00018156 LEEDC RFI Final.docx

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

REQUEST FOR INFORMATION (RFI)

Law Enforcement Electronic Data Collection System

RFI Number: S-73000-00018156 RFI Issue Date: As shown in OregonBuys Response Due Date: Bid Opening Date as shown in OregonBuys

Written responses to this RFI are due no later than the Bid Opening Date as identified in OregonBuys. Responses must be submitted electronically via Oregon Buys. See RFI Section 8, OregonBuys for more information.

Table of Contents

1. Project name …………………………………………………………………….………….

2. Purpose ………………………………………………………………………………

3. High-level description of the current system …………………………………….

4. Feedback requested ……………………………………………………………………..

5. Response submission …………………………………………………………………..

6. RFI criteria ………………………………………………………………………………….

7. Public Records …………………………………………………………………………….

8. Oregon Buys ………………………………………………………………………………..

9. Public Notice ………………………………………………………………………………

10. Submitting RFI responses to ODOT …………………………………………………

11. Questions and Answers …………………………………………………………………

12. Notes ………………………………………………………………………………………….

13. Attachment A: Cover Sheet ……………………………………………………………

14. Appendix A: Functional requirements responses ……………………………...

1. Project Name:

Request for Information (RFI) for Law Enforcement Electronic Data Collection Project.

2. Purpose The Oregon Department of Transportation (ODOT) is interested in obtaining valuable information about available technology solutions and services in connection with the Law Enforcement Electronic Data Collection (LEEDC) Project.

The purpose of this RFI is to educate ODOT and gather information about available technologies and vendors to assist ODOT in potentially issuing a formal Request for Proposal (RFP) solicitation for a statewide Law Enforcement Electronic Data Collection System in 2027. The implementation of the LEEDC System must be completed by January 2030.

3. High-Level Description of the Current Landscape Overview This effort is part of a five-year NHTSA grant to stand up the Statewide Electronic Data Collection (SEDC) program at ODOT. As part of the SEDC Program, ODOT has initiated two complementary efforts: the Law Enforcement Electronic Data Collection (LEEDC) Project and the Crash Data System Replacement (CDSR) Project. Together, these two initiatives aim to modernize how crash data is collected, processed, stored, and shared, ensuring compliance with current and future data requirements while improving timeliness, accuracy, and accessibility.

Using approved National Highway Transportation Safety Administration (NHTSA) grant funding, ODOT’s LEEDC Project will facilitate the adoption of electronic crash reporting by Oregon’s law enforcement agencies that submit crash reports to ODOT, which includes the Driver and Motor Vehicles Division (DMV). The LEEDC Project will ultimately involve the procurement, design, configuration, and implementation of a set of software solutions and integrations to enable the electronic collection and submission of crash records from law enforcement agencies to ODOT.

Background Data related to motor vehicle traffic crashes in Oregon is a critical resource used for a wide range of purposes, including complex engineering analysis and comprehensive transportation safety planning. This crash data plays a central role in decision-making particularly in guiding investments in transportation infrastructure and safety activities at the federal, state, and local levels. As such, improving timely access to accurate and complete crash data through the LEEDC and CDSR projects is essential.

Current crash reporting practices and systems within ODOT present significant challenges to the efficient collection, processing, and dissemination of crash information. Oregon law requires law enforcement agencies investigating crashes are required to complete the Oregon Police Traffic Crash Report (Forms 735-46A, 46B, and 47) and submit it to ODOT. Today, law enforcement agencies either submit crash reports electronically or via paper forms. Even though some law enforcement agencies today have digital solutions for capturing the crash report information for use within their own agency, all law enforcement agencies must still submit their crash reports to ODOT by emailing, faxing, or mailing printed crash report forms to then be transcribed and stored electronically at ODOT/DMV. This paper-based process is both time-consuming and inefficient for law enforcement agencies and often results in incomplete or difficult-to-interpret reports, which must then be manually reviewed and transcribed into ODOT systems.

One of the goals of the SEDC grant program is to give all law enforcement agencies the option to either: (a) continue using their current electronic solution for collecting crash information electronically but enable a connection to the state crash data repository for electronic crash data submission to ODOT; or (b) migrate to the State of Oregon’s proposed LEEDC System. A vendor for ODOT’s Crash Data System Replacement Project has been selected but a technology vendor for the LEEDC Project has not been selected yet.

