UC_wide_Motor Vehicle Records (MVR)_RFP

Issued By: The Regents of the University of California
RFP ID: UC_wide_Motor Vehicle Records (MVR)_RFP | 004069-Sep2026
RFP Date: September 28, 2026
RFP Contact: Matt Romano | Sr. Strategic Sourcing Manager
University of California System Wide Procurement
Office of the President | 1111 Franklin Street | Oakland CA 94607-5200
The information contained in this Request for Proposal (RFP) is confidential and proprietary to the University of California and is to be
used by the recipient solely for the purpose of responding to this RFP.

TABLE OF CONTENTS
SECTION I: ORGANIZATIONAL CONTEXT ........................................................ 4
1.1 University of California ................................................................................... 4
SECTION II: PURPOSE & OBJECTIVES OF THE RFP ................................... 6
2.1 RFP Objectives .......................................................................................................................... 6
2.2 Issuing Office and Communications Regarding the RFP .................................................... 6
SECTION III: SCOPE OF SERVICES..................................................................... 6
3.1 General Scope ........................................................................................................................... 6
3.2 Agreement Term ......................................................................... Error! Bookmark not defined.
SECTION IV: RFP REQUIREMENTS & PROPOSAL SUBMITTAL
INSTRUCTIONS ................................................................................................. 7
4.1 Timeline ....................................................................................................................................... 7
4.2 Intent to Respond to RFP ......................................................................................................... 8
4.3 Addenda to the RFP .................................................................................................................. 8
4.4 Method of Submission............................................................................................................... 8
4.6 Proposal Submission Process ................................................................................................. 8
4.7 Superfluous Materials ............................................................................................................. 10
4.8 Collusion .................................................................................................................................... 10
4.9 Late Proposals ......................................................................................................................... 10
4.10 Supplier Questions .................................................................................................................. 10
4.11 Proposal Preparation Costs ................................................................................................... 10
4.12 Proposal Validity Period .......................................................................................................... 10
4.13 Errors and Omissions .............................................................................................................. 10
4.14 General Conditions .................................................................................................................. 10
SECTION V: PROPOSAL EVALUATION AND AGREEMENT AWARD .. 11
5.1 Most Responsive and Responsible Supplier ....................................................................... 11
5.2 Best Value ................................................................................................................................. 11
5.3 Investigations ............................................................................................................................ 12
5.4 Right to Reject .......................................................................................................................... 12
5.5 Waiver ........................................................................................................................................ 12
5.6 Right to Award .......................................................................................................................... 12
5.7 Agreement Award .................................................................................................................... 12
5.8 Right to Interview ..................................................................................................................... 12
5.9 Right to Negotiate and Withdraw ........................................................................................... 12
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5.10 Multi-Phased Initiative ............................................................................................................. 13
5.11 Pricing and Incentives ............................................................................................................. 13
5.12 No Mandatory Use ................................................................................................................... 14
5.13 Exclusions ................................................................................................................................. 15
5.14 Offshoring of Services ............................................................................................................. 15
5.15 Disclosure of Records/Confidentiality of Information ......................................................... 15
5.16 Specifications and Exceptions ............................................................................................... 15
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REQUEST FOR PROPOSAL (RFP) EVENT AND PROCESS SUMMARY
SECTION I: ORGANIZATIONAL CONTEXT
1.1 University of California
The University of California (UC), one of the largest and most acclaimed institutions of higher
learning in the world, is dedicated to academic excellence in teaching, research, health care and
public service. Since the opening of its first campus in 1868, the University of California system
has been committed to responsible stewardship of its resources, education and innovation for the
public good. The UC has approximately 295,000 undergraduate and graduate students, a
workforce of 221,000, and encompasses ten campuses, six academic health centers, three law
schools, a statewide Division of Agriculture and Natural Resources and is also involved in the
operation and management of three national laboratories for the U.S. Department of Energy
(DOE), as further detailed herein:
UC Berkeley, UC Davis, UC Irvine, UC Los Angeles, UC
* Ten Campuses:
Merced, UC Riverside, UC San Diego, UC San Francisco,
UC Santa Barbara, UC Santa Cruz.
