RFI LMD Citizen Platform 2021-11.doc

REQUEST FOR INFORMATION

Citizen Platform for Property Permits Lane County Oregon Responses due:

December 6, 2021 8:00 am PST

LANE COUNTY

Department of Public Works Land Management Division (LMD) 3050 N. Delta Highway Eugene, OR 97408 Project Owner: Keir Miller, LMD Manager Procurement Contact: Michael LaBorde, Project Manager Purpose & Goal of the RFI The Property Permitting process is operated by the Land Management Division (LMD), a division within Lane County Public Works. LMD is located at:

3050 N. Delta Highway

Eugene, OR 97402 Lane County is seeking information from qualified vendors who provide Citizen Platforms for Property Permits. The LMD’s Evaluation Team will act as the administrative agent, gathering and reviewing responses, and will participate in discussions pursuant to this Request for Information (RFI).

Lane County’s intent in issuing this RFI is to determine whether purchasing such Citizen Platforms are viable in terms of public convenience, operational efficiencies, and cost savings. Responses will help determine whether a Request for Proposal will be issued subsequently. The RFI will further aid the County in familiarizing itself with potential providers for these services. If a decision is made to issue an RFP, it is expected to occur within 3-6 months following completion of this RFI. For clarification, this RFI will NOT directly result in an award of contract for services.

County reserves the right to retain all responses submitted and to use any ideas in a subsequent RFP.

Background Information

Lane County is an urban/rural county of 4,610 square miles, roughly the size of the state of Connecticut, with 345,880 people. The county stretches from the Cascade Mountains to the Pacific Ocean. Approximately 61% of the County’s residents live in Eugene/ Springfield, the second largest urban area in Oregon.

The mission of the Land Management Division (LMD) is to balance the protection of natural resources and the built environment, to support a strong, diverse, and sustainable regional economy, and to provide excellent customer service to the entire community.

LMD is responsible for three broad program areas. These are the Building Program, Planning Program, and Code Compliance. In addition, the Division provides information and public assistance with all these services, making customer service a primary element and focus of the Division.

RFI Submission From the issue date of this RFI until the response deadline date, the sole point of contact will be Michael LaBorde, unless stated otherwise. Queries addressed to other employees of Lane County will be referred to Mr. LaBorde.

Michael LaBorde, Project Manager Department of Technology Services Email: michael.laborde@lanecountyor.gov Due Date: December 6, 2021 8:00 am PST

SUBMISSION VIA Email: michael.laborde@lanecountyor.gov Key Dates

The key dates below are guidelines during the RFI process and are subject to change.

Date

Description

Nov 9, 2021 RFI posted on the Oregon Buys internet website

Dec 6, 2021 Responses due at 8:00 AM PST

Questions

Please email all questions NO LATER than November 29th to Michael LaBorde.

RFI Formatting Instruction

a) Type directly into the “RFI Response Section” electronically using Calibri or Arial 11 font in your response.

b) Please be brief, concise, and focused on the question asked.

c) Do not skip questions. If a question is not applicable, please state reason.

d) When finished, copy and paste only the RFI Response Section into a separate Word document and save the electronic file, entitled as: LC RFI – LMD Citizen Platform .

f) Please email the electronic MS Word copy by the due date of December 6th via email to: michael.laborde@lanecountyor.gov . Please DO NOT send a PDF file. Email submissions will be confirmed received within one business day.

Current Permit Processing Overview

Link to Lane County LMD site: https://lanecounty.org/cms/One.aspx?portalId=3585881&pageId=4184653

Current Permit Issues:

The permit application process for Lane County Oregon is complicated. The State of Oregon and other jurisdictions have statutes, laws, ordinances, restrictions, and other forms of land use regulation for the property parcels within Lane County. Each parcel can be subject to multiple stipulations and requirements for a successful permitting process to occur.

For the average citizen, navigating the complex application process can be daunting. At each stage of the process, a property owner may be subject to requests for more information and/or resolution of issues before the next stage can begin. This process can be confusing, frustrating, and downright maddening.

Lane County currently offers online services to assist applicants. Applicants can currently lookup property information, access permit application forms for land use and for building, track permitting progress, schedule inspections, and pay permit fees online. The LMD website also provides access to FAQs, guides, diagrams, and other detailed information about the permitting process.

In spite of the online accessibility to information and forms, incomplete and inaccurate permit applications are submitted on a regular basis. In addition, questions asked by citizen applicants during in-person visits, email, and phone calls tend to be repetitive, with the answers to these questions being available online and either not read or understood. Citizens are frustrated when issues arise during the permit review process. Many of those issues require more information or additional items. These surprises, after time and money have been invested in the permitting process, are bad for the applicants and for LMD staff.

Citizen Platform Lane County LMD is seeking information about possible solutions to the Current Permit Issues detailed above:

· What can be done to provide clearer and easier to understand information to the general public?

· What tools or products can help make the permit application process more understandable and efficient for the average citizen?

· How can LMD cut down on the number of incomplete applications and repetitive questions?

· How can LMD provide a better, more efficient experience for its citizen customers?

Please assist us by filling out and returning the section that follows below.

RFI Response Section

Please help us gain a basic understanding of your company’s solution to providing a Citizen Platform for Property Permits.

A. Firm Information Company Name:

Address of U.S. Headquarters:

Address of Service Office:

Service Office Phone Number:

RFI Contact Name/Title:

RFI Contact Email:

RFI Contact Phone:

B. Questions

1. What are the most important issues to consider when purchasing this service or these goods?

2. Where are the potential cost savings most often found?

3. What other non-financial benefits may be potentially realized in using these goods or services?

4. Can you provide a cost range that these goods or services might fall into? What is the best way to format and frame the cost proposal section of a potential RFP?

5. What are the potential pitfalls of purchasing these goods or services?

6. In your opinion, what are the most important criteria to use in deciding upon a provider of the goods or services? Please list in the order of importance you feel is appropriate and explain why each is important.

7. How long does it typically take to implement the goods or services from point of contract execution to go-live status and what are the key milestones along the way?

CONFIDENTIAL

VERSION DATE: january 28, 2004