifications; it needs to make a strong and compelling case for establishing an EA program for the DMV.

Your paper should be 2-3 pages in length (not counting any cover sheet or reference pages). The use of at least two external scholarly resources (other than class materials) is required. (NOTE: More than two external resources are required to receive all possible points; see Grading Rubric below.) You should use scholarly journals (rather than Wikipedia and authorless website postings). If you need assistance with determining what a scholarly journal is, the UMUC library is a very good source of information, accessed via the following link:

http://www.umuc.edu/library/libhow/articles.cfm

. Remember to correctly cite and reference all sources using APA format.

Submit your paper in Word format via your Assignments Folder as an attached document with your last name included in the filename.

Grading Rubric

Use the rubric below to be sure you have covered all aspects of this assignment.

5

10

10

 

 

Criteria	90-100% Far Above Standards	80-89% Above Standards	70-79% Meets Standards	60-69% Below Standards	< 60% Well Below Standards	Possible Points
Introduction	5 Points A sophisticated introduction sets the stage for the paper.	4 Points A well-written introduction sets the stage for the paper.	3.5 Points The introduction adequately sets the stage for the paper.	3 Points The introduction does not adequately set the stage for the paper.	0-2 Points No introduction included.		5
Explanation of Enterprise Architecture Program	13-15 Points Explanation is brief but clear; is complete enough to set the stage for the paper; and demonstrates a sophisticated understanding of course concepts.	12 Points Explanation is brief but clear; is complete enough to set the stage for the paper; and demonstrates a good understanding of course concepts.	10-11 Points Explanation is adequately clear and sufficiently complete to set the stage for the paper, and demonstrates an adequate understanding of course concepts.	9 Points Explanation may be only somewhat clear or complete; may or may not demonstrate an adequate understanding of course concepts.	0-8 Points Explanation is not included or little effort is demonstrated.	15
Justification for EA Program	23-25 Points The justification is clear, compelling and directly related to the case study. It demonstrates a sophisticated understanding of course concepts, analysis, critical thinking, and synthesis.	20-22 Points The justification is clear, and directly related to the case study. It demonstrates a good understanding of course concepts, analysis, critical thinking, and synthesis.	18-19 Points Justification is clear and related to the case study; it demonstrates adequate understanding of course concepts, analysis, critical thinking, and/or synthesis.	15-17 Points Justification may be somewhat clear, or may be somewhat related to the case study; it may not demonstrate adequate understanding of course concepts, analysis, critical thinking, and/or synthesis.	0-14 Points Justification is missing or demonstrates little effort.	25
Benefits	18-20 Points More than four benefits of an EA program are identified and clearly related directly to the case study, demonstrating sophisticated critical thinking and writing.	16-17 Points More than four benefits of an EA program are identified and related to the case study, demonstrating critical thinking and writing.	14-15 Points At least four benefits of an EA program are identified; and are at least somewhat related to the case study; and demonstrate adequate critical thinking.	12-13 Points Four or fewer benefits of an EA program may be identified; and/or may be only somewhat related to the case study; and/or may not demonstrate adequate critical thinking.	0-11 Points No benefits identified or little effort demonstrated.	20
Examples from Other Organizations	9-10 Points More than two examples of benefits of EA from other organizations are identified and are clearly related to the case study; demonstrates sophisticated analysis and critical thinking.	8 Points More than two examples of benefits of EA from other organizations are identified and are related to the case study; demonstrates analysis and critical thinking.	7 Points At least two examples of benefits of EA from other organizations are presented and are related to the case study; demonstrates adequate analysis and critical thinking.	6 Points Two or fewer examples of benefits of EA from other organizations may be presented and/or may be only somewhat related to the case study; and/or may not demonstrate adequate analysis and critical thinking.	0-5 Points No examples from other organizations are presented, or little effort demonstrated.			10
Conclusion	5 Points Conclusion is convincing, effective and relevant. Demonstrates sophisticated analysis and critical thinking.	4 Points Conclusion is effective and relevant. Demonstrates analysis and critical thinking.	3.5 Points Conclusion is provided and is relevant.	3 Points Conclusion is somewhat effective and/or relevant.	0-2 Points No conclusion provided, or minimal effort demonstrated.
External Research	9-10 Points More than two scholarly sources other than the class resources are incorporated and used effectively, contextualized, appropriately researched and supported, and synthesized with original arguments. Sources used are credible, relevant, and timely. Correct APA style is used for citations and references.	8 Points More than two scholarly sources other than the class resources are incorporated and used effectively, appropriately researched and supported, and support original arguments. Sources used are credible, relevant, and timely. Correct APA style is used for citations and references.	7 Points Two scholarly sources other than the class resources are properly incorporated and used. Uses APA format for references and citations.	6 Points Two or fewer sources other than the class resources may be used; may not be scholarly sources; may not be properly incorporated or used to support arguments; may rely too heavily on the reporting of external sources, and/or are not effective or appropriate; and/or are not credible, relevant, or timely. May not use APA format.	0-5 Points No external research is incorporated or reference listed is not cited within text.
Format	9-10 Points Paper reflects effective organization and sophisticated writing; follows instructions provided; is written in third person; uses correct structure, grammar, and spelling; double- spaced and presented in a professional format using Word.	8 Points Paper reflects effective organization; follows instructions provided; is written in third person; has few errors in sentence structure, grammar, and spelling; double-spaced, and presented in a professional format.	7 Points Paper has some organization; may have some errors in sentence structure, grammar and spelling. Is double spaced and written in third person.	6 Points Paper is not well organized, and/or contains several grammar and/or spelling errors; and/or is not double-spaced and written in third person.	0-5 Points Paper is extremely poorly written, has many grammar and/or spelling errors, or does not convey the information.
			TOTAL Points Possible	100

03/15/2019 2

July2014 1

DMV Case Study

Purpose of this Assignment

(The information below is excerpted from the Virginia Department of Motor Vehicles’ RFP

154:7-061, DMV CSI Systems Redesign Project, available from under Content>Course

Resources>DMV_CSI_RFP_083107_Final_Release. Corresponding page numbers from the

RFP are given in parentheses at the end of each lettered section heading.)

A. DMV Organizational Overview (p. 2)

The Department of Motor Vehicles (DMV) is a governmental agency in the Executive Branch of

Virginia state government. Under the direction of the Secretary of Transportation, DMV

administers motor vehicle and tax related laws for the continued benefit of all citizens of the

Commonwealth of Virginia. Specifically, DMV administers motor vehicle titling and licensing

laws, driver’s licensing laws, transportation safety laws, tax laws, and other motor vehicle-

related laws and regulations as directed by the Code of Virginia and Federal laws, as amended.

DMV employs nearly 2000 full and part-time employees to meet its daily mission of providing

transportation services to customers in Virginia. These employees provide services via one

centralized administrative Headquarters located in Richmond, Virginia as well as 74 Customer

Service Centers (CSC’s) and 13 Motor Carrier Service Centers/Weigh Stations (MCSC’s)

dispersed throughout the state. In addition, some services are provided at more than 40 DMV

Select offices located throughout the state. DMV Selects are a service alternative to visiting a

full-service DMV Customer Service Center. Local governments and private entities contract with

DMV to provide secure, select DMV transactions at convenient locations.

DMV provides a multitude of services to private citizens, transportation entities, courts, law

enforcement agencies, government agencies, insurance companies, and related transportation

clients. The most commonly provided DMV services include:

 Credentialing – This includes the provision of driver testing and licensing, vehicle

titling and registration, credentialing of commercial motor carriers, and regulatory

licensing functions such as fuel distributors, rental car companies, dealers,

commercial driver training schools, driver improvement clinics, and 3rd party

testers.

 Tax processing – This includes support for the calculation, collection, accounting,

and reporting statistics for all tax filings (including IFTA, tax on fuel, and tax on

motor vehicle rentals) as well as support for an external/taxpayer audit function.

 Oversight of related programs such as transportation safety and information

management

Due to the nature of DMV business processes, the type of work performed by the agency

requires substantial use of automated systems. It is imperative that the agency operate its

programs and facilities in an efficient manner, incorporating into its operation those

July 2014 2

technological developments and automated solutions that will enhance the delivery of services to

DMV’s various transportation clients.

B. The Opportunity (p. 1, pp. 2-3)

DMV has decided to undertake a systems redesign they are calling CSI:

 Customer-centric

 Service Oriented

 State-of-the-art

 Secure

 Intelligent

 …..CSI

The DMV CSI Systems Redesign project focuses on the fragmented processing of DMV’s core

business areas of credentialing, tax processing, and financial management. The purpose of the

CSI effort is to transform these fragmented and outdated systems into one modernized system

that is responsive to the ever-changing needs relating to internal security, homeland security,

legislative mandates, and customer relationship

management.

As we move forward with this endeavor, DMV has a unique opportunity to revolutionize the

agency’s approach to fulfilling its mission, carrying out core functions, and delivering service.

DMV intends to fully integrate processing while incorporating and leveraging the full

functionality and benefits of proposed technology solutions as well as the technology already in

place.

The scope of the DMV CSI Systems Redesign project is based on utilizing a fully integrated

system to serve and manage our customers, our contractual business partners, and our

stakeholders. The scope includes, but is not limited to credentialing, tax processing, and financial

management.

The CSI Redesign consists of the following components:

 User interfaces for Headquarters, Weigh Station, and Customer Service Center

staff, DMV Selects, Internet, Touchtone, cyber sites, and selected business

partners (online dealers, Commissioners of the Revenue, insurance companies,

motor carrier companies, etc.)

 Core business services

 Infrastructure services to manage access rights, perform audit and system logging

functions, a business rules engine, a message broker to facilitate communication

between components and with external system interfaces, transaction suspense

capability, and a correspondence module.

 Data stores, business intelligence to provide regular and ad hoc management

reports, audit reports and fraud alerts, and other applications, and

 Interfaces to other systems, such as DMV’s Purchasing, Inventory, and Payables

System (PIPS), Department of Accounts (DOA), Treasury, Unified Carrier

July 2014 3

Register (UCR) repository, Centralized Accident Processing System (CAP),

Traffic Records Electronic Data System (TREDS) which will replace CAP,

Hauling Permits, Virginia Criminal Information Network (VCIN), DMV’s

Human Resource system, etc.

C. The Current Environment (pp. 6-7)

1. Overview of Existing Customer Service Center (CSC) Environment

Each CSC has the capability to house its own hardware and software supporting the

citizens of the Commonwealth utilizing server virtualization and operating system

streaming to reduce the support costs associated with distributed systems.

The main technologies utilized are based on Ardence Desktop Edition

(www.ardence.com) to stream the Windows operating system to the desktops. VMWare

ESX server is utilized to host virtual Windows 2003 based servers.

DMV CSCs are connected to the DMV HQ via T1 speed circuits. The HQ WAN

connections are enhanced by the use of F5 WANjet appliances. DMV CSC’s also have

frame relay circuits connecting them to the Virginia Information Technologies Agency

(VITA) data center for SNA Mainframe traffic only.

All servers in each branch must support being virtual servers. This allows DMV to

centrally manage and deploy servers without having to procure or replace server

hardware as systems are introduced, upgraded, or replaced. Servers can be deployed from

the central DMV support system utilizing the existing DMV Virtual Server Farm. DMV

has a pair of HP Proliant DL360s fiber connected to an HP MSA1000 SAN for Virtual

Machines. All connections to the SAN are through the DL360s and Virtual Servers. The

current storage capacity of the MSA1000 is approx 1TB of storage. Disk space can be

provided via Windows 2003 Virtual Servers.

All workstations have the operating system streamed (OSS) via Ardence Desktop

Edition. This allows DMV to centrally manage and update one system image for all

machines at the DMV CSCs. The internal hard disk on each workstation has been

deactivated as the operating system is streamed but can be enabled if necessary. Also,

Ardence Desktop Edition provides a full Windows XP Pro Operating system, not an XP

embedded or thin client OS. This allows any device with the proper drivers installed in

the master image to work on the DMV OSS Workstations. DMV has deployed HP

dc7600 slim line PC’s for the OSS Workstations.

User authentication, authorization, file and print, and group policies are provided locally

at each CSC via Virtual Windows 2003 Servers.

Each CSC presently has its own software to support the citizens of the Commonwealth

for driver licensing and vehicle registration utilizing CSCNet (Customer Service Center

Network) written in the Software AG language Natural, in a Unix environment.

http://www.ardence.com/

July 2014 4

2. Overview of Existing DMV HQ Computing Environment

At its Headquarters location, DMV operates a Novell v6.5 LAN.

Customer Service Center PC’s connect to the HQ LAN via the WAN. DMV PC’s operate

in either a Windows 2000 or XP Pro SP2 environment.

Novell GroupWise v7.x is used for e-mail. Netware for SAA is used for 3270 emulation

with the use of Powerterm to access CSS.

3. Overview of Existing Citizen Services System (CSS)

The CSS System is a mainframe application system running in the OS/390 environment

at VITA. DMV’s application programs are built using the Software AG products

ADABAS, Natural, and COMPLETE. CSS is DMV’s primary information system that is

used for storing information on customers, their addresses, their driver history, vehicle

registration and titling information, etc.

This system is accessed from the CSCs via a private Frame-Relay network, and from the

DMV Headquarters location via a private DS3 serial connection. CSS is also accessible

via the EAI layer described below via XML web services.

4. Overview of Current DMV Enterprise Application Infrastructure (EAI)

DMV’s current EAI is a service-based architecture utilizing a variety of techniques. The

preferred mechanism to interact to DMV’s EAI is via web services. DMV provides high-

availability services to the mainframe, databases, and a variety of other DMV systems.

Presently DMV utilizes Windows based servers as Presentation, Business Logic, and

Data Access servers. DMV Servers are secured based on current industry standards

provided by the NSA, SANS Institute, etc, as well as those published by VITA. Servers

are designed with standardization across all machines. DMV utilizes both physical and

virtual servers (VMWare ESX Server) based on need and activity.

Document and image management, storage, retrieval, and workflow services are provided

by Hyland Systems OnBase application.

DMV’s present enterprise database platform consists of a high-availability Oracle 10g

RAC 2 node cluster and a SQL Server 2005 failover cluster both utilizing fibre channel

storage.

The DMV Enterprise Application Infrastructure (DMV-EAI) is designed with security

and standardization as the core set of principles required to provide maximum uptime to

applications and customers.

July 2014 5

DMV’s present development environment for enterprise applications is based on the

Microsoft .NET development platform (VB.NET and C#).

5. Overview of Other Outlets

DMV has several outlets that utilize a combination of technologies defined above. These

outlets and systems provide core services to internal and external customers of DMV.

They are highlighted below and are not all-inclusive of all outlets, yet provide the

necessary sampling of technology implementation for reference purposes:

DMV Select: DMV Select allows selected business partners to provide core DMV

services to the citizens of the Commonwealth. They utilize a smart client application to

perform vehicle related transaction processing. Select offices utilize the public Internet

over a secure channel to access the core services available on CSS. The access is

provided by the EAI listed above to interact with CSS.

MCSC (Motor Carrier Service Center): The MCSC offices utilize a variety of

applications to perform their daily activities. They have access to CSCNet as well as

several intranet applications that interact with CSS via the EAI listed above. They utilize

a combination of smart client, intranet web applications and Powerterm to access CSS via

a 3270 client.

3rd Party Systems: DMV has several 3rd Party hosted systems that support various

business functions. Examples include ACS, Digimarc, etc. These systems utilize various

technology sets and platforms that interact with the core platforms identified above.

D. CSI Redesign Objectives (pp. 8-9)

1. Providing improved access to information through single sign-on and limiting access to
data, fields and values, screens, system processes to only authorized users, improving

user authentication, segmenting and tracking access based on user roles and

responsibilities (role-based security model capabilities), and creating a new ability for

users to generate ad hoc reports.

2. Enhancing security, customer ID verification, and fraud prevention by eliminating
duplicate customer records and creating a true single customer record, tracking patterns

of suspicious activity (customer and employee), producing automated exception reports

and creating systems alerts to potential safety, security, and risk management issues, and

restricting access based on user roles and responsibilities and accommodating multiple

authentications based on segregation of duties.

3. Automating audit requirements and oversight by tracking user activity in a standard
manner and creating a single data store.

4. Consolidating disparate applications by replacing multiple systems with a single
integrated data store, integrating multiple applications through core modules (such as user

interfaces, core business services, infrastructure related services, interfaces, etc.), and

providing a financial services component, as well as a tax processing component, with

enhanced tracking and netting capabilities.

July 2014 6

5. Improving efficiencies by incorporating best practices and re-engineering all processes
within the project scope (at a detailed level as part of developing a detailed system design

during the detailed design forum).

6. Implementing a customer-centric model that effectively supports customer relationship
management.

7. Increasing alternative service channel usage by allowing most transactions to be offered
through multiple channels.

8. Migrating toward electronic credentials to provide the type of controlled access needed
for authorized entities to verify the existence of electronic credentials, including

photographic or other images as may be required.

9. Accommodating interoperability and integration with business partners by providing a
consistent method to interface with business partners and a consistent message format for

exchanging data as well as creating the ability to effectively manage business partner

contracts and billing electronically.

10. Providing an integrated financial component, including integration of the agency’s ERP
(Oracle Financials), to facilitate a complete financial view of the customer (refunds due,

additional fees due, etc.) as well as an enhanced ability to allocate revenues to appropriate

accounts.

E. Future State Business Process Model (pp. 14-18)

July 2014 7

Each of the seven process areas identified in the CSI Future State Business Process Model are

described below, including the business functions supported by each as well as the

products/services provided. Please note that these processes and business functions are not listed

in priority order.

1. Service Delivery

Service delivery supports all DMV access channels to provide a 360-degree view

of a DMV customer by collecting all relevant data. All customer (including

business partners, stakeholders, etc.) and employee contact and activity must enter

and exit through this process. Service Delivery will coordinate all support

functions of the contact activity including the ability to support a shopping cart

concept for multiple transactions, payment processing and netting, inventory

processing, and release of the final product.

July 2014 8

2. Credentialing

The credentialing process rolls the credentialing functions of driver, vehicle,

motor carrier, and regulatory licensing functions such as fuel distributors, rental

car companies, dealers, commercial driver training schools, driver improvement

clinics, and 3rd party testers into one, all inclusive process. A credential can be

issued, updated, or renewed, a privilege reinstated or taken away, and compliance

to requirements is monitored. A credential would also include the creation of

PINs, Use Agreements, and any other DMV product or service requiring formal

authorization or approval.

3. Tax Processing

Tax Processing manages the processing of tax returns and posting the tax payment

as well as taxpayer audit support functions.

4. Financial Management Services

Financial Management Services handles reconciliation and distribution of revenue

of all payments from DMV transactions as well as grant and contract

administration.

5. Inventory Management

Inventory Management tracks the consignment of controlled inventory and assets.

6. Business Intelligence

Business Intelligence will provide the ability for retrieving and reporting

information on DMV data. There will be the ability to compile data in such a

manner that will be meaningful to the end user (including decision makers at

DMV, external entities, etc.). This will include key performance indicators such

as customer wait time and cost per transaction. Once the data is presented, there

will be a decision support tool to assist DMV managers so that various

alternatives can be compared. BI will also support automated and ad hoc reports

(e.g., enabled by Use Agreements) and assist in identifying fraud through periodic

audits.

7. Administer Infrastructure

Administer Infrastructure will give DMV the necessary flexibility for business

users to be able to change their workflow and business rules as needed.

Additionally, DMV staff with the appropriate roles and permissions will be able

to control system credentials, access, and data management roles such as PINs

and Service Agreements. This module also supports the call center help desk and

mail processing.

July 2014 9

Reference

Commonwealth of Virginia. Department of Motor Vehicles. (2007, August 31). DMV CSI

systems redesign project. Request for Proposal (RFP) 154:7-061. Originally retrieved from

http://www.dmv.state.va.us/csi/pdf/rfp

August 31, 2007

Dear Potential Offeror,

You are invited to submit a proposal in accordance with the requirements set forth in the attached Request for
Proposal, (RFP 154:7-061) using Best Value Acquisition procedures.

This RFP is being issued by the Virginia
Department of Motor Vehicles (DMV) for the purpose of seeking solutions to address the requirements of the
DMV CSI Systems Redesign effort as identified in the attached RFP.

An original proposal, signed by your contractually binding authority, with 7 full copies and 2 redacted copies,
must be received by DMV Contracts and Procurement Department no later than 3:00 p.m. local time on Tuesday,
December 4, 2007.

An optional pre-proposal conference will be held at DMV Headquarters, 2300 West Broad Street, Richmond,
Virginia, Room 702, on Tuesday, October 2, 2007 at 10:00 a.m. local time. Please refer to RFP Section VII for
additional information.

All questions or inquiries regarding this RFP must be received by Wednesday, October 31, 2007 at 5:00 p.m.
local time and must be submitted in writing exclusively to:

Nancy M. Davis, CPPB, CPPO, VCO E-mail: nancy.davis@dmv.virginia.gov
Contracts and Procurement Manager Fax: (804) 367-0046

Department of Motor Vehicles

Room 319
2300 West Broad Street
Richmond, VA 23220

All inquiries must be submitted electronically as indicated in the RFP. Please refer to RFP Section VII for
additional information. No verbal inquiries will be accepted. From the date of issuance of this RFP until the
selection of a Contractor is announced, all questions concerning any part of this RFP shall be directed to Nancy
M. Davis. It is not permissible for any Offeror, or any entity working on behalf of an Offeror, to solicit information
from any other individual or government source (Federal or State) other than from the official point of contact
listed above. Any unauthorized solicitations for information that are reported are grounds for disqualification of
the Offeror’s proposal.

Sincerely,

Nancy M. Davis, CPPB, CPPO, VCO
DMV Contracts and Procurement Office

Virginia Department of Motor Vehicles

REQUEST FOR PROPOSAL (RFP)

RFP 154:7-061

Issued: August 31, 2007

Note: This public body does not discriminate against faith-based organizations in accordance with the

Code of Virginia, §2.2-4343.1, or against a bidder or offeror because of race, religion, color, sex, national

origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Title: DMV CSI Systems Redesign Project

Commodity Code: 91829 – Computer Software Consulting

Issuing Agency: Commonwealth of Virginia

Department of Motor Vehicles (DMV)
2300 West Broad Street

Richmond, Virginia 23220

Period Of Contract: From date of contract award through date of Final System Acceptance. Optional
licensing, maintenance, and/or support renewable annually.

Sealed best value proposals will be received until Tuesday, December 4, 2007 at 3:00 p.m. local time for
furnishing the goods/services described herein.

All inquiries must be made in writing and are due by Wednesday, October 31, 2007 at 5:00 p.m. local time and
must be submitted electronically as indicated in the RFP. No verbal inquiries will be accepted. From the date of
issuance of this RFP until the selection of a Contractor is announced, all questions concerning any part of this
RFP shall be directed to Nancy M. Davis (nancy.davis@dmv.virginia.gov). It is not permissible for any Offeror, or
any entity working on behalf of an Offeror, to solicit information from any other individual or government source
(Federal or State) other than from the official point of contact listed above. Any unauthorized solicitations for
information that are reported are grounds for disqualification of the Offeror’s proposal.

Proposals can be mailed or delivered.

IF MAILED, SEND TO: IF HAND DELIVERED, DELIVER TO:

Department of Motor Vehicles
Contracts and Procurement Department
Attn: Nancy M. Davis, CPPB, CPPO, VCO
2300 West Broad Street
Richmond, Virginia 23220

Department of Motor Vehicles
Security Desk
Attn: Nancy M. Davis, CPPB, CPPO, VCO
2300 West Broad Street
Richmond, Virginia 23220

In compliance with this Request for Proposal and subject to all the conditions imposed herein, the undersigned
offers and agrees to furnish the goods/services in accordance with the attached signed proposal or as mutually
agreed upon by subsequent negotiation.

