Fairfield County Auditor
2024 Request for Information (RFI)
Lot Split Program

The purpose of this RFI is to assist the Fairfield County Departments who manage the Minor Subdivision process in gathering information and identifying an on-line program to manage the review/approval process for minor subdivision (lot split) applications.

The RFI document is available at the following contact below, beginning July 10, 2024:
  • Copies of the RFI may also be picked up, beginning July 10, 2024, between 8 am and 4 pm at the County Auditor’s Real Estate Offices, 108 N. High St., Lancaster, OH.
  • Proposals will be accepted until 4:00pm on Wednesday, July 31, 2024.
  • If you have any questions, please call the Fairfield County Auditor’s Office at 740-652-7030, and request to speak with David Burgei, REA Director.

Carri L. Brown, PhD, MBA, CGFM

County Auditor

REQUEST FOR INFORMATION QUESTION
revised 07.24.24
Yes, vendor responses can be submitted via email to David Burgei at:  David.Burgei@fairfieldcountyohio.gov
All responses are due by 4:00pm est. on Wednesday, July 31, 2024.
We estimate a minimum of 50 users will need access initially.  We would be interested in knowing about costs relative to the number of users at different volumes or ranges.
Of the estimated 50 users, we estimate 35 will be internal “County” users and 15 will be external users.
Of the initial estimated users, a relatively low percentage would be read-only.  We would be interested in knowing about costs relative to the number of users, including user types, at different volumes or ranges.
This is a possibility.  We are interested in comments that would indicate advantages or disadvantages from the provider perspective.
Yes.
Yes.
We are considering all options available.  Yes, we envision access for external users and service providers. We envision an accessible dashboard, even if the dashboard elements were to differ based on access levels.
Of the estimated 50 users, we estimate 35 will be internal “County” users and 15 will be external users.
In 2023, we reviewed 346 lot split applications, or approximately 29 per month.  These numbers do reflect additional preliminary reviews expected with the new program.

To date in 2024, we have reviewed 252 applications, or approximately 36 per month. Based on this activity, one could estimate about 465 lot split applications annually.  This number is impacted by multiple variables in the public and private sector.
The current preliminary review includes a narrative of comments.  The County Health Department uses a preliminary review form, as attached.  Adding a form or forms is acceptable for the digital process.
Currently there are two forms in the final review process.

There is the application for minor subdivision approval on the “blue form”.  This form includes the contact information of the applicant and general characteristics of the property/split. The second page includes signature and comments of the Fairfield County Board of Health, County Engineer, Township Zoning Inspector, Sewer/Water District with Authority, and Regional Planning Commission.

There is a transfer form for County Auditor known as the “yellow form”.  This form is used by the County Auditor to document information required to transfer the property.

Preliminary Review:  The current preliminary review process is very informal and typically consists of a simple email to convey any comments that may need to be addressed and/or if that Department is providing a preliminary approval of their proposed lot split.  The only forms that are required during this phase are with the County Health Department depending on the circumstances.  The applicant may be requested to fill one or both of the Application for On-Site Land Evaluation or Major Subdivision Pre-Assessment Review Application.
They are paper forms desired to be converted to a digital form in which data are gathered and can be queried for analysis.
No, the number of forms do not vary. Not all portions of the forms need to be completed in all cases. The number of approvals in the process could vary based on factors noted.
Yes.
While not required initially, we are open to a solution that includes GIS/mapping features.
While not required initially, we are open to a solution that includes GIS/mapping features.
No.
No.
Preliminary Review:  The current preliminary review includes a narrative of comments.  The County Health Department uses a preliminary review form, as attached.  Adding a form or forms is acceptable for the digital process.

Currently there are two forms in the final review process.

There is the application for minor subdivision approval on the “blue form”.  This form includes the contact information of the applicant and general characteristics of the property/split. The second page includes signature and comments of the Fairfield County Board of Health, County Engineer, Township Zoning Inspector, Sewer/Water District with Authority, and Regional Planning Commission.

There is a transfer form for County Auditor  known as the “yellow form”.  This form is used by the County Auditor to document information required to transfer the property.
The security model will include role-based permissions to be created and applied.  The vision includes defined read/write access and accessibility to the data.
Yes, the County owns high-resolution imagery (3-inch imagery) that could be utilized for base maps.
Fairfield County GIS infrastructure is based upon ESRI ArcGIS products; no other mechanisms for importing shapefiles exist at this time.
No.