00012185_RFI_Final.docx

Oregon Department of Transportation ODOT Procurement Office 355 Capitol Street NE, MS 33 Salem, OR 97301

REQUEST FOR INFORMATION

Electronic Lien and Title (“ELT”) Service Providers

RFI Number: S-73000-00012185 RFI Issue Date: 12/23/2024 Response Due Date: See Bid Opening Date and time for this RFI in OregonBuys

The Oregon Department of Motor Vehicles (“DMV”), a branch of the Oregon Department of Transportation (“ODOT”), is seeking information on electronic lien and title systems that will enable DMV and financial institutions to exchange vehicle title information electronically. This Request for Information (“RFI”) may be used as a preliminary step to help ODOT develop a formal Request for Proposals (“RFP”) to solicit for Electronic Lien and Title Service Providers.

Written responses to this RFI are due no later than the date identified above. Responses are limited to a total of 10 pages and must be submitted via Oregon Buys.

All inquiries must be submitted via email to Michael Day, the Purchaser/Single Point of Contact, at Michael.day@odot.oregon.gov.

NOTE: All proposed information, methodology, and options presented in this RFI are subject to change based upon the ODOT’s ability, discretion and need.

Table of Contents

Project Name Electronic Lien and Title (ELT) Service Providers.

Background Oregon Revised Statute (“ORS”) 803.206 amendments in HB 3080 (2023) requires DMV to provide the ability to submit electronic documents for title and registration to include the ability to electronically apply for notation of the security interest on the title.

ORS 803.092(4), approved in HB 3080 (2023), requires DMV to provide:

1. The primary Security Interest Holder (“SIH”) with an electronic title when requested on the application for title.

2. The capability for primary SIHs that receive an electronic title to release their security interest electronically; and

3. A certified copy of the electronic record of the title reflecting the lien.

The operative date for these changes is January 1, 2027.

Purpose DMV currently uses a system that relies heavily on creation, storage, and modification of paper vehicle titles. ODOT will implement a new ELT system for Oregon titles with a SIH.

The information gained from this RFI may be used to develop an RFP to procure services with one or more ELT service providers that will enable DMV and financial institutions to exchange vehicle title information electronically.

Objectives ELT service providers would serve as a hub or clearinghouse for lien information and would:

· Solicit vehicle dealer businesses and financial institutions, who serve as lienholders, to sign up and pay for their services.

· Securely receive, store, and transmit DMV’s electronic title records per ODOT’S requirements.

· Relay the title record data to the lienholder.

· Process electronic lienholder releases and relay release information to DMV through secure system data exchange.

· Provide secure access to client lienholders to log in, view and manage their liens through the ELT service.

· Support a secure process to electronically transfer Oregon titles recorded in the ELT system.

· Support a secure process to change lienholders on a title recorded in the ELT system.

Response Content Supplier responses must be provided on Attachment A, Response Cover Sheet, address all questions contained therein, and be submitted via OregonBuys. Responses submitted hereunder are voluntary, non-binding and do not create obligations, or confer any rights, on any party. This RFI does not constitute a solicitation for bids or proposals, or a guarantee for a solicitation. This RFI cannot be used to issue the award of any contract or agreement. At any time, ODOT may request additional information from any supplier and may terminate this RFI without incurring any liability to any supplier. By submitting a response, each supplier expressly waives claims for any costs and expenses the supplier incurs in connection with preparation and submission of a response to this RFI.

It is the supplier’s responsibility to verify receipt of a submitted response.

Public Records This RFI, and responses received from suppliers, will be kept by ODOT and made a part of the public record.

ODOT REQUESTS THAT INTERESTED FIRMS NOT SUBMIT INFORMATION IN THEIR RESPONSE THAT THEY CONSIDER PROPRIETARY OR CONFIDENTIAL.

However, if a supplier chooses to submit information they consider exempt from public disclosure as specified in Oregon Public Records Law ORS 192.410 through 192.505, or under the grounds set forth in ORS 367.800 through 367.824, then the supplier must clearly designate the portion of its response that it considers exempt and provide a justification consistent with the statutes identified.

Identifying the response in whole as trade secret, confidential or otherwise exempt from disclosure is not acceptable. In such circumstances ODOT will require supplier to submit a memorandum citing the statutory justification for each specific area of the response that supplier claims to be exempt.

If supplier fails to identify, on or with the response, the portions of the response supplier claims are exempt from disclosure and the authority used to substantiate that claim, supplier is deemed to have waived any later claim of an exemption or request for nondisclosure of that information.

Any supplier that does not comply with these requirements may have its response rejected.

Application of the Oregon Public Records Law or other applicable law shall determine whether any information is actually exempt from disclosure. ODOT will not be held liable for any disclosure of information which supplier considers to be exempt from disclosure if required by a Public Records Order. Notwithstanding any rights under 17 USC 101 et seq., (the United States Copyright Act), when ODOT is required to provide copies of the non-exempt portion of the response pursuant to a Public Records Order, supplier hereby grants a license to ODOT to copy those portions of the response that are subject to disclosure.

By submitting a response to this RFI, supplier grants the State a non-exclusive, perpetual, irrevocable, royalty-free, worldwide license for the rights to copy, distribute, display, prepare derivative works and transmit the response for the purpose of conducting this procurement and to fulfill obligations under Oregon Public Records Laws.