UC Davis, UC Irvine, UC Los Angeles, UC Riverside, UC
* Six Health Centers:
San Diego, UC San Francisco.
* The UC Office of the President: a central systemwide headquarters with offices
primarily located in Oakland and Sacramento, California, and
teaching/administrative offices in Washington, D.C.
* The Division of Agriculture and Natural Resources: a statewide research and
public service organization that serves a large and diverse agricultural community.
The division collaborates on research with all campuses, and conducts studies at
nine research and extension centers and on private land in cooperation with
California producers. In addition, research and educational programs are
conducted in each of the state's 58 counties.
* UC Berkeley School of Law, UCLA School of Law, and UC Law San
Francisco
* Lawrence Berkeley National Lab: owned by the Federal Government but
managed by the University of California.
* Additional centers and offices as further detailed at:
http://www.universityofcalifornia.edu/uc-system/parts-of-uc
Any awarded Agreement(s) will be available to all current and future locations of the University of
California and its Affiliates.
UC Procurement Services
UC Procurement Services is the centralized procurement/supply chain hub for the University of
California. UC Procurement Services develops and implements UC systemwide supply chain
strategies and policies that leverage UC's purchasing power to optimize UC systemwide spend.
UC Procurement Services coordinates with the entire UC system to establish UC systemwide
agreements for goods and services that are commonly purchased at UC locations. UC
systemwide agreements are created through a competitive RFP and award process that considers
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the business requirements and policies of the University, along with the quality and price of goods
and services.
UC Sustainable Practices Policy
The University of California, as part of its commitment to sustainability and in alignment with its
mission of teaching, research and public service will maximize its procurement of sustainable
products and services, within the constraints of research needs and budgetary requirements and
in compliance with all applicable rules, regulations and laws. The UC values the health and
wellbeing of its students, staff, faculty, visitors, and suppliers, and seeks to provide healthy and
accessible conditions for the communities it serves, as well as those throughout its supply chain.
As such, goods, services, and supply chain impacts to health and wellbeing will be considered as
fundamental factors when making procurement decisions. UC participates in SABRC and Green
Spend Reporting and includes these considerations in selection of suppliers. Where functional
alternatives to harmful products and/or services exist, they will be strongly preferred.
In addition to environmental considerations, UC is committed to Economic and Community
Impact. The University has a vested interest in supporting the innovation, sustainability and
growth of small businesses and forward-thinking business models. The inclusion of qualified
Small and local businesses foster healthy competition, extend opportunities and enhance
economic resilience. Large businesses are encouraged to partner with certified Small businesses
for Co-Tier 1 and Tier 2 opportunities.
UC may consider the following certifications in competitive environments:
Small Business SBE, SB, WOSB,
EDWOSB, HUB Zone
Disabled Veteran DVOBE, SDVOB, VOB
i. Green Spend Reporting
UC Green Spend Reporting is a mandatory process for suppliers and campus
departments to track environmentally responsible procurement. If awarded a contract,
Suppliers must submit data on products outlined in UC Sustainable Procurement
Guidelines, including, but not limited to electronics, furniture, and cleaning supplies.
ii. SABRC Reporting
The University of California participates in the State Agency Buy Recycled
Campaign (SABRC) managed by CalRecycle and the Department of General Services. SABRC
aims to stimulate markets for recycled materials, reduce landfill waste, and support a circular
economy. Pursuant to California Public Contract Code, Sec. 12200-12217, UC is required to
purchase products with Post-Consumer Recycled Content (PCRC) with thresholds set for each
category and report SABRC Compliant Dollars.
Environmental Marketing Claims:
The UC requires all sustainability related purchasing claims to be supported with UC
recognized certifications and/or detailed information on proven benefits, durability,
recycled content, and recyclability properties, in accordance with the Federal Trade
Commission's (FTC) Green Guides for the use of environmental marketing claims.