Name and Address of Firm:

_________________________________________ Date: _____________________________________

_________________________________________ By: _____________________________________

(Signature In Ink)

_________________________________________ Name: _____________________________________
(Please Print)
_______________________Zip Code___________ Title: _____________________________________

SSN/FIN NO._______________________________ Phone: (________)____________________________

E-Mail: ___________________________________ Fax #: (________ )____________________________

An optional pre-proposal conference will be held on Tuesday, October 2, 2007 at 10:00 a.m. local time in

conference room 702 at DMV Headquarters, 2300 West Broad Street, Richmond, Va. 23220. NO ONE WILL BE

ADMITTED AFTER 10:10 a.m. Visitors must check in at the security desk and be escorted to the meeting.

mailto:nancy.davis@dmv.virginia.gov

RFP 154:7-061

DMV CSI Systems Redesign Project

Table of Contents

Virginia Department of Motor Vehicles

Page i

August 31, 2007

SECTION I: STATEMENT OF PURPOSE . . . . . . . . . . . . . . . .1

SECTION II: BACKGROUND INFORMATION . . . . . . . . . . . . . . .2

A. DMV Organizational Overview. . . . . . . . . . . . . . . . . . . .2
B. CSI Scope . . . . . . . . . . . . . . . . . . . . . . . .2
C. CSI Assumptions . . . . . . . . . . . . . . . . . . . . . .3
D. CSI Project Approach . . . . . . . . . . . . . . . . . . . . .3
1. CSI Phase 1 Approach . . . . . . . . . . . . . . . . . . . .3
2. CSI Phase 2 Approach . . . . . . . . . . . . . . . . . . . .4
3. CSI Phase 3 Approach . . . . . . . . . . . . . . . . . . . .4
E. Overview of Existing DMV Technical Environment . . . . . . . . . . . . . . .5
1. Overview of Existing Customer Service Center (CSC) Computing Environment . . . . . . .6
2. Overview of Existing DMV HQ Computing Environment . . . . . . . . . . . .6
3. Overview of Existing Citizen Services System (CSS) . . . . . . . . . . . . .6
4. Overview of Current DMV Enterprise Application Infrastructure (EAI) . . . . . . . . .7
5. Overview of Other Outlets . . . . . . . . . . . . . . . . . . .7

SECTION III: STATEMENT OF NEEDS . . . . . . . . . . . . . . . . .8

A. Introduction . . . . . . . . . . . . . . . . . . . . . . . .8
B. Business Needs . . . . . . . . . . . . . . . . . . . . . .8

1. CSI Objectives . . . . . . . . . . . . . . . . . . . . . .8
2. CSI Characteristics . . . . . . . . . . . . . . . . . . . . .9
3. CSI Global Benefits . . . . . . . . . . . . . . . . . . . . .10
a. Customer-Centric . . . . . . . . . . . . . . . . . . . .10
b. Service-Oriented . . . . . . . . . . . . . . . . . . . .11
c. State-of-the-Art . . . . . . . . . . . . . . . . . . . . .12
d. Secure . . . . . . . . . . . . . . . . . . . . . . .12
e. Intelligent . . . . . . . . . . . . . . . . . . . . . .13

4. CSI Future State Business Process Model . . . . . . . . . . . . . . .13
a. Service Delivery . . . . . . . . . . . . . . . . . . . . .15
b. Credentialing . . . . . . . . . . . . . . . . . . . . .15
c. Tax Processing . . . . . . . . . . . . . . . . . . . . .16
d. Financial Management Services . . . . . . . . . . . . . . . . .17
e. Inventory Management . . . . . . . . . . . . . . . . . . .17
f. Business Intelligence . . . . . . . . . . . . . . . . . . .18
g. Administer Infrastructure . . . . . . . . . . . . . . . . . . .18
C. Technical Needs and Requirements . . . . . . . . . . . . . . . . . .19

1. Conceptual CSI Solution Model . . . . . . . . . . . . . . . . . .19
2. Mandatory Technical Requirements . . . . . . . . . . . . . . . . .22

3. Reuse of Existing Technical Components . . . . . . . . . . . . . . . .22
4. Technology Principles . . . . . . . . . . . . . . . . . . . .23
D. Data Conversion and Mapping . . . . . . . . . . . . . . . . . . .25
E. Project Management . . . . . . . . . . . . . . . . . . . .25

1. Project Oversight and Control . . . . . . . . . . . . . . . . . .25
2. Project Management Methodology . . . . . . . . . . . . . . . . .26
3. Contractor Work Plan . . . . . . . . . . . . . . . . . . . .26
4. Project Staffing . . . . . . . . . . . . . . . . . . . . . .28

F. Testing Approach . . . . . . . . . . . . . . . . . . . . . .28
G. Training and Transition . . . . . . . . . . . . . . . . . . . . .29
H. Post Implementation Support . . . . . . . . . . . . . . . . . . . .29

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Table of Contents

Virginia Department of Motor Vehicles

Page ii

August 31, 2007

SECTION IV: PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS . . . . . . .30

A. Proposal Preparation Instructions . . . . . . . . . . . . . . . . . . .30
1. RFP Response . . . . . . . . . . . . . . . . . . . . . .30
2. Proposal Preparation . . . . . . . . . . . . . . . . . . . .30
3. Oral Presentation . . . . . . . . . . . . . . . . . . . . .31
4. Site Visit . . . . . . . . . . . . . . . . . . . . . . .31
B. Proposal Submission Instructions . . . . . . . . . . . . . . . . . .32
C. Specific Proposal Components . . . . . . . . . . . . . . . . . . .33
1. CSI Solution Proposal . . . . . . . . . . . . . . . . . . . .33
2. CSI Technical Proposal . . . . . . . . . . . . . . . . . . . .33
a. Technical Aspects and Architecture . . . . . . . . . . . . . . . .33
b. Alignment with Technology Requirements and Principles . . . . . . . . . . .34
3. Data Conversion and Mapping Proposal . . . . . . . . . . . . . . . .36
4. Project Management Proposal . . . . . . . . . . . . . . . . . .37
a. Project Management Methodology Proposal . . . . . . . . . . . . . .37
b. Escalation Procedure Proposal . . . . . . . . . . . . . . . . .37
c. Contractor Work Plan Proposal . . . . . . . . . . . . . . . . .37
d. Project Staffing Proposal . . . . . . . . . . . . . . . . . . .38
5. Testing Approach . . . . . . . . . . . . . . . . . . . . .39
6. Training and Transition Proposal . . . . . . . . . . . . . . . . . .39
7. Post Implementation Support Proposal . . . . . . . . . . . . . . . .39
8. Incentives or Inducements . . . . . . . . . . . . . . . . . . .39
9. Offeror Information and Customer Reference . . . . . . . . . . . . . . .39
10. Response to Contractual Terms and Conditions . . . . . . . . . . . . . .40

SECTION V: EVALUATION AND AWARD . . . . . . . . . . . . . . . .41

A. Evaluation . . . . . . . . . . . . . . . . . . . . . . . .41
1. Evaluation Criteria . . . . . . . . . . . . . . . . . . . . .41
2. Evaluation Method . . . . . . . . . . . . . . . . . . . . .42
B. Award . . . . . . . . . . . . . . . . . . . . . . . . .42
1. Best Value Award . . . . . . . . . . . . . . . . . . . . .42

SECTION VI: REPORTING AND DELIVERY INSTRUCTIONS . . . . . . . . . . . .43

A. Documentation . . . . . . . . . . . . . . . . . . . . . . .43
B. Deliverables . . . . . . . . . . . . . . . . . . . . . . .43

SECTION VII: PRE-PROPOSAL CONFERENCE . . . . . . . . . . . . . . .44

A. Pre-Proposal Conference . . . . . . . . . . . . . . . . . . . .44
B. Offeror Understanding of Requirements . . . . . . . . . . . . . . . . .44

SECTION VIII: GENERAL TERMS AND CONDITIONS . . . . . . . . . . . . . .45

SECTION IX: SPECIAL TERMS AND CONDITIONS . . . . . . . . . . . . . .51

A. DMV Required Special Terms and Conditions . . . . . . . . . . . . . . . .51
B. Contract Management Provisions . . . . . . . . . . . . . . . . . . .62
C. Software Provisions . . . . . . . . . . . . . . . . . . . . . .64
D. Warranty Provisions . . . . . . . . . . . . . . . . . . . . . .67
E. Site, Delivery, and Installation Provisions . . . . . . . . . . . . . . . . .69

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Table of Contents

Virginia Department of Motor Vehicles

Page iii

August 31, 2007

SECTION X: METHOD OF PAYMENT . . . . . . . . . . . . . . . . .70

A. Invoices . . . . . . . . . . . . . . . . . . . . . . . . .70
B. Payment . . . . . . . . . . . . . . . . . . . . . . . .70
C. Purchase Orders . . . . . . . . . . . . . . . . . . . . . .70

SECTION XI: PRICING SCHEDULE . . . . . . . . . . . . . . . . . .71

A. Cost Proposal . . . . . . . . . . . . . . . . . . . . . . .71
1. Cost Matrix 1 – Base System Costs . . . . . . . . . . . . . . . . .72
2. Cost Matrix 2 – Optional and Desirable Features . . . . . . . . . . . . . .73
3. Cost Matrix 3 – Additional Purchases and Human Resource Hourly Rates . . . . . . . .74

ATTACHMENTS . . . . . . . . . . . . . . . . . . . . . . .75

Attachment A: Anticipated System Replacements . . . . . . . . . . . . . . .75
Attachment B: DMV Business Profile . . . . . . . . . . . . . . . . . .76
Attachment C: Customer Reference Form . . . . . . . . . . . . . . . . .78
Attachment D: Small Business Subcontracting Plan . . . . . . . . . . . . . . .79

RFP 154:7-061
DMV CSI Systems Redesign Project

Section I

Statement of Purpose

Virginia Department of Motor Vehicles

Page 1

August 31, 2007

I. STATEMENT OF PURPOSE

This Request for Proposal (RFP) is being issued by the Virginia Department of Motor Vehicles (DMV) to solicit
proposals and establish a contract for goods and services, through competitive negotiation, using best value
acquisition procedures (defined below), to design, develop, implement, and optionally support a comprehensive
automated solution to address the business and technical needs of the DMV CSI Systems Redesign project.

As envisioned by DMV, the solution will be:

 Customer-centric

 Service Oriented

 State-of-the-art

 Secure

 Intelligent

…..CSI

Specifically, this RFP will allow Offerors an opportunity to:

1. Propose a comprehensive automated CSI solution.

2. Propose all the necessary services to support the design, development, and implementation of the CSI

solution.

3. Describe how their proposed products, services, and solutions address the business and technical needs and

objectives described in this RFP.

4. Describe why the Offeror’s firm is particularly suited to fulfill the business and technical needs and objectives

described in this RFP.

5. Provide an overview of their experience and capabilities for supporting the requirements of the DMV CSI

Systems Redesign project.

The proposed solution to the CSI effort may come in the form of commercial off the shelf software and products,
customization of off the shelf software and products, an in-house development effort, or a combination. The
proposed CSI solution will be hosted by the Commonwealth’s Virginia Information Technologies Agency (VITA).
VITA and DMV will work with the selected vendor during the detailed design forum to define hosting and
infrastructure requirements to support the CSI Systems Redesign Project.

Note: By 9/24/07, more information and documentation resulting from the DMV CSI Systems Redesign project,
phase 2 business process re-engineering effort, can be found at www.dmv.virginia.gov/csi. All information and
documentation found on this site is to be considered draft and work in progress.

Best Value Acquisition (BVA): A process used to acquire goods and nonprofessional services in which best value
concepts will be applied. The best value award is based on evaluation criteria as stated in the solicitation with
consideration of price of the goods and nonprofessional services that offer the greatest benefit(s) in meeting the
needs of the public body. Refer to RFP Section V for more information.

http://www.dmv.virginia.gov/csi

RFP 154:7-061
DMV CSI Systems Redesign Project

Section II

Background Information

Virginia Department of Motor Vehicles

Page 2

August 31, 2007

II. BACKGROUND INFORMATION

A. DMV ORGANIZATIONAL OVERVIEW

The Department of Motor Vehicles (DMV) is a governmental agency in the Executive Branch of Virginia state
government. Under the direction of the Secretary of Transportation, DMV administers motor vehicle and tax
related laws for the continued benefit of all citizens of the Commonwealth of Virginia. Specifically, DMV
administers motor vehicle titling and licensing laws, driver’s licensing laws, transportation safety laws, tax laws,
and other motor vehicle-related laws and regulations as directed by the Code of Virginia and Federal laws, as
amended.

DMV employs nearly 2000 full and part-time employees to meet its daily mission of providing transportation
services to customers in Virginia. These employees provide services via one centralized administrative
Headquarters located in Richmond, Virginia as well as 74 Customer Service Centers (CSC’s) and 13 Motor
Carrier Service Centers/Weigh Stations (MCSC’s) dispersed throughout the state. In addition, some services
are provided at more than 40 DMV Select offices located throughout the state. DMV Selects are a service
alternative to visiting a full-service DMV Customer Service Center. Local governments and private entities
contract with DMV to provide secure, select DMV transactions at convenient locations.

DMV provides a multitude of services to private citizens, transportation entities, courts, law enforcement
agencies, government agencies, insurance companies, and related transportation clients. The most commonly
provided DMV services include:

 Credentialing – This includes the provision of driver testing and licensing, vehicle titling and registration,
credentialing of commercial motor carriers, and regulatory licensing functions such as fuel distributors,
rental car companies, dealers, commercial driver training schools, driver improvement clinics, and
3rd party testers.

 Tax processing – This includes support for the calculation, collection, accounting, and reporting
statistics for all tax filings (including IFTA, tax on fuel, and tax on motor vehicle rentals) as well as
support for an external/taxpayer audit function.

 Oversight of related programs such as transportation safety and information management

Due to the nature of DMV business processes, the type of work performed by the agency requires substantial
use of automated systems. It is imperative that the agency operate its programs and facilities in an efficient
manner, incorporating into its operation those technological developments and automated solutions that will
enhance the delivery of services to DMV’s various transportation clients.

B. CSI SCOPE

The DMV CSI Systems Redesign project focuses on the fragmented processing of DMV’s core business
areas of credentialing, tax processing, and financial management. The purpose of the CSI effort is to
transform these fragmented and outdated systems into one modernized system that is responsive to the
ever-changing needs relating to internal security, homeland security, legislative mandates, and customer
relationship management.

As we move forward with this endeavor, DMV has a unique opportunity to revolutionize the agency’s
approach to fulfilling its mission, carrying out core functions, and delivering service. DMV intends to fully
integrate processing while incorporating and leveraging the full functionality and benefits of proposed
technology solutions as well as the technology already in place.

RFP 154:7-061
DMV CSI Systems Redesign Project
Section II
Background Information

Virginia Department of Motor Vehicles

Page 3

August 31, 2007

The scope of the DMV CSI Systems Redesign project is based on utilizing a fully integrated system to serve
and manage our customers, our contractual business partners, and our stakeholders. The scope includes,
but is not limited to credentialing, tax processing, and financial management.

C. CSI ASSUMPTIONS

In defining the scope of DMV’s CSI initiative, the decisions made by DMV’s executive management team
were based on the following assumptions:

1. DMV’s current processes will be reviewed and re-engineered at a high level prior to writing the RFP and

at a detailed level prior to developing a detailed system design.

2. The new system will consist of the following components:

 User interfaces for Headquarters, Weigh Station, and Customer Service Center staff, DMV Selects,
Internet, Touchtone, cyber sites, and selected business partners (online dealers, Commissioners of
the Revenue, insurance companies, motor carrier companies, etc.)

 Core business services
 Infrastructure services to manage access rights, perform audit and system logging functions, a

business rules engine, a message broker to facilitate communication between components and with
external system interfaces, transaction suspense capability, and a correspondence module.

 Data stores, business intelligence to provide regular and ad hoc management reports, audit reports
and fraud alerts, and other applications, and

 Interfaces to other systems, such as DMV’s Purchasing, Inventory, and Payables System (PIPS),
Department of Accounts (DOA), Treasury, Unified Carrier Register (UCR) repository, Centralized
Accident Processing System (CAP), Traffic Records Electronic Data System (TREDS) which will
replace CAP, Hauling Permits, Virginia Criminal Information Network (VCIN), DMV’s Human
Resource system, etc. (See Figure 2, Conceptual CSI Solution Model on page 21)

3. A customer-centric design will be used to effectively support customer relationship management.

4. The CSI solution will be a simple, highly efficient design utilizing open standards (ODBC, XML, etc.) that

support a service-oriented architecture with built-in redundancy.

D. CSI PROJECT APPROACH

The DMV CSI Systems Redesign project consists of three phases:

 Phase 1: Project Initiation, Business Requirements, and High-Level Business Process Re-engineering

 Phase 2: Automated Solution Procurement and Detailed Business Process Re-engineering

 Phase 3: Detailed Design Forum, Phased Systems Development, and Phased Implementation

In October, 2006, DMV hired a re-engineering Contractor (CACI) to provide support to the DMV CSI Systems
Redesign project as defined below. The re-engineering Contractor (and their sub-contractors) hired for the
re-engineering effort is not eligible to participate in the procurement process for the CSI solution being
procured in this RFP.

1. CSI Phase 1 Approach

During Phase 1, the re-engineering Contractor led DMV focus groups through a methodical process to
validate our vision and strategic objectives, establish guiding principles, and document high level

RFP 154:7-061
DMV CSI Systems Redesign Project
Section II
Background Information

Virginia Department of Motor Vehicles

Page 4

August 31, 2007

business requirements for all components identified within the scope of the DMV CSI Systems Redesign
project.

To create executive buy-in, focus groups consisting of Assistant Commissioners and Directors of cross-
functional core business areas were led by the re-engineering Contractor through a process to define the
future system needs and requirements using a holistic approach. This approach created a high level
customer-centric future state model to effectively support the business needs of CSI including customer
relationship management, internal controls, auditing, and fraud prevention and detection.

2. CSI Phase 2 Approach

Phase 2, which began in February, 2007, is currently underway. During this phase, DMV has engaged
Iconix Software Engineering (www.iconixsw.com) to provide training and guidance for DMV to lead a
detailed business process analysis and re-engineering effort based on a use-case driven, UML object
modeling approach (Iconix Process) utilizing results of the high level re-engineering activities performed
during Phase 1.

The results of the Phase 2 effort are being captured and documented using Sparx’s Enterprise Architect
software. In addition, DMV is extracting embedded business rules from the existing Natural source code.
Also during Phase 2, DMV will proceed through the procurement process to select a solution provider.

By 9/24/07, more information and documentation resulting from the DMV CSI Systems Redesign project,

phase 2 business process re-engineering effort, can be found at www.dmv.virginia.gov/csi. All
information and documentation found on this site is to be considered draft and work in progress.

3. CSI Phase 3 Approach

Phase 3 will begin with the selected solution provider working with DMV to conduct a detailed design
forum based on the results of Phase 1 and 2 re-engineering efforts and developing a functional and
detailed system design of all proposed approaches and solutions utilizing Iconix Process
(www.iconixsw.com) and Sparx’s Enterprise Architect software as specified by DMV.

The purpose of the detailed design forum is to architect and design a technical solution which is able to
meet all the requirements specified at the conclusion of Phase 2 detailed business process analysis and
re-engineering initiatives, and prior to the beginning of system development. To begin the detailed design
forum, DMV will provide a domain model, nonfunctional, functional, and behavioral requirements,
business rules defined and extracted, and use cases (scenarios) as a result of the Phase 2 efforts.

Specific tasks that will be undertaken during the detailed design forum include, but are not limited to:

 Specification of the technical architecture to be employed and the required configuration

 Program structure and flow

 Logical and physical data models

 Definition of any interfaces between systems

 Preliminary screen design

To facilitate these tasks, Sparx’s Enterprise Architect should be used, along with Iconix Process, to
facilitate the traceability from the requirements and analysis performed during phases 1 and 2 through the
design artifacts, into implementation and deployment.

The results of the detailed design forum will specify how the requirements will be delivered to the user. It
will be written in technical terms and will be used by the developers as a blueprint of the system that will
be built in the next stage. The results should be comprehensive and leave no ambiguity as to what the

http://www.iconixsw.com/

http://www.dmv.virginia.gov/csi

http://www.iconixsw.com/

RFP 154:7-061
DMV CSI Systems Redesign Project
Section II
Background Information

Virginia Department of Motor Vehicles

Page 5

August 31, 2007

system will deliver, how it will be structured and how it will be presented to the user. Each business
process documented during the business process re-engineering effort must be taken in turn and a
technical implementation specified. A definite link must be made between specific requirements from the
business process re-engineering effort and the proposed implementation in order to facilitate testing.

Using the results of the detailed design forum, DMV will specify the final scope of the overall CSI solution
to be built. Contractor activities and development effort following the detailed design forum will be re-
negotiated and priced accordingly based on the DMV specified final scope.

At the conclusion of the detailed design forum, the Contractor will work with DMV to negotiate and
document a detailed go-forward plan based on the results of the detailed design forum and the final
scope specified by DMV. This includes, but is

not limited to:

 Developing a detailed project work plan, staffing plan, and phased implementation approach based
on the results of the detailed design forum.

 Negotiating a finalized detailed solution approach.

 Documenting a detailed list of all deliverables based on the detailed solution approach and the
phased implementation approach.

 Re-negotiate total solution and project costs based on the results of the detailed design forum and
the detailed go-forward plan.

The Commonwealth retains ownership of any and all documentation and work products created during the
detailed design forum and DMV reserves the right to use all documentation, intellectual property, and work
products created during the detailed design forum in any way. Refer to

Special Terms and Conditions

contained in RFP Section IX, Part A, Items 15 and 18 for more information.

If DMV accepts and approves the results of the detailed design forum and go-forward plan, a phased
development and implementation approach, including implementation and deployment of the artifacts
from the design forum (for example, business rule engine configuration, population, and implementation)
may proceed for the various components of the overall CSI solution. Acceptance and approval of the
detailed design forum will be based on successful periodic reviews by the appropriate CSI project team
members and/or the CSI oversight committee.

DMV reserves the right to terminate the contract at the conclusion of the detailed design forum or at any
other point after award of the contract. Reasons for termination may include, but are not limited to results
that fail to meet the overall needs of DMV, unacceptable management or performance, insufficient project
funding, and/or for convenience of the Commonwealth.

E. OVERVIEW OF EXISTING DMV TECHNICAL ENVIRONMENT

The information provided in this section regarding the existing DMV technical environment is intended to be
used for information purposes only and does not represent constraints on Offeror responses to this RFP.

DMV intends to reuse appropriate components of the existing technology wherever feasible and practical
when designing the new CSI system.

Please see ATTACHMENT A for additional information regarding anticipated system replacements due to the
CSI Systems Redesign effort.

RFP 154:7-061
DMV CSI Systems Redesign Project
Section II
Background Information

Virginia Department of Motor Vehicles

Page 6

August 31, 2007

1. Overview of Existing Customer Service Center (CSC) Environment

Each CSC has the capability to house its own hardware and software supporting the citizens of the
Commonwealth utilizing server virtualization and operating system streaming to reduce the support costs
associated with distributed systems.

The main technologies utilized are based on Ardence Desktop Edition (www.ardence.com) to stream the
Windows operating system to the desktops. VMWare ESX server is utilized to host virtual Windows 2003
based servers.

DMV CSCs are connected to the DMV HQ via T1 speed circuits. The HQ WAN connections are
enhanced by the use of F5 WANjet appliances. DMV CSC’s also have frame relay circuits connecting
them to the Virginia Information Technologies Agency (VITA) data center for SNA Mainframe traffic only.

All servers in each branch must support being virtual servers. This allows DMV to centrally manage and
deploy servers without having to procure or replace server hardware as systems are introduced,
upgraded, or replaced. Servers can be deployed from the central DMV support system utilizing the
existing DMV Virtual Server Farm. DMV has a pair of HP Proliant DL360s fiber connected to an HP
MSA1000 SAN for Virtual Machines. All connections to the SAN are through the DL360s and Virtual
Servers. The current storage capacity of the MSA1000 is approx 1TB of storage. Disk space can be
provided via Windows 2003 Virtual Servers.

All workstations have the operating system streamed (OSS) via Ardence Desktop Edition. This allows
DMV to centrally manage and update one system image for all machines at the DMV CSCs. The internal
hard disk on each workstation has been deactivated as the operating system is streamed but can be
enabled if necessary. Also, Ardence Desktop Edition provides a full Windows XP Pro Operating system,
not an XP embedded or thin client OS. This allows any device with the proper drivers installed in the
master image to work on the DMV OSS Workstations. DMV has deployed HP dc7600 slim line PC’s for
the OSS Workstations.

User authentication, authorization, file and print, and group policies are provided locally at each CSC via
Virtual Windows 2003 Servers.

Each CSC presently has its own software to support the citizens of the Commonwealth for driver
licensing and vehicle registration utilizing CSCNet (Customer Service Center Network) written in the
Software AG language Natural, in a Unix environment.

2. Overview of Existing DMV HQ Computing Environment

At its Headquarters location, DMV operates a Novell v6.5 LAN.

Customer Service Center PC’s connect to the HQ LAN via the WAN. DMV PC’s operate in either a
Windows 2000 or XP Pro SP2 environment.

Novell GroupWise v7.x is used for e-mail. Netware for SAA is used for 3270 emulation with the use of
Powerterm to access CSS.

3. Overview of Existing Citizen Services System (CSS)

The CSS System is a mainframe application system running in the OS/390 environment at VITA. DMV’s
application programs are built using the Software AG products ADABAS, Natural, and COMPLETE. CSS
is DMV’s primary information system that is used for storing information on customers, their addresses,
their driver history, vehicle registration and titling information, etc.

http://www.ardence.com/

RFP 154:7-061
DMV CSI Systems Redesign Project
Section II
Background Information

Virginia Department of Motor Vehicles

Page 7

August 31, 2007

This system is accessed from the CSCs via a private Frame-Relay network, and from the DMV
Headquarters location via a private DS3 serial connection. CSS is also accessible via the EAI layer
described below via XML web services.

4. Overview of Current DMV Enterprise Application Infrastructure (EAI)

DMV’s current EAI is a service-based architecture utilizing a variety of techniques. The preferred
mechanism to interact to DMV’s EAI is via web services. DMV provides high-availability services to the
mainframe, databases, and a variety of other DMV systems.

Presently DMV utilizes Windows based servers as Presentation, Business Logic, and Data Access
servers. DMV Servers are secured based on current industry standards provided by the NSA, SANS
Institute, etc, as well as those published by VITA. Servers are designed with standardization across all
machines. DMV utilizes both physical and virtual servers (VMWare ESX Server) based on need and
activity.

Document and image management, storage, retrieval, and workflow services are provided by Hyland
Systems OnBase application.

DMV’s present enterprise database platform consists of a high-availability Oracle 10g RAC 2 node cluster
and a SQL Server 2005 failover cluster both utilizing fibre channel storage.

The DMV Enterprise Application Infrastructure (DMV-EAI) is designed with security and standardization
as the core set of principles required to provide maximum uptime to applications and customers.

DMV’s present development environment for enterprise applications is based on the Microsoft .NET
development platform (VB.NET and C#).

5. Overview of Other Outlets

DMV has several outlets that utilize a combination of technologies defined above. These outlets and
systems provide core services to internal and external customers of DMV. They are highlighted below
and are not all-inclusive of all outlets, yet provide the necessary sampling of technology implementation
for reference purposes:

DMV Select: DMV Select allows selected business partners to provide core DMV services to the citizens
of the Commonwealth. They utilize a smart client application to perform vehicle related transaction
processing. Select offices utilize the public Internet over a secure channel to access the core services
available on CSS. The access is provided by the EAI listed above to interact with CSS.

MCSC (Motor Carrier Service Center): The MCSC offices utilize a variety of applications to perform
their daily activities. They have access to CSCNet as well as several intranet applications that interact
with CSS via the EAI listed above. They utilize a combination of smart client, intranet web applications
and Powerterm to access CSS via a 3270 client.

3rd Party Systems: DMV has several 3rd Party hosted systems that support various business functions.
Examples include ACS, Digimarc, etc. These systems utilize various technology sets and platforms that
interact with the core platforms identified above.

RFP 154:7-061
DMV CSI Systems Redesign Project

Section III

Statement of Needs

Virginia Department of Motor Vehicles

Page 8

August 31, 2007

III. STATEMENT OF NEEDS

A. INTRODUCTION

The Virginia DMV requires a comprehensive integrated CSI solution that is customer-centric, service-
oriented, state of the art, secure, and intelligent to support its re-engineered core business processes related
to credentialing, tax processing, and financial management. The new CSI solution will also provide improved
efficiency and productivity through the use of new technology, a re-engineered service delivery model, and
improved business process methods.

