20242066_A1_Revenue Collection and Compliance Services.pdf

Request for Information

Revenue Collection & Compliance Services

Solicitation No. RFI 20242066

Due Date and Time:

Thursday, June 20, 2024

2:30pm PST

CITY OF EUGENE

Central Services Finance Division/Purchasing

100 West 10th Avenue, Suite 400 Eugene, Oregon 97401

The Purchasing Office is currently closed to the public.

I. INVITATION TO SUBMIT INFORMATION

INVITATION TO SUBMIT INFORMATION

Notice to Suppliers Letters of Interest, including high-level price range information for Revenue Collection and Compliance Services will be accepted by the Purchasing Office until Thursday, June 20, 2024 @ 2:30pm. This Request for Information (RFI) is for informational purposes only and will not directly result in a contract award.

Project Description The City of Eugene is requesting Letters of Interest from suppliers that provide revenue collection and compliance services. The City wishes to compile information about available services and establish a budget and a list of suppliers who may wish to submit proposals for a future Request for Proposals

(RFP).

Upon review of the Letters of Interest, the City may issue a subsequent solicitation with the intent to purchase a solution.

Solicitation Documents Solicitation documents may be examined electronically by logging in to OregonBuys. To view City of Eugene solicitations:

• Scroll to Supplier Activities

• Click the Open Bids icon

• Click the Advanced Search button

• Click Select Organization

• Select City of Eugene

• Click Search\Click the Bid Solicitation # to view solicitation details and documents

A copy of the Solicitation may also be obtained by emailing the Purchasing Analyst shown below.

Offerors shall submit an electronic response, including Letter of Interest and accompanying information, in PDF format via email to the Purchasing Analyst referenced below.

Letters of Interest with all accompanying information shall be submitted before the due date and time specified in the Request for Information.

Single Point of Contact City of Eugene Purchasing is the issuing office. Address all concerns or questions regarding this solicitation to the Purchasing Analyst identified below.

Dated: May 23, 2024

Michelle Hahn, OPBC Purchasing Analyst Mhahn@eugene-or.gov https://oregonbuys.gov/bso/ mailto:Mhahn@eugene-or.gov

II. INSTRUCTIONS TO OFFERORS

1. Fill out and return the attached Standard Request for Information Form with Offeror Letter of

Interest. The City will use this information to contact Offerors about future solicitation requests.

Include Offeror responses to the questions outlined in Section III. Introduction & Questionnaire in Offeror’s Letter of Interest.

2. Offerors shall submit an electronic response, including Letter of Interest and accompanying information, in pdf format by emailing the City’s Purchasing Analyst.

Letters of Interest with all accompanying information shall be submitted before the due date and time specified in the RFI. Offeror shall bear all risks associated with delays in email or file sharing services.

3. Letters of Interest may be withdrawn by written notification on company letterhead signed by an authorized person and received prior to the deadline for submitting Letters of Interest.

4. This RFI does not commit the City to pay any costs incurred by any Offeror in the submission of Letters of Interest.

5. PUBLIC RECORDS: This RFI and one copy of each Letter of Interest received in response to it, shall be kept by the City of Eugene Purchasing Office and made a part of a file or record which shall be open to public inspection, excepting any information that is considered trade secret under ORS 192.501(2), each sheet of such information must be marked with the following legend:

“This data constitutes a trade secret under ORS 192.501(2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only "unless the public interest requires disclosure in the particular instance." ORS 192.501(2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a letter of interest may depend upon official or judicial determinations made pursuant to the Public Records Law.

6. Questions or clarification requests shall be submitted by email to the City’s Purchasing Analyst no later than 2:00pm on Thursday, June 13, 2024. Contents of questions and clarifications should include a reference to the page or item being addressed, the reason and any proposed alterations.

The City may limit the number of responses it provides in response to Offerors’ questions.

Therefore, the City asks Offerors to prioritize questions asked. Do not include questions with the response to the RFI.

7. Statements by City staff or its representatives are not binding on City, unless confirmed by written addendum. Addenda will issue and Offerors shall receive Addenda as follows: City will not mail notice of Addenda but will publish notice of any Addenda on OregonBuys. Addenda may be downloaded from OregonBuys. Interested Offerors should frequently check OregonBuys until closing.

III. INTRODUCTION & QUESTIONNAIRE

Introduction

The City of Eugene, Oregon is considering implementation of a service fee to support the provision of Fire services to the community. The City is seeking suppliers that offer fee collection and compliance services to support all aspects of this revenue program, which would be an entirely new program and structured like a utility fee. Details of the fee are yet to be defined, but the fee would likely be tiered and based on an easily identifiable characteristic of the residential or business property, such as square footage.

In order to achieve the operational and service goals of the new program, the City may seek revenue collection and compliance services to work in cooperation with the City’s staff and act in the capacity of the fee administrator to collect, administer, and enforce the fees. The service will also be responsible for providing the City with regular reports detailing all aspects of the revenue administration and collection.

Questionnaire

1. Summarize the basic approach to providing the subject services and recommendations for best practices, including:

a. Voluntary compliance such as customer outreach and education, account assistance, responding to feepayer questions, development of forms and instructions, and filing support;

b. Customer functions and correspondence regarding business registration, billings, refunds, transcripts, administration of low-income assistance, and notices of deficiency or assessment;

c. Enforcement abilities related to auditing, filing enforcement, appeals, and debt collection; and

d. E-services for remitting payments and submitting returns through a customer portal, web-based application, or electronic filing and support.

2. If the service provided does not cover all aspects of fee collection and compliance as detailed above or is limited in scope, please explain what services or functions are not provided.

3. The City particularly values security-driven services. Please describe what security protocol are provided for the service to protect confidential customer information.

IV. SUBMITTALS

Please submit the following items with your response to this request:

1. Standard RFI Form – Complete and sign the City of Eugene Standard RFI Form attached to the RFI as Section V. This information will be used to contact you if the City elects to issue a future solicitation for these services.

2. Responses to Section IV. Questionnaire.

3. Fee schedule for the services identified in your responses.

4. Supplemental Information – Include any additional information that you feel may be useful to the City in learning more about the services you provide.

V. STANDARD REQUEST FOR INFORMATION FORM

I, the undersigned, and authorized representative of ________________________________ (Firm Name) which is a sole proprietor __________, partnership __________, or corporation __________ have read and thoroughly understand the specifications, the RFI instructions, and all other conditions of the Request for Information solicitation as well as all addenda issued for this solicitation by the City of Eugene for Revenue Collection and Compliance Services and agree that the information submitted is accurate and correct.

Name: Title:

Signature: Date:

Company Name:

Tax ID Number (TIN): ___________________________________________________________

Address:

Phone: Fax:

E-mail Address: ________________________________________________________________

Company contact for this project (if different from above):

Name: Title: ______

Phone: E-mail:__________________________________