OregonBuys All suppliers must be registered in OregonBuys to do business with the state and to respond to this RFI. Registration is free. To create a supplier account, click the blue “Supplier Registration” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso . For registration assistance see the Supplier Registration Guide (https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf ). Suppliers are responsible for ensuring that their supplier information is current and correct in OregonBuys. ODOT will not accept responsibility for incorrect supplier information.

See OregonBuys User Guides located on OPO’s Contracting with ODOT page (https://www.oregon.gov/odot/Business/Procurement/Pages/HowTo.aspx ) for quick reference information regarding common questions from suppliers when using OregonBuys.

Public Notice The RFI and attachments are published in the OregonBuys eProcurement system (https://oregonbuys.gov/bso ). RFI documents will not be mailed to prospective suppliers.

Modifications, if any, to this RFI will be made by written Addenda and published in OregonBuys. Supplier is solely responsible for checking OregonBuys to determine whether or not any Addenda have been issued. Addenda are incorporated into this RFI by this reference.

Submitting RFI Response to ODOT Responses must use the Attachment A, Response Cover Sheet, address all the questions contained therein, and be submitted via OregonBuys. Supplier is solely responsible for ensuring its RFI response and all required submittal items, if any, are submitted through OregonBuys in accordance with the RFI requirements. RFIs submitted by any other means will be rejected.

ODOT will not accept responses submitted after the Bid Opening Date and time specified in OregonBuys for this RFI.

ODOT is not responsible for any delays by transmission errors or delays, or for any mis-delivery for any reason. Additional information may be found in the OregonBuys Terms of Use.

ODOT reserves the right to invite suppliers to provide system demonstrations, presentations for further information gathering.

Questions and Answers All inquiries, whether relating to the RFI process, administration, deadline, the intent or technical aspects of the RFI, or any other provision must:

· Be submitted in writing via email to the Purchaser identified in OregonBuys for this RFI. The email must include the RFI number and identify supplier’s name and contact information;

· Refer to the specific area of the RFI being questioned (e.g. page, section and paragraph number); and

· Be received 2 business days prior to the Bid Opening Date and time specified in OregonBuys for this RFI.

· Answers to questions ODOT receives will be posted in OregonBuys to ensure that all suppliers base their responses on the same information. Responses to questions provide clarifications and interpretations but do not change RFI requirements.

Notes OregonBuys: This RFI is advertised as an “Open Market Bid” in the OregonBuys web-based eProcurement system (https://oregonbuys.gov/bso/ ).

Accessibility: The Oregon Department of Transportation is committed to complying with all statutory requirements to ensure that it is providing information that is more accessible to people with disabilities, as required by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), and 36 C.F.R. 1194 Appendix A. This includes information regarding the solicitation process. Please contact the Single Point of Contact (“SPC”) identified in OregonBuys (see “Purchaser” and “Info Contact”) to request reasonable accommodation for access, due to a disability, to information related to this RFI. Accommodation requests must be received by the SPC 3 business days prior to the response deadline (see “Bid Opening Date” and time in OregonBuys).

Non-Discrimination: ODOT, in accordance with the Title VI of the Civil Rights Act of 1964, 78 Stat. 252. 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all suppliers that it will affirmatively ensure that all business enterprises will be afforded full opportunity to submit responses to this RFI and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

ATTACHMENT A to RFI S-73000-00012185 Response Cover Sheet

Supplier’s business name as filed with the Oregon Secretary of State’s Business Registry:

Address:

City, State, Zip:

Primary Contact Person: Title:

Telephone:

Email:

RFI Criteria:

Response to all questions must not exceed 10 total pages (not including this Cover Sheet). If a supplier submits a response exceeding this limit, ODOT will consider the pages up to that allowable number and discard all subsequent pages.

1. Provide a short description of supplier’s general experience and qualifications.

2. Provide a general description of the functionality of your Company.

3. Describe the supplier’s software that is relevant to this RFI.

4. Describe the technical experience, background, and capabilities of supplier and its principles. Highlight relevant work with other government entities, if any.

5. Estimated project duration – describe how long supplier anticipates software design, configuration, implementation, data integration and migration, and user testing and training, typically take to complete.

6. Is the supplier’s public-facing software designed to be mobile friendly with a responsive layout? Are there any mobile applications available for users, and if so, what are their capabilities?

7. Describe how supplier manages version upgrades, patches, and updates for their solution.

8. Is data encrypted in transit and at rest?

9. Does this solution need to be on premises, hosted as a cloud service or hybrid (combination of both)?

10. Does the service/system work with InterID Federated?

11. Describe supplier’s process to accomplish the following:

a. Change lienholders on a title recorded in the ELT system.

b. Securely receive, store and transmit DMV electronic title records.

c. Relay the title record data to the lienholder.

d. Electronically transfer Oregon titles recorded in the ELT system.

e. Provide secure access for lienholders to log in, view and manage their liens.

f. Solicit vehicle dealer businesses and financial institutions who serve as lienholders to sign up, and pay, for their services.

12. Please describe any additional information, relevant to this RFI, which would be useful for ODOT to better understand your solution(s).

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