B. BUSINESS NEEDS

The Offeror should use the following information related to business needs as a basis for developing a

proposal for this RFP:

1. CSI Objectives

DMV envisions that multiple strategic objectives will be met through the CSI effort and the implementation
of the proposed vendor solution. These objectives will address various business problems that exist
within the agency to include:

a. Utilizing a simple, highly efficient design utilizing open standards (ODBC, XML, etc.) that support a

service-oriented architecture with built-in redundancy.

b. Providing improved access to information through single sign-on and limiting access to data, fields
and values, screens, system processes to only authorized users, improving user authentication,
segmenting and tracking access based on user roles and responsibilities (role-based security model
capabilities), and creating a new ability for users to generate ad hoc reports.

c. Enhancing security, customer ID verification, and fraud prevention by eliminating duplicate customer

records and creating a true single customer record, tracking patterns of suspicious activity (customer
and employee), producing automated exception reports and creating systems alerts to potential
safety, security, and risk management issues, and restricting access based on user roles and
responsibilities and accommodating multiple authentications based on segregation of duties.

d. Automating audit requirements and oversight by tracking user activity in a standard manner and

creating a single data store.

e. Consolidating disparate applications by replacing multiple systems with a single integrated data store,
integrating multiple applications through core modules (such as user interfaces, core business
services, infrastructure related services, interfaces, etc.), and providing a financial services
component, as well as a tax processing component, with enhanced tracking and netting capabilities.
Please see ATTACHMENT A for additional information regarding anticipated system replacements
due to the CSI Systems Redesign effort.

f. Improving efficiencies by incorporating best practices and re-engineering all processes within the

project scope (at a detailed level as part of developing a detailed system design during the detailed
design forum).

g. Implementing a customer-centric model that effectively supports customer relationship management.

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Section III
Statement of Needs

Virginia Department of Motor Vehicles

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h. Increasing alternative service channel usage by allowing most transactions to be offered through
multiple channels.

i. Migrating toward electronic credentials to provide the type of controlled access needed for authorized

entities to verify the existence of electronic credentials, including photographic or other images as
may be required.

j. Accommodating interoperability and integration with business partners by providing a consistent

method to interface with business partners and a consistent message format for exchanging data as
well as creating the ability to effectively manage business partner contracts and billing electronically.

k. Providing an integrated financial component, including integration of the agency’s ERP (Oracle

Financials), to facilitate a complete financial view of the customer (refunds due, additional fees due,
etc.) as well as an enhanced ability to allocate revenues to appropriate accounts.

2. CSI Characteristics

In order to address the business needs and requirements of DMV, the proposed CSI solution should be:

 Customer-Centric – DMVs customers include the general public, business partners, and
stakeholders. We need to truly manage every customer’s experience with DMV each and every time
they have contact with the agency and regardless of which service channel they use to make the
contact. Wherever possible, the system should support our goal of ensuring that customers
complete their business on “first contact”. The new system should capture and utilize data that
allows us to effectively manage all our relationships. We need to understand who our customers,
business partners (such as contractual vendors), and stakeholders (such as legislators) are, what
they need and want, and which service option best meets their needs. We need to proactively
manage our customers’ behavior through a system that provides a 360-degree “picture” of all
previous contacts with the agency as well as information on upcoming transactional needs such as
renewals due in the near future. In addition, the system should support a customer’s desire to split
their payment to DMV between cash and check, etc.

 Service-Oriented – We need customer-facing processes that eliminate fragmented components and
duplicative data entry stemming from organizational silos. We need to provide seamless outcomes,
ensuring that when interdependent inputs from multiple DMV functional areas are needed to produce
an output (decision or product) we have incorporated, aligned and facilitated all of the required inputs
for every customer, business partner and stakeholder. Customers, business partners, and
stakeholders should be active participants in transaction processing—effectively and efficiently
processing as much of their own transactions as possible regardless of the service option selected.
For example, paper applications should be eliminated wherever possible and customers should key
their information directly into the system before interacting with a DMV employee. This “partnership”
approach to service will allow us to rely on our customers to process routine transactions, or portions
thereof. Procedures should be built into the system as business rules to ensure consistent outcomes
for all customers regardless of which service option is utilized or which DMV employee handles their
transaction. We can then focus our human resources on complex transactions and problem
resolution.

 State-of-the-Art – We can realize efficiencies by incorporating the results of business process re-
engineering and identified best practices. System functionality should be based on the core functions
we identified through our strategic planning efforts (these core functions include collect
transportation-related revenues, issue credentials accurately and efficiently, transportation safety
services that help address the Commonwealth’s most critical highway safety needs, provide accurate
and timely data and information, enforce all motoring and tax laws, provide information that

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Section III
Statement of Needs

Virginia Department of Motor Vehicles

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August 31, 2007

customers and business partners need to transact business with us, and serve as portal to other
government services). Programming needs should be reduced through the use of open systems
architecture. Separating the application source code from the business rules should facilitate the re-
use of code across multiple applications–system modifications will be less time consuming.
Business users should be allowed to modify business rules and system-generated correspondence,
providing faster responses to changing policies and statutory requirements. We should leverage the
efficiencies offered by technological peripheral equipment such as barcode readers, check and credit
card scanners with PIN pads, document imaging, workflow software, computer touch screens,
electronic forms, and fraudulent document recognition technology. Use of single sign-on technology
should streamline processing in the various business areas.

 Secure – We need to improve our ability to provide secure services and perform our stewardship
responsibilities stemming from our sensitive data. The new system should enhance security through
appropriate internal controls, audit trails, and fraud prevention and detection analyses and alerts. It
should adequately protect the security and privacy of our records by establishing and monitoring
system access for employees, customers, business partners, and stakeholders based on their roles,
responsibilities, and relationships to the agency. The benefits of today’s technology should be used
to enhance our ability to effectively verify and authenticate all system users and to monitor their
utilization of the databases. Audit trails should accurately reflect the actions of every employee
involved in any portion of transaction processing and ensure that requisite supervisory and/or
managerial approvals have been secured before transactions can be completed. This approach will
allow us to better fulfill our responsibilities for system user identification and authentication and to
create system alerts when potential misuse is detected. Incorporation of the proper level of checks
and balances will ensure that we collect all of the revenue due the Commonwealth. In addition, we
will adequately track and monitor the distribution of secure products such as titles, license plates,
driver’s licenses, and tax return information.

 Intelligent – We envision an automated system that will support “netting” of the fees owed by DMV
customers, using a “shopping cart” service for our web site transactions for example. We should
have much more effective management tools through the creation of a business intelligence
component in our new system. These tools should facilitate prompt management responses to
changing business conditions by providing access to system data in real-time at our desktops. Well-
designed management reports and dashboard updates on key performance indicators should
facilitate productivity monitoring and trend identification. An interface to the agency’s enterprise
resource planning (ERP) system will allow us to create connectivity between customer trends and
budgetary impacts. We should be able to use transaction data to automatically adjust inventory
statistics, trigger inventory reorders and support a migration to “just in time” inventory practices.

3. CSI Global Benefits

The following global benefits and impacts for each of the CSI characteristics describe how DMV

envisions the proposed CSI solution will impact the work processes and environment within the agency:

a. Customer-Centric: A 360-degree view of all contacts with customers, business partners, and

stakeholders

The new system should be built from a true customer perspective and should support better
customer experience management. The system should contain a profile of every customer, business
partner (including vendors, contracts, and grantees) and stakeholder. This profile should provide
complete, chronological information on every contact, transaction, or contract. Information on future
contacts, such as vehicle renewals, driver’s license renewals, invoices or billing due or past due, and
contract expiration dates, should be included as well. Employees should be able to “drill down” to
view digital images of all correspondence received from and/or mailed to the customers, business

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DMV CSI Systems Redesign Project
Section III
Statement of Needs

Virginia Department of Motor Vehicles

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August 31, 2007

partners, and stakeholders, as well as digital images of any applications and supporting documents
that have been submitted to the agency. All of this should be accessible to staff at their desktops.

Global Benefits/Impacts:

Having a complete, 360-degree view of the customer’s experiences and contacts with DMV will
facilitate a holistic approach to problem identification and ensure responses that are thoroughly
researched and complete.

When responding to a customer, business partner, or stakeholder (in-person, by telephone, e-mail,
or letter) staff can review historical contact information and documentation for all previous contacts
(based on individual access rights) direct from their desktops to resolve issues.

The ability to “drill down” from the customer profile to view document images and documents that
relate to the incoming customer transaction, call, e-mail, or letter will significantly reduce research
time as well as facilitate complete research.

Staff should be able to identify customer situations another employee is already working on, thereby
eliminating duplicate effort and wasted staff time. When a customer claims they were provided
incorrect information by a DMV employee these records should help to validate or invalidate that
claim, providing better information to guide decision making.

Having complete information about various expiration dates, suspensions or outstanding compliance
issues at their finger tips will allow staff to encourage completion of multiple business transactions
with a single contact and facilitate earlier collection of revenues, increased compliance, and
potentially result in increased revenues.

Staff should be able to fully research a customer’s history and situation without having to rely upon
other work areas or employees for information, thereby increasing productivity, reducing service time
and the number of customer contacts.

b. Service-Oriented: Customer-facing processes and seamless outcomes

Automated work-flows embedded in the system should ensure that any interdependent inputs from
multiple DMV functional areas required to produce a decision or product will occur in the proper
sequence. Status data on these interdependent inputs should be available at the desktop. System
screens should be user friendly—all fields should have full labels instead of a myriad of codes.
Common layouts should be used for all screen designs and browser-based technology should
support quick navigation. On-line help should be available. Incorporation of many of our procedures
as “business rules” will enable staff to focus on problem resolution.

Global Benefits/Impacts:

Transactions requiring supervisory or management approval should be automatically routed to
appropriate staff for action and returned to complete the transaction.

Business rules will be embedded in the system to ensure statutory requirements and many
procedures are followed automatically.

Wherever possible, business rules and correspondence will be established and maintained by the
appropriate business area. Historical versions of correspondence will be maintained so employees
can quickly and easily see the actual version sent to an individual customer. Changes to the content
of programmed correspondence, in many cases, will be made by business users instead of the DMV

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Section III
Statement of Needs

Virginia Department of Motor Vehicles

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Information Technology Services (ITS) area. This will reduce the programming hours needed to
implement legislative changes.

On-line help will assist staff in understanding the information on the customer, business partner, or
stakeholder record. This will enable staff to resolve problems and answer questions without having
to transfer callers to “functional experts” in other areas of the agency.

Universal processing steps should apply to all products tied to the core functions.

c. State-of-the-Art: Leverage all the benefits that today’s technology offers

Transaction processing should be based on the agency’s core business functions—credentialing, tax
processing, and financial management. Electronic forms should be available and paper applications
should be eliminated wherever possible. Workflow for processes should be built into the system with
the flexibility to change a process flow easily to implement legislative changes. Utilization of workflow
software should support electronic approval processes, as needed, for transaction completion. The
system should contain the capability to suspend a transaction and maintain it in a pending status for
future action or completion. All incoming correspondence should be imaged in the mail room and
routed electronically. Digital images of incoming correspondence, outgoing correspondence, and
applications/supporting documents submitted to DMV as part of transaction processing should be
accessible at the desktop and should be tied to the appropriate records for all customers, business
partners, and stakeholders.

Global Benefits/Impacts:

Electronic forms should replace paper, whenever possible, allowing customers and business partners
to conduct portions of the needed data entry for us. Automated workflows should support internal
distribution and tracking of electronic documents (e.g., correspondence, supply orders, invoices,
contracts, grants, etc.) and external electronic forms requiring further analysis and/or approval (e.g.
driver license application, medical, Operating Authority, etc.).

Managers and supervisors should receive electronic notification of the need to log into the system to
complete needed reviews and/or approvals for forms, decision briefs, point sheets, transactions, etc.

Automated workflow should automatically route specific transactions, forms, or documents to other
areas or a supervisor/manager to complete necessary steps required to complete a transaction or
finalize a document. Transactions requiring supervisory approval may be held in a transaction
suspense status and automatically forwarded to supervisors for approval.

d. Secure: Enhanced internal controls, audit trails, and fraud detection and prevention alerts

Access to the system should be based on roles and responsibilities. Online audit trails should
provide information on every person who was involved in any portion of transaction processing. If
supervisory or managerial approval is required for an action to be completed, the system should hold
the transaction in suspense until the supervisor or manager logs in to conduct electronic approval.
An example of this type of situation would be a need to process a transaction as a “no fee”, which
requires supervisory approval. Programming in the system should detect system usage that could
indicate potential fraudulent activity. When suspected fraud is detected, the system should produce
reports for management so that proactive research can be completed. To deter fraudulent activity
and ensure accuracy, supervisors will be required to review samples of employees’ transactions.
The system should have the capability to temporarily suspend transactions (on a random basis) as
they are being completed and supervisors will be required to log into the system and review the
transactions before the processing will be allowed to move forward.

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Section III
Statement of Needs

Virginia Department of Motor Vehicles

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Global Benefits/Impacts:

The level of access possessed by each staff member should be tailored to their specific roles and
responsibilities. This could create distinct differences in access, even though staff members have
the same general job titles and job duties.

When researching a question or complaint, staff should be able to access audit logs that will reflect
all component pieces of every transaction and obtain information on the employee responsible for
each component. This will facilitate faster and more accurate problem identification and resolution.

Management staff should be able to receive fraud alerts and transaction exception reports allowing
staff to research and take appropriate action as needed in a timely fashion. This is similar to the
process used today to review the telephone bills. Any problems identified will need to be addressed
through coaching, counseling, etc. or referred to the DMV Special Investigations Unit (depending
upon the nature of the problem).

e. Intelligent: Real-time access to data on key performance indicators and ability to “net” fees

and split payments

The system should provide connectivity to a myriad of databases that should feed a data warehouse.
System programming (business intelligence) should utilize this warehouse to supply data at the
desktop for transaction volumes, revenue collection, fuel consumption, wait times, etc. In many
cases, users should be able to access the warehouse to conduct real-time data analysis in lieu of
requesting ad hoc reports. Integration with the agency’s enterprise resource planning (ERP) system,
which is an Oracle Financials based system called Purchasing, Inventory and Payables System
(PIPS), should create connectivity between customer trends and budgetary impacts.

Global Benefits/Impacts:

Questions from customers, business partners, and stakeholders should be able to be researched
and answered through the real-time analysis of warehouse data. This will facilitate faster response
times and support “first contact” resolution.

Paper production reports should be automated. Management reports should be replaced by an
enhanced dashboard, which provides information on the agency’s key performance indicators.
Management should be able to utilize access to warehouse data to manage productivity and pending
work, monitor transaction volumes, revenue, trends, employee performance and identify training
needs based on performance.

Real-time access to the data warehouse would enable staff the ability to query, download data, and
develop many ad hoc reports direct from the desktop.

All DMV employees who are providing data to external sources will be utilizing the same data
warehouse. This will help ensure the provision of consistent responses to statistical questions.

4. CSI Future State Business Process Model

The diagram below (Figure 1) provides an overview of the CSI Future State Business Process Model.
This model, developed during Phase 1 of the DMV CSI Systems Redesign project, is a high-level view of
improved DMV business process steps based on the concepts presented in the CSI Objectives, CSI
Characteristics, CSI Global Benefits, and Conceptual CSI Solution Model sections of this RFP.

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DMV CSI Systems Redesign Project
Section III
Statement of Needs

Virginia Department of Motor Vehicles

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The Offeror shall propose a CSI solution that supports the CSI Future State Business Process Model to
the fullest extent possible.

FIGURE 1

CSI FUTURE STATE BUSINESS PROCESS MODEL

Credentialin

g

Tax

Processing

Financial

Management

Service

s

Inventory

Management

Business

Intelligenc

e

Administer

Infrastructure

All tax return processing

and the posting of

payments occurs in this

module as well as support

for external/taxpayer audit

functions.

Provides a 360 degree

view of the customer.

Includes ID validation,

evaluating customer

needs, and updating and

creating new records.

This process is

responsible for credential

issuance, renewal,

sanctioning and

reinstatement.

Revenue processing,

including accounts

receivable and payable,

and grants and contract

administration occurs in

this module.

This module manages

all DMV inventory to move

toward just-in-time

inventory.

The management of all

business rules

and logic used for

transactions, auditing,

reporting, etc. are housed

in this module.

This module manages

security, access roles, PIN

administration, report

generation, etc.

Service Delivery

Each of the seven process areas identified in the CSI Future State Business Process Model are

described below, including the business functions supported by each as well as the products/services
provided. Please note that these processes and business functions are not listed in priority order.

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DMV CSI Systems Redesign Project
Section III
Statement of Needs

Virginia Department of Motor Vehicles

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a. Service Delivery

Service delivery supports all DMV access channels to provide a 360-degree view of a DMV customer
by collecting all relevant data. All customer (including business partners, stakeholders, etc.) and
employee contact and activity must enter and exit through this process. Service Delivery will
coordinate all support functions of the contact activity including the ability to support a shopping cart
concept for multiple transactions, payment processing and netting, inventory processing, and release
of the final product.

Functions supported include, but are not limited to:

 Identity Verification for Employee, Customer, Business Partner, or Stakeholder prior to system
access

 Provides holistic view of customer needs

 Creation of New Customer Account

 Determines appropriate system component needed to support transaction desired (e.g.,
credentialing, tax processing, financial services, inventory, business intelligence, business
intelligence, and/or administrative infrastructure

 Automatically monitor business events to trigger an orchestrated business process or web
service

 Determines correspondence needed and generates correspondence

 Calculates total amount due

 Initiates financial services to process payment (single sum for all transactions)

 Initiate any external processes (such as DL Central Issue 3rd party system)

 Initiate release of product or credential

 Manages customer record by updating the record each time an activity occurs, including but not
limited to:

– Judgment Letters
– Hearing Notices
– Notices of Revocation
– Probation Letters
– Vehicle & Driver Transcripts
– Contest Letters
– Reinstatement Letters
– Citation/Billing letter
– Hearing Decision

b. Credentialing

The credentialing process rolls the credentialing functions of driver, vehicle, motor carrier, and
regulatory licensing functions such as fuel distributors, rental car companies, dealers, commercial
driver training schools, driver improvement clinics, and 3rd party testers into one, all inclusive process.
A credential can be issued, updated, or renewed, a privilege reinstated or taken away, and
compliance to requirements is monitored. A credential would also include the creation of PINs, Use
Agreements, and any other DMV product or service requiring formal authorization or approval.

Functions supported include, but are not limited to:

 Issuance, update, and renewal of credentials

 All processes related to sanctioning, reinstatement, and compliance for every program
administered (e.g., Driver, Driver Improvement, Habitual Offender, Conviction Processing,
Insurance Monitoring, Vehicle, Motor Carrier Intrastate Operating Authority, Liquidated Damages,
IRP, IFTA, Fuels Tax, Rental Tax, etc.)

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Section III
Statement of Needs

Virginia Department of Motor Vehicles

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Products/Services provided include, but are not limited to:

 Fuel Tax Licenses

 Rental Tax Licenses

 Cancellation of IFTA, Fuels Tax, or Rental Tax credentials

 Orders of suspension and/or revocation

 Vehicle registration stops

 IRP credential stop on account

 Hauling permits

 Trip permits

 Liquidated damages citations

 Licensee audits (IFTA, IRP, Rental companies, and Fuel Tax Licensees)

 IFTA credentials

 IRP credentials

 IRP transmittals for other jurisdictions

 Truck, tractor and trailer titling

 Truck, tractor and trailer registration for both Intrastate and Interstate Operations

 Certificates, licenses, and permits for companies providing transportation services Intrastate

 Driver licensing, including learner’s permits

 Commercial driver licensing, including learner’s permits and endorsements

 Motorcycle licensing, including learner’s permits and endorsements

 Suspension of driving privileges for driving and non-DMV related reasons

 Driver monitoring

 Medical testing

 Licensing and certification of driver training schools and driver improvement clinics

 Vehicle titling

 Vehicle registration

 Sales and Use Tax (SUT)

 EMS

 Emissions

 Local Vehicle Registration (LVR)

 Dealer Licensing

 Overload permit renewal

 Disabled plates

 Tax Assessments

 Salesperson Licenses

 ID Cards

 Organ Donor List

 Registered Voter Acknowledge

 Disabled Placard

 DI clinic orders

 Insurance Verification

 Escort Certification

c. Tax Processing

Tax Processing manages the processing of tax returns and posting the tax payment as well as
taxpayer audit support functions.

Functions supported include, but are not limited to:

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Section III
Statement of Needs

Virginia Department of Motor Vehicles

Page 17

August 31, 2007

 Process tax filings required to support IFTA, Fuels Tax, and Rental Tax collections.

 Calculate and compute taxes, penalties, interest, and overages

 Import IFTA tax rate chart on quarterly basis to support tax calculation and computation

 Support electronic tax filings

 Identify and manage late and non-filers (required to file but did not)

 Cross match and analysis of return data to detect problems, errors, potential lost tax dollars,
along with the functionality to manage and resolve such issues

 Interfaces with other state and federal tax systems to support data sharing and automated
analysis of taxpayer reported data

 Capture and track incoming and outgoing IFTA transmittal data, identifying gaps and providing
data to support reporting and analysis needs

Products/Services provided include, but are not limited to:

 Fuels tax processing

 Rental tax processing

 IFTA tax processing

 Reports based on fuels tax data (for example, Federal Highway Administration reports, etc.)

 IFTA transmittals for other jurisdictions

d. Financial Management Services

Financial Management Services handles reconciliation and distribution of revenue of all payments
from DMV transactions as well as grant and contract administration.

Functions supported include, but are not limited to:

 Support all functions related to revenue reconciliation and distribution, accounts receivable, and
accounts payable transactions.

 Grant management

 Contract management

Products/Services provided include, but are not limited to:

 Revenue Reconciliation

 Revenue Distribution

 Invoice Processing

 Refund Processing

 Returned Check Notification and Collections

 Billing processes

 Inter-Agency Transfers

e. Inventory Management

Inventory Management tracks the consignment of controlled inventory and assets.

Functions supported include, but are not limited to:

 Administers inventory consignment

 Initiates the ordering of inventory based on “just-in-time” concept

 Tracks assets

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DMV CSI Systems Redesign Project
Section III
Statement of Needs

Virginia Department of Motor Vehicles

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Products/Services provided include, but are not limited to:

 Inventory Consignment

 Inventory Ordering & Receipt

 Inventory Distribution

 Asset Management

f. Business

Intelligence

Business Intelligence will provide the ability for retrieving and reporting information on DMV data.
There will be the ability to compile data in such a manner that will be meaningful to the end user
(including decision makers at DMV, external entities, etc.). This will include key performance
indicators such as customer wait time and cost per transaction. Once the data is presented, there will
be a decision support tool to assist DMV managers so that various alternatives can be compared. BI
will also support automated and ad hoc reports (e.g., enabled by Use Agreements) and assist in
identifying fraud through periodic audits.

Functions supported include, but are not limited to:

 Produce metrics and decision support

 Produce inquiries and reports

 Produce transcripts (e.g. driver and vehicle records)

 Support ad hoc queries and report generation

 Audits and audit monitoring

 Fraud monitoring

Products/Services provided include, but are not limited to:

 Performance measurement reporting

 Report generation

 Transcripts

 Audit and fraud alerts

g. Administer Infrastructure

Administer Infrastructure will give DMV the necessary flexibility for business users to be able to
change their workflow and business rules as needed. Additionally, DMV staff with the appropriate
roles and permissions will be able to control system credentials, access, and data management roles
such as PINs and Service Agreements. This module also supports the call center help desk and mail
processing.

Functions supported include, but are not limited to:

 Provides the ability to revise business rules, workflow, standard forms, and correspondence at
the user level

 Administer system security and access rights

 Support DMV call center and DMV application help desk support

 Manages all incoming and outgoing mail including any mail-related security protocols, such as x-
raying incoming mail

 Scanning and/or barcoding of correspondence

 Tracks and distributes DMV application help desk calls

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DMV CSI Systems Redesign Project
Section III
Statement of Needs

Virginia Department of Motor Vehicles

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Products/Services provided include, but are not limited to:

 Business rules, workflow, forms, and correspondence administration

 Scanning and/or barcoding

C. TECHNICAL NEEDS AND REQUIREMENTS

1. Conceptual CSI Solution Model

The proposed solution to the CSI effort may come in the form of commercial off the shelf software and
products, customization of off the shelf software and products, an in-house development effort, or a
combination.

The proposed CSI solution will be hosted by the Commonwealth’s Virginia Information Technologies
Agency (VITA). VITA and DMV will work with the selected vendor during the detailed design forum to
define hosting and infrastructure requirements to support the CSI Systems Redesign Project.

The diagram below (Figure 2) provides a conceptual model overview of how DMV envisions a fully
integrated CSI solution. The proposed CSI solution should support the following model components:

Access Channels – DMV envisions all users will utilize this component to access the system and these
channels will support full service, assisted service, and express/self-service users in order to handle the
unique processing needs of each group. Segregating users into groups allows DMV the ability to better
manage system access based on user needs as well as establish and enforce transaction restrictions
consistently across all types of users.

Core Business Services – DMV envisions these components will serve as the foundation of the system.
They should be able to be integrated with other components of the system and each other to provide
efficient processing, effective customer relationship management, appropriate internal controls, and
comprehensive management reporting. The Core Business Services are defined as follows:

 Point of Contact Services – This is actually a group of applications designed to handle all transaction
processing. The individual components are as follows:

o Customer Establishment and Maintenance – Supports effective management of customer

records for customers, business partners, and stakeholders.
o Customer Relationship Management (CRM) – Creates a common view or profile of customers,

business partners, and stakeholders across DMV’s multiple core services and service channels.
Tracks all contacts and communications as well as system access capabilities, contract
expiration dates, service level agreements, etc.

 Product Management – Provides the infrastructure needed to support all transactions involving
credentials and the processing of tax filings. Consists of two components, Credentialing and Tax
Processing, as described below:

o Credentialing – Provides the infrastructure needed to support all credentialing functions for all

areas (such as driver, vehicle, dealers, motor carriers, fuel distributors, and rental car
companies). This would consist of two modules:

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Section III
Statement of Needs

Virginia Department of Motor Vehicles

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August 31, 2007

 Issuance and Renewal – Supports the issuance and renewal of all credentials as well as any
ancillary activities such as testing, photos, recordation/release of liens, surety bonds, and
external validations.

