Y26-05-RFI_Permit_&_Planning_Copilot_(AI_Chatbot_+_Guided_Workflows).pdf
PDF 177 KB Posted
- Attached to
- Permit & Planning Copilot
- Solicitation number
- Y26-05 - RFI
- Issued by
- Orange County, Orlando City, Florida
About this file
This is a Request for Information (RFI) issued by Orange County, Florida's Procurement Division seeking vendor information regarding an AI-powered Permit & Planning Copilot solution. The County is exploring conversational AI tools designed to improve resident and business access to permitting and planning information through a secure, county-branded assistant capable of answering regulatory questions, guiding users through permit requirements, and reducing incomplete permit submissions via guided workflows. Electronic responses must be submitted through the OpenGov Procurement Portal by 4:00 PM EST on Tuesday, March 31, 2026. The point of contact for this solicitation is Patricia Rigby, Buyer, at Patricia.Rigby@ocfl.net. Importantly, this RFI will not result in an award; it is informational only and designed to gather market intelligence from vendors capable of providing the described solution.
Vendors are required to address eleven comprehensive areas in their responses, including organizational experience implementing government AI chatbots, system capabilities for conversational AI and guided permit intake, integration with county permitting platforms and GIS systems, multilingual support including Spanish and Haitian Creole, AI model governance and accuracy controls, data security and privacy compliance standards, implementation timelines and training requirements, performance metrics and reporting capabilities, detailed cost and pricing models, innovation and future expansion potential, and willingness to participate in a pilot program. No specific pricing information, contract term, or funding amounts are identified in this RFI, as the primary objective is to collect vendor information to inform the County's future procurement strategy for this emerging technology solution.
View the file
Other files
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Issue Date: March 17, 2026
ORANGE COUNTY FLORIDA
PROCUREMENT DIVISION
REQUEST FOR INFORMATION #Y26-05-RFI
FOR
PERMIT & PLANNING COPILOT (AI CHATBOT + GUIDED WORKFLOWS)
Copies of this Request for Information document may be obtained from Orange County by download at: https://secure.procurenow.com/portal/orangecountyfl
SUBMISSION DUE DATE:
Electronic responses will be accepted up to 4:00 PM (local time), Tuesday, March 31, 2026, via the electronic procurement portal referenced above.
Electronic submissions are required to be made through the OpenGov Procurement portal only at:
https://secure.procurenow.com/portal/orangecountyfl.
NOTICE TO RESPONDENTS:
Your point-of-contact for this solicitation is Patricia Rigby, Buyer at Patricia.Rigby@ocfl.net.
OVERVIEW:
Orange County, Florida is exploring AI-powered conversational tools to improve resident access to permitting and planning information. The County seeks information from vendors capable of providing a secure, county-branded assistant that answers permitting and planning questions, guides users through regulatory requirements, and reduces incomplete permit submissions through guided workflows.
NO AWARD WILL BE MADE FROM THIS SOLICITATION.
THIS IS A REQUEST FOR INFORMATION ONLY
https://secure.procurenow.com/portal/orangecountyfl mailto:Patricia.Rigby@ocfl.net
REQUEST FOR INFORMATION
RESPONSE FORM AND MARKET/PRODUCT QUESTIONNAIRE
RESPONSE FORM
THE FOLLOWING SECTION MUST BE COMPLETED BY ALL RESPONDENTS:
Company Name:
(Street No. or P.O. Box Number) (Street Name) (City)
(County) (State) (Zip Code)
Contact Person:
Phone Number:
Email Address:
[REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK]
MARKET/PRODUCT QUESTIONNAIRE
1. VENDOR BACKGROUND AND EXPERIENCE
a. Describe your organization’s experience implementing AI-powered virtual assistants or chatbots for government agencies, particularly in permitting, planning, zoning, or regulatory services.
b. Provide examples of local government deployments where your solution assists residents or businesses with permit or regulatory questions.
c. Describe measurable outcomes from prior deployments, such as:
o reduction in call center inquiries o improved customer satisfaction o increased completion of digital applications
d. Provide references or case studies from municipal or county clients.
