00012895_SP Request_DAS Approved.pdf

REQ-DASOBO-00120784_ElectronicLien&Title (ELT) Svcs_ODOT Page 1 of 5

REQUEST FOR SPECIAL PROCUREMENT No. REQ-DASOBO-00120784

PART A. Requesting Agency must complete Items 1 through 13.

1. Requesting Agency Name: Oregon Department of Transportation (“ODOT”), on behalf of its

Department of Motor Vehicles (“DMV”) Services Division

2. Date of Request: June 16, 2025 3. Agency Number: 73000

4. Agency Contact Name: Michael Day 5. Phone: (503) 798-6051

6. Type of Request: Class Special Procurement

7. Time Period Requested: From: August 1, 2025 To: July 31, 2037

8. Total Estimated Cost: $0

9. Title: Supplies and/or Services to be Acquired:

Service Provider(s) for Electronic Lien and Title (“ELT”) Systems that interface software with the DMV Information System (collectively “Services”) (See Section 10.c)

10. Request, Background, Current Need, and Proposed Contracting Procedure:

a. Request:

ODOT requests approval of this Special Procurement (“SP”) No. REQ-DASOBO-00120784 to:

1. Conduct an alternate procurement process, as generally set out in Section 10.d. below, which will establish an application process for Service Provider(s) to be considered for program participation at periodic intervals (e.g. annually or semi-annually) through the end of the Special Procurement period, depending on program needs and availability of DMV resources.

2. Award and negotiate contracts with applicants (“Service Providers”) that meet the qualifications and requirements set forth in the solicitation documents. The number of Service Provider(s) selected during each award cycle will be determined by DMV’s business needs and technical resource capacity to onboard and manage additional Service Provider(s).

b. Background:

The DMV currently uses a system that relies heavily on creation, storage, and modification of paper vehicle titles. Amendments to Oregon Revised Statute (“ORS”) 803.206 in House Bill (“HB”) 3080 (2023) require 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.

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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.

To meet the legislative mandate, ODOT is implementing a new Electronic Lien and Title system for Oregon titles to replace its outdated system.

c. Current Need:

To meet DMV needs under the terms and conditions of future contracts, Service Provider(s) would:

• Serve as a hub or clearinghouse for lien information.

• Solicit vehicle dealer businesses and financial institutions who serve as lien holders to sign up for and pay for their services.

• Securely receive, store, and transmit DMV’s electronic title records per agency 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 their ELT system.

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

• Support a secure process to change lien holders on a title recorded in the ELT system.

• Identify and implement electronic record exchange solution with ELT Service Provider(s).

• Develop a certified copy of the electronic title with Security Interest Holder (“SIH”) notation, to include associated rule, policy and process for providing the certified copy.

• Identify and implement DMV internal policy and process changes needed to support the electronic lien and title solution. This includes updating associated policy, process and procedure documentation.

• Identify workload impacts and any necessary work unit changes.

• Develop and adopt administrative rules to support the ELT program, to include specifying fees for electronic title transactions per ORS 803.012 and 803.090(4). This includes engagement with dealer and lending institutions for input.

• Develop and execute a training plan, to include identifying training requirements, updating materials, and conducting demonstrations.

• Develop and execute communication and change management plans.

• Test that the new solution works as expected.

• Establish ongoing maintenance, support resources and processes.

ODOT pays nothing to the Service Provider(s). The Service Provider(s) may collect a nominal fee per transaction from the dealers. Based on typical fees charged in the industry for these

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Services, along with estimated volume of transactions, the estimated value to Service Provider(s) over 10 years is $1,000,000.

The procurement methods identified in ORS. 279B are not feasible options for meeting the business needs of ODOT DMV. Therefore, ODOT requests approval of this Special Procurement to procure the Services needed as described in Section 10.d below.

d. Proposed Contracting Procedure:

Step 1 - Special Procurement

1. As required by Oregon Administrative Rules (“OAR”) 125-247-0287, ODOT will issue a public notice (“Notice”) of the approved SP on OregonBuys® for a period of seven (7) calendar days.

2. The Notice will include provisions that any Affected Person(s) may protest the approval of the

SP.

3. The Department of Administrative Services, State Procurement Services (“DAS SPS”), in collaboration with ODOT, will respond to and resolve all protest(s) of the SP, if any.

4. If no protests are received and sustained, ODOT will proceed with issuing a Request for

Application as described in Section 10.d - Step 2 – Request for Application below.

5. ODOT will work with Enterprise Information Services (“EIS”) and obtain its endorsement prior to executing all contracts, as required.

6. Pursuant to OAR 137-045-0015, ODOT will work with the Department of Justice (“DOJ”) and obtain legal sufficiency approval prior to executing all contracts, as required.

Step 2 - Request for Application (RFA)

1. ODOT intends to issue a multiple award opportunity Request for Application (“RFA”) in 2026.

This opportunity to participate will be posted on OregonBuys®.

2. Potential Service Provider(s) will submit their applications demonstrating how they meet the

“Minimum Qualifications” set forth in the RFA.

3. ODOT will conduct a pass/fail review. Those Service Provider(s) who meet the Minimum

Qualifications will move to a scored evaluation process.