 Sanctioning, Reinstatement, and Compliance – Supports the sanctioning and reinstatement
of all credentials in all areas (such as suspensions, revocations, cancellations, and stops) as
well as all compliance activities (such as medical, insurance, liquidated damages, licensing
suspensions or revocations, and tax penalties).

o Tax Processing – Support for the calculation, collection, accounting, and reporting statistics for all

tax filings (including IFTA, tax on fuel, and tax on motor vehicle rentals) as well as support for an
external/taxpayer audit function. IFTA, rental tax and fuels tax processing will be rebuilt as DMV
systems.

Financial Management Services – DMV envisions this component should be able to provide overall
support for the following financial functions. It should consist of two modules, identified below, as well as
integration with an enterprise resource planning (ERP) system:

 Product financial services – Supports fee and tax collection, settlements, reconciliation, returned checks
and refund processing. Tracks and allocates revenue streams and manages fund transfers.

 Inventory Management – Supports tracking and maintenance of inventory using a “just in time”
ordering and delivery approach.

Note: The Secretary of Finance is working on a new state financial system that may eventually become

the ERP (VEAP Project). Initially, DMV will expand the functionality of the Oracle Financials
based Purchasing, Inventory and Payables System (PIPS) to serve as the ERP.

Business Intelligence – DMV envisions this component to be the trusted data source to support
knowledge management, data warehousing, data-mining, business analysis, and management reporting.
It is used to identify, track, and improve key processes and data, identify and monitor trends in
performance (processes, personnel, and systems), and provide risk management information, such as
key indicators evaluation system (KIES), Federal highway reports, etc.

Infrastructure Services – DMV envisions that these services should be able to provide functionality that
will be utilized by each core business component above. These components help ensure consistency
among core service areas, assist in the decision making process and transaction processing, promote
greater flexibility and security in the system, and facilitate more personal and personalized service levels.

 Access Rights Management

 Audit/Systems Logging

 Message Broker

 Business Rules Engine

 Correspondence

 Transaction Suspense

 3rd Party Software

Interfaces – DMV envisions that this component will support a variety of internal and external interfaces
utilized in the current system and will need to be available in the modernized system.

Data Store – DMV envisions this component to store customer, transaction, business intelligence, and
audit data. It will receive data requests from the component processes and return data to that
component. The business rules engine (Infrastructure Services) component will provide parameters for
purging the data from the data store, and these purge criteria will vary depending upon the function.

RFP 154:7-061
DMV CSI Systems Redesign Project
Section III
Statement of Needs

Virginia Department of Motor Vehicles

Page 21

August 31, 2007

FIGURE 2

CONCEPTUAL CSI SOLUTION MODEL

Point of Contact Services

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Financial Management Services

Product Financial Services

Internet, Intranet, Extranet

Touchtone

WebCAT

Mail

Inventory Management

Product Management

Tax Processing

Credentialing

Issuance and

Renewal

Sanctioning,

Reinstatement,

and Compliance

Customer Relationship Management (CRM)

Business PartnerCustomer Stakeholder

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Business PartnerCustomer Stakeholder

ERP – PIPS
(Including DOA, CARS, and

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CAP (TREDS)

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Federal Agencies

State Agencies

Local Government

Offices

Private Business

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(Including PMIS and CIPS)

Electronic Data Exchanges

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Online Dealers

HQ Workcenters

Customer Service Centers

Customer Contact Center

Motor Carrier Service Centers

Grants Management

Contract Management

RFP 154:7-061
DMV CSI Systems Redesign Project
Section III
Statement of Needs

Virginia Department of Motor Vehicles

Page 22

August 31, 2007

2. Mandatory Technical Requirements

DMV information is highly confidential and must be protected from unauthorized access and use. Security
of this data is of utmost importance to the Commonwealth.

Certain types of information are considered restricted data and laws and policy govern how they are
stored and used. The proposed CSI solution must conform to these laws and policies.

To support this requirement, DMV has established the following requirements when designing automated
solutions. Generally speaking:

 DMV does not allow direct connections from outside sources to internal systems. All externally and
most internally available applications are designed in a multi-tier security model. No http proxy based
applications are allowed.

 DMV restricts the IP application ports that are allowed to traverse networks and segments.

 DMV does not allow dynamic port allocation applications.

 DMV considers any machine that is directly accessed by an outside entity as a perimeter device and
restricts accordingly.

 DMV does not allow the sharing of security credentials for user’s access to DMV systems. This
includes both DMV internal users and external users.

 DMV restricts network services that traverse LAN and WAN networking segments.

To meet these requirements, the proposed CSI solution shall:

a. Comply with the standards provided in the Commonwealth of Virginia (COVA) Information
Technology Security Standard SEC 501-01 and 507-00.

b. Adhere to the Virginia Information Technology Agency (VITA) policy for Secured Architecture
Application Delivery.

c. Manage and display data in compliance with standards established under the Americans with

Disabilities Act.

3. Reuse of Existing Technical Components

The Offeror should review the background information that describes the existing DMV technical
environment and allow for reuse of appropriate components of the existing technology wherever feasible
and practical when designing the new CSI system.

For example, the proposed CSI solution should be compatible with:

a. Ardence Desktop Edition (www.ardence.com) Operating System Streaming (OSS).

b. Hyland Systems OnBase software for document and image management, storage, retrieval, and

workflow services.

c. The following client operating systems: Microsoft Windows 2000, Microsoft Windows XP Pro SP2,
and Microsoft Windows XP Pro SP2 streamed via Ardence Desktop Edition.

http://www.ardence.com/

RFP 154:7-061
DMV CSI Systems Redesign Project
Section III
Statement of Needs

Virginia Department of Motor Vehicles

Page 23

August 31, 2007

4. Technology Principles

New enterprise systems, such as the proposed CSI solution, should make use of industry standard
technologies to support flexibility of use and ease of integration with existing and future systems, and with
systems external to the agency.

The Offeror should use the following information regarding technology principles as a basis for

developing their proposed CSI solution:

a. General:

1) The new system should provide well-defined interfaces to enable application functionality to be

accessed programmatically. Interfaces are to be provided to the presentation layer, the business
logic, and the enterprise data store or other data resources.

2) Development tools should be current and commonly used for a variety of enterprise applications.

3) The CSI solution should utilize a Service-Oriented Architecture (SOA) that will facilitate

connections among transactional systems. Extensible Markup Language (XML) is the preferred
standard language for facilitating communication among systems within our heterogeneous
environment.

4) The integrated CSI solution should be flexible and modular in nature and capable of supporting

current and future automated processing needs and capacity of DMV core business processes and
functions. In addition, the integrated CSI solution should be capable of complying with future
Federal and State mandates and requirements (such as the Federal Real lD Act, etc.)

5) The integrated CSI solution should be organized in an n-tier fashion to create separate layers for

user presentation, data access, enterprise data store, and the business logic and other middle-
tier processing. All applications should reside on a separate server from the enterprise data
store.

6) All deployment of software and applications should be centrally distributed and updated. Ideally

should be Zero-Touch deployment.

7) Should utilize TCP/IP for all client/server communication.

8) Should use industry standards for data storage, retrieval, and processing.

9) Should use ODBC or standard industry interface to back end systems and not allow any vendor

proprietary interfaces.

10) Should have an automatic restart process for connection failures or if the back-end systems are

unavailable.

11) Should support future growth and scalability.

12) Should have an open API for all applications available for consumption of “products” from said

applications.

13) Should integrate with applications via programmatic methods and not via screen-scraping

technology.

RFP 154:7-061
DMV CSI Systems Redesign Project
Section III
Statement of Needs

Virginia Department of Motor Vehicles

Page 24

August 31, 2007

b. Usage Profile:

1) The proposed CSI solution should support approximately 2,000 concurrent users and transaction

volumes in excess of 15,000,000 per annum.

c. Interfaces:

1) The success of the system will heavily depend on its ability to interface, integrate and leverage

the functionality of other systems (examples: AAMVANET, credential production services,
Queuing, etc.).

The CSI solution should be able to seamlessly share data with other systems (examples:
queuing ticketing systems from different vendors, state and local jurisdiction’s systems, Oracle
Financials, credential production systems, etc.).

2) The CSI solution should leverage best-practice integration services, both built into the application

and through outside vendor solutions. Interfaces may be achieved through XML, API’s, and
views directly into data tables.

d.

Security:

1) DMV currently follows the guidelines and standards provided by NSA and the SANS Institute.

These guidelines and standards should be followed with the proposed CSI solution.

2) All communications and transmissions between servers, and between servers and clients should
be encrypted.

3) For access control, new enterprise systems should be able to integrate with DMV’s Enterprise

Security system (presently Active Directory and LDAP via Novell NDS) for authentication and
authorization, and, in addition, should be able to support certificate-based authentication using a
standard PKI infrastructure.

4) The CSI solution should be able to restrict access to certain segments of the database based on

user roles.

e.

Administration:

1) The CSI solution should provide application administrators with easily used, web-based or GUI

management tools to automate repetitive tasks.

2) The CSI solution should support a division of labor within the system administration team

(example: one group administers the RDBMS while other groups administer the reporting
warehouse, business rules, etc.).

The CSI solution should also allow DMV to delegate some management to authorized personnel
outside of the IT department. Browser-neutral web-based applications are preferred so that
users do not have to install or update software on their desktops.

f.

Customization:

1) The CSI solution should be capable of being customized to meet DMV’s unique needs, while

easily retaining these customizations in the future.

RFP 154:7-061
DMV CSI Systems Redesign Project
Section III
Statement of Needs

Virginia Department of Motor Vehicles

Page 25

August 31, 2007

g.

Reporting:

1) The CSI solution should allow report authors to easily access all of the application’s data, within

application security rules, and clear and complete metadata and documentation.

2) For reporting, the CSI solution should be able to ship data using standard ETL tools to a separate

reporting data mart and a central Enterprise Data Warehouse.

h. Data access:

1) The CSI solution should offer powerful and flexible data manipulation tools that allow us to

quickly append, modify, and delete any data element in the application. The proposed CSI
solution should allow users to take snapshots of data, build summaries of data and build and
update reporting data marts.

2) All activities, including viewing of specific information, should be tracked in audit logs that will

reflect all actions of every transaction and obtain information on the individual responsible for
each action.

D. DATA CONVERSION AND MAPPING

DMV will be performing data quality profiling, data cleansing, and data preparation services for the data
conversion and mapping process prior to the beginning of the detailed design forum.

Working with DMV, the Contractor must perform the data mapping and conversion activities related to the
proposed CSI solution and implementation approach.

E. PROJECT MANAGEMENT

1. Project Oversight and Control

The DMV Project Manager is responsible for overseeing the entire CSI project.

Under the direction of the DMV Project Manager, the Contractor Project Manager must manage all
Contractor activities associated with this project and serve as the Contractor central point of contact.
These activities include, but are not limited to:

a. Providing input and assisting with establishing and updating an integrated project plan and related

project documentation. This includes, but is not limited to:

 Project Charter

 Project Scope Statement

 Detailed Work Breakdown Structure

 Project Performance Plan

 Project Resource Plan

 Project Schedule

 Risk Management Plan

 Communications Plan

 Change and Configuration Management Plan

 Required VITA Documentation

RFP 154:7-061
DMV CSI Systems Redesign Project
Section III
Statement of Needs

Virginia Department of Motor Vehicles

Page 26

August 31, 2007

b. Establishing and administering controls to ensure Contractor deliverables are of a quality acceptable
to DMV.

c. Updating a detailed Contractor work plan and schedule on a weekly basis.

d. Monitoring Contractor activities to ensure that project schedules are met.

e. Providing weekly and monthly status reports.

f. Attending and facilitating project related meetings, team status meetings, project briefings, and other
meetings as required.

2. Project Management Methodology

The Contractor shall utilize a project management methodology and approach that conforms to the
Commonwealth of Virginia Project Management Standards issued by the Virginia Information
Technologies Agency. See http://www.vita.virginia.gov/oversight/projects/ for more information.

3. Contractor Work Plan

The Contractor must develop and maintain (throughout the project) a comprehensive Contractor work plan
that addresses the Contractor tasks and effort required to accomplish the requirements outlined in this RFP
to implement the CSI solution.

The Contractor work plan must begin with the Contractor working with DMV to conduct a detailed design
forum (which should take approximately 4 months to complete), based on the results of Phase 1 and 2
re-engineering efforts, to develop a functional and detailed system design of all proposed approaches and
solutions. Sparx’s Enterprise Architect software should be used and the Contractor should follow Iconix
Process (a use-case driven, UML object modeling approach) as specified by DMV. See www.iconixsw.com
for more information on Iconix Process.

The purpose of the detailed design forum is to architect and design a technical solution which is able to
meet all the requirements specified at the conclusion of Phase 2 detailed business process analysis and
re-engineering initiatives, and prior to the beginning of system development.

To begin the detailed design forum, DMV will provide a domain model, nonfunctional, functional, and
behavioral requirements, business rules defined and extracted, and use cases (scenarios) documented
using Sparx’s Enterprise Architect software as a result of the Phase 2 efforts.

Specific tasks that will be undertaken during the detailed design forum include, but are not limited to:

 Specification of the technical architecture to be employed and the required configuration
 Program structure and flow
 Logical and physical data models
 Definition of any interfaces between systems
 Preliminary screen design

The Contractor must document the functional and detailed design of all approaches and solutions, and
receive DMV acceptance and approval, prior to system development and implementation. To facilitate
these tasks, Sparx’s Enterprise Architect software should be used along with Iconix Process. Detailed
system design must be based on joint detailed design discussions between DMV and the Contractor,
facilitated and documented by the Contractor.

The results from the detailed design forum will specify how the requirements will be delivered to the user.
It will be written in technical terms and will be used by the developers as a blueprint of the system that will
be built in the next stage. The results should be comprehensive and leave no ambiguity as to what the
system will deliver, how it will be structured and how it will be presented to the user. Each business

http://www.vita.virginia.gov/oversight/projects/

http://www.iconixsw.com/

RFP 154:7-061
DMV CSI Systems Redesign Project
Section III
Statement of Needs

Virginia Department of Motor Vehicles

Page 27

August 31, 2007

process documented during the business process re-engineering effort must be taken in turn and a
technical implementation specified. A definite link must be made between specific requirements from the
business process re-engineering effort and the proposed implementation in order to facilitate testing.

Using the results of the detailed design forum, DMV will specify the final scope of the overall CSI solution
to be built. Contractor activities and development effort following the detailed design forum will be re-
negotiated and priced accordingly based on the DMV specified final scope.

At the conclusion of the detailed design forum, the Contractor will work with DMV to negotiate and
document a detailed go-forward plan based on the results of the detailed design forum and the final
scope specified by DMV. This includes, but is not limited to:

 Developing a detailed project work plan, staffing plan, and phased implementation approach based
on the results of the detailed design forum.
 Negotiating a finalized detailed solution approach.
 Documenting a detailed list of all deliverables based on the detailed solution approach and the
phased implementation approach.
 Re-negotiate total solution and project costs based on the results of the detailed design forum and
the detailed go-forward plan.

The Commonwealth retains ownership of any and all documentation and work products created during the
detailed design forum and DMV reserves the right to use all documentation, intellectual property, and work
products created during the detailed design forum in any way. Refer to Special Terms and Conditions
contained in RFP Section IX, Part A, Items 15 and 18 for more information.

If DMV accepts and approves the results of the detailed design forum and go-forward plan, a phased
development and implementation approach, including implementation and deployment of the artifacts
from the design forum (for example, business rule engine configuration, population, and implementation)
may proceed for the various components of the overall CSI solution. Acceptance and approval of the
detailed design forum will be based on successful periodic reviews by the appropriate CSI project team
members and/or the CSI oversight committee.

DMV reserves the right to terminate the contract at the conclusion of the detailed design forum or at any
other point after award of the contract. Reasons for termination may include, but are not limited to results
that fail to meet the overall needs of DMV, unacceptable management or performance, insufficient project
funding, and/or for convenience of the Commonwealth.

The proposed plan must clearly define a phased development and implementation approach that
provides for project progression from a detailed design forum into a system development environment,
progressing through the various testing phases, then user and IT training as required, then implementing
at initial pilot test sites, finishing up with statewide production implementation, final system acceptance,
and post implementation support.

The Contractor work plan should include the time frames and required resources detailed in each
component of the project. DMV reserves the right to negotiate the work plan prior to award and/or during
the detailed design forum phase of the project.

Milestones should be identified in the Contractor work plan to measure overall progress and as an
indicator of conformance with the established project schedule. Milestones will be identified by
completion date.

The Contractor work plan should include reasonable time for DMV to review and approve task completion
deliverables, without interrupting the continuing progress towards completion of the project.

RFP 154:7-061
DMV CSI Systems Redesign Project
Section III
Statement of Needs

Virginia Department of Motor Vehicles

Page 28

August 31, 2007

4. Project Staffing

The Contractor shall provide an appropriate level of project staffing necessary to complete all Contractor
tasks associated with the entire project including all project phases. Contractor staffing shall include, but
is not limited to:

 A Contractor Project Manager available on-site at DMV throughout the duration of the project until
Final System Acceptance has been achieved.

 An appropriate level of Contractor technical and support staff necessary to complete all tasks on
schedule and satisfy the requirements of this project. Staffing should be available on-site at DMV
throughout the duration of the project until Final System Acceptance has been achieved.

DMV will provide an appropriate amount of work space at the Richmond DMV Headquarters facility to

house the proposed Contractor staffing. General office tools will also be provided. This includes a PC,
telephone, general office supplies, and access to a workgroup printer.

DMV reserves the right to request a replacement of any member of the Contractor’s team at any time
during the life of the contract. Refer to Special Terms and Conditions contained in RFP Section IX, Part
A, Item 13 for more information.

F. TESTING APPROACH

1. System acceptance, if the contract proceeds to systems development, will be based on individual CSI
solution components and will follow a phased implementation approach. For each component being
reviewed and tested for acceptance, the following stages will occur:

a. Level 1 Testing: General testing performed during the development stage. Testing is

performed in the development environment.

b. Level 2 Testing: Full system integration testing, prior to production implementation. Testing

is performed in the test environment.

c. Level 3 Testing: System component(s) deployed and monitored for a minimum of 30

calendar days in a production environment at specified pilot site(s).

d. Final Acceptance Period: Final acceptance review and monitoring for a minimum of 30 calendar

days after system component(s) fully implemented and operational
statewide.

2. The Contractor shall work with DMV to document a detailed written test plan which shall include, but is

not limited to:

 All necessary criteria and tests which will be performed to ensure that the CSI solution as a whole,
and all components thereof, satisfy the requirements of this RFP

 A description of all phases of testing.

 Provisions for the documentation of testing results, problem detection, and corrective measures
taken to permanently address problems

 A description of the resources, including DMV and Contractor staffing, necessary to conduct testing

RFP 154:7-061
DMV CSI Systems Redesign Project
Section III
Statement of Needs

Virginia Department of Motor Vehicles

Page 29

August 31, 2007

DMV shall have the sole discretion to determine the appropriate test plan, including all details contained
therein, that will ultimately be used in the determination of whether the CSI solution, and all components
thereof, satisfy the requirements of this RFP (including all addenda and any resulting contract).

3. Unless otherwise specified by DMV, the requirements of this RFP must be completed and final acceptance

achieved within the mutually agreed upon project work plan and schedule. Refer to Special Terms and
Conditions contained in RFP Section IX, Part A, Item 19 for more information.

4. DMV and the Contractor will maintain appropriate records documenting performance during the testing

and final acceptance periods and such records shall be conclusive for purposes of determining
compliance with all testing criteria and final system acceptance requirements.

DMV shall be the sole judge of compliance with testing criteria and whether any failure to satisfy or pass
testing criteria was due to operator error or malfunction.

5. The Contractor is responsible for providing support and software corrections until Final Acceptance is
achieved.

G. TRAINING AND TRANSITION

1. The Contractor shall provide training to adequately prepare operational, administrative, security, and
technical staff in all aspects and functionality of the CSI solution.

2. The Contractor must train technical staff and system/security administration staff to adequately prepare
them for ongoing CSI system maintenance and enhancements.

3. DMV will establish a training schedule after consultation with the Contractor. This schedule must coincide
with the installation schedule.

4. Prior to training, the Contractor must present a “dry run” training presentation to DMV staff for approval.
This presentation must represent what will be presented during the actual training and must include the final
training documents.

H. POST IMPLEMENTATION SUPPORT

1. DMV intends to be self-sufficient to the extent possible and transition into full system support once final

acceptance is achieved. To support this, the Contractor should provide all CSI solution source code to DMV
at the beginning of Level 2 Testing. If the software proposed does not include the source code, the
Contractor shall deport the complete, well-documented source code for the most recent version of the
software delivered under the contract in an escrow account held by a third party. The source code shall
be made available to DMV in the event that the Contractor ceases to do business or discontinues
technical support for the software.

2. Post implementation support provided by the Contractor may be considered by DMV on an as needed basis,

at DMV’s sole discretion.

RFP 154:7-061
DMV CSI Systems Redesign Project

Section IV

Proposal Preparation and Submission

Instructions

Virginia Department of Motor Vehicles

Page 30

August 31, 2007

IV. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS

A. PROPOSAL PREPARATION INSTRUCTIONS

1. RFP Response

In order to be considered for selection, Offerors must submit a complete response to this RFP. As further
described in this entire section IV of the RFP, (1) original, (7) full copies, and (2) redacted copies of each
proposal must be submitted to DMV. No other distribution of the proposal shall be made by the Offeror.
DMV will not compensate the Offeror for the cost of proposal preparation whether or not an award is made.

The Offeror is responsible for determining if any addenda have been issued on the solicitation and
responding appropriately within their RFP response. All addenda will be posted on the Commonwealth of
Virginia’s electronic procurement site, eVA. Addenda, as well as any questions and answers, will be
posted on www.eva.virginia.gov under “Solicitations and Awards.” A “key word” search, using “CSI”,
“Systems Redesign”, or “DMV” may be used to locate the solicitation, addenda and questions and
answers (if issued).

2. Proposal Preparation

a. Proposals shall be signed by an authorized representative of the Offeror. All information requested
should be submitted. Failure to submit all information requested may result in DMV requiring prompt
submission of missing information and/or giving a lowered evaluation of the proposal. Proposals which
are substantially incomplete or lack key information may be rejected. Mandatory requirements are
those required by law or regulation or are such that they cannot be waived and are not subject to
negotiation.

b. Proposals should be prepared simply and economically, providing a straightforward, concise description

of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and
clarity of content.

c. Proposals should be organized in the order in which the requirements are presented in the RFP. All

pages of the proposal should be numbered. Each paragraph in the proposal should reference the
paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph
number, subletter, and repeat the text of the requirement as it appears in the RFP. If a response covers
more than one page, the paragraph number and subletter should be repeated at the top of the next
page. The proposal should contain a table of contents which cross-references the RFP requirements.
Information which the Offeror desires to present that does not fall within any of the requirements of the
RFP should be inserted at an appropriate place or be attached at the end of the proposal and
designated as additional material. Proposals that are not organized in this manner risk elimination from
consideration if the evaluators are unable to find where the RFP requirements are specifically
addressed.

d. As used in this RFP, the terms “must”, “shall”, “should” and “may” identify the criticality of requirements.

“Must” and “shall” identify needed requirements whose absence will have a major negative impact on
the suitability of the proposed solution. Items labeled as “should” or “may” are highly desirable.
Depending on the overall response to the RFP, some individual “must” and “shall” items may not be fully
satisfied, but it is the intent to satisfy most, if not all, “must” and “shall” requirements. The inability of an
Offeror to satisfy a “must” or “shall” requirement does not automatically remove that Offeror from
consideration; however, it may seriously affect the overall rating of the Offerors’ proposal.

e. The Offeror shall respond to each paragraph of the RFP. The Offeror shall indicate their ability to meet

mandatory requirements of the RFP and the extent to which they meet the desirable components or

RFP 154:7-061
DMV CSI Systems Redesign Project
Section IV
Proposal Preparation and Submission Instructions

Virginia Department of Motor Vehicles

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August 31, 2007

optional features. Each response to an RFP paragraph must contain a statement such as “XYZ Fully
Complies”, followed by elaboration.

“XYZ Fully Complies” solely as an answer to a specific RFP paragraph will be considered incomplete.
The Offeror shall describe/explain/clarify how they comply, or in the case of their proposed products and
solutions, the Offeror shall describe/explain in detail their proposed products and solutions and how the
products and solutions meet the requirements stated in the RFP.

f. Each copy of the proposal should be bound or contained in a single volume where practical. All
documentation submitted with the proposal should be contained in that single volume. The response to
pricing should be contained in a separate sealed envelope.

g. Ownership of all data, materials, and documentation originated and prepared for the State pursuant to

the RFP shall belong exclusively to the State and be subject to public inspection in accordance with the
Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror
shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the
Offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at
the time the data or other material is submitted. The written notice must specifically identify the data or
materials to be protected and state the reasons why protection is necessary. The proprietary or trade
secret material submitted must be identified by some distinct method within the body of the proposal,
such as highlighting or underlining, and must identify only the specific words, figures, or paragraphs that
constitute trade secret or proprietary information. The classification of an entire proposal document, line
item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result
in rejection of the proposal.

h. If the Offeror provides product literature, manuals, diagrams, or other documentation to support their

proposal, it shall be referenced in the appropriate section of their proposal.

3. Oral Presentation

Offerors who submit a proposal in response to this RFP may be required to give an oral presentation and
demonstration of their proposal to DMV. This provides an opportunity for the Offeror to clarify or elaborate
on the proposal. This is a fact finding and explanation session only and does not include negotiation. DMV
will schedule the time and location of these presentations.

Oral presentations are at DMV’s option and may or may not be conducted; however, the Offeror must be
prepared to conduct a presentation within four weeks of proposal opening. If held, DMV will provide the
Offeror with a suggested agenda for this presentation and demonstration at the time the presentation is
scheduled.