Services Needed ODOT receives crash reports from over 160 law enforcement agencies with varying degrees of electronic crash capture and electronic records management adoption. While some smaller agencies may collect, manage, and store crash reports using traditional pen and paper, larger agencies may capture and store crash reports in a vertically integrated software system that addresses both crash capture and records management. Today, despite some law enforcement agencies capturing and storing crash reports electronically, all agencies must still create a PDF of the crash report and then fax, email, or print and mail it to DMV for ODOT to have access to their data.

4. Requested Feedback & Respondent Matrix The State recognizes that the capabilities required to deliver this comprehensive statewide ecosystem are vast. To maximize high-quality market intelligence, respondents are not required to provide a solution or answer for every element requested. The State welcomes responses from specialized niche vendors, custom development agencies, and comprehensive public safety suite providers alike. Responders may submit feedback on one, multiple, or all of the four Focus Areas. ODOT is looking to vendors for not only a solution to meet identified requirements across solution focus areas, but to also identify and address any issues and features their product addresses that may have been overlooked in this RFI.

ODOT is interested in hearing from vendors across four distinct solution Focus Areas as summarized here and in order of priority:

1. Software solutions for law enforcement crash capture.

2. Software solutions for crash record management, commonly referred to as record management systems (RMS).

3. Technology solutions for migrating future data from existing RMS or crash capture software into ODOT’s databases, including both data migration software and data migration consulting services.

4. Technology consulting to create a Software Development Kit for ODOT’s crash data.

Please use the Cover Sheet included in Attachment A of this RFI and explicitly check the boxes corresponding to the sections your firm is addressing in its submission. Please note that ODOT understands that responders may not be able to or may elect not to answer all of the prompts for feedback requested. Please note in your submission if an area is not applicable to your solution.

☐ Focus Area 1: Standalone Crash Reporting & Form 46A Compliance ODOT seeks feedback on turnkey, traffic-centric electronic crash software that can be rapidly deployed to law enforcement agencies that do not currently have electronic crash capture or records management technology as conceptualized by Quadrant B in Figure 1.

Feedback Requested for RFI Focus Area 1:

· Operational Feedback for Crash Reporting: Briefly describe how your software optimizes roadside workflows for patrol units completing the Oregon Police Traffic Crash Report (Forms 46A, 46B, and 47).

· Operational Feedback for Crash Record Management Software: Briefly describe how your software works with existing crash capture solutions to ingest crash reports and submit the Oregon Police Traffic Crash Report (Form 46A) to ODOT/DMV.

· Validation & Mapping: Briefly explain your solution’s built-in client-side validation logic that collects location data, with the ability for a user to adjust it to reflect GPS or LRS coordinates at the crash scene, and prevent submission errors before data hits the ODOT SEDC state repository.

☐ Focus Area 2: Comprehensive Agency-Wide RMS/CAD Integration Suites ODOT seeks feedback from enterprise public safety suite vendors capable of managing end-to-end dispatch and criminal justice records management across large, multi-jurisdictional populations.

Feedback Requested for RFI Focus Area 2:

· Unified Data Flow: Briefly explain how your Computer-Aided Dispatch (CAD) call-for-service architecture natively maps and streams incident data directly into the field reporting Mobile Data Terminal (MDT).

· Multi-Tenancy Segregation: Briefly outline your cloud platform's structural logic for securely siloing data from 160+ independent state, county, and municipal law enforcement agencies while allowing centralized state analytics pooling.

☐ Focus Area 3: Data Migration Software and/or Consulting ODOT seeks feedback from government compliant software or consulting providers regarding safe, cloud-native, data migration solutions.

Feedback Requested for RFI Focus Area 3:

· Software and Services: Briefly describe your technology solutions for migrating future data from existing RMS or crash capture software into ODOT’s databases, including both data migration software and data migration consulting services.

· High-level Data Architecture: Please include data flow diagrams and descriptions outlining your ingestion, validation, and storage processes.

☐ Focus Area 4: Compliant Crash Data SDK Development ODOT seeks feedback from Solution Providers capable of building a Software Development Kit (SDK) to allow external third-party systems to stream data compliantly into the central ODOT SEDC data lake which will be hosted on an Amazon Web Services GovCloud.

