attachment a fy05 document volumes certificate of title...

SPECIFICATION NO. TxDOT 920-30-25 DATED: MAY 2006

ATTACHMENT A

FY05 DOCUMENT VOLUMES

Certificate of Title and Supporting Documents:

Approximately 5.4 million titles processed annually

VTR FORM 34:

VTR receives and processes approximately 341,000 Forms 34 annually.

VTR FORM 34 and FORM VTR-75-R conversion to digital image:

Miscellaneous applications, correspondence and other VTR documents:

Approximately 375,000 special category license plate applications and other documents such as, but not limited to: Purple Heart, Disabled Veteran, or Former Prisoner of War License Plate Applications are received and processed annually.

Approximately 175,000 International Registration Plan Branch file documents such as, but not limited to, applications, renewals, audits, deposits, or transmittals are received and processed annually.

Approximately 205,000 legal and/or historical files (no examples) are received and processed annually.

Approximately 750,000 pieces of correspondence or other documents are generated and/or stored annually by three VTR branches that could be stored and retrieved more effectively in digital format.

1-1


ATTACHMENT B

TxDOT BATCHING TABLE – ORDER OF DOCUMENTS

• RTS application receipt with barcode and patch code

• FORM 130-U, Application for Texas Certificate of Title

• Certificate of Title and other proof of ownership, including but not limited to:

o Texas or out of state title o Manufacturer’s Certificate of Origin o US Government title (Form 97) o FORM 272, Application for Registration Purposes Only o Affidavit of heirship (if there is no title)

• Odometer disclosure

• Teletypes (printouts) – three (3) inches or less from top to bottom must be taped down

• Texas Non-negotiable Title

• The following may be placed in any order after the above listed documents:

Weight Certificate Divorce Decree Pencil tracing of vehicle identification number Wills and Probate documents US Postal Certified Return Receipt Invoice Bill of Sale Power of Attorney Affidavit of Fact Proof of Loss Statement Letter of Testamentary Letter of Administration Lien or Lien Card Registration Receipts: renewal, replacement, additional, duplicate, or cab card • FORM 41, Dealers Assignment

• FORM VI30A, Identification Certificate

1-1

SPECIFICATION NO TxDOT 920-30-25 DATED: MAY 2006

ATTACHMENT D

DOCUMENTS TO BE RETURNED

Stripping includes pulling of certain documents prior to the shredding of all remaining documents. The following are the documents to be pulled, bundled together and returned to TxDOT:

• Texas Salvage Certificate (Green Texas Title)

• Texas Salvage Certificate of Title (Orange Texas Title)

• Texas Non-repairable Certificate of Title (Purple Texas Title)

• DPS Salvage Vehicle Inspection Affidavit and Application (MTVS 10/95)

• Out of State Titles bundled by state

1-1


1-1


Page 19B - 21


ATTACHMENT H

Rejection/Acknowledgement Guidelines Rejection Guidelines - Change of Address: Rejection Guidelines to TxDOT: Return documents to TxDOT-VTR-VDM if record indicates: • Title awaiting release • Title superseded • Title rejected • Registration invalid • Off Hwy Use • No record found • No vehicle information • Different owner name

Vehicle Title Transfer: Rejection Guidelines to TxDOT: Return documents to TxDOT-VTR-VDM if record indicates: • Title awaiting release • Title superseded • Title rejected • No record found • Attachments to VTR-346-title, check, 130U return to TxDOT-VTR-VDM with a copy of the VTR-346 • Incomplete form, not signed Rejection Guideline to Customer: Always use a red pen to mark appropriate box for rejection, put your initials in upper left corner of VTR-346. If a VTR-346 was not submitted, attach request to lower left side of a blank VTR-346 and mark appropriate box, owners most current address must show. • No vehicle information • Any required information omitted • Must be recorded owner requesting notation. Request from lien holder can not be accepted. • If record matches but transfer date is prior to issue date, reject to customer

Junk Title Surrender: Rejection Guidelines to TxDOT: Return documents to TxDOT-VTR-VDM if record indicates: • Later title in system • JUNK in system but indicates another inventory number • Junk in system, same salvage yard number • Title awaiting release • Title superseded • Titled rejected • Legal restraint • No record found • Non-negotiable • Photo copies of titles