4. Site Visit

At DMV’s option, Offerors must be prepared to provide a site visit at an operational customer site where
the proposed solution, or other similar solution of the Offeror, has been implemented. Upon request, the
Offeror must conduct an escorted tour of the site, demonstrating the use of the proposed solution and
describing how the proposed solution meets the needs of DMV. DMV evaluation committee travel
expenses associated with this visit shall be the sole responsibility of DMV.

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Proposal Preparation and Submission Instructions

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B. PROPOSAL SUBMISSION INSTRUCTIONS

1. The Offeror shall submit the following items as a complete proposal. DMV reserves the right to request
missing information and if not provided in a reasonable time the information or entire proposal may be
rejected, at DMV’s sole discretion.

a. The RFP cover sheet completed and returned. Proposals shall be signed by an authorized

representative of the Offeror.
b. Signed copy of all addenda, if issued.

c. A comprehensive and complete proposal (including all specific items or data requested in the RFP)
with detailed information describing innovative approaches and/or solutions being offered. At a
minimum, a comprehensive and complete proposal includes the following specific proposal
components:

1) CSI Solution Proposal
2) CSI Technical Proposal
3) Data Conversion and Mapping Proposal
4) Project Management Proposal
5) Testing Approach

6) Training and Transition Proposal
7) Post Implementation Support Proposal
8) Incentives or Inducements
9) Offeror Information and Customer Reference
10) Response to Contractual Terms and Conditions
11) Small Business Subcontracting Plan (See ATTACHMENT D)
12) Cost Proposal (Including Cost Matrices 1, 2, and 3) in a separate binder contained in a separate

sealed package.

2. The redacted version of the proposal must have all proprietary information deleted that has been marked
as proprietary. Section numbers which are redacted should be identified as follows: Example: Section
3, paragraph B: “Redacted”. The redacted version of the proposal must be carefully edited, altered, and
refined by the Offeror in order to protect and maintain complete confidentiality of protected information.

DMV will not accept responsibility for any public disclosure of proprietary information that is a result of
improper redaction by the Offeror.

3. The signed proposal must be submitted to DMV in a sealed package, identified as follows. No other

correspondence or other proposals should be placed in the package.

FROM:
Name of Offeror
Street Address
City, State, Zip Code
RFP No. 154:7-061
Due Date _______ Time ______

TO:
DEPARTMENT OF MOTOR VEHICLES
Contracts and Procurement Department
Attn: Nancy M. Davis, CPPB, CPPO, VCO
2300 West Broad Street
Richmond, VA 23220

4. Proposals will not be accepted after the closing date and time. The Offeror may use any means of delivery,

but it is the responsibility of the Offeror to allow adequate time for delivery. Proposals received after closing
date and time will be returned unopened.

If a proposal is mailed, the Offeror takes the risk that the package, even if marked as described above,
may be inadvertently opened and the information compromised which may cause the proposal to be
disqualified.

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Section IV
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Proposals may be mailed or hand delivered to the designated location. It is the Offeror’s responsibility to
ensure that their proposal is delivered to DMV at 2300 West Broad Street, Richmond, VA, by the
specified date and time.

C. SPECIFIC PROPOSAL COMPONENTS

1. CSI Solution Proposal

The Offeror must submit a comprehensive, integrated CSI solution proposal that addresses the business
and technical needs and requirements as outlined in this RFP.

a. Based on an understanding of the information provided in this RFP, the Offeror must submit a

detailed narrative describing the proposed products and automated solutions and how they come
together to form a complete, comprehensive, and integrated CSI solution that meets the needs of
DMV based on the information provided in this RFP.

As part of the detailed narrative, the Offeror should provide a clear understanding of the proposed
CSI solution, how it addresses the need for an integrated, modernized, non-siloed system approach,
and a detailed discussion of all proposed functionality, system capabilities and limitations, and
performance capabilities and limitations.

b. The Offeror must submit a comprehensive narrative describing how their proposed CSI solution

aligns with the business needs outlined in RFP Section III, Part B.

c. The Offeror must submit a detailed narrative describing the value their proposed CSI solution will
deliver to DMV. For example, what is the differentiation in the market as it relates to the DMV CSI
Systems Redesign project?

Additional functionality and enhancements may be added to the CSI solution while this contract is in

effect, at DMV’s option.

2. CSI Technical Proposal

The Offeror must submit a comprehensive technical solution proposal that addresses the business and
technical needs and requirements as outlined in this RFP.

a. Technical Aspects and Architecture

The Offeror must submit a detailed narrative and detailed diagrams of the technical aspects and

architecture of their proposed CSI solution including:

1) Proposed architecture design. (Including systems, interfaces, hardware, and software, and how the
proposed architecture design changes and/or utilizes the existing DMV technical environment).

2) Proposed hardware infrastructure requirements to support the proposed CSI solution. (The

proposed CSI solution will be hosted by the Commonwealth’s Virginia Information Technologies
Agency (VITA). VITA and DMV will work with the selected vendor during the detailed design
forum to define hosting and infrastructure requirements to support the CSI Systems Redesign
Project.)

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3) An itemized list with quantities, descriptions, and technical specifications of all proposed CSI
components. The Offeror must provide a breakdown of each separate component and feature
along with corresponding technical specifications.

In addition, the detailed narrative must also address the following areas:

1) Development, pre-production testing and staging, production, and training environments
2) Integration approach during all phases to current systems
3) Platform and architecture specifications
4) Performance/scalability

b. Alignment with Technology Requirements and Principles

The Offeror must describe how the proposed CSI solution aligns with each of the technology

requirements and the technology principles identified in RFP Section III, Part C. In addition, the
Offeror must respond to the following questions related to each of those areas.

General:

1) Describe how the proposed CSI solution aligns with the general technical strategy of DMV.
2) Describe the development tools and environment.
3) Describe the system’s compatibility with SOA and XML.

Usage Profile:

1) Provide a recommended hardware and software configuration to support the defined usage
profile.

Interfaces:

1) Describe how the proposed CSI solution interfaces with other systems and takes advantage of

functionality and data provided in those systems. Describe specific examples from other
implementations.

2) Describe how the proposed CSI solution can utilize document and image management, storage,
retrieval, and workflow services provided by Hyland Systems OnBase software. Describe any
requirements that cannot be met by the CSI solution and what measures are taken to ensure
compatibility.

Security:

1) Describe how the proposed CSI solution implements security both for unauthorized access and
restricted access by role.

2) Describe how the proposed CSI solution complies with all Commonwealth security policies as
described in the Commonwealth of Virginia (COVA) Information Technology Security Standard
SEC 501-01 and 507-00 and the Virginia Information Technology Agency (VITA) policy for
Secured Architecture Application Delivery. Please describe how your system meets these
requirements and describe any of these requirements that cannot be met by the system.

3) Does the proposed system encrypt all communications and transmissions between servers, and
between servers and clients?

4) Describe how the proposed CSI solution will interface with DMV’s Enterprise Security system as
well as a certificate-based authentication using a standard PKI infrastructure.

5) Describe the proposed CSI solution capability to provide both row and column level security.
Describe any limitations of the system in this area.

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6) Describe the security review and quality assurance processes your solution receives.
7) Is your proposed solution audited and certified by an independent security consulting firm?

Describe this audit and certification. Identify the consulting firm.
8) Does your proposed CSI solution comply with the security principles found in the NSA and SANS

guidelines? Please describe which ones and how.
9) Can specific data elements, such as Social Security Number, date of birth, and credit card

numbers, be encrypted within the database? If so, how is this achieved?
10) Can the ability to decrypt encrypted data elements be restricted to selected users? Please

describe.
11) Does the proposed solution have built in functionality for auditing data access and changes? If

yes, please describe. Please describe any limitations of this functionality.
12) Does the proposed solution provide logging capabilities? If yes, please provide logging formats

and logging reports available.
13) Is the proposed CSI solution compatible with Virtual Private Network (VPN) technology? Describe

any limitation.
14) Can third party tools (example: Crystal Reports, Reporting Services, etc.) accessing the database

make use of the security rules configured in the application?
15) Do security groups apply to all parts of the proposed CSI solution, including any built-in reporting

and data extraction tools?
16) Can partial Social Security Numbers (example: last 4 digits) be stored in the system? Describe

how this would be accomplished.
17) Do you have a security expert as part of your software development team? What certifications

and experience does that staff person have?

Administration:

1) Does the proposed CSI solution support the following client operating systems: Microsoft
Windows 2000, Microsoft Windows XP Pro SP2, and Microsoft Windows XP Pro SP2 streamed
via Ardence Desktop Edition? Describe any additional components required to support these
client operating systems.

2) If the proposed CSI solution provides a web interface, does it support the following browsers:
Microsoft Internet Explorer 6+, Netscape 7+, Mozilla Firefox 1+, Apple Safari 1.2+? Describe any
limitations.

3) Does the proposed CSI solution have a web interface or GUI for all aspects of system
administration, including user account management, software updates, and application
configuration? Describe any limitations.

4) Does the proposed administration interface allow operations to be executed in batch form
(example: modify the attributes of a set of users)?

5) Can user management tasks for a work group be delegated to a member of the work group?
6) Can system jobs (examples: reports, extracts, data loads) be scheduled for unattended

operation? Please describe.

Customization:

1) To what extent, and through what technical methods, can the proposed CSI solution be
configured and customized for DMV’s specific needs? Can we add a new data element to the
system? Describe how.

2) Can we tie the new element to an existing dataset? (example: new credential). Describe how.
3) In this example, would it be possible to allow multiple types of credentials to be issued per

transaction, while having multiple transactions per customer experience, and multiple customers
per business partner, etc.?

4) Can we make this new data element editable and viewable by end-users on an application form?
Describe how.

5) Can we define and limit the allowable data values for the new data element? Describe how.

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6) How would we make this new data element available through the reporting tools?
7) Would your data manipulation and conversion tools allow us to populate the new data element?
8) How would we secure this new data element throughout the system?
9) Are there tools provided that we would use to customize the business logic within the proposed

CSI solution? Describe them.
10) What other parts of the system cannot be modified through customization tools? Describe them.
11) How would we maintain these customizations through application patches and upgrades?
12) Can system customizations be migrated between instances (example: from test to production)?
13) Could our programming staff use the system customization tools to create add-on modules to the

proposed CSI solution to meet unique business needs? Please describe how this would work.
14) Does the proposed solution support a variety of peripherals for more efficient processing such as

scanners, MICR readers, credit card readers, etc.? Please describe all capabilities.

Reporting:

1) Are all data elements available to the reporting tool?
2) Is the metadata clear, complete, and available to the report author?
3) How are data elements documented and described within the reporting tool?
4) Describe any reporting tools that can be integrated with the proposed CSI solution. For example:

put a report on the system’s menu or call a report from a batch update process.
5) Does the proposed CSI solution include pre-built reporting views? Please describe.

Data access:

1) Does the system include flexible tools to load new records into the system or to append or modify
data onto existing records? Please describe any limitations.

2) Does the system include any tools to merge duplicate records? Describe any limitations.
3) Do the system’s data manipulation tools automatically apply the business rules of the application

to imported data? Describe any limitations.
4) Does the system log the activity and use of its data manipulation tools? Please describe.
5) Does the system include tools to take snapshots of transactional data? Describe any tools.
6) Can snapshots be scheduled? Describe how.
7) Does the system have tools for building reporting data marts? Describe.
8) Can the proposed CSI solution perform incremental builds of data marts based on changes in the

database?
9) Does the system’s data mart tool automatically apply the business rules of the application to

summarize exported data? Describe how.

3. Data Conversion and Mapping Proposal

The Offeror must submit a comprehensive data conversion and mapping proposal that addresses the
business and technical needs and requirements as outlined in this RFP. As part of their comprehensive
proposal, the Offeror must describe:

a. The proposed approach to creating staging files and specifications for mapping and conversion

activities.
b. The proposed approach for establishing and executing a quality assurance process to insure that

data populated into the staging files accurately reflects production data.
c. The proposed process for managing and conducting full source to target migration/conversion

functions to insure staging files are correctly populated within timelines established as part of the CSI
project.

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Section IV
Proposal Preparation and Submission Instructions

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d. The proposed techniques and processes to perform data integration where needed to insure that
data from all data sources and platforms have been merged, linked and consolidated when they are
migrated to the staging files.

e. The proposed approach for both forward and backward data bridging between legacy, staging, and
target sources.

4. Project Management Proposal

a. Project Management Methodology Proposal

The Offeror must submit a detailed narrative describing their proposed project management
methodology and approach. In addition, the Offeror must clearly describe how their proposed
methodology conforms to the Commonwealth of Virginia Project Management Standards as well as
any areas that do not conform.

b. Escalation Procedure Proposal

The Offeror must submit their proposed escalation procedure as it relates to resolving problems
associated with meeting the requirements of this RFP.

c. Contractor Work Plan Proposal

The Offeror must submit a comprehensive Contractor work plan proposal that addresses the Contractor
tasks and effort required to accomplish the requirements outlined in this RFP to implement the CSI
solution. The proposal must include detail related to all Contractor tasks associated with the entire
project including all project phases such as:

 Project Initiation

 Detailed Design Forum

 System Development

 System Testing

 System Acceptance

 Training

 Implementation

 Transition

 Project Closeout

As part of the overall comprehensive Contractor work plan proposal, the Offeror must submit detailed
proposals for the following specific project stages:

1) Detailed Design Forum

The Offeror must submit a comprehensive detailed design forum proposal that outlines the plan and

approach in detail, including all associated tasks, for accomplishing detailed system design prior to
proceeding with development and deployment.

The proposal must include a detailed description of all products and documentation that will be

delivered as part of the detailed design forum.

2) Phased Development and Implementation Approach

The Offeror must submit a comprehensive implementation proposal that outlines a detailed phased
plan and approach for developing, configuring, and implementing the various components of the
CSI solution.

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Section IV
Proposal Preparation and Submission Instructions

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The Offeror may submit multiple implementation approaches for DMV consideration. DMV will

review and approve the final implementation approach that will be followed.

The Offeror must explain their proposed approach to ensure that this undertaking will be closely
coordinated with DMV representatives and how it will minimize disruption to DMV services.

d. Project Staffing Proposal

The Offeror must submit a comprehensive project staffing proposal that supports the proposed
Contractor work plan. The proposal must describe the proposed Contractor staffing necessary to
complete all tasks associated with the entire project including all project phases.

The project staffing proposal must include, but is not limited to:

1) The Offeror’s proposed staffing approach with adequate project staffing to include:

 A Contractor Project Manager available on-site at DMV throughout the duration of the project
until Final System Acceptance has been achieved.

 An appropriate level of Contractor technical and support staff necessary to complete all tasks
on schedule and satisfy the requirements of this project. Staffing is to be available on-site at
DMV throughout the duration of the project until Final System Acceptance has been
achieved.

 The anticipated DMV staffing requirements (i.e. number of people, type of people, estimated
number of hours needed, and when) that may be needed to meet the project requirements
and work plan associated with this RFP. DMV reserves the right to negotiate final project
staff provided by DMV.

2) The number of staff persons over what duration.

3) The proposed staffing levels which will be working on-site at DMV during each of the project

phases.

4) The specific skills and expertise that the individuals will bring to the project.

5) Any sub-contractors that the Offeror plans to use during the project, including the scope of their
work and their qualifications.

6) The Offeror’s plan for addressing skills and services that are not provided in this base staffing

assignment, how assignment of such staff will occur, how quickly the staff can be provided, and
what procedures must be followed by DMV and the Offeror’s project manager in acquiring such
additional staff.

7) The workspace requirements at the DMV Headquarters facility for the proposed level of

Contractor and DMV staff working on-site at DMV during each of the project phases.

8) The resume of the proposed Contractor project manager that includes summaries of similar
projects managed by that individual in the past. Summaries must describe the purpose/intent of
the project and the major accomplishments of the project manager towards achieving the project
goals. DMV reserves the right to interview the proposed project manager and either confirm the
recommendation or request an alternate project manager.

9) The resumes of all key Contractor project personnel being proposed to staff the project with an

overview of each person’s role and whether they will be assigned part time or full time to the

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Proposal Preparation and Submission Instructions

Virginia Department of Motor Vehicles

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project. Resumes must reflect qualifications and recent experience relevant to the scope of work
and areas of expertise required for this specific project. DMV reserves the right to interview all
key project personnel proposed by the Offeror and either confirm the recommendations or
request alternates.

5. Testing Approach

a. The Offeror must submit a detailed narrative describing the proposed testing approach that supports

the requirements described in the RFP.

6. Training and Transition Proposal

a. The Offeror must submit a comprehensive training proposal to include training for operational,
administrative, security, and technical staff.

The training proposal must include, but is not limited to:

 Method of training.

 Length of training (estimate number of hours for each type of employee).

 Facility requirements for training.

 Detailed outline and description of each training session.

 List of training materials and samples.

 Description of any self-guided training modules that may reside on the system.

b. The Offeror must submit a comprehensive transition and training plan for technical staff that will
adequately prepare them for ongoing CSI system maintenance and enhancements.

7. Post Implementation Support Proposal

a. The Offeror must submit a comprehensive narrative describing how the overall proposed CSI solution
provides for DMV to be self-sufficiency. The Offeror must describe how their solution provides for DMV
to manage, maintain, and enhance the various solution products proposed.

b. The Offeror must submit a comprehensive post implementation support proposal offering an optional

annual system support contract. The proposal must include varying levels of support.

c. The Offeror must describe the availability of source code to allow DMV to maintain the CSI solution after
Final Acceptance. The Offeror must state if source code is not available and if DMV cannot self
maintain the CSI solution.

8. Incentives or Inducements

Incentives are designed to motivate vendors to surpass specific requirements of the solicitation while
discouraging inefficiency and waste. The Offeror should submit a proposal describing any available
incentives, additional benefits, or rewards to DMV to encourage acceptance of their proposal. (Examples
of incentives may include additional warranties, services, rebates, royalties, training, support, etc.)

9. Offeror Information and Customer Reference

a. The Offeror must submit a narrative describing their ability to offer the long-term commitment and the

financial resources necessary to undertake the services required by this RFP. Based on past
performance and future prospects, the Offeror must describe why DMV can be confident of their firm’s
viability for the next 5 to 10 years. The Offeror must submit their most recent annual financial report. The

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Proposal Preparation and Submission Instructions

Virginia Department of Motor Vehicles

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Offeror must describe their capability to raise the necessary capital for the initial investments needed for
this project and include any pertinent independent financial ratings or endorsements of financial backing.

b. The Offeror must explain why their firm is particularly suited to fulfill the requirements of this RFP. The

Offeror must include their firm’s primary business, years of operation, number of employees, ownership
(public company, partnership, subsidiary, etc.), and years of providing systems development, integration,
and implementation services as requested in this RFP. The Offeror must provide background information
for any subcontracted firms as well.

c. The Offeror must describe the 4 most recent current and previous engagements (of a similar size, nature,

and complexity as defined by the RFP requirements) that they have performed within the last 5 years that
demonstrate your firm’s capability to perform the service required in this RFP. The Offeror must include
the following:

1) Contract duration, including dates.

2) Brief written description of the problem solved and the methodology employed.

3) A reference that can be contacted for verification of all data submitted (include name, title, company
name, address, email address, and telephone number).

4) Name, address and number of sub-contractors used, if any.

The Offeror must state if they have no such contracts to report.

The Offeror must use the attached customer reference form (see ATTACHMENT C) to report
information for each engagement.

d. DMV requires a certain level of experience and demonstrated success in delivering a system of

similar scope and complexity. Where it is stated that the Offeror shall meet the requirements it shall
be understood that the requirement is equally applied to the Offeror, its sub-Offeror and any other
third-party, which the Offeror intends to propose as part of their CSI solution response to this RFP.

The Offeror must provide evidence that they are experienced and have engaged in this activity for at
least 5 years, developing and implementing systems of a similar size and nature.

10. Response to Contractual Terms and Conditions

The Offeror must respond to each of the General and Special Terms and Conditions contained in

Sections VIII and IX of the RFP. For each term and condition, the Offeror must indicate whether they
fully accept or take exception. For each term and condition not fully accepted, the Offeror must indicate
the reason(s) for taking exception and provide suggested alternate wording.

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DMV CSI Systems Redesign Project

Section V

Evaluation and Award

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August 31, 2007

V. EVALUATION AND AWARD

A. EVALUATION

1. Evaluation Criteria

Proposals will be evaluated on a best value basis using the following criteria in order of decreasing
importance.

a. Satisfy Business Needs and Requirements
b. Satisfy Technical Needs and Requirements
c. Offeror Qualification and Support which includes:

 Project Management

 Data Conversion

 Testing

 Training and Transition

 Post Implementation Support

 Qualifications

 References

 Financial Condition

d.

Small Business Subcontracting Plan

e. Cost
f. Risk (defined below)
g. Incentives

Evaluation criteria, other than costs, are evaluated first. After rating the technical proposals, costs are
then considered against trade-offs such as satisfaction of requirements in the RFP, qualifications and
financial condition of the Offeror, risk and incentives.

Definition of Risk:

Risk Level Description

High Offeror’s proposal approach is likely to cause significant disruption of schedule, increase in
cost or degradation of performance and will require a high level of Contractor emphasis
and government monitoring to overcome difficulties.

Medium Offeror’s proposal approach is likely to cause a moderate disruption of schedule, increase
in cost, or degradation of performance and will require a medium level of Contractor
emphasis and government monitoring to overcome difficulties.

Low Offeror’s proposal approach is likely to cause minimal or no disruption of schedule,
increase in cost, or degradation of performance and will require a low level of Contractor
emphasis and government monitoring to overcome difficulties.

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Section V
Evaluation and Award

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2. Evaluation Method

Using the best value acquisition methodology, points are not assigned, however, the evaluation will be
adjectival and rated according to the following descriptions:

Rating Description

Exceptional
Proposal exceeds requirements and demonstrates an exceptional understanding of
goals and objectives of the procurement. One or more major strengths exist. No
significant weaknesses exist.

Acceptable
Offeror’s proposal demonstrates an acceptable understanding of goals and
objectives of the procurement. There may be strengths and weaknesses, however
strengths outweigh the weaknesses.

Marginal
Offeror’s proposal demonstrates a fair understanding of the goals and objectives of
the procurement. Weaknesses have been found that out balance any strengths that
exist. Weaknesses will be difficult to correct.

Unacceptable
Offeror’s proposal fails to meet an understanding of the goals and objectives of the
procurement. The proposal has one or more significant weaknesses that will be very
difficult to correct or are not correctable.

B. AWARD

1. Best Value Award

Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among

those submitting best value proposals on the basis of the evaluation factors included in this solicitation,
including price, if so stated. Negotiations shall be conducted with the Offerors whose proposals represent
the most advantageous and best offer. An award will be made on a best value basis to the Offeror which
represents the best overall combination of quality, price, and various elements of required goods and
services, as stated in this solicitation, and as determined by DMV, that in total are optimal relative to DMV
needs. The DMV may cancel this solicitation or reject proposals at any time prior to an award, and is not
required to furnish a statement of the reasons why a particular proposal was not deemed to be the most
advantageous (Code of Virginia, § 2.2-4359 D). The award document will be a contract incorporating by
reference all the requirements, terms and conditions of the solicitation and the offer as negotiated.

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DMV CSI Systems Redesign Project

Section VI

Reporting and Delivery Instructions

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August 31, 2007

VI. REPORTING AND DELIVERY INSTRUCTIONS

A. DOCUMENTATION

Documentation with sufficient detail, as determined by DMV, for each completed deliverable must be delivered
to DMV by the Contractor before acceptance will be granted. Documentation examples include, but are not
limited to:

 Detailed system design documentation and specifications resulting from the detailed design forum.

 Detailed technical architecture documentation including information and diagrams that show systems,
interfaces, and hardware and software architecture.

 A complete description of all proposed CSI solution components and instruction on its operation.

 A screen-oriented training manual that contains all the procedures necessary for the successful
operation and interaction with the system.

B. DELIVERABLES

The results of the detailed design forum will be considered the first deliverable.

Additional specific CSI components and deliverables will be based on the results of the detailed design forum.
Delivery of these components and deliverables will be based on the mutually agreed upon project plan produced
as a result of the detailed design forum.

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Section VII

Pre-Proposal Conference

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VII. PRE-PROPOSAL CONFERENCE

A. PRE-PROPOSAL CONFERENCE

1. An optional pre-proposal conference will be held at 10:00 a.m. local time, on Tuesday, October 2, 2007, at
the Department of Motor Vehicles, 2300 West Broad Street, seventh floor, room 702, Richmond, VA.

2. No one will be admitted after 10:10 a.m. local time. Visitors must check in at the security desk and be

escorted to the meeting.

3. Bring a copy of the solicitation with you. Any changes resulting from this conference will be issued in a
written addendum to the solicitation.

B. OFFEROR UNDERSTANDING OF REQUIREMENTS

1. It is the responsibility of the Offeror to inquire about and clarify any requirement of this RFP that is not
understood. No verbal inquiries will be accepted. The Commonwealth will not be bound by verbal
responses to questions. All inquiries concerning this RFP shall be submitted in writing to:

Department of Motor Vehicles
Contracts and Procurement Department
Attn: Nancy M. Davis, CPPB, CPPO, VCO

2300 West Broad Street, Room 319
Richmond, VA 23220

Email: nancy.davis@dmv.virginia.gov

DMV requires questions in electronic (MS Word) format via e-mail attachment.

No verbal inquiries will be accepted. From the date of issuance of this RFP until the selection of a
Contractor is announced, all questions concerning any part of this RFP shall be directed to Nancy M.
Davis. It is not permissible for any Offeror, or any entity working on behalf of an Offeror, to solicit
information from any other individual or government source (Federal or State) other than from the official
point of contact listed above. Any unauthorized solicitations for information that are reported are grounds
for disqualification of the Offeror’s proposal.

2. All written inquiries must be received by Wednesday, October 31, 2007 at 5:00 p.m. local time.

mailto:nancy.davis@dmv.virginia.gov

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Section VIII

General Terms and Conditions

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VIII. GENERAL TERMS AND CONDITIONS

A. REQUIRED GENERAL TERMS AND CONDITIONS

1. APPLICABLE LAWS AND COURTS – §2.2-4364(E): This solicitation and any resulting Contract shall be
governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto
shall be brought in the courts of the Commonwealth. The Contractor shall comply with all applicable federal,
state and local laws, rules and regulations.