Feedback Requested for RFI Focus Area 4:

· Application Programming Interface (API) Framework & Data Exchange (DX): Please outline your methodology for building, maintaining, and documenting secure RESTful or GraphQL API wrappers optimized for third-party developer implementation using a Zero Trust Architecture (ZTA) framework.

· Criminal Justice Information Services (CJIS) v6.0 & Federal Information Processing Standards (FIPS) 140-3 Compliance: Please outline your capability to deliver an engineering process utilizing 100% US-based labor, Oregon State Police CJIS Division fingerprint-cleared personnel, and FIPS 140-3 validated cryptographic modules.

· Offline Synchronization Logic: Briefly explain your architectural approach to designing an SDK engine that supports secure client-side database caching, queue management, and automatic data syncing for mobile units working in cellular dead-zones.

Feedback Requested for RFI Focus Areas 1-4 To support consistent evaluation across respondents, please address the considerations below with complete and concise information when submitting responses to any of the Four RFI Focus Areas:

A. Functional Requirements Feedback and Response Format. Please fill out the worksheet in Appendix A, Functional Requirements. The rows contain the functional requirements across the 4 Focus Areas without clear delineation as to which requirements apply to which Focus Area. ODOT fully understands and expects that all the requirements may not be relevant to or addressed by a single Responder. To the extent that a requirement is not relevant to the Responder’s solution, platform, software, or services please write “Not Applicable” for that requirement. There are 13 columns in the “Functional Requirements” worksheet:

a. Column 1, # (Number): A unique number has been assigned to each requirement to make it easier to reference as needed throughout the response.

b. Column 2, Priority to ODOT: This is intended to help Responder’s understand how important or critical a requirement is to ODOT and the law enforcement agencies that will be using the platform/solution/service addressed by a particular requirement.

c. Column 3, Functional Requirement: The information in this column describes the desired requirement to be addressed by Responder.

d. Columns 4-9, Vendor’s Ability to Meet Requirements: The next five columns identify the vendor’s ability to meet the stated requirement and are described below. Please place an (x) checkmark in the appropriate column:

i. “Not Applicable” – The stated requirement is not applicable to the work the vendor does. The vendor will check this box and leave the rest of the row blank.

ii. “Exceeds” – Your product meets all stated requirements and has additional “out of the box” features that are relevant to the four focus areas and which exceed the expectations outlined in this RFI. Please outline these additional features in the Narrative Explanation.

iii. “Meets” – Meets the stated requirements. Your product is in full compliance with this request and includes standard features “out of the box”.

iv. “Partially Meets” – Partially meets stated requirements. Identify your level of compliance, noncompliance, and customizing required to fully meet requirements.

v. “Planned” – Stated requirement will be met by a future release. Include the expected date of the future release in the Narrative Explanation.

vi. “Does Not Meet” – Does not meet the stated requirement nor will the stated requirement be included in a future product release.

e. Column 10, Method: Out‑of‑the‑box, configurable, customization required.

f. Column 11, Narrative Explanation: A brief description clarifying how the requirement is met either in written or video format with preference for inclusion of solution demos as appropriate. Please include any brief notes or additional information if applicable for each requirement. Please describe differences between your product and the requirement in this column. Describe any additional attributes your product provides that “exceed” the identified requirement. Attach additional pages if more space is needed.

g. Column 12, Assumptions: Any dependencies, limitations, or conditions to meet the requirement.

h. Column 13, Alternatives: If not fully met, proposed alternatives or options.

B. Current and Future Workflow Support:

a. Workflow, policy, and regulation compliance. Briefly describe how the proposed solution supports relevant workflows, policies, or regulatory obligations including government data safety certifications and compliance where appropriate (e.g., FedRAMP, CJIS, GovCloud).

b. Optional Reporting Functionality. Clarify whether agencies can select crash reporting only or potentially utilize additional functionality (crash capture, record management, citations, etcetera).

C. Cost Estimate & Pricing Model. Please provide ODOT with pricing information to help ODOT understand the pricing structure. This will help ODOT develop the pricing evaluation criteria for a future solicitation. Responders may provide a clear cost structure including:

a. What is the licensing model (e.g., subscription, per user, per module)?

b. Is implementation included in the licensing model?

c. Is ongoing maintenance, hosting, or support included in the licensing model?

d. Are optional modules or add-ons (for example citation) included in the base pricing or subscription?

