RFI No. 18626 OD Permitting System.doc

Oregon Department of Transportation

ODOT Procurement Office

355 Capitol Street NE, MS #51 Salem, OR, 97302

REQUEST FOR INFORMATION (“RFI”)

Over Dimension Permitting System

RFI Number: 18626 Bid Solicitation: S-73000-00003115 RFI Issue Date: May 11, 2022 Response Due Date: May 18, 2022, by 3:00 PM PST The Oregon Department of Transportation (“ODOT”) Over Dimension (“OD”) group within the Commerce and Compliance Division (“CCD”) is seeking information from firms for an Over Dimension (also known as Over Size/Over Weight) Permitting system. 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 OD Permit Software 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: Val Harms, Contracts Coordinator Email: valerie.harms@odot.oregon.gov Phone: 503-986-7554

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 or to automatically adopt changes suggested by vendors.

BACKGROUND:

The Over-Dimension (“OD”) Permit Unit within the Commerce and Compliance Division (“CCD”) issues permits to motor carriers that need to haul loads that exceed maximum size and weight limits established in statute and rule. The OD Permit Unit reviews and routes loads as requested by motor carriers to safely transport over height, over width, over length, and overweight freight through Oregon. The majority of permitting work is dedicated to single-trip permit (“STP”) issuance; a manual and time consuming process that requires reliable, in depth roadway information, and lengthy staff training.

CCD seeks to implement a statewide automated routing and permitting system for single-trip permit issuance. The new system would have several benefits: It would integrate new vertical clearance and infrastructural data which would, increase customer service levels by aligning multiple work units throughout the agency to make fully informed, as well as data driven investment decisions. The new system would be integrated with other ODOT work units, such as bridge engineers, transportation economists, and the state’s counties to minimize risk of damage to critical highway infrastructure.

PURPOSE:

ODOT will implement a new size and weight permitting system that also includes an automated permitting function which will modernize the size and weight permitting process, improve the availability of size and weight data, reduce routine permit processing times and increase customer self-service options.

OBJECTIVES:

1. Improve the speed, ease, and accuracy of the OD permitting and routing processes. Improved carrier compliance is an expected outcome.

2. Provide self-serve access to carriers; permit and route requests, changes and status updates.

3. Provide continuous year-round access to ODOT customers and users. All OD permits will be issued through the new system.

4. Improve service levels and reduce staffing requirements for routine permit requests. Some Single Trip Permits (STPs) will still require review and approvals and will not be issued “automatically”.

5. Automate the routing process to provide quicker and more accurate routing.

6. Expedite approval process for more complex requests (e.g. superloads).

7. Improve safety through automation that considers road restrictions and closures and all other critical routing data (available from other divisions and counties - i.e. Bridge, Mobility, GIS, Maintenance, etc.).

8. Facilitate and possibly improve collection and reporting of fees and taxes and ensure payments are easy and secure.

9. Enhance communication to permit holders related to planned and unexpected road closures and restrictions impacting their route. Explore reduction of the 35-day notification requirement for some construction and maintenance projects.

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

11. Reduce program management costs.

12. Reduce duplicative effort in how ODOT gathers and process road restriction information/data. Reduce human touch points.

13. Improve participation from county and other local road authorities.

ATTACHMENT A to RFI # 18626 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:

Fax:

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 firm’s software options that are relevant to this RFI.

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

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 ten 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 Over Dimension Permitting Software.