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SECTION II: PURPOSE & OBJECTIVES OF THE RFP
2.1 RFP Objectives
The UC invites qualified and responsible Suppliers to prepare and submit proposals to this
Request for Proposal (RFP) for Motor Vehicle Records ("MVR") Monitoring and related services, in
accordance with Federal and State of California laws and the requirements of UC as further
detailed in this RFP.
The overall objective of this RFP is to select a compliant, scalable MVR monitoring and EPN
administration program provided by a Supplier that reflect the diversity of UC Communities to
assist UC, and national participating agencies, in obtaining the best, most cost-effective Goods
and Services of the highest quality and standards. Historically, UC systemwide annual spend for
Motor Vehicle Records (MVR) has been approximately $300,000.00 each year for the last two (2)
fiscal years.
Qualified Suppliers are invited to submit proposals, based on the information provided in this RFP
with the intent to establish a business alliance with UC that will maximize the resources of both
organizations to meet the needs of UC most effectively.
There are no minimum or maximum guarantees in this RFP. However, based on the total UC
historical spend, the Supplier shall provide the best pricing for this RFP in Goods and/or Services.
2.2 Issuing Office and Communications Regarding the RFP
This RFP, and any subsequent addenda to it, is being issued by UC Procurement Services on
behalf of the University of California. UC Procurement Services is the sole point of contact
regarding all procurement and contractual matters relating to the requirements described in this
RFP. UC Procurement Services is also the only office authorized to change, modify, clarify, etc.,
the specifications, terms, and conditions of this RFP and any Agreements(s) awarded as a result
of this RFP.
Suppliers are not permitted to communicate with any UC employee regarding this solicitation
during the period between the RFP issue date and the announcement of awards, unless
authorized by UC Procurement Services sole point of contact named below.
All communications, including submission of RFP response and any requests for clarification
concerning this RFP, must be submitted via the Discussion Forum section of this RFP within
CalUsource, the University of California supplier registration and sourcing web system as further
detailed herein.
If a Supplier is found to be in violation of this provision, UC reserves the right to disqualify that
Supplier from further consideration.
SECTION III: SCOPE OF SERVICES
3.1 General Scope
The University of California is issuing this Request for Proposal to secure a direct Motor
Vehicle Record (MVR) monitoring provider, authorized as a California DMV Employer Pull
Notice (EPN) agent with all-50-state MVR capability, to support UC's driver safety, fleet
compliance, and risk management programs systemwide. UC currently manages an
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estimated 25,000 enrolled drivers across its campus locations, and this RFP is intended
to establish a single, compliant, and scalable MVR monitoring and EPN administration
platform that standardizes driver onboarding, license monitoring, citation and activity
reporting, and exception-based alerting across all participating campuses and
departments.
Through this RFP, UC expects to select a supplier capable of supporting continuous
driver record monitoring with electronic linkage to state licensing agencies, on-demand
MVR pulls, configurable risk scoring, accident and complaint tracking, corrective action
management, and document storage - all within a flexible account structure that
accommodates campus-, department-, and subgroup-level administration. Proposals will
be evaluated on a best-value basis across technical and service capability, risk and
compliance, commercial value, implementation readiness, and data and integration
maturity.
UC also recognizes that information technologies and services are rapidly evolving and advancing,
and that Suppliers may be testing new technologies or developing new services that are not yet
available to the public at the time of RFP response. Once these technologies are generally
available, UC desires to have the ability to amend the Agreements awarded under this RFP to
include these new technologies or service offerings at UC's sole and absolute discretion.
3.2 Agreement Term
The term of the Agreement shall commence upon execution of the Agreement and will be for a
period of five (5) years (the "Initial Term") with one (1) optional five (5) year extension (the
"Renewal Term"), at the sole discretion of the UC, for a total of ten (10) years. Category discounts
shall remain firm for the Initial Term and all Renewal Terms of any Agreement which may be
awarded pursuant to this RFP. All pricing must be verifiable and auditable from the date of the
contract award.
