20094 Final_RFI~1.docx

Oregon Department of Transportation ODOT Procurement Office 355 Capitol Street NE, MS #51 Salem, OR, 97302

REQUEST FOR INFORMATION (“RFI”)

Commercial Vehicle Registration

RFI Number: 20094 Bid Solicitation: S-73000-00008529

RFI Issue Date: 10/25/2023

Response Due Date: 11/15/2023

The Oregon Department of Transportation (“ODOT”) Commercial Vehicle Registration (“CVR”) group within the Commerce and Compliance Division (“CCD”) is seeking information from firms for a commercial vehicle registration system, including International Registration Plan (“IRP”) and International Fuels Tax Agreement (“IFTA”) reporting. 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 commercial vehicle registration vendors.

Written responses to this RFI are due no later than the date identified above. Responses are limited to 10 total pages. Please submit an electronic email response only to the following person:

Attn: Kristy Smith, Contracts Coordinator Email: kristy.h.smith@odot.oregon.gov Phone: (503) 910-1151

All inquiries must be submitted via email to the above person.

Responses will be reviewed by ODOT for the purpose of determining the feasibility and advisability of proceeding with a subsequent RFP. ODOT will take into consideration the benefits to the Department and the citizens of the state. Responses submitted hereunder create no binding obligations and confer no rights on any party. 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.

PUBLIC RECORDS. This RFI and the responses received shall be kept by ODOT and could be made a part of the public record. ODOT REQUESTS THAT INTERESTED FIRMS NOT SUBMIT INFORMATION IN THEIR RESPONSE THAT THEY CONSIDER PROPRIETARY OR CONFIDENTIAL. Responses are voluntary and non-binding. Comments by vendors will not bind the vendor to the State contractually, monetarily or in any other way. The State cannot guarantee confidentiality of any documents or written comments submitted by vendors in response to this Request for Information, as it is available under the "Public Records Law”.

THIS NOTICE IS FOR INFORMATION ONLY. It does not constitute a solicitation for bids, nor does it necessarily signal the intent of ODOT to procure these products or services. This Request for Information does not bind the State to issue an Invitation to Bid, an RFP or to automatically adopt changes suggested by vendors.

BACKGROUND:

The CVR Unit manages the vehicle registration process for all motor carriers. Plates, tags, transponders, and operating authority are typically issued upon registration of Oregon based carriers. ODOT is a member of the International Registration Plan IRP and the IFTA.

Current systems are rigid, inflexible, unable to handle complex processes, and increasingly difficult to interface with modern technologies. The current system is based on an old IBM mainframe platform. Implementing any statutory or programmatic changes will require hundreds of hours of programming effort and results are not consistent with desired outcomes. Because of this, CCD staff are forced to adopt manual processes to remain compliant with legislative changes.

Replacing the existing system is in alignment with ODOT’s Strategic Action Plan (“SAP”) and specifically, the goal to invest in and integrate technology to improve transportation services and operations. Replacing the existing system also aligns with CCD’s modernization objectives.

PURPOSE:

ODOT will implement a new commercial vehicle registration system that is versatile and on a modern enterprise-level platform, and will encompass IRP and IFTA reporting, motor carrier operating authority, and commercial registration functions.

OBJECTIVES:

1. Provide self-service online access to motor carriers with increased access (24/7, 365 days a year) to complete commercial vehicle registration and IFTA reporting/payments.

2. Reduce operating costs by implementing new technologies to support these functions.

3. Streamline and simplify the collection and reporting of fees and taxes.

4. Reduce and/or eliminate non-value-added process steps such as data entry, imaging, excess review, etc., completed by ODOT staff.

5. Expand data sharing capabilities with internal and external stakeholders.

6. Simplify the process for motor carriers by minimizing the amount of information that needs to be provided (only request what is required and/or cannot be obtained in other ways).

7. Ensure that CCD receives accurate registration and fuel use data and revenues from carriers.

8. Improve customer satisfaction by improving service levels.

9. Outsourced maintenance freeing ODOT staff time to focus on other divisional priorities.

ATTACHMENT A to RFI # 20094 Response Cover Sheet

Respondent’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). Responses that exceed 10 pages will not be reviewed.

1. Describe the Respondent’s software that is relevant to this RFI. Include additional modules that may apply.

2. Describe the technical experience, background, and capabilities of Respondent and its principles. Highlight relevant work with other government entities.

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

4. Total estimated budget for IT Professional Services (including activities in #3) and annual licensing, support, and maintenance fees, for up to 10 years – line-item costs are preferable.

5. Please describe any additional information, relevant to this RFI, which would be useful for ODOT to better understand available commercial vehicle registration software.

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