1-2


2-2

ATTACHMENT H (Continued) Rejection/Acknowledgement Guidelines

Surrendered Out Of State – Texas Titles: Rejection Guidelines to TxDOT: Return documents to TxDOT-VTR-VDM if record indicates: • Later title in system • System already indicates TITLE SURRENDERED same state • Title awaiting release • Title superseded • Titled rejected • Legal Restraint • No record found • RPO • Photo copy • Texas title for boats and motors • Texas Original Certificate of Ownership on Manufactured Home

Surrendered Out Of State – List: Rejection Guidelines to TxDOT: Return documents to TxDOT-VTR-VDM if record indicates: • Later title in system • Computer listing does not show a valid document number and the title issuance date is same as

current year or previous year. • Computer listing indicates NO title was issued • Computer listing indicates NO title was surrendered • System already indicates TITLE SURRENDERED • Title awaiting release • Title superseded • Titled rejected • Legal Restraint • No record found Acknowledgement Guidelines -

Vehicle Title Transfer:

Send acknowledgement letter to customer when:

• Customer requests acknowledgement that the Vehicle Transfer Notation has been placed on the vehicle record in the department’s automated Registration and Title System.

• The vehicle record in the department’s automated Registration and Title System has been changed to reflect a new vehicle


1 -2

ATTACHMENT I MINIMUM QUALIFICATIONS & RESPONSE REQUIREMENTS

(FOR INFORMATION PURPOSES ONLY)

Respondent Name____________________________________________________________

Submitted Description Paragraph

YES NO Respondent has a minimum of three years experience during the past five years engaged in the business of providing image capture, storage, retrieval, and conversion services in digital and microfilm formats.

5.1

Respondent has a minimum of three years experience during the past five years in large volume image capturing. Large volume is defined as in excess of 3,000,000 images per job month.

5.2

Respondent has a minimum of three years experience during the past five years in data extraction, validation, and entry projects of similar size. Similar size is defined as 35,000 transactions per job month.

5.3

Respondent has individuals on staff with a minimum of three years development experience during the past five years using the programming language of the vendor’s proposed solution for data extraction, validation, and entry requirement. If the solution uses a JAVA based software application, the individuals must have the expertise necessary to transition from the current JAVA runtime environment of 1.3.107 to subsequent versions.

5.4

Respondent provided documentation of financial standing; including recent two years audited financial statements or if audited statements are unavailable, un-audited financial statements shall be submitted and certified as true, correct, and accurate by the Chief Financial officer or Treasurer respondents firm.

5.5 & 18.2.4.


2 - 2

ATTACHMENT I – CONTINUED MINIMUM RESPONSE SUBMISSION REQUIREMENTS

(FOR INFORMATION PURPOSES ONLY)

Submitted Description Paragraph YES NO

Section 1 - Signed and dated original RFO and five copies. (One original (marked “ORIGINAL”) and five reproduced copies (marked “COPY”).

18.1.

Section 2 – Pricing Schedule. Submit with Original RFO only.

18.2.2.

Section 3 – Schedule 1 - Company Profile and History 18.2.3. Section 4 – Financial Standing 18.2.4. Section 5 – Schedule 3 - Key Personnel Qualifications – The proposed PM and AC shall be experienced and professionally qualified members who will develop and conduct microfilming and digitized image requirements as identified by TxDOT.

18.2.5.

Section 6 – Service Requirements - Provided details of how the service requirements will be made.

18.2.6.

Section 7 - Performance Requirements - Provided a detailed response specifying how the requirements of paragraph 9 will be satisfied.

18.2.7.

Section 8 - Provided a contingency plan detailing how they propose to meet the specifications in the event the vendor service is interrupted.

18.2.8.

.

Section 9 – Provided a security plan detailing how they propose to meet the security requirements outlined in paragraph 13.

18.2.9.

Section 10 – References 18.2.10.

Section 11 – HUB Subcontracting Plan 18.2.11.

Respondent provides an example of the non-disclosure and confidentiality agreements the vendor will have in place for each employee with access to the original documents, microfilm, digital images, or TxDOT system

Ref. Para. 13.2.

Verified by: _______________________________ Date: ________________ TxDOT Division: _____________________

THESE ARE THE MINIMUM REQUIREMENTS OF THIS SOLICITATION. IF ANY OF THE ABOVE ARE NOT RETURNED WITH YOUR RESPONSE SUBMISSION YOUR SOLICITATION MAY BE DISQUALIFIED AND NO LONGER CONSIDERED.