2. ANTI-DISCRIMINATION – §2.2-4343(1)(E), §2.2-4310 and §2.2-4311: By submitting their proposals,
Offerors certify to the Commonwealth that they will conform to the provisions of the Federal Civil Rights Act of
1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where
applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2-4311 of the
Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization
shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the
Contract on the basis of the recipient’s religion, religious belief, refusal to participate in a religious practice, or
on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other
organizations that Contract with public bodies to account for the use of the funds provided; however, if the
faith-based organization segregates public funds into separate accounts, only the accounts and programs
funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

In every Contract over $10,000 the provisions in a. and b. below apply:

a. During the performance of the Contract, the Contractor agrees as follows:

1) The Contractor will not discriminate against any employee or applicant for employment because of
race, religion, color, sex, national origin, age, disability, status as a service disabled veteran, or any
other basis prohibited by state law relating to discrimination in employment, except where there is a
bona fide occupational qualification reasonably necessary to the normal operation of the Contractor.
The Contractor agrees to post in conspicuous places, available to employees and applicants for
employment, notices setting forth the provisions of this nondiscrimination clause.

2) The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the
Contractor, will state that such Contractor is an equal opportunity employer.

3) Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation

shall be deemed sufficient for the purpose of meeting these requirements.

b. The Contractor will include the provisions of 1) above in every subcontract or purchase order over

$10,000, so that the provisions will be binding upon each subcontractor or vendor.

3. ETHICS IN PUBLIC CONTRACTING – §2.2-4367: By submitting their proposals, Offerors certify that their
proposals are made without collusion or fraud and that they have not offered or received any kickbacks or
inducements from any other bidder, supplier, manufacturer or subcontractor in connection with their proposal,
and that they have not conferred on any public employee having official responsibility for this procurement
transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than
nominal value, present or promised, unless consideration of substantially equal or greater value was
exchanged.

4. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their proposals, Offerors certify that
they do not and will not during the performance of this Contract employ illegal alien workers or otherwise
violate the provisions of the federal Immigration Reform and Control Act of 1986.

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5. DEBARMENT STATUS – §2.2-4321: By submitting their proposals, Offerors certify that they are not currently
debarred by the Commonwealth of Virginia from submitting proposals on Contracts for the type of goods
and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so
debarred.

6. ANTITRUST: By entering into a Contract, the Contractor conveys, sells, assigns, and transfers to the
Commonwealth of Virginia all rights, title and interest in and to all causes of action it may now have or
hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to
the particular goods or services purchased or acquired by the Commonwealth of Virginia under said Contract.

7. PAYMENT – §2.2-4363 and §2.2-4354:
a. To Prime Contractor:

1) Invoices for items ordered, delivered and accepted shall be submitted by the Contractor directly to

the payment address shown on the purchase order/Contract. All invoices shall show the state
contract number and/or purchase order number; social security number (for individual Contractors) or
the federal employer identification number (for proprietorships, partnerships, and corporations).

2) Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30

days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for
payment in less than 30 days, however.

3) All goods or services provided under this Contract or purchase order, that are to be paid for with

public funds, shall be billed by the Contractor at the Contract price, regardless of which public agency
is being billed.

4) The following shall be deemed to be the date of payment: the date of postmark in all cases where

payment is made by mail, or the date of offset when offset proceedings have been instituted as
authorized under the Virginia Debt Collection Act.

5) Unreasonable Charges. Under certain emergency procurements and for most time and material

purchases, final job costs cannot be accurately determined at the time orders are placed. In such
cases, Contractors should be put on notice that final payment in full is contingent on a determination
of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable
will be researched and challenged, and that portion of the invoice held in abeyance until a settlement
can be reached. Upon determining that invoiced charges are not reasonable, the Commonwealth
shall promptly notify the Contractor, in writing, as to those charges which it considers unreasonable
and the basis for the determination. A Contractor may not institute legal action unless a settlement
cannot be reached within thirty (30) days of notification. The provisions of this section do not relieve
an agency of its prompt payment obligations with respect to those charges which are not in dispute
(Code of Virginia, § 2.2-4363).

b. To Subcontractors:

1) A Contractor awarded a Contract under this solicitation is hereby obligated:

(a) To pay the subcontractor(s) within seven (7) days of the Contractor’s receipt of payment from the

Commonwealth for the proportionate share of the payment received for work performed by the
subcontractor(s) under the Contract; or

(b) To notify the agency and the subcontractor(s), in writing, of the Contractor’s intention to withhold

payment and the reason.

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2) The Contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month
(unless otherwise provided under the terms of the Contract) on all amounts owed by the Contractor
that remain unpaid seven (7) days following receipt of payment from the Commonwealth, except for
amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is
deemed to be payment to the addressee. These provisions apply to each sub-tier Contractor
performing under the primary Contract. A Contractor’s obligation to pay an interest charge to a
subcontractor may not be construed to be an obligation of the Commonwealth.

c. Each prime Contractor who wins an award in which provision of a SWAM procurement plan is a condition

to the award, shall deliver to the contracting agency or institution, on or before request for final payment,
evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising
from subcontractor default) with the SWAM procurement plan. Final payment under the Contract in
question may be withheld until such certification is delivered and, if necessary, confirmed by the agency
or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

8. CHANGES TO THE CONTRACT: Changes can be made to the Contract in any of the following ways:

a. The parties may agree in writing to modify the scope of the Contract. An increase or decrease in the
price of the Contract resulting from such modification shall be agreed to by the parties as a part of their
written agreement to modify the scope of the Contract.

b. The DMV may order changes within the general scope of the Contract at any time by written notice to the

Contractor. Changes within the scope of the Contract include, but are not limited to, things such as
services to be performed, the method of packing or shipment, and the place of delivery or installation.
The Contractor shall comply with the notice upon receipt. The Contractor shall be compensated for any
additional costs incurred as the result of such order and shall give the DMV a credit for any savings. Said
compensation shall be determined by mutual agreement between the parties in writing.

9. LIMITATION ON MODIFICATIONS – §2.2-4309: This Contract maybe modified in accordance with §2.2-
4309 of the Code of Virginia. Such modification may only be made by the representatives authorized to do so.
No modifications to this Contract shall be effective unless it is in writing and signed by the duly authorized
representative of both parties. No term or provision hereof shall be deemed waived and no breach excused
unless such waiver or consent to breach is in writing. No fixed-price Contract may be increased by more than
twenty-five percent of the amount of the Contract or $50,000 whichever is greater, without the advance
written approval of the Governor of the Commonwealth of Virginia or his authorized designee.

10. INSURANCE – §2.2-4332 and §65.2-800 et seq.: By signing and submitting a proposal under this
solicitation, the Offeror certifies that if awarded the Contract, it will have the following insurance coverages at
the time the Contract is awarded. DMV shall be named as an additional insured. An endorsement to the
policy showing appropriate insurance coverage on the Commercial General Liability and Business Auto
Liability policies should be forwarded to the Contract Officer at the time of award.

The Offeror further certifies that the Contractor and any subcontractors will maintain these insurance
coverages during the entire term of the Contract and that all insurance coverages will be provided by
insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.
The total policy limits which are shown below are applicable to the contract.

MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED:

a. Workers’ Compensation – Statutory requirements and benefits. Coverage is compulsory for employers of

three or more employees, to include the employer. Contractors who fail to notify the Commonwealth of
increases in the number of employees that change their workers’ compensation requirements under the
Code of Virginia during the course of the Contract shall be in noncompliance with the Contract.

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Section VIII
General Terms and Conditions

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b. Employer’s Liability – $100,000.

c. Commercial General Liability – A minimum of $2,000,000 per occurrence and $5,000,000 general

aggregate. Commercial General Liability is to include bodily injury and property damage, personal injury
and advertising injury, products and completed operations coverage. The Commonwealth of Virginia must
be named as an additional insured and so endorsed on the policy.

Products and Completed Operations – $5,000,000 aggregate minimum.

d. Automobile Liability – $1,000,000 combined single limits. (Only if the Contractor is using company owned

vehicles in performance of the Contract.)

e. Errors and Omissions, also known as Directors and Officers Liability – A minimum of $5,000,000 in the
aggregate during each policy period.

11. ANNOUNCEMENT OF AWARD – §2.2-4300 et seq.: Upon the award or the announcement of the decision
to award a contract over $50,000, as a result of this solicitation, the DMV will publicly post such notice on the
DGS/DPS eVA web site (www.eva.virginia.gov) for a minimum of 10 days.

12. DRUG-FREE WORKPLACE – §2.2-4312: During the performance of this Contract, the Contractor agrees to:
(i) provide a drug-free workplace for the Contractor’s employees;
(ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying

employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a
controlled substance or marijuana is prohibited in the Contractor’s workplace and specifying the actions
that will be taken against employees for violations of such prohibition;

(iii) state in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the
Contractor maintains a drug-free workplace; and

(iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000,
so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in
connection with a specific Contract awarded to a Contractor, the employees of whom are prohibited from
engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled
substance or marijuana during the performance of the Contract.

13. NONDISCRIMINATION OF CONTRACTORS – §§ 2.2-4311, 2.2-4343.1(H): A Bidder, Offeror, or Contractor
shall not be discriminated against in the solicitation or award of this Contract because of race, religion, color,
sex, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law
relating to discrimination in employment or because the Bidder or Offeror employs ex-offenders unless the
state agency, department or institution has made a written determination that employing ex-offenders on the
specific Contract is not in its best interest. If the award of this Contract is made to a faith-based organization
and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this
Contract objects to the religious character of the faith-based organization from which the individual receives
or would receive the goods, services, or disbursements, the public body shall offer the individual, within a
reasonable period of time after the date of his objection, access to equivalent goods, services, or
disbursements from an alternative provider.

14. NONVISUAL ACCESS TO TECHNOLOGY and Section 508 Compliance: §2.2-3500 – §2.2-3504: All
information technology which, pursuant to this Agreement, is purchased or upgraded by or for the use of any
State agency or institution or political subdivision of the Commonwealth (the “Technology”) shall comply with
the following nonvisual access standards from the date of purchase or upgrade until the expiration of this
Agreement:

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DMV CSI Systems Redesign Project
Section VIII
General Terms and Conditions

Virginia Department of Motor Vehicles

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(i) Effective, interactive control and use of the Technology shall be readily achievable by nonvisual means;
(ii) The Technology equipped for nonvisual access shall be compatible with information technology used by

other individuals with whom any blind or visually impaired user of the Technology interacts;
(iii) Nonvisual access technology shall be integrated into any networks used to share communications among

employees, program participants or the public; and
(iv) The technology for nonvisual access shall have the capability of providing equivalent access by nonvisual

means to telecommunications or other interconnected network services used by persons who are not
blind or visually impaired.

Compliance with the foregoing nonvisual access standards shall not be required if the head of the using
agency, institution or political subdivision determines that (i) the Technology is not available with nonvisual
access because the essential elements of the Technology are visual and (ii) nonvisual equivalence is not
available.

Installation of products, software, or peripheral devices used for nonvisual access is not required when the
Technology is being used exclusively by individuals who are not blind or visually impaired, but applications
programs and underlying operating systems (including the format of the data) used for the manipulation and
presentation of information shall permit the installation and effective use of nonvisual access software and
peripheral devices.

If requested, the Contractor must provide a detailed explanation of how compliance with the foregoing
nonvisual access standards is achieved and a validation of concept demonstration. The requirements of this
Paragraph shall be construed to achieve full compliance with the Information Technology Access Act, 2.2-
3500 through 2.2-3504 of the Code of Virginia. “All information technology which, pursuant to this Agreement,
is purchased or upgraded by or for the use of any Commonwealth agency or institution or political subdivision
of the Commonwealth (the “Technology”) shall comply with Section 508 of the Rehabilitation Act (29 U.S.C.
794d), as amended.

If requested, the Contractor must provide a detailed explanation of how compliance with Section 508 of the
Rehabilitation Act is achieved and a validation of concept demonstration. The requirements of this Paragraph
along with the Non-Visual Access to Technology Clause shall be construed to achieve full compliance with
the Information Technology Access Act, §§2.2-3500 through 2.2-3504 of the Code of Virginia.”

15. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION – §2.2-4301: The eVA Internet electronic
procurement solution, website portal www.eVA.virginia.gov, streamlines and automates government
purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business
with state agencies and public bodies. All vendors desiring to provide goods and/or services to the
Commonwealth shall participate in the eVA Internet e-procurement solution either through the eVA Basic
Vendor Registration Service or eVA Premium Vendor Registration Service. All Bidders or Offerors must
register in eVA; failure to register will result in the bid/proposal being rejected.

a. eVA Basic Vendor Registration Service: $25 Annual Registration Fee plus the appropriate order
Transaction Fee specified below. eVA Basic Vendor Registration Service includes electronic order
receipt, vendor catalog posting, on-line registration, electronic bidding, and the ability to research
historical procurement data available in the eVA purchase transaction data warehouse.

b. eVA Premium Vendor Registration Service: $25 Annual Registration Fee plus the appropriate order

Transaction Fee specified below. eVA Premium Vendor Registration Service includes all benefits of the
eVA Basic Vendor Registration Service plus automatic email or fax notification of solicitations and
amendments.

c. For orders issued prior to August 16, 2006, the Vendor Transaction Fee is 1%, capped at a maximum of

$500 per order.

http://www.eva.virginia.gov/

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DMV CSI Systems Redesign Project
Section VIII
General Terms and Conditions

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d. For orders issued August 16, 2006 and after, the Vendor Transaction Fee is:

(i) DMBE-certified Small Businesses: 1%, capped at $500 per order.
(ii) Businesses that are not DMBE-certified Small Businesses: 1%, capped at $1,500 per order.

16. CLARIFICATION OF TERMS: If any prospective Offeror has questions about the specifications or other
solicitation documents, the prospective Offeror should contact the buyer whose name appears on the face of
the solicitation by the date indicated on the cover page of this solicitation. Any revisions to the solicitation will
be made only by addendum issued by the buyer.

17. QUALIFICATIONS OF OFFERORS: The Commonwealth may make such reasonable investigations as
deemed proper and necessary to determine the ability of the Offeror to perform the services/furnish the
goods and the Offeror shall furnish to the Commonwealth all such information and data for this purpose as
may be requested. The Commonwealth reserves the right to inspect Offerors physical facilities prior to award
to satisfy questions regarding the Offerors capabilities. The Commonwealth further reserves the right to
reject any proposal if the evidence submitted by, or investigations of, such Offeror fails to satisfy the
Commonwealth that such Offeror is properly qualified to carry out the obligations of the Contract and to
provide the services and/or furnish the goods contemplated therein.

18. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may
deem advisable to assure goods and services conform to the specifications.

19. ASSIGNMENT OF CONTRACT: A Contract shall not be assignable by the Contractor in whole or in part
without the written consent of the Commonwealth.

20. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the DMV shall be
bound hereunder only to the extent of the funds available or which may hereafter become available for the
purpose of this agreement.

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DMV CSI Systems Redesign Project

Section IX

Special Terms and Conditions

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August 31, 2007

IX. SPECIAL TERMS AND CONDITIONS

A. DMV REQUIRED SPECIAL TERMS AND CONDITIONS

1. PROPOSAL VALIDITY PERIOD: Any proposal in response to this solicitation shall be valid until awarded or
for 365 days from due date, whichever is less. At the end of the days the offer may be withdrawn at the
written request of the Offeror. If the offer is not withdrawn at that time it remains in effect until an award is
made or the solicitation is canceled.

2. INITIAL TERM: This Contract shall take effect on the date of its final award by DMV, and shall continue
through date of Final System Acceptance unless terminated prior to Final System Acceptance.

3. RENEWAL OF CONTRACT: Following the initial term, this Contract may be renewed annually by DMV, in its
sole discretion, under the terms and conditions of the original Contract for optional licensing, maintenance,
and/or support. Written notice of DMV’s intention to renew shall be given approximately 30 days prior to the
expiration date of each Contract period.

4. PRICE ESCALATION/DE-ESCALATION: If during any subsequent renewal periods, the Commonwealth
elects to exercise the option to renew the Contract, the Contractor may request a modification to the

Contract

price(s) for the subsequent renewal period which shall not exceed the Contract price(s) of the previous
renewal period increased/decreased by more than the percentage increase/decrease of the all Services
category of the CPI-W section of the Consumer Price Index of the United States Bureau of Labor Statistics
for the latest twelve months for which statistics are available or 3% whichever is less.

The Contractor shall request any Contract price modification not less than 30 days in advance of the

expiration of the previous Contract term. Any approved price changes will be effective only at the beginning
of the Contract term. The Contractor shall document the amount of any general change in the cost of labor
and provide that documentation to DMV with the Contractor’s request for any increase. The purchasing office
will notify the Contractor in writing of the effective date of any increase which it approves. However, the
Contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old
Contract prices. The Contractor is further advised that decreases which affect the cost of services are
required to be communicated immediately to the purchasing office.

5. CANCELLATION OF CONTRACT: DMV reserves the right to cancel and terminate any resulting Contract,
in part or in whole, without penalty, upon 60 days written notice to the Contractor. Any Contract cancellation
notice shall not relieve the Contractor of the obligation to deliver and/or perform on all outstanding orders
issued prior to the effective date of cancellation.

6. SMALL BUSINESS SUBCONTRACTING AND EVIDENCE OF COMPLIANCE: It is the goal of the
Commonwealth that 40% of its purchases be made from small businesses. This includes discretionary
spending in prime contracts and subcontracts. All potential Offerors are required to submit a

Small Business

Subcontracting Plan. Unless the Offeror is registered as a DMBE-certified small business and where it is
practicable for any portion of the awarded contract to be subcontracted, the Contractor is encouraged to offer
such subcontracting opportunities to DMBE-certified small businesses. This shall not exclude DMBE-certified
women-owned and minority-owned businesses when they have received DMBE small business certification.
No Offeror or subcontractor shall be considered a Small Business, a Women-Owned Business or a Minority-
Owned Business unless certified as such by the Department of Minority Business Enterprise (DMBE) by the
due date for receipt of bids or proposals. If small business subcontractors are used, the prime Contractor
agrees to report the use of small business subcontractors by providing the purchasing office at a minimum
the following information: name of small business with the DMBE certification number, phone number, total
dollar amount subcontracted, category type (small, women-owned, or minority-owned), and type of
product/service provided.

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7. CONFIDENTIALITY AND SECURITY OF AGENCY INFORMATION: The Contractor acknowledges and
agrees that information obtained and work performed under this DMV contract/order involves information that is
considered sensitive and requires use of sensitive and personal data and information contained in or derived
from DMV records that falls under one or more categories of information that is subject to protection from
disclosure and misuse, including but not limited to: personal information and highly restricted personal
information in connection with motor vehicle records under the Federal Drivers Privacy Protection Act, (18 USC
2721 et seq.); law enforcement sensitive data and information; the privacy act; personal, vehicle and driver
information as defined under and governed by the Code of Virginia, §46.2-208 et seq.; and personal information
as defined under and governed by the Virginia Government Data Collection and Dissemination Practices Act
(Code of Virginia, §2.2-3800 et seq.).

The Contractor, its officers, directors, employees and agents will hold information obtained from DMV records in
the strictest confidence and will collect, maintain and use such information and data in a secure manner and will
not, for any reason, disclose, sell, disseminate or distribute such information or data or provide access to such
information or data to any person other than those persons who need to access such information or data for
delivery of products or services hereunder. The Contractor shall take all precautions and measures necessary
to ensure the integrity, nondisclosure, confidentiality and protection of all data and information obtained from
DMV or derived therefrom, including but not limited to all original reporting forms and data in any other form. At
such time as the Contractor no longer has need or use for the information and data in order to satisfy its
obligations and performance under the Contract, shall destroy the information and data in a secure manner.

The Contractor shall, at all times, remain fully informed of and in compliance with all federal and state laws,
regulations, rules and guidance documents pertaining to the acquisition, maintenance, use and release of
information and data contained in or derived from DMV records, including but not limited to the federal and state
laws described herein, as well as COV ITRM Standard SEC501-01 the and the Data Protection Guideline
SEC507-00.

Prior to the commencement of any work for DMV, the Contractor shall declare in writing that it understands
that all data and information obtained from DMV or derived therefrom is sensitive and will be held in the
strictest confidence by Contractor, its officers, directors, agents, and employees and that Contractor, its
officers, directors, agents, and employees shall be governed by and comply with Federal and State laws
prohibiting the disclosure of information obtained or compiled during the course of their work for DMV.

The Contractor’s agents and employees, working in any phase of the project, shall be subject to DMV

security clearances or other security requirements imposed by the Commonwealth. In addition, all
individuals, employees, subcontractors, etc. working on any aspect of this Contract will be required to sign a
Nondisclosure and Confidentiality Agreement pre-approved by DMV. The Contractor shall forward all signed
agreements to DMV and certify that all individuals, employees, subcontractors, etc. have signed the
agreements. The Contractor shall require all individuals, employees, subcontractors, etc. to sign a new
agreement annually.

All source materials/data/information and resultant work products compiled or created and any information or

portion of information derived therefrom are the property of DMV and must not be used by the Contractor for
any purpose other than the purpose outlined by this agreement. Except as specifically authorized by the
Contract/order, the Contractor, its officers, directors, agents, and employees are prohibited from reproducing
DMV source media, written products, or any portion thereof.

The Contractor shall notify in writing, each of its officers, directors, agents, and employees having access to
DMV information that such information may be used only for the purpose and to the extent authorized in this
Contract.

The Contractor will ensure confidentiality of all DMV testing information provided to or obtained by the
Contractor, its agents or employees.

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The Contractor shall provide a security plan outlining the steps and methods taken to secure and protect the
information provided by DMV to address the following points:

i) IT Security POC information.
ii) Security of Files and/or Copies of Records (for Hardcopy).
iii) Security of on-line Computer Terminals (On-Line Users Only).
iv) Designation of Authorized Users/Assignment of Access Codes.
v) For automated interfaces/electronic transmission and storage of data, if applicable.
vi) Security of Records, Files, and Systems, use of encryption for transmission and storage.
vii) Names and addresses of data extraction method and software creators/vendors.
viii) Network Diagrams and descriptions of Data Extraction methods and software.
ix) Descriptions of system support processes including backup methods and frequencies.
x) Proposed Audit/Management Controls Over Access, Storage and Dissemination of Requested

Information.

The Contractor shall indemnify, defend, and hold harmless the Commonwealth, DMV, its officers, directors,

employees and agents (Commonwealth’s Indemnified Parties) from and against any and all third party claims,
demands, proceedings, suits and actions, including any related losses, obligations, liabilities, damages,
judgments, settlements and all related costs and expenses (including but not limited to reasonable attorneys’
fees and disbursements and costs of investigation, and litigation, interest and penalties), incurred by, borne
by, or asserted against any of the Commonwealth’s Indemnified Parties in connection with any action or
proceeding arising directly or indirectly from, or related in any way to unauthorized use or disclosure, whether
due to act or omission, by the Contractor, its agents, directors, officers or employees, of any data or
information obtained from DMV pursuant to this Contract, or derived therefrom.

In addition to any other remedy provided in this Contract, including but not limited to indemnification, DMV

may, in the event that the Contractor has not, or DMV reasonably suspects that the Contractor has not,
complied with the provisions of this section, deny and terminate the Contractor’s access to information and
data and retrieve all such information and data thus far provided to or obtained by the Contractor pursuant to
this Contract. In the event that denial and termination of Contractor’s access to information and/or data
prevents Contractor from satisfying its obligations under this Contract, Contractor shall be deemed to be in
breach/default of the Contract. Contractor also acknowledges that non-compliance with or violations of
federal and/or state law, regulations or guidelines relating to the dissemination, disclosure and use of
information obtained from the records of DMV, including but not limited to personal, vehicle and driver
information, may subject Contractor, its officers, directors, employees or agents to civil and criminal penalties.

8. STORAGE OF SENSITIVE DATA: Contractor shall store all data entered in a secure directory on a server
device (storage on portable or removable media is strictly prohibited) for a maximum of one year after the
expiration of the Contract. One year after the expiration of the Contract, or earlier if authorized by DMV,
Contractor shall purge all data from its computer systems and any other electronic media and submit written
notice to DMV acknowledging removal of the data.

9. SECURITY COMPLIANCE: The Contractor agrees to comply with all provisions of the then-current
Commonwealth of Virginia security procedures, published by the Virginia Information Technologies Agency
(VITA) and which may be found at (http://www.vita.virginia.gov/library/default.aspx?id=537#securitypsgs) or a
successor URL(s), as are pertinent to the Contractor’s operation. The Contractor further agrees to comply with
all provisions of agency’s then-current security procedures as are pertinent to the Contractor’s operation and
which have been supplied to the Contractor by agency. The Contractor shall also comply with all applicable
federal, state and local laws and regulations. For any individual agency location, security procedures may include
but not be limited to: background checks, records verification, photographing, and fingerprinting of the
Contractor’s employees or agents. The Contractor may, at any time, be required to execute and complete, for
each individual The Contractor employee or agent, additional forms which may include non-disclosure
agreements to be signed by the Contractor’s employees or agents acknowledging that all DMV information with

http://www.vita.virginia.gov/library/default.aspx?id=537#securitypsgs

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which such employees and agents come into contact while at the DMV site(s) is confidential and proprietary. Any
unauthorized release of proprietary information by the Contractor or an employee or agent of the Contractor shall
constitute a breach of this contract.

10. AUDIT: The Contractor shall retain all books, records, and other documents relative to this Contract for five
(5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. DMV, its
authorized agents, and/or state auditors shall have full access to and the right to examine any of said
materials during said period. DMV Internal Audit reserves the right to conduct an audit on a surprise basis.
Audits will be conducted during normal DMV business hours. The Contractor shall not have the right to audit
DMV records.

11. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of DMV. In
the event that the Contractor desires to subcontract some part of the work specified herein, the Contractor
shall furnish DMV the names, qualifications and experience of their proposed subcontractors. The Contractor
shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall
assure compliance with all requirements of the Contract.

12. PRIME CONTRACTOR RESPONSIBILITIES: The Contractor shall be responsible for completely
supervising and directing the work under this Contract and all subcontractors that he may utilize, using his
best skill and attention. Subcontractors who perform work under this Contract shall be responsible to the
prime Contractor.

The Contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of
persons employed by them as he is for the acts and omissions of his own employees.