4. Evaluation scores will be totaled, and prospective Service Provider(s) will be ranked from highest to lowest.

5. ODOT will issue a list of all awardees in the ranking order in its Notice of Award from highest to lowest. ODOT DMV estimates entering into at least five (5) contracts with the highest ranked applicants, or fewer contracts as a natural break in scoring may occur.

6. ODOT will execute a Contract with each Service Provider that successfully completes negotiations beginning with the highest ranked applicant (Service Provider 1) and proceeding with the next highest ranked applicant through the ranked order.

7. ODOT reserves the right to re-open RFA opportunities as needed throughout the term of this Special Procurement and to award additional contracts to additional Service Provider(s) at ODOT’s sole discretion.

11. Justification for use of Special Procurement: Describe the circumstances that justify the use of a

Special Procurement. Attach relevant documentation.

The procurement methods identified in ORS 279B are not feasible options for meeting the business needs of ODOT DMV. ODOT DMV will conduct an open, competitive Request for Application

REQ-DASOBO-00120784_ElectronicLien&Title (ELT) Svcs_ODOT Page 4 of 5 process via OregonBuys. This RFA process will allow for maximum competition and multiple awards for goods and services without compensation paid to Service Provider(s) by ODOT/DMV.

There is a value to the Service Provider(s) as they will be paid by the dealers, and ODOT/ DMV wants to ensure a competitive process.

12. Findings to Satisfy the Required Standards: This proposed special procurement:

___X___ (a) will be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts because:

The RFA process identified in Section 10.d. will not diminish competition— any Service Provider can respond to the open, competitive Request for Application process, which could result in a Contract for those that meet the eligibility requirements and successfully complete the negotiation process.

ODOT intends to open the Request for Application process periodically throughout the term of this Special Procurement based upon future business needs.

and

______ (b)(i) will result in substantial cost savings to the contracting agency or to the public because:

or

__ X ___ (b)(ii) will otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with the requirements of ORS 279B.055, 279B.060, 279B.065, or 279B.070, or any rules adopted thereunder because:

• Using this alternate method of procurement will promote competition and offer more opportunities to businesses in the private sector because ODOT will reopen the RFA and advertise for new Service Provider(s) periodically.

• ODOT DMV patrons will be better served using this alternate procurement method, which may avoid possible delays in the contracting and operational processes inherent in one of the statutory procurement methods listed above.

• There will be cost savings to Oregon taxpayers and ODOT DMV since patrons will not need to come into an ODOT DMV field office to process titles and registrations or maintain inventory. In addition, ODOT pays nothing to the Service Provider(s). The Service Provider(s) may collect a nominal fee per transaction from the dealers.

13. Signature: The actual signature of the Agency Head or designee (e.g., Designated Procurement Officer) is not required on the Request if it is submitted through OregonBuys®. Agency may elect to attach a signed Request.

Signature: e.g. Electronically in OregonBuys® _________________ Type Name: Date:

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PART B. The Department of Administrative Services completes Part B.

STATUTORY AND RULE AUTHORITY:

ORS 279B.085(2) states the Director of the Department of Administrative Services may approve a special procurement if the Director finds that a written request submitted under ORS 279B.085(4) demonstrates that the use of a special procurement as described in the request, or an alternative procedure prescribed by the Director will:

(a) Be unlikely to encourage favoritism in the awarding of public contracts or to substantially diminish competition for public contracts; and (b)(A) Result in substantial cost savings to the contracting agency or to the public; or

(B) Otherwise substantially promote the public interest in a manner that could not practicably be realized by complying with requirements that are applicable under ORS 279B.055, 279B.060, 279B.065 or 279B.070 or under any rules adopted thereunder.

OAR 125-246-0170 delegates the authority of the Director of the Department of Administrative Services to approve special procurements to the State Chief Procurement Officer. OAR 125-247-0285 through 125-247- 0288 implement ORS 279B.085.

OAR 125-247-0700(2) Protests and Judicial Review of Special Procurements designates the State Chief Procurement Officer as the Contract Review Authority.

FINDINGS: The findings are accepted, adopted, and incorporated by reference herein.

CONDITIONS OF APPROVAL:

1. Notice Period. The Authorized Agency shall post the Public Notice on OregonBuys. The Special Procurement may not be used until after the completion of the seven (7) day notice period required pursuant to OAR 125-247-0287(4), and either:

a. No Written protests are received by the Contract Review Authority, State Chief Procurement Officer, from an Affected Person in response to the notice, or

b. If any protest is received during the notice period, then not until:

i. the State Chief Procurement Officer or delegate issues a written disposition of the protest in accordance with ORS 279B.400 and OAR 125-247-0700 and OAR 137-047-0700, and

ii. confirms in writing the first possible date of use of the Special Procurement.

2. ORS 279A.165 Requirements. Authorized Agency shall comply with the requirements of ORS 279A.165 and OAR 125-247-0287(12) regarding a report about this Special Procurement. Agency shall use a form and follow the instructions provided by the State Chief Procurement Officer or delegate.

3. Authorized Agency shall comply with all Enterprise Information Services (“EIS”) conditions and requirements prior to contract execution, if any.

APPROVED

Jay Jackson, Procurement Policy Officer Date:

Department of Administrative Services, State Procurement Services

08/14/2025