2. SYSTEM CAPABILITIES
Conversational AI
a. Describe how your solution answers resident and business questions related to permits, zoning, development review, and planning processes.
b. Can the system provide answers based on local codes, policies, and departmental procedures?
c. How does the system ensure responses remain accurate and aligned with local regulations?
Guided Permit Intake
d. Describe how the chatbot can guide users through determining whether a permit is required for specific activities (e.g., fence installation, pools, accessory structures, tenant improvements).
e. Can the solution provide step-by-step guidance on permit application requirements, including documents and fees?
f. Does the system support interactive workflows that collect required information before directing users to submit an application?
g. Can the system generate a customized checklist of required documents based on user responses?
Knowledge Base Integration
h. Describe how your solution ingests and uses approved public content, such as:
o permit guides o zoning codes o departmental FAQs o process documentation
i. How frequently can the knowledge base be updated when regulations or procedures change?
j. Does the system allow county staff to manage and update knowledge content without vendor assistance?
3. INTEGRATION WITH COUNTY SYSTEMS
a. Describe integration capabilities with permitting platforms (e.g., Accela, Tyler EnerGov, AMANDA, Cityworks, or similar systems).
b. Can the chatbot link users directly to online permit application portals?
c. Does the system support integration with GIS systems to provide location-based responses (e.g., zoning or overlay districts)?
d. Can the solution integrate with county websites, 311 services, or customer service platforms?
4. MULTILINGUAL AND ACCESSIBILITY CAPABILITIES
a. Describe support for multiple languages, including Spanish and Haitian Creole.
b. How does the system ensure accessibility compliance (e.g., ADA and WCAG standards)?
c. Can the chatbot provide plain-language explanations of complex regulations?
5. AI MODEL GOVERNANCE AND ACCURACY
a. What technologies power the conversational AI (e.g., large language models, natural language processing)?
b. How does the solution prevent hallucinated or inaccurate responses when answering regulatory questions?
c. Can the system provide citations or links to official county sources when responding?
d. What controls exist to ensure human oversight of AI-generated responses?
e. How does the solution handle sensitive or ambiguous questions requiring staff review?
6. SECURITY AND PRIVACY
a. Describe the platform’s data security and privacy protections, particularly when handling user-submitted information.
b. What compliance standards does the system support (e.g., SOC 2, FedRAMP, CJIS, or equivalent)?
c. How is user interaction data stored, secured, and retained?
7. IMPLEMENTATION AND TRAINING
a. What is the typical timeline for implementing a chatbot solution for a county government?
b. What information or documentation would be required from the county to train the system on permitting and planning content?
c. What training is required for county staff to manage and maintain the system?
8. PERFORMANCE METRICS AND REPORTING
a. What analytics does the system provide, such as:
o most common resident questions o chatbot resolution rates o user satisfaction o escalation to human staff
b. Can the system measure reduction in incomplete permit applications?
c. Can the platform provide dashboard reporting for leadership and operational monitoring?
9. COST AND PRICING
a. Provide estimated implementation costs for a county-level deployment.
b. Describe the pricing model (subscription, usage-based, or enterprise licensing).
c. Identify any ongoing operational, hosting, or support costs.
10. INNOVATION AND FUTURE CAPABILITIES
a. Describe advanced features such as:
o voice-based assistants o AI-driven document guidance o integration with inspection scheduling o predictive permitting assistance
b. How could this solution expand to support other county services beyond PEDS
(e.g., public works, zoning, code enforcement, or 311 services)?
11. PILOT PROGRAM OPPORTUNITIES
a. Would your organization support a pilot deployment focused on specific permit types or planning services?
b. What resources would be required from the county to conduct a pilot?
c. What success metrics would you recommend to evaluate the pilot program?
REQUEST FOR INFORMATION #Y26-05-RFI
File details come from the government source that posted it. Updated .