SECTION IV: RFP REQUIREMENTS & PROPOSAL SUBMITTAL
INSTRUCTIONS
4.1 Timeline
Suppliers interested in submitting proposals in response to this RFP should do so according to the
schedule in the Timelines section in the CalUsource portal, tabulated below. A Supplier may be
disqualified for failing to adhere to the dates and times for performance specified in the portal. All
times are Pacific Time and dates are subject to change at the sole discretion of UC.
RFP Activity Date
RFP Issuance 09/28/2026
Supplier Questions Submission 10/07/2026
UC Response to Supplier Questions 10/14/2026
Supplier Core Questions Response Due by 10/21/2026
Core Questions Evaluation Timeline 10/21/2026 - 10/28/2026
Notification to Primary Supplier(s) 11/02/2026
Questionnaires Released 11/02/2026
Supplier Questionnaires Response Due by 11/17/2026
Questionnaires Evaluation Timeline 11/17/2026 - 12/17/2026
Notification to Finalist Supplier(s) 01/13/2027
Best and Final Offer Due by 01/27/2027
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Supplier Presentations 01/15/2027 - 02/05/2027
Issuance of Letter of Intent to Award 02/26/2027
The UC reserves the right to modify the above schedule of events in the Timelines section for this
RFP in the CalUsource portal and make changes to other provisions in this RFP.
4.2 Pre-proposal conference
A pre-proposal virtual conference will be held on Thursday October 1, 2026 - 1:30 PM (PDT) via
Zoom.
The purpose of this conference will be to clarify the contents of this RFP to prevent any
misunderstanding of the RFP, as well as provide Suppliers the opportunity to ask questions about
the RFP, and UC's requirements. Attendance at the pre-proposal conference is highly
recommended for Suppliers who intend to submit a proposal. Attendance at the conference is
limited to two representatives from each participating company. Please contact the RFP Sourcing
Manager by email for Zoom meeting instructions. Any changes to the pre-proposal conference call
requirements are at the sole discretion of the University
Link to Zoom Meeting
4.3 Intent to Respond to RFP
Suppliers must confirm their intent to respond to this RFP by confirming their participation in
CalUsource.
4.4 Addenda to the RFP
Any changes, additions, or deletions to this RFP will be in the form of written addenda issued by
UC via the CalUsource portal. Any addenda to this RFP will be distributed to all participating
Suppliers via the CalUsource portal. The UC will not be responsible for failure of any prospective
Supplier to receive such Addenda. All Addenda will become part of the RFP.
4.5 Method of Submission
Proposals in response to this RFP must be submitted online using CalUsource no later than the
time and due date stated in the Timelines section in CalUsource portal. No mailed,
telephone, emailed, facsimiled, or late proposals will be considered.
Responses will take time to enter into the CalUsource portal. It is highly recommended that
Suppliers review the Supplier Resources for guidance on how to navigate and use CalUsource.
Supplier's inability to enter their response into the CalUsource portal will not be accepted as a
reason for a late response.
For questions about CalUsource, please contact UC Procurement Support at
support@ucprocure.zendesk.com. For technical issues, contact GEP Support: 1-732-428-1578 or
support@gep.com. Please identify yourself as registering in the University of California network.
4.6 Proposal Submission Process
Suppliers must provide a complete, straightforward, concise response to all Guidelines,
Questionnaires, Price Sheets, and any other information requested in the RFP as detailed in the
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CalUsource portal. Suppliers warrant that all information provided is true and accurate. The
submission of false, inaccurate, or otherwise misleading information may be grounds for
disqualification from the RFP process, as well as jeopardize Supplier's eligibility to participate in
future UC business.
4.6.1 Guidelines
This is a prerequisite section for accessing the complete RFP package. Suppliers must
read and follow the instructions for each of the following Guidelines documents.