D. Usability & Accessibility. Responders should briefly describe:

a. User interface design approach and ease of use.

b. Accessibility standards met (e.g., Web Content Accessibility Guidelines (WCAG) compliance).

c. Mobile or multi‑device support, if applicable.

E. Technical Alignment. Responders should provide feedback on technical requirements. To the extent any information is already detailed in the Functional Requirements Matrix, please reference the requirement number in your response:

a. System architecture (cloud or on‑premise, hosting model, scalability characteristics).

b. Integration capabilities (available APIs, data exchange formats, connectors, known system compatibilities).

c. Existing system integration. Please include information regarding compatibility with agency CAD and RMS systems. For example, this could include supporting existing master filing processes in the agency’s current RMS, utilizing CAD assigned case numbers, and allowing selected crash information to be imported into the RMS for searchability.

d. Security features and certifications (authentication methods, encryption standards, compliance frameworks).

e. Alignment with the organization’s existing infrastructure or constraints.

f. Agency-controlled transmission. Address whether the system

i. allows agencies to configure which records are transmitted to ODOT and

ii. prevents direct access to unreleased agency records by ODOT or other participating agencies.

F. Risk, Compliance & Data Management. Responders must provide information on:

a. Compliance with applicable state, federal, and organizational policies.

b. Data governance, data security, and data privacy protections including agency-specific access controls.

i. Whereas E.f.ii simply asks whether your system addresses role-based access controls, here we ask that you briefly outline how the system prevents participating agencies from independently searching or retrieving another agency’s records and restricts ODOT’s access to only the information authorized for transmission to ODOT.

c. Records retention and disposition. Please provide details regarding configurable retention policies and schedules such as automated purging with criteria chosen by agency, records designated for manual disposition review, litigation and public records preservation holds, and restrictions associated with expunction orders.

d. Business continuity and disaster recovery capabilities.

G. Implementation & Deployment Approach. For implementation, responses must outline:

a. Estimated timeline and phased approach.

b. Required customer resources (roles, effort estimates).

c. Data migration strategy and any tools provided.

d. Training offerings (format, duration, materials).

H. Ongoing Support & Maintenance. Responders should describe:

a. Typical support hours, response times, and escalation paths.

b. Release frequency and upgrade procedures.

c. Availability of documentation, knowledgebases, and self‑service resources.

I. Vendor Qualifications & Product Roadmap. Responses should include:

a. Experience serving other state departments of transportation (DOTs) collecting data from hundreds of law enforcement agencies, or other public agencies or similar organizations.

b. Relevant key staff and qualifications, case studies, and references.

c. Product maturity and anticipated roadmap updates.

J. Response Format for Sections B through I:

a. These sections are intended to act as a guide in terms of what information ODOT is seeking to obtain. The feedback requested in sections B through I is not intended to be prescriptive or exhaustive but rather informative. Vendors are encouraged to write “not known,” “not applicable,” or “not available” as appropriate for any piece of information requested where the vendor cannot provide an answer.

b. Please answer succinctly and include any diagrams, marketing materials, demos, or videos that you feel will best address and illustrate the information requested.

c. Please include any other information you feel speaks to the nature of what we are asking and sets you apart from other Responders.

5. Response Submission Responses must be submitted via OregonBuys and will be reviewed by ODOT. Responses submitted hereunder create no binding obligations and confer no rights on any party. This RFI does not constitute a solicitation for bids or proposals, or a guarantee for a solicitation. ODOT intends to use the responses from this RFI to tailor any upcoming LEEDC Project solicitations. At any time, ODOT may request additional information from any Responder and may terminate this RFI without incurring any liability to any Responder. By submitting a response, each Responder expressly waives claims for any costs and expenses the Responder incurs in connection with preparation and submission of a response.

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

At a minimum, Responders should include the following general information in their response:

1) Legal name and address of the company.

2) Name, telephone number, and email addresses of key contact person(s).

3) A short description of Responder’s general experience and qualifications.

4) Please provide written responses that include information that corresponds to ODOT’s information described in this RFI.

6. RFI Criteria Recognizing that there are Four Focus Areas included in this RFI and that some responders may provide responses to more than one focus area, a page limit on responses will not be strictly observed. Ideally, responses should not exceed 10 pages per addressed focus area, not including the Cover Sheet. Responses that exceed 10 pages per focus area will be reviewed but are not preferred.

