RFI 2023200046 Optical Character Recognition Software Solution

The City of Eugene, located in Lane County, Oregon, is conducting a Request for Information (RFI) for an Optical Character Recognition (OCR) software solution designed to automate data entry for accounts payable processes. The procurement seeks to identify potential suppliers capable of providing a comprehensive OCR system that can integrate with the city's existing Oracle PeopleSoft Financials and Supply Chain Management system. The primary objective is to streamline invoice and utility bill processing, which currently involves approximately 2,000 invoices and 400 utility bills monthly. Key software requirements include the ability to recognize at least 12 fields across 6 different document formats and transfer data into Excel spreadsheets. The RFI includes detailed evaluation criteria focusing on system security, software support quality, and user-friendliness. Interested suppliers must submit Letters of Interest by January 17, 2023, at 3:00 PM PST, with the city's ultimate goal of establishing a budget and compiling a list of potential vendors for a future Request for Proposals (RFP).

The RFI does not specify explicit set-aside designations or restrictions on respondent organizations. The document indicates that the city is open to various suppliers capable of meeting the technical and functional requirements of the OCR solution. While no incumbent vendors are mentioned, the procurement emphasizes the need for seamless integration with the existing Oracle PeopleSoft system. The RFI requests comprehensive information from potential vendors, including details about cooperative purchasing agreements, system references, technical specifications, data security protocols, implementation strategies, and pricing estimates for different hosting scenarios. Although a specific budget range is not disclosed, the city's intent to process 2,400 documents monthly suggests a scalable and cost-effective solution is desired. Vendors are expected to provide pricing information for various deployment models, which will help the City of Eugene determine the most appropriate and economical OCR software solution for their accounts payable automation needs.