1) RFP Event and Process Summary (this document)
2) UC Terms and Conditions of Purchase, dated April 01, 2025
3) UC Appendix for Data Security, dated August 26, 2021
4) UC Appendix GDPR, dated June 09, 2021
5) Intent to Bid
4.6.2 Questionnaires
This section contains a set of questionnaires, and Suppliers are required to respond to all
questionnaires listed below. Your responses will be evaluated and graded.
6) Core Questions
7) Sustainability
8) General Information
9) Supplier Experience and Solution Fit
10) California DMV EPN Compliance and Administration
11) All-State MVR Monitoring and On-Demand Records
12) Driver Enrollment, Consent, and Deactivation
13) Driver Qualification and Compliance Management
14) Driver Risk Scoring and Safety Analytics
15) Accidents, Incidents, Complaints, and Corrective Actions
16) Alerts and Analytics
17) APIs, Webhooks, Files, and Enterprise Integrations
18) Data Governance, Identity Matching, and Auditability
19) Role-Based Access and Decentralized Administration
20) Billing, Chargeback, and Cost Allocation
21) Implementation, Migration, Training, and Cutover
22) Service Levels, Support, Account Management, and Roadmap
23) IT-Web Accessibility
24) IT Security
4.6.3 Price Sheets
The section includes the pricing sheets. Suppliers are required to follow the instructions
for pricing submission. The price sheet will be made available to the finalist supplier(s)
and facilitate outside of CalUsource.
4.6.4 Attachments
Attachments will not be accepted unless requested by UC. For Questions requiring
attachments requested by UC, please label the attachments with your company name so
evaluators can easily find the referenced attachment. Attachment Naming Convention
example is provided below:
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Questionnaire title_ Q #
E.g. Supplier Information_Q#3
4.7 Superfluous Materials
Supplier must not provide superfluous materials such as marketing materials or website links in
response to, or in lieu of, specific responses to the questions herein, and may be disqualified for
providing superfluous materials.
4.8 Collusion
Collusion among Suppliers is not allowed. If there is proof of collusion among Suppliers, all
proposals involved in the collusive action will be rejected.
4.9 Late Proposals
Late proposals will not be accepted unless it is UC's determination that UC's technical issues or
other similar issues are responsible for the delay or failure.
4.10 Supplier Questions
Each Supplier is expected to exercise their best professional independent judgment in analyzing
the requirements of this RFP to determine whether additional clarification is necessary or desirable
before responding. If there are discrepancies in, omissions to, or questions about the information
provided in the RFP or by any other source, a request must be submitted via the CalUsource
"Discussion Forum" by the stated deadline. Responses to individual Supplier questions will be
made available via the CalUsource "Discussion Forum" to all Suppliers that confirm their intent to
participate in this RFP.
4.11 Proposal Preparation Costs
All costs incurred in the preparation and submission of the proposals and related documentation,
including Supplier's presentations, interviews, demonstrations, and provision of the Services to UC
for independent testing purposes, will be borne by the Supplier.
4.12 Proposal Validity Period
All Proposals shall remain available for UC acceptance for a minimum of one-hundred and twenty
(120) days following the RFP closing date.
4.13 Errors and Omissions
If the Supplier discovers any discrepancy, error, or omission in this RFP or in any of the attached
documents, UC shall be notified immediately, and a clarification/notification will be issued to all
Suppliers who have access to this RFP. No Supplier will be entitled to additional compensation for
any error or discrepancy that appears in the RFP where UC was not notified and a response
provided. All Addendums of Clarification will be distributed to the Proposal Participants via the
CalUsource portal.
4.14 General Conditions
Please note the following requirements regarding this RFP:
4.14.1 Information and data distributed from UC to participating suppliers is to be used by the
supplier solely for the purposes of responding to this RFP and cannot be used for any
other purpose.
4.14.2 The initial proposals will be considered binding. Financial negotiations will continue
throughout the evaluation process; however, suppliers' original financial proposals are
binding.
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