Responses will be evaluated using the following RFI Criteria:

1) Solution Relevance.

A clear description of the Responder’s software that is relevant to this RFI is included along with any additional modules that may apply.

2) Experience.

The technical experience, background, and capabilities of Responder and its principles are included, highlighting relevant work with other government entities.

3) Budget.

An estimated budget inclusive of all associated solution or professional services, annual licensing, support, and maintenance fees, for up to 10 years for the activities in Section 4 is included. Line-item and annualized costs are preferable and encouraged.

4) Functional and Technical Fit.

Responses to the feedback requested in Section 4 is included in the suggested feedback format. Responses are clear and it is easy to evaluate whether a requirement is Exceeded, Met, Partially Met, Planned, or Not Met. The responses indicate how well the Responder’s solution addresses ODOT’s functional and technical requirements.

5) Implementation Timeline.

The Responder has described how long they anticipate software design, configuration, implementation, data integration and migration, and user testing and training, typically take to complete.

6) Implementation Phasing.

The Responder has explained whether the complete solution can be delivered through a phased implementation approach.

7) Mobile Compatibility.

The Responder has answered whether the public facing software is currently mobile friendly (i.e. responsive design). If so, Responder has also described what mobile applications are available today or will become available in the next 24 months.

8) Additional Info.

The Responder has described any additional information relevant to the focus areas described in this RFI that would be useful for ODOT to better understand the relevant solution or services.

7. Public Records This RFI, and responses received from Responders shall 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 Responder 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 Responder must clearly designate the portion of its response that it considers exempt and provide a justification consistent with the statutes identified. ODOT will not accept or consider responses from Responders that attempt to exempt the response in whole from disclosure.

Responses are voluntary and non-binding. Comments by Responders will not bind the Responder to the State contractually, monetarily or in any other way. The State cannot guarantee confidentiality of any documents or written comments submitted by Responders in response to this Request for Information, as it is available under the "Public Records Law”.

8. OregonBuys All Responders must be registered in OregonBuys to do business with the state and to respond to this RFI. Registration is free. To create an OregonBuys account, click the blue “Register” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso . For registration assistance see supplier registration guidance (https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf ). Responders are responsible for ensuring that their supplier information is current and correct in OregonBuys. ODOT will accept no 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.

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

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

10. Submitting RFI Response to ODOT Responder is solely responsible for ensuring its RFI and all required submittal items are submitted through OregonBuys in accordance with the RFI requirements before the Bid Opening Date. RFIs submitted by any other means will be rejected.

Agency 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 Responders for system demonstrations/ presentations and card product samples for further information gathering.

11. 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:

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

2 Refer to the specific area of the RFI being questioned (i.e. page, section and paragraph number); and 3 Be received by 10 days prior to the Bid Opening Date as noted in OregonBuys and sent by email to the Single Point of Contact. All questions and answers will be posted on OregonBuys.

12. 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 solicitation, or the solicitation process, or both. Accommodation requests must be received by the SPC 3 business days prior to the Proposal Submission Deadline (see “Bid Opening Date” and time in OregonBuys).

Non-Discrimination: [Required by USDOT for all ODOT solicitations, regardless of funding source] Agency, 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 proposals in response to this solicitation 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 # ______ Response Cover Sheet

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

Address:

City, State, Zip:

Email:

RFI Criteria:

Recognizing that there are Four Focus Areas included in this RFI and that some responders may provide responses to more than one focus area, a page limit on responses will not be strictly observed. Ideally, responses should not exceed 10 pages per addressed focus area, not including the Cover Sheet or Appendix A. Responses that exceed 10 pages per focus area will be reviewed but are not preferred. Responses will be evaluated using the RFI Criteria described in Section 6, RFI Criteria.

Please explicitly check the boxes corresponding to the sections your firm is addressing in its submission.

☐ Focus Area 1: Standalone Crash Reporting & Form 46A Compliance ☐ Focus Area 2: Comprehensive Agency-Wide RMS/CAD Integration Suites ☐ Focus Area 3: Data Migration Software and/or Consulting ☐ Focus Area 4: Compliant Crash Data SDK Development ODOT Law Enforcement Electronic Data Collection RFI Page 1 image1.png