13. PROJECT PERSONNEL: DMV reserves the right to request removal of any of the Contractor’s personnel or
sub-contractor’s when, in the opinion of the DMV Project Manager, the Contractor’s personnel are not
performing effectively. The Contractor shall acknowledge the request and within a reasonable time, provide a
replacement staff acceptable to DMV.

14. OFFEROR TRADE SECRETS/PROPRIETARY INFORMATION: The Contractor recognizes that DMV’s
records related to this Contract may be subject to public inspection, and it shall be the Contractor’s
responsibility to fully comply with § 2.2-4342F of the Code of Virginia. All trade secrets or proprietary
information must be identified in writing or other tangible form and conspicuously labeled as “proprietary”
either prior to or at the time of submission to DMV. DMV agrees that neither it nor its employees,
representatives, or agents shall knowingly divulge any proprietary information with respect to the operation of
the software, the technology embodied therein, or any other trade secret or proprietary information related
thereto, except as specifically authorized by the Contractor in writing or as required by the Freedom of
Information Act or similar law.

15. OWNERSHIP OF INTELLECTUAL PROPERTY: All copyright, patent rights and ownership rights, and/or
rights to resell or license all papers, reports, forms, materials, creations, deliverables, or inventions created or
developed in the performance of this Contract shall become the sole property of the Commonwealth. Upon
completion of the detailed design forum and/or Final System Acceptance, the Contractor shall promptly
provide an acknowledgment or assignment in a tangible form satisfactory to the Commonwealth to evidence
the Commonwealth’s sole ownership of all other specifically identified intellectual property created or
developed in the performance of the Contract.

16. PRODUCT INFORMATION: The Offeror shall clearly and specifically identify the products being offered and
enclose complete and detailed descriptive literature, catalog cuts and specifications with its proposal to
enable the Commonwealth to determine if the products offered meet the requirements of this solicitation.
Failure to do so may cause the proposal to be considered non-responsive.

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17. PRODUCT SUBSTITUTION: During the term of any Contract resulting from this solicitation, the Contractor
is not authorized to substitute any item for that product and/or software identified in the solicitation without the
prior written consent of DMV.

18. RIGHTS TO WORK PRODUCT: DMV is a state agency of the Commonwealth of Virginia and therefore all
rights in, title to, and ownership of Work Product shall vest with the Commonwealth, including the rights to
resell or license resulting Work Product. Work Product is defined as, “Inventions, combinations, machines,
methods, formulae, specifications, work plans, staffing plans, implementation approaches and plans, solution
approaches, all documentation created during, and results of, the detailed design forum, techniques,
processes, improvements, software designs, computer programs, strategies, specific computer-related know-
how, data and original works of authorship (collectively, the “Work Product”) discovered, created, or
developed by Contractor, or jointly by Contractor and DMV in the performance of this Contract or any order
issued hereunder. Work Product shall not include configuration of software.”

a. Work Product:
DMV and Contractor each acknowledge that performance of this Contract may result in Work Product. The
Parties shall document all Work Product specifications and such specifications shall be made an
incorporated exhibit to this Contract. Contractor agrees that it shall promptly and fully disclose to the
Commonwealth any and all Work Product generated, conceived, reduced to practice or learned by
Contractor or any of its employees, either solely or jointly with others, during the term or performance of this
Contract, which in any way relates to the business of the Commonwealth or DMV. Contractor further agrees
that neither Contractor nor Contractor’s employees, nor any party claiming through Contractor or
Contractor’s employees, shall, other than in the performance of this Contract, make use of or disclose to
others any proprietary information relating to the Work Product. All Services performed shall include delivery
of all source and object code and all executables and documentation for all Work Product. Contractor
agrees that a copy of the most recent source code shall be provided to the Commonwealth.

b. Ownership:
Contractor agrees that, whether or not the Services are considered “works made for hire” or an employment
to invent, all Work Product discovered, created or developed under this Contract shall be and remain the
sole property of the Commonwealth and its assigns. Except as specifically set forth in writing and signed by
both DMV and Contractor, or DMV and Contractor, Contractor agrees that the Commonwealth shall have all
rights with respect to any Work Product discovered, created or developed under this Contract without regard
to the origin of the Work Product.

If and to the extent that Contractor may, under applicable law, be entitled to claim any ownership interest in
the Work Product, Contractor hereby transfers, grants, conveys, assigns and relinquishes exclusively to the
Commonwealth any and all right, title and interest it now has or may hereafter acquire in and to the Work
Product under patent, copyright, trade secret and trademark law in perpetuity or for the longest period
otherwise permitted by law. If any moral rights are created, Contractor waives such rights in the Work
Product. Contractor further agrees as to the Work Product to assist the Commonwealth in every reasonable
way to obtain and, from time to time, enforce patents, copyrights, trade secrets and other rights and
protection relating to the Work Product, and to that end, Contractor and its employees shall execute all
documents for use in applying for and obtaining such patents, copyrights, and other rights and protection,
and in protecting trade secrets, with respect to such Work Product, as the Commonwealth may reasonably
request, together with any assignments thereof to the Commonwealth or entities designated by the
Commonwealth. Contractor’s and its employees’ obligations to assist the Commonwealth in obtaining and
enforcing such rights shall continue beyond the termination of this Contract.

The Contractor hereby agrees that, notwithstanding anything else in this Contract, in the event of any breach
of this Contract by DMV, the Contractor’s remedy shall not include any right to rescind, otherwise revoke, or
invalidate the provisions of this Section. Similarly, no termination of the Contract by DMV shall have the
effect of rescinding the provisions of this Section.

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c. Pre-existing Rights:
If and to the extent that any pre-existing rights are embodied or reflected in the work product, Contractor
hereby grants to the Commonwealth the irrevocable, perpetual, non-exclusive, worldwide, royalty-free right
and license to (i) use, execute, reproduce, display, perform, distribute copies of and prepare derivative
works based upon such pre-existing rights and any derivative works thereof and (ii) authorize others to do
any or all of the foregoing.

d. Return of Materials:
Upon termination of this Contract, Contractor shall immediately return to DMV all copies, in whatever form,
of any and all Confidential Information, Work Product and other properties provided by DMV, which are in
Contractor’s possession, custody or control.

e. Software and Deliverable Cure Period:
Contractor shall correct any non-conformities identified hereunder and shall thereafter re-submit such
previously non-conforming Software or Deliverable for re-testing within fifteen (15) days of written notice of
non-conformance, or as otherwise agreed between DMV and Contractor. In the event that Contractor fails
to deliver Software or a Deliverable which meets the Requirements, DMV may, in its sole discretion: (i) reject
the Software or Deliverable in its entirety and recover amounts previously paid hereunder; (ii) issue a “partial
Acceptance” of the Software or Deliverable with an equitable adjustment in the price to account for such
deficiency; or (iii) conditionally accept the applicable Software or Deliverable while reserving its right to
revoke Acceptance if timely correction is not forthcoming. Failure of the Software or a Deliverable to meet, in
all material respects, the specifications and performance standards after the second set of acceptance tests
shall constitute a default by Contractor. In the event of such default, DMV may, at its sole discretion,
terminate its order, in whole or in part, for the Solution to be provided thereunder by Contractor. Contractor
shall accept return of any products or Software provided to DMV, and Contractor shall refund any monies
paid by DMV pursuant to the order, or portion thereof terminated, the Solution contemplated under the order
being considered as a whole not as a sum of its parts. All costs of de-installation and return of product or
Software shall be borne by Contractor. This remedy is in addition to and not in lieu of any other remedies of
DMV set forth herein or available at law or in equity.

19. ACCEPTANCE: DMV will provide written confirmation of its acceptance following successful completion of
the detailed design forum and the development, installation, and testing of each milestone component, as
subsequently negotiated. Such acceptance shall not be conclusive of complete conformance in all respects
to the Contract specifications and other requirements, or the nonexistence of potential latent defects.

20. REPLACEMENT FOR FAILED COMPONENTS:

a. If the Contractor fails to meet the Contract requirements, DMV may require a replacement of the solution
or any solution component (to be provided by the Contractor) and/or may avail itself of the remedies for
default, breach, and/or liquidated damages. If a replacement is requested by DMV, such replacement
shall be of comparable quality and shall be furnished and installed by the Contractor within a DMV
specified schedule following the request for replacement, at no additional cost to DMV.

b. System Acceptance for each CSI solution component will be provided by DMV in writing upon successful
completion of testing and final acceptance periods. Such confirmation will not indicate complete
conformance in all respects to the Contract specifications and other requirements. Latent defects
discovered and reported to the Contractor shall be promptly remedied to the satisfaction of DMV.

c. The Contractor shall not be entitled to, and DMV will not pay, any charges, either beforehand or

retroactively, associated with the Contractors failure to satisfy any testing criteria, pass any test period,
and/or achieve final acceptance.

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21. CHARGES FOR TESTING NOT ALLOWED: The Contractor shall not be entitled to, and DMV will not pay,
any charges, either prior to or retroactively, associated with the Contractor’s failure to satisfy any testing
criteria, pass any test period and/or achieve final acceptance.

22. QUALIFIED REPAIR PERSONNEL: All warranty services to be performed on the items delivered in this
solicitation shall be performed by qualified technicians to perform such services. The Commonwealth
reserves the right to require proof of certification prior to award and at any time during the term of the
Contract.

23. ACCESSIBILITY: The Offeror certifies to the Commonwealth that the product(s) and/or services provided
pursuant to this Contract conform to all applicable Federal and State laws, regulations, rules and guidance
documents, (including but not limited to the Americans with Disabilities Act) which are applicable to the
Contractor and/or the Department of Motor Vehicles (in its capacity as an employer and/or as a state agency
providing products and services to the public) in the procurement and/or use of the products and/or services
provided pursuant to this Contract and in the provision of such products and/or services to the public. The
Contractor shall include this provision in every Contract or purchase order for subcontractors or vendors in
any way related to his Contract and/or the services and products provided hereunder, so that the provisions
will be binding upon each subcontractor or vendor.

24. ADVERTISING: In the event a Contract is awarded for products and/or services resulting from this Request
for Proposal, no indication of such sales or services to the Department of Motor Vehicles will be used in
product literature or advertising. The Contractor shall not state in any of its advertising or product literature
that the Commonwealth of Virginia or any agency or institution of the Commonwealth has purchased or uses
its products or services. In no event the Contractor shall use a proprietary mark of DMV without receiving the
prior written consent of the DMV Contract Officer.

25. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that DMV shall be
bound hereunder only to the extent of the funds available or which may hereafter become available for the
purpose of this agreement.

26. TERMINATION FOR CONVENIENCE OF THE COMMONWEALTH: The Contract may be terminated for
the convenience of the Commonwealth by delivering to the Contractor a notice of termination specifying the
extent to which performance under the purchase order or Contract is terminated, and the date of termination.
After receipt of a notice of termination, the Contractor must stop all work or deliveries under the purchase
order or Contract on the date and to the extent specified.

If the purchase order or Contract is for commercial items sold in substantial quantities to the general public

and no specific identifiable inventories were maintained exclusively for the Commonwealth’s use, no claims
will be accepted by the Commonwealth. Payment will be made for items shipped or services provided prior to
receipt of the termination notice, unless otherwise specified in the Contract.

If the purchase order or Contract is for items being produced exclusively for the use of the Commonwealth,

and raw materials or services must be secured by the Contractor from other sources, the Contractor shall
order no additional materials or services except as may be necessary for completion of any portion of the
work which was not terminated. The state may direct the delivery of the fabricated or non-fabricated parts,
work in process, completed work, supplies, and other material produced as a part of, or acquired in
connection with the performance of the work, or direct the Contractor to sell the same, subject to the state’s
approval as to price. The Contractor may, with the approval of the state, retain the same, and apply a credit
to the claim. The Contractor must complete performance on any part of the purchase order or Contract not
terminated.

The Contractor must submit any termination claim within 120 days after receipt of the notice of termination, or

such longer period as the state for good cause may allow. This claim will be in a form and with certifications

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prescribed by the purchasing office that issued the purchase order. The claim will be reviewed and forwarded
with appropriate recommendations to the requisitioning agency and/or the appropriate assistant attorney
general for disposition in accordance with the Code of Virginia, § 2.2-514. Termination for convenience
claims will be considered for only actual expenses incurred up to the time of termination.

27. CONTRACTOR’S TITLE TO MATERIALS: No materials or supplies for the work shall be purchased by the
Contractor or by any Subcontractor subject to any chattel mortgage or under a conditional sales or other
agreement by which an interest is retained by the seller. The Contractor warrants that he has clear title, or
has the authority from third parties to allow the transfer of title or license, to all materials, supplies and
deliverables for which he invoices for payment.

28. AVAILABILITY OF SOFTWARE: The Contractor represents and warrants that all Products (with the
exception of custom developed software) were formally announced for marketing purposes before execution
of a Contract or, in the case of subsequent Orders, before execution of such Orders.

29. INSPECTION/LATENT DEFECTS: All Products are subject to inspection and test. Products that do not
meet their published specifications or perform within the specifications of this RFP may be rejected. Failure
to reject, however, does not relieve the Contractor of liability for latent or hidden defects subsequently
revealed when goods are used after Final System Acceptance has occurred. If latent defects are found in
any products delivered under this Contract at any time during the term of the warranty and maintenance
period, the Contractor shall repair or replace the defective goods. This remedy shall be in addition to any
other remedies or obligations under this Contract or provided by law.

30. INFRINGEMENT ACTIONS:

a. Contractor, at its own expense, shall defend any suit brought against the Commonwealth for the
infringement of patents, copyrights or trade secrets protected by state or federal law if the claim of
infringement is alleged to relate to or arise from the Contractor’s or Commonwealth’s use of any software,
materials or information prepared or developed in connection with performance of the Contract. In such
suit, Contractor shall satisfy any final award for any infringement.

b. DMV shall notify the Contractor of such suit within a reasonable time after learning of it and shall give the

Contractor the full right and opportunity to conduct the defense of the suit, subject however to the
requirements of §2.1-127 of the Code of Virginia or any successor statute. If principles of governmental
or public law are involved, the Commonwealth may, at its option, participate in the defense of the suit.

c. The Contractor shall not be required to indemnify the Commonwealth against any claim of infringement

arising solely out of the Commonwealth’s own specifications or design or solely from the combination of
software furnished hereunder with any software not supplied by the Contractor.

d. If, in the Contractor’s opinion, any Product or Service is likely to or does become the subject of a claim of

infringement, Contractor may, at its option, provide non-infringing substitutes that are satisfactory to the
Commonwealth, or at Contractor’s option and expense, may obtain the right for the Commonwealth to
continue the use of such Product or Service.

e. If the use of such software, materials, or information by the Commonwealth is prevented by permanent

injunction or by Contractor’s failure to procure the right for the Commonwealth to continue using the
software, materials, or information, the Contractor agrees to take back the infringing software, materials
or information and refund the total amount the Commonwealth has paid Contractor under this Contract,
less one and one half (1 1/2) percent of the total paid for each month of use by the Commonwealth. This
obligation is in addition to the obligations cited in subparagraphs a. through d. of this Section entitled
“Infringement Actions.”

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31. ENGINEERING CHANGES: The Contractor may make engineering changes with the consent of DMV,
provided there is no additional charge for the change and DMV is able to schedule the change to avoid
material impact upon the daily operations of DMV.

32. OPERATIONAL RESTRICTIONS: The Contractor warrants that, except as specifically agreed in writing all
Products may be operated at any time for the convenience of DMV (exclusive of time required for preventive
maintenance, remedial maintenance and approved engineering changes). Without limiting the foregoing,
Contractor warrants that there are no restrictions as to consecutive hours or length of personnel shifts.

33. INDEMNIFICATION: Contractor agrees to indemnify, defend, and hold harmless the Commonwealth of
Virginia, its officers, agents, and employees from any claims, damages, and actions of any kind or nature,
whether at law or in equity, arising from or caused by the use of any materials, goods, or products/services of
any kind or nature furnished by the Contractor, provided that such liability is not attributable to the sole
negligence of the Commonwealth or to failure of the Commonwealth to use the materials, goods, or
products/services in the manner already and permanently described by the Contractor on the materials,
goods, or products/services delivered.

Contractor also agrees to indemnify, defend, and hold harmless the Commonwealth of Virginia, its officers,

agents, and employees from any claims, damages, actions or other costs and expenses of any kind or
nature, whether at law or in equity, arising from or caused in whole or in part by the non-compliance or non-
conformity of the products and services provided hereunder with any federal or state law, regulation, rule or
guidance document applicable to the Contractor and/or DMV.

Contractor further agrees to indemnify, defend, and hold harmless the Commonwealth of Virginia, its officers,
agents, and employees from any claims, damages, and actions of any kind or nature, whether at law or in
equity, arising from or caused in whole or part by the acts or omissions of Contractor, its agents, and/or
employees, related in any way to this Contract.

34. LIQUIDATED DAMAGES: In the event that Final System Acceptance is not achieved by the Contractor by
the date specified in the detailed design forum, there will be deducted, not as a penalty but as liquidated
damages, a per day amount as negotiated at the conclusion of the detailed design forum for each and every
calendar day of delay beyond the time specified, and will include total costs for all DMV resources impacted
by any project delay caused by the Contractor. If the delivery is delayed by any act, negligence, or default on
the part of the Commonwealth, public enemy, war, embargo, fire, or explosion not caused by the negligence
or intentional act of the Contractor or his supplier(s), or by riot, sabotage, or labor trouble that results from a
cause or causes entirely beyond the control or fault of the Contractor or his supplier(s), a reasonable
extension of time as deemed appropriate by DMV may be granted. Upon receipt of a written request and
justification for any extension from the Contractor, the DMV may extend the time for performance of the
Contract or delivery of goods herein specified, at the DMV’s sole discretion, for good cause shown.

35. PERFORMANCE BOND: A performance bond is a Contract of guarantee executed in the full sum of the
Contract amount subsequent to award by a successful Offeror to protect the Government from loss due to
the Contractor’s inability to complete the Contract in accordance with its terms and conditions. DMV may
require the successful Offeror to deliver to the purchasing office a Performance Bond in the sum of the
Contract amount with the Commonwealth of Virginia as obligee, conditioned upon the faithful performance of
the Contract in strict conformity with the plans, specifications, and conditions of the Contract. The surety shall
be a surety company or companies approved by the State Corporation Commission to transact business in
the Commonwealth of Virginia. No payment shall be due and payable to the Contractor, even if

the Contract

has been performed in whole or in part, until the bonds have been delivered to and approved by the
purchasing office. If required, the Contractor shall provide standard bond forms to the purchasing office prior
to or at the time of award.

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36. NOTICES: Any notice required or permitted to be given under this Contract shall be in writing and shall be
deemed to have been sufficiently given if delivered in person, or if deposited in the U.S. mails, postage
prepaid, for mailing by registered, certified mail, or overnight courier service addressed to the addresses
shown on the signature page. DMV or the Contractor may change its address for notice purposes by giving
the other notice of such change in accordance with this section.

37. NO WAIVER: Any failure to enforce any terms of this Contract shall not constitute a waiver.

38. HEADINGS: The paragraph headings are for convenience and in no way define, limit or enlarge the scope of
this Contract or any of its Sections.

39. SEVERABILITY: Invalidity of any term of this Contract, in whole or in part, shall not affect the validity of any
other term. DMV and the Contractor further agree that in the event such provision is an essential part of this
Contract, they shall immediately begin negotiations for a suitable replacement provision.

40. SURVIVAL: The provisions of this Contract regarding software license, rights to work product, warranty,
escrow, confidentiality, and liability and indemnification, and the general provisions shall survive the expiration
or termination of this Contract.

41. FORCE MAJEURE: No party shall be responsible for failure to meet its obligations under this Contract if the
failure arises from causes beyond the control and without the fault or negligence of the non-performing party.
If any performance date under this Contract is postponed or extended pursuant to this section for longer than
thirty (30) calendar days, DMV, by written notice given during the postponement or extension, may terminate
Contractor’s right to render further performance after the effective date of termination without liability for that
termination, and in addition DMV may terminate any order affected by such postponement or delay.

42. REMEDIES: The remedies set forth in this Contract are intended to be cumulative. In addition to any specific
remedy, DMV reserves any and all other remedies that may be available at law or in equity.

43. OFFERS OF EMPLOYMENT: During the first twelve (12) months of the Contract, should the Contractor or
any sub-Contractors under Contract with the Contractor, hire an employee of the DMV who has substantially
worked on the project covered by this Contract without prior written consent, the Contractor shall be billed for
fifty percent (50%) of the employee’s annual salary in effect at the time of termination.

44. BANKRUPTCY: If the Contractor becomes insolvent, takes any step leading to its cessation as a going
concern, fails to pay its debts as they become due, or ceases business operations continuously for longer
than fifteen (15) business days, then the DMV may immediately terminate this Contract, on notice to the
Contractor unless the Contractor immediately gives the DMV adequate assurance of the future performance
of this Contract or the applicable order. If bankruptcy proceedings are commenced with respect to the
Contractor, and if this Contract has not otherwise terminated, then the DMV may suspend all further
performance of this Contract until the Contractor assumes this Contract and provides adequate assurance of
performance thereof or rejects this Contract pursuant to section 365 of the bankruptcy code or any similar or
successor provision, it being agreed by the DMV and the Contractor that this is an executory Contract. Any
such suspension of further performance by the DMV pending the Contractor’s assumption or rejection shall
not be a breach of this Contract, and shall not affect the rights of the DMV to pursue or enforce any of its
rights under this Contract or otherwise.

45. RELATIONSHIP BETWEEN THE DMV AND CONTRACTOR: The Contractor has no authority to Contract for
the DMV or in any way to bind, to commit the DMV to any agreement of any kind, or to assume any liabilities
of any nature in the name of or on behalf of the DMV. Under no circumstances shall the Contractor, or any of
its employees, hold itself out as or be considered an agent or an employee of the DMV, and the DMV shall
have no duty to provide or maintain any insurance or other employee benefits on behalf of the Contractor or
its employees. The Contractor represents and warrants that it is an independent Contractor for purposes of

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federal, state and local employment taxes and agrees that the DMV is not responsible to collect or withhold
any federal, state or local employment taxes, including, but not limited to, income tax withholding and social
security contributions, for the Contractor. Any and all taxes, interest or penalties, including, but not limited to,
any federal, state or local withholding or employment taxes, imposed, assessed or levied as a result of this
Contract shall be paid or withheld by the Contractor or, if assessed against and paid by the DMV, shall be
reimbursed by the Contractor upon demand by the DMV.

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B. CONTRACT MANAGEMENT PROVISIONS

1. INTERPRETATION OF CONTRACT: As used in this Contract, “software” and “software product” shall
include all related materials and documentation, whether in machine-readable or printed form.

As used herein, the terms “product,” “solution,” or “system” shall include all products, software and any
materials or supporting documentation. Such documentation may include but is not limited to: users’ guides,
operations manuals with part lists, copies of all applicable warranties, and any other pertinent information
necessary for the proper operation and maintenance of the products being acquired.

Headings are for reference proposes only and shall not be considered in construing this Contract.

Nothing in this Contract shall be construed as an express or implied waiver of the Commonwealth’s sovereign
or Eleventh Amendment immunity, or as a pledge of its full faith and credit.

All time limits stated in this Contract, including but not limited to the time for completion of the work, are of the
essence of the Contract.

If any term or condition of this Contract is found to be illegal or unenforceable, it shall be severed,

and the validity of the remaining terms and conditions shall not be affected.

2. BREACH OF CONTRACT/DEFAULT: The Contractor shall be deemed in breach/default of this Contract
including but not limited to the following:

a. the Contractor fails to make any Product or Service ready for any stage of the System Acceptance Period

by the specified dates or within the time periods specified;
b. the Contractor fails to complete any stage of system acceptance by the specified dates or within the time

periods specified;
c. the systems fail to achieve final acceptance within the period specified;
d. the Contractor fails to respond to requests for maintenance or other required service within the time limits

set forth;
e. the Contractor and/or the solutions fails to comply with any other term of this Contract and the Contractor

fails to cure such noncompliance within ten days (or such greater period as is acceptable to DMV)
following Contractor’s receipt of a Cure Notice identifying such noncompliance;

f. fails to provide a written response to DMV’s Cure Notice within ten days after receiving same; or
g. is found by a court of competent jurisdiction to be in violation of or to have violated 31 USC 1352.

The Contractor shall not be in breach/default of this Contract if its failure to perform was due to causes
beyond the reasonable control of, and occurred without any fault or negligence on the part of, both the
Contractor and its subcontractors. Such causes may include, but are not restricted to, acts of God or of the
public enemy, acts of the Commonwealth in its sovereign or contractual capacity, fires, floods, epidemics,
quarantine restrictions, strikes, freight embargoes, and unusually severe weather.

In the event of breach/default, in addition to any other remedies provided under this Contract or by law, DMV
may cancel its obligations with respect to any or all unaccepted Products or Services. All costs for de-
installation and return of Products shall be borne by the Contractor. DMV’s right of cancellation under this
paragraph shall be in addition to any other remedy which DMV may have under this Contract for default
and/or breach, including liquidated damages. In no event shall any failure by DMV to exercise any remedy
available to it be construed as a waiver of or consent to any breach.

3. ORDERING OPTION: At any time during the term of this Contract, DMV may purchase additional items or
features under this Contract by sending the Contractor a written Order to that effect, signed by a duly
authorized purchasing official of DMV. DMV may also purchase up to an additional 100% of the goods or

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services originally purchased, including all software and related services, at any time during the term of this
Contract. The purchase price shall be the lower of the unit cost identified in the pricing schedule of this
Contract or the Contractor’s then-current, published price. The foregoing shall not apply to services provided
to DMV at no charge. The delivery schedule for any items added by exercise of this option shall be set by
mutual agreement.

4. CONTRACTUAL CLAIMS AND DISPUTE RESOLUTION: In accordance with §2.2-4363 of the Code of
Virginia, as amended, contractual claims, whether for money or other relief, shall be submitted in writing to
DMV no later than sixty days after final payment; however, written notice of the Contractor’s intention to file
such claim must be given to DMV at the time of the occurrence or beginning of the work upon which the claim
is based. Pendency of claims shall not delay payment of amounts agreed due in the final payment. DMV
shall render a final decision in writing within thirty days after its receipt of the Contractor’s written claim.

The Contractor may not invoke administrative procedures under §2.2-4365, nor institute legal action as

provided in §2.2-4364, prior to receipt of DMV’s decision on the claim, unless DMV fails to render its decision
within thirty days. The decision of DMV shall be final and conclusive unless the Contractor, within six months
of the date of the final decision on the claim, invokes appropriate action under §2.2-4364 or §2.2-4365 of the
Code of Virginia, as amended.

A Contractor may bring an action involving a Contract dispute with a public body in the appropriate circuit
court. A Contractor may use administrative procedures meeting the standards of § 2.2-4365, if available, but
if those procedures are invoked, the procedures shall be exhausted prior to instituting legal action concerning
the same procurement transaction unless the DMV agrees otherwise.

In the event of any breach by DMV, the Contractor’s remedies shall be limited to claims for damages and
Prompt Payment Act interest. In no event shall the Contractor’s remedies include the right to terminate any
license or support services hereunder. Nothing herein shall be construed to prevent DMV from instituting
legal action against the Contractor.

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C. SOFTWARE PROVISIONS

1. LATEST SOFTWARE VERSION: Any software product(s) provided under the Contract shall be the latest
version available to the general public as of the due date of this solicitation.

2. TERM OF SOFTWARE LICENSE: Unless otherwise agreed to in writing among the parties, all licenses
granted under this Contract shall be purchased on a fully paid, perpetual, worldwide, nonexclusive,
transferable, irrevocable object code license basis and shall commence upon the acceptance of the Software
Products by DMV. However, DMV reserves the right to terminate the license at any time. All licenses granted
to the Commonwealth are for use of the Software Products at any of the Commonwealth’s computing
facilities, on any equipment, by any number of users, and for any purposes for which it is acquired. The
Commonwealth further reserves the right to transfer all rights under the license to another state agency to
which some or all of its functions are transferred. This license is perpetual and in no event shall Contractor’s
remedies for any breach of this Contract include the right to terminate any license or support services
hereunder.

3. LIMITATION OF USE: The Commonwealth’s right to use computer software developed entirely at private
expense may be limited by the Contractor as stipulated in this Contract. Notwithstanding any provision to the
contrary however, the Commonwealth shall have at a minimum: unlimited use of the software on the
equipment for which it is purchased; use of the software on a secondary system for backup purposes should
the primary system become unavailable, malfunction, or is otherwise rendered inoperable; use of the
software at another Commonwealth site should the system be entirely transferred to that location; the right to
make a backup copy for safekeeping; the right to modify or combine the software with other programs or
materials at the Commonwealth’s risk; and the right to reproduce any and all documentation provided such
reproduction is for the sole use of the Commonwealth. These rights are perpetual and irrevocable; in the
event of any actual or alleged breach by the Commonwealth, the Contractor’s sole remedy shall be to pursue
a monetary claim in accordance with § 2.2-4363 of the Code of Virginia.

4. SOFTWARE UPGRADES: The Commonwealth shall be entitled to any and all upgraded versions of the
software covered in the Contract that becomes available from the Contractor. The maximum charge for
upgrade shall not exceed the total difference between the cost of the Commonwealth’s current version and
the price the Contractor sells or licenses the upgraded software under similar circumstances.

5. SOURCE CODE: In the event the Contractor ceases to maintain experienced staff and the resources
needed to provide required software maintenance, the Commonwealth shall be entitled to have, use, and
duplicate for its own use, a copy of the source code and associated documentation for the software products
covered by the Contract. Until such time as a complete copy of such material is provided, the
Commonwealth shall have exclusive right to possess all physical embodiments of such Contractor owned
materials. The rights of the Commonwealth in this respect shall survive for a period of twenty (20) years after
the expiration or termination of the Contract. All lease and royalty fees necessary to support this right are
included in the initial license fee as contained in the pricing schedule.

6. THIRD PARTY ACQUISITION OF SOFTWARE OR OTHER ASSETS: The Contractor shall notify DMV in
writing should the intellectual property, associated business, or all of its assets be acquired by a third party.
The Contractor further agrees that the Contract’s terms and conditions, including any and all license rights
and related services, shall not be affected by the acquisition. Prior to completion of the acquisition, the
Contractor shall obtain, for the Commonwealth’s benefit and deliver thereto, the assignee’s agreement to fully
honor the terms of the Contract.

7. TITLE TO SOFTWARE: By submitting a proposal, the offeror represents and warrants that it is the sole
owner of the software or, if not the owner, that it has received all legally required authorizations from the
owner to license the software, has the full power to grant the rights required by this solicitation, and that

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neither the software nor its use in accordance with the Contract will violate or infringe upon any patent,
copyright, trade secret, or any other property rights of another person or organization.

8. SOFTWARE LICENSE: DMV will consider Contractor-provided language only when Contractor is a reseller of
the software and the software publisher requires an end user license agreement (EULA). In such case,
Contractor is advised that DMV will require an addendum to such EULA to address terms and conditions in such
EULA with which DMV, as a government entity, by law or by policy, cannot agree. DMV is a state agency of the
Commonwealth of Virginia and therefore any license shall be held by the Commonwealth.

a. License Grant:

1) License Grant Option 1 – Software licensed by Contractor: Contractor grants to the
Commonwealth a fully paid, perpetual, worldwide, nonexclusive, transferable, irrevocable object code
license to use, copy, modify, transmit and distribute the Software and Documentation including any
subsequent revisions, in accordance with the terms and conditions set forth herein and subject only
to the limitations and/or restrictions explicitly set forth in this Contract. It is expressly understood that
“perpetual” license rights shall commence upon delivery of the Software to DMV and shall exist in
perpetuity unless otherwise terminated in accordance with the applicable provisions of the Contract.
The Software is the property of Contractor, and no title or ownership of the Software or any of its
parts, including Documentation, shall transfer to the Commonwealth.

The Commonwealth shall have the right to use, copy, modify, transmit and distribute the Software for
their benefit, for government use and purposes, and for the benefit of their Agents, including internal
and third-party information processing.

The Commonwealth may allow access to the Software by third party vendors who are under Contract
with DMV to provide services to or on behalf of DMV, or by other entities as required for conducting
the business of government. Access includes loading or executing the Software on behalf of DMV or
its Agents.

The license fee includes a test system copy, which consists of the right to use the Software for non-
production test purposes, including but not limited to, problem/defect identification, remediation, and
resolution, debugging, new version evaluation, Software interface testing, and disaster recovery
technique analysis and implementation.

In the event that all of DMV’s copies of the Software, including all backup copies, are destroyed,
irreparably damaged or otherwise lost due to fire, explosion, sabotage, flood or other disaster,
Contractor shall provide to DMV, at no additional cost, replacement copies of the Software and
Documentation. Nothing contained in this Section shall obligate Contractor to replace or assist in the
recovery of data lost concurrent with the loss of the Software.

DMV may make a reasonable number of copies of the Software and Documentation for use in
training, support, demonstrations, backup, archiving, disaster recovery and development, and may
run the Software concurrently at a back-up site, for no additional license fees or costs. DMV agrees
that any copies of the Software or Documentation that it makes under this Contract shall bear all
copyright, trademark and other proprietary notices included therein by Contractor. DMV may add its
own copyright or other proprietary notice, or copyright or other proprietary notice of the
Commonwealth, to any copy of the Software or Documentation, which contains modifications to
which the Commonwealth has ownership rights pursuant to this Contract.

Except as expressly authorized, DMV shall not distribute the Software to any third party without
Contractor’s prior written consent.

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Except as provided or allowed by law, no Party shall reverse engineer, decompile, disassemble, or
otherwise attempt to derive source code or other trade secrets from any software or other intellectual
property of any other Party.

2) License Grant Option 2 – Software licensed by Software Publisher: Contractor shall provide
Software as part of its Solution. Such Software is licensed directly from the Software Publisher through
the end user licensing agreement (EULA).

Nothing contained herein shall be construed to restrict or limit the rights of the Commonwealth or DMV to
use any technical data, which the Commonwealth may already possess or acquire under proper
authorization from other sources.

b. License Type:

All licenses granted, regardless of the type, include all uses set forth above. License type(s) is/are TBD
based on Contractor’s licensing model(s).

c. No Subsequent, Unilateral Modification of Terms by Contractor (“Shrink Wrap”):

Notwithstanding any other provision or other unilateral license terms which may be issued by Contractor
after the effective date of this Contract, and irrespective of whether any such provisions have been proposed
prior to or after the issuance of an order for a Solution, the components of which are licensed under this
Contract, or the fact that such other agreement may be affixed to or accompany Software upon delivery
(“shrink wrap”), the terms and conditions set forth herein shall supersede and govern licensing and delivery
of all products and services hereunder.

9. MALICIOUS CODE: The Contractor has used its best efforts through quality assurance procedures to ensure
that there are no computer viruses or undocumented features in the solution at the time of delivery to agency.
The Contractor warrants that the solution does not contain any embedded device or code (e.g., time bomb)
that is intended to obstruct or prevent DMV’s use of the solution. Notwithstanding any rights granted under
this Contract or at law, the Contractor hereby waives under any and all circumstances any right it may have or
may hereafter have to exercise electronic self-help. The Contractor agrees that the DMV may pursue all
remedies provided under law in the event of a breach or threatened breach of this section, including injunctive
or other equitable relief. Electronic self-help means, any use of electronic means to exercise Contractor’s
license termination rights, if allowable pursuant to the software license section of this Contract, upon breach
or cancellation, termination or expiration of this Contract or any order placed hereunder.

10. OPEN SOURCE: The Contractor will notify DMV if the solution contains any open source code and identify
the specific open source license that applies to any embedded code dependent on open source code,
provided by the Contractor under the Contract.

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D. WARRANTY PROVISIONS

1. WARRANTY OF SOLUTION: Purchase of components and software listed herein and the solution in
general from the Contractor are to accomplish the task of redesign of DMV’s automated systems including all
necessary software, design, development, customization, installation, training, personnel, supplies, and
maintenance. Contractor guarantees that the purchase of these components and solution generally will
accomplish a complete and workable solution. If, however, additional components are required to affect a
complete solution Contractor shall furnish and install all additional components without additional charge to
the Commonwealth.

2. DOWNTIME: Any component of the system is considered to be “down” if it is unavailable during the normally
scheduled hours of availability by DMV.

Downtime shall commence when the Commonwealth reports the malfunction to the Contractor at its

designated contact point, and shall end when the malfunctioning component(s) becomes available for
operational use.

3. SERVICE REPORTS: Upon completion of any maintenance call, the Contractor shall provide DMV with a
signed service report that includes, at a minimum: a general statement as to the problem, action taken, and
the number of hours required to complete the repairs.

4. WARRANTY OF SOFTWARE: Beginning on the date of Contract award, through the entire term of the
Contract, the Contractor warrants that all Software products provided and/or developed under this Contract
shall operate in accordance with the requirements and specifications set forth in this Contract. Service
necessary to maintain operation of the Software Products shall be performed by the Contractor and shall
include, but not be limited to, toll-free phone support, detection and correction of errors, updating all Software
Products to operate with all updated or revised versions of the operating systems on which the Software
Product is operating on, and all patches, fixes, revisions, updates, upgrades, and minor releases to all
software and supporting documentation. DMV shall not bear any additional cost for maintenance or
replacement of Software Product.

5. WARRANTY AGAINST SHUTDOWN DEVICES: The Contractor warrants that the software provided under
the Contract shall not contain any lock, counter, CPU reference, virus, worm, or other device capable of
halting operations or erasing or altering data or programs. Contractor further warrants that neither it, nor its
agents, employees, or subcontractors shall insert any shutdown device following delivery of the software.

6. KNOWN DEFECTS: Promptly notify DMV in writing of any defects or malfunctions in the solution or
documentation of which it learns from any source other than the DMV, correct any such defects or
malfunctions or provide a work around until corrected, within 5 days of the Contractor’s knowledge of such
defect or malfunction and provide the DMV with corrected copies of same.

7. NEW RELEASES: Provide to agency no later than the first day of general release, copies of the software
and documentation revised to reflect any enhancements, including all new releases, upgrades, and access
modes, to the software made by the Contractor, including, without limitation, modifications to the software
which can increase the speed, efficiency or base of operation of the software or add additional capabilities to
or otherwise improve the functionality of the software.

8. SOFTWARE EVOLUTION: Should the Contractor or software publisher merge or splinter the software
previously provided to agency, such action on the part of the Contractor or software publisher shall not in any
way result in agency being charged additional license or support fees in order to receive enhancements,
releases, upgrade or support for the software.

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If the Contractor or software publisher reduces or replaces functionality contained in a licensed software
product and provides the same or substantially similar functionality as or within a separate or renamed
software product, then the Commonwealth shall be entitled to license such software product at no additional
license or maintenance fee, and subject to the terms and conditions herein.

If the Contractor or software publisher releases an option, future software product or other release that has
substantially the same functionality as the software products provided under this Contract, and software
publisher and/or the Contractor ceases to provide maintenance for the older software product, then the
Contractor shall offer the Commonwealth the option to exchange licenses for such replacement software
product or function at no additional charge.

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E. SITE, DELIVERY, AND INSTALLATION PROVISIONS

1. DELIVERY AND INSTALLATION: Delivery of all products and services shall be in accordance with the
requirements of this solicitation and according to a negotiated schedule acceptable to the Commonwealth.
All items must be implemented by Contractor, ready for use.

2. WORK SITE DAMAGES: Any damage from work performed by the Contractor or any subcontractors under
this Contract shall be repaired to original condition and to the Commonwealth’s satisfaction at the
Contractor’s expense.

3. CONTRACTOR PROPERTY DAMAGE: The Contractor shall be entirely responsible for any loss or damage
to his/her own materials, supplies, and equipment, and to the personal property of his/her employees while
they are maintained on the work site.

4. DELIVERY DATE: Unless otherwise agreed to by DMV in writing, the Contractor shall deliver the
System/Products, ready for testing, in accordance with the delivery dates specified at the conclusion of the
detailed design forum, or by the required delivery date specified on any future order by DMV referencing this
Contract.

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Section X

Method of Payment

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X. METHOD OF PAYMENT

A. INVOICES

Invoices shall be rendered promptly after all products and services covered by the invoice have achieved final
acceptance. No invoice may include any costs other than those identified in the pricing schedule or an
executed change order by DMV referencing this Contract. Invoices shall provide at a minimum:

 Type and description of the product or service;

 Serial number, if any;

 Charge for each item;

 This Contract number or order number; and

 Contractor’s Federal Identification Number (FIN).

B. PAYMENT

Payment will be based on the deliverables of the Contract as shown in the Offeror’s cost proposal or as
subsequently negotiated and agreed upon by DMV in writing by the Contracts and Procurement Office.
Payment will be made within 30 days of receipt of a proper invoice for each CSI component achieving final
acceptance.

C. PURCHASE ORDERS

It is anticipated that the Contract will result in 1 purchase order representing the detailed design forum effort
and approximately 8 purchase orders which will be based upon each deliverable resulting from the design
forum. An eVA transaction fee will be assessed for each order, capped at $1,500 per order, unless
subsequently modified by the eVA Business Plan. See Special Term and Condition, eVA Business-To-
Government Contracts and Orders.

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Section XI

Pricing Schedule

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XI. PRICING SCHEDULE

A. COST PROPOSAL

The Offeror should submit a cost proposal which includes the format shown in Cost Matrices 1, 2, and 3 with

their proposal.

The Offeror should complete each cost matrix based on their specific proposal including detailed breakdowns
of each item, detailed descriptions, and detailed cost breakdowns.

The Offeror should use each matrix as a guide only and must add additional details and items based on their
proposal.

1.

Cost Matrix 1

Use Cost Matrix 1 for proposing base solution costs. The Offeror must submit a base solution cost proposal

based on their total solution including the detailed design forum and all resulting products, software,
development, customization, personnel, installation, maintenance, training, services, supplies, and
requirements defined in this Request for Proposals. Total solution components must be broken down and
identified in detail in Cost Matrix 1.

2. Cost Matrix 2

Use Cost Matrix 2 for proposing costs related to optional and desirable features. The Offeror must submit

their costs for any additional optional and/or desirable features proposed (i.e. optional post implementation
support).

3.

Cost Matrix 3

Use Cost Matrix 3 for proposing costs related to additional purchases, routine maintenance tasks, and

human resource hourly rates. DMV reserves the right to purchase additional products, software,
enhancements, installation, maintenance, services, supplies, etc. at any time during the term of the contract.

The Offeror must provide cost quotes for any routine maintenance tasks. The costs quoted must be “not to
exceed” costs.

The Offeror must identify all the various hourly rates for the various personnel that will be assigned to
perform the duties related to this contract. Should it be later determined by DMV, at any time during the
term of the contract, that some additional work or service is required by the Contractor which was omitted
from the broad intentions outlined within this RFP, the hourly rates identified in response to this
paragraph will be the basis on which DMV will be charged for such work, if determined necessary, unless
otherwise quoted separately within the cost proposal.

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Section XI
Pricing Schedule
Cost Matrix 1

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COST MATRIX 1 – Base Solution Costs

Description Qty Unit Cost Total Cost

TOTAL COST

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Pricing Schedule

Cost Matrix 2

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COST MATRIX 2 – Optional and Desirable Features

Description Qty Unit Cost

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Pricing Schedule
Cost Matrix 3

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COST MATRIX 3 – Additional Purchases and Human Resource Hourly Rates

Description Qty Unit Cost Total Cost

ADDITIONAL PURCHASES

HUMAN RESOURCE HOURLY RATES

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ATTACHMENT A

Anticipated System Replacements

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ANTICIPATED SYSTEM REPLACEMENTS

DMV anticipates that the CSI Systems Redesign effort will replace many disparate systems that currently run
independently and on multiple and diverse platforms. The systems that could be replaced by the CSI effort
include, but are not limited to:

Access Databases
ACH (Automated Clearing House)
ARB (Accounts Receivable Billing)
AVH (Abandoned Vehicles)
Citation Tracking System
CSCnet
CSS Driver
CSS Electronic Forms
CSS Fiscal
CSS Vehicle
Dealer/Salesman Licensing
Dyed Fuel System
Fuels Tax (including Motor Fuel Tracking System)
Fuels Tax Refund System
Grants Management
IFTA Transmittal Tracking System
Intrastate Operating Authority (including Unified Carrier Registration System)
KIES (Key Indicators Evaluation System)
LAP (License Agent Payments)
MCSC Truck Weigh System
Rental Tax
Revenue Refunds (Revenue/Fuel Tax Refunds)
RTC (Returned Checks)
VISTA/RS (IRP)
VISTA/TS (IFTA)

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Attachment B

DMV Business Profile

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FY 2004 FY 2005 FY 2006

Revenues

Gross Revenues Collected $2,121,145,127 $2,165,233,772 $2,193,544,847

Net Revenues Collected (1) $1,970,671,581 $1,994,846,650 $2,014,333,484

Customer Base

Number of Licensed Drivers (2) 5,112,523 5,178,156 5,210,685

Number of Registered Vehicles (3) 6,969,547 7,174,480 7,354,247

Total Driver and Vehicle 12,082,070 12,352,636 12,564,932

Expenditures

DMV’s Operating Budget (4) $165,274,594 $165,271,505 $183,215,730

Cost per Client Served (5) $3.81 $3.66 $3.85

Operations

FTE’s (Full-Time Employees) 1,853 1,852 1,862

Customer Service Centers (CSCs) 73 73 73

DMV Selects 34 35 40

Satellite Offices 1 1 1

Weigh Station: Fixed 13 13 13

Weigh Station: Mobile 12 12 12

IRIS (Infrared Inspection Systems) 4 4 4

Annual Transaction Processing Volumes

Driver Licensing

Total Driver Licensing Transactions (6) 2,117,343 2,123,065 2,112,292

Commercial Drivers Licenses 65,165 67,931 68,762

VASAP Program Clients 17,276 17,268 17,207

Reinstatements 215,756 232,256 231,302

Uninsured Motorist Transactions 34,515 39,899 41,330

Vehicle Registrations and Titling

Base Registrations 6,254,631 6,204,102 6,342,101

Two-Year Vehicle Registrations 955,629 966,819 1,062,282

Single-Year Vehicle Registrations 5,299,002 5,237,283 5,279,819

Registration Transfers 528,528 518,369 488,804

Total Vehicle Registration Transactions 6,783,159 6,722,471 6,830,905

Vehicle Title Transactions 2,638,512 2,639,469 2,609,679

Vehicle Renewals

Total Renewals 4,521,500 4,548,576 4,685,339

CSC Renewals 1,663,012 1,635,689 1,628,955

Alternative Services 2,858,488 2,912,887 3,056,384

% of customers renewing by mail 43.1% 40.7% 40.4%

% of customers renewing by Internet 13.1% 16.3% 17.8%

% of customers renewing by DMV Select 3.9% 4.0% 4.4%

% of customers renewing by touch-tone 2.5% 2.4% 2.2%

Motor Carrier

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Attachment B
DMV Business Profile

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IFTA Tax Credential Transactions 8,080 10,355 10,364

IRP Vehicle Registration Transactions 40,218 43,404 44,932

Liquidated Damages Citations Established 56,789 58,361 57,191

Liquidated Damages Revenues Collected 9,442,971 10,692,099 9,750,924

Number of Trucks Weighed 16,241,977 17,790,563 17,862,857

Dealer Activity

Dealer Licenses 5,190 4,805 4,964

Salesperson Licenses 23,850 24,281 24,202

License Plate Activity

Reserved Plates 821,513 806,755 824,771

(1) This is a “proforma” number for statistical purposes and is not subject to accounting treatment.
(2) Excludes driver licenses with stops and licenses that expired during the fiscal year.
(3) Source: CR1120PA Vehicle Registration by Jurisdiction Report.
(4) Excludes all financial assistance to localities.
(5) Inflation-adjusted costs, using base year of 1975; for the latest fiscal year.
(6) Includes Limited Duration Licenses.

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DMV CSI Systems Redesign Project

Attachment C

Customer Reference Form

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CUSTOMER REFERENCE FORM

Offeror Information

Name of Firm:

SubContractors Used:

Client Information

Name of Firm:
Address:
Website:

Contract Information

Existing Contract/Project

Completed Contract/Project

Terminated Contract/Project

Amount of Contract Award:
Final/current Contract Amount:
Length of Project (start/end dates):
Cost Per Card:
Annual Volume of Enrollment:
Annual Volume of Card Production:

Date Awarded:

Date Awarded:

Date Awarded:

Date Completed:

Date Terminated:

Client Contacts:

Client Project Manager:
Email:
Phone Number:

Client Technical Contact Person:
Email:
Phone Number:

Project Information:

Description of Project and Problem Solved:

Products Proposed and Services Performed:

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DMV CSI Systems Redesign Project

Attachment D

Small Business Subcontracting Plan

Virginia Department of Motor Vehicles

Page 79

August 31, 2007

Small Business Subcontracting Plan

Definitions

Small Business: “Small business ” means an independently owned and operated business which, together with
affiliates, has 250 or fewer employees, or average annual gross receipts of $10 million or less averaged over the
previous three years. Note: This shall not exclude DMBE-certified women- and minority-owned businesses when
they have received DMBE small business certification.

Women-Owned Business: Women-owned business means a business concern that is at least 51% owned by
one or more women who are citizens of the United States or non-citizens who are in full compliance with United
States immigration law, or in the case of a corporation, partnership or limited liability company or other entity, at
least 51% of the equity ownership interest is owned by one or more women who are citizens of the United States
or non-citizens who are in full compliance with United States immigration law, and both the management and
daily business operations are controlled by one or more women who are citizens of the United States or non-
citizens who are in full compliance with the United States immigration law.

Minority-Owned Business: Minority-owned business means a business concern that is at least 51% owned by
one or more minority individuals or in the case of a corporation, partnership or limited liability company or other
entity, at least 51% of the equity ownership interest in the corporation, partnership, or limited liability company or
other entity is owned by one or more minority individuals and both the management and daily business operations
are controlled by one or more minority individuals.

All small businesses must be certified by the Commonwealth of Virginia, Department of Minority

Business Enterprise (DMBE) by the due date of the solicitation to participate in the SWAM program.

Certification applications are available through DMBE online at www.dmbe.virginia.gov (Customer

Service).

Offeror Name: _____________________________________________

Preparer Name: ____________________________________________ Date: ____________________

Instructions

A. If you are certified by the Department of Minority Business Enterprise (DMBE) as a small business, complete

only Section A of this form. This shall not exclude DMBE-certified women-owned and minority-owned
businesses when they have received DMBE small business certification.

B. If you are not a DMBE-certified small business, complete Section B of this form. For the Offeror to receive

credit for the small business subcontracting plan evaluation criteria, the Offeror shall identify the portions of
the contract that will be subcontracted to DMBE-certified small business in this section. Points will be
assigned based on each Offeror’s proposed subcontracting expenditures with DMBE certified small
businesses for the initial contract period as indicated in Section B in relation to the Offeror’s total price.

RFP 154:7-061
DMV CSI Systems Redesign Project
Attachment D
Small Business Subcontracting Plan

Virginia Department of Motor Vehicles

Page 80

August 31, 2007

Section A

If your firm is certified by the Department of Minority Business Enterprise (DMBE), are you certified as a (check

only one below):

______ Small Business

______ Small and Women-owned Business

______ Small and Minority-owned Business

Certification Number: __________________________ Certification Date: _________________________

RFP 154:7-061
DMV CSI Systems Redesign Project
Attachment D
Small Business Subcontracting Plan

Virginia Department of Motor Vehicles

Page 81

August 31, 2007

Section B

Populate the table below to show your firm’s plans for utilization of DMBE-certified small businesses in the
performance of this contract. This shall not exclude DMBE-certified women-owned and minority-owned
businesses when they have received the DMBE small business certification. Include plans to utilize small
businesses as part of joint ventures, partnerships, subcontractors, suppliers, etc.

Plans for Utilization of DMBE-Certified Small Businesses for this Procurement

Small Business

Name &

Address

DMBE

Certificate #

Status if Small

Business is

also:

Women (W),

Minority (M)

Contact

Person,

Telephone &

Email

Type of Goods

and/or Services

Planned

Involvement

During Initial

Period of the

Contract

Planned

Contract

Dollars During

Initial Period of

the Contract

Totals $