RFI Instructions - CBP Vehicle Fuel Management Services (083126).pdf

This Request for Information (RFI) for CBP Vehicle Fuel Management Services includes a DRAFT Statement of Work (SOW) for the purpose of market research. It is the government’s intention for this RFI for CBP Vehicle Fuel Management Services to result in a final SOW, for the purpose of issuing a solicitation to fulfill the government’s requirements. Please refer to the Attachments section for the DRAFT SOW and further instructions regarding this RFI.

U.S. Customs and Border Protection (CBP) is looking for contractors who can provide the professional services outlined in the attached DRAFT SOW.

It is anticipated that the type of contract will be a competitively awarded Blanket Purchase Agreement (BPA) or Indefinite Delivery Indefinite Quantity (IDIQ) Contract with Task Orders; however, the final determination may change based on the results of this market research. This RFI is issued for informational and planning purposes only. The information will be used in conducting market research to identify qualified, experienced, and interested potential business sources in support of the government’s requirements, and the best path forward for the type of contract, any set-asides, and the specific contract vehicle to be used, if any existing contracts are determined to be a suitable fit.

This is not a Request for Quotation or Proposal (RFQ/RFP). It is not to be construed as a formal solicitation or an obligation on the part of the government to acquire any products or services. The information requested by this RFI will be used within CBP to facilitate decision making for a viable path forward for the purpose of a future solicitation and will not be disclosed outside of CBP/DHS. Any information provided to the government is strictly voluntary and shall be provided at no cost to the government.

The purpose of this RFI is to identify potential qualified businesses which can provide services to CBP in accordance with the attached DRAFT SOW. The DRAFT SOW is subject to change prior to a formal solicitation release. The government reserves the right to decide whether a small business set-aside is appropriate based on responses to this notice, and whether a DHS Strategic Sourcing Vehicle, or other specific existing contract vehicle is appropriate fit for a solicitation.

Any Capability Statement submitted should include specific information and technical background describing your company's experience within the last three to five years specifically with work similar in size, scope, and complexity to meet the government’s objectives in accordance with the Draft SOW.

Contractors are strongly encouraged to submit the following highly desirable information in response to this RFI:

1. Company Information and Capability Statement – Provide a brief capabilities statement which includes a discussion on relevant experience, provide the applicable contract or task order number and contract vehicle, final contract price, and project location with a brief description of the project and its applicability.

2. Technical Solution and Implementation Approach – Describe your end-to-end fuel management solution (e.g., devices, connectivity, FedRAMP SaaS, and user apps) capabilities and how they meet the requirements outlined in Section 3 of the DRAFT SOW, noting any gaps, assumptions, limitations, or areas of increased capabilities provided by your solution. Include responses to the following items, but do not limit your response to these points.

a. Describe your typical implementation approach for solutions on this scale, including a high-level timeline range and key factors that influence timeline feasibility.

b. Describe how your solution would support mobile/temporary fueling scenarios in Section 3.2.2 of the SOW.

c. Describe your technical and procedural safeguards and access control measures that prevent unauthorized personnel from operating pumps or the fueling of unauthorized vehicles.

d. Describe your solution’s support for bulk-fuel inventory monitoring and control (e.g., automated tank gauging, daily reconciliation, variance flagging) and bulk-fuel transaction handling (deliveries/receipts, transfers to temporary/mobile sites, shrinkage/loss analytics).

e. Describe how your solution provides insights or tools to optimize bulk fuel purchasing strategies (e.g., forecasting, market price tracking, or demand planning).

f. Describe how you calculate and report bulk fuel KPIs such as inventory accuracy, reconciliation variance, shrinkage/loss rate, etc.

g. Describe any additional capabilities that your solution provides that are not included in the SOW.

3. Telematics Capabilities - Describe any vehicle telematics capabilities the solution provides, including whether those capabilities are integral to the fuel management solution, and additional services that your company offers, or provided via third-party systems.

4. Compatibility with Existing Environment - What information do you require from CBP to assess compatibility with our current fuel system/equipment to propose and price on the

SOW?

5. Cybersecurity, Cloud, and Data Protection - Provide an overview of your Help Desk structure and services offered

6. Describe your technical and procedural safeguards and access control measures that are implemented to prevent unauthorized personnel and vehicles from operating pumps. In your response, please note whether your vehicle authorization hardware approach utilizes the OBD-II port or interfere with OEM/third-party telematics hardware.

7. Describe the APIs, scheduled exports, real-time feeds, and other integration options your solution provides for transferring data to external systems.

a. Describe the proposed fuel management solution’s ability to be fully interoperable with a telematics solution. Detail your approach to eliminate the need to maintain two separate systems.

8. Describe how your solution complies with Federal Information Security Management Act (FISMA), National Institute of Standards and Technology (NIST), the Federal Risk and Authorization Management Program (FedRAMP), Federal Information Processing Standards (FIPS), and all other applicable security and data protection requirements. In your response, indicate whether your solution currently has a FedRAMP certification or if your company is actively pursuing FedRAMP certification.

9. Draft SOW Feedback - In your experience, are all the requirements and service-level agreements (SLAs) in the SOW sufficient, appropriate, and commercially reasonable for CBP’s needs? Respondents are encouraged to advise on recommended changes to the SOW, identify ambiguities or risks, and provide explanations as to why.

Contractor responses to this RFI with generic material only, such as brochures, advertisements, or other materials nonspecific to this RFI, is highly discouraged, as it will not be specifically useful to the purpose of this RFI. No questions will be entertained at this time. Contact with government personnel, other than those specified in the RFI, by contractors or their employees regarding this requirement is not permitted.

This is not a solicitation announcement or Request for Quotes/Proposals, and no contract will be awarded from this announcement. This is a Request for Information (RFI) only. This RFI is released pursuant to RFO 15.101(c), Early Exchanges with Industry.

If your company can provide the requirements described in the Draft SOW, please provide your RFI response to Chris Laystrom via email: christopher.j.laystrom@cbp.dhs.gov. RFI identification “CBP Vehicle Fuel Management Services” must be referenced in the subject line of your email so it is not overlooked.

Responses must be submitted on company letterhead and organized using the response sections identified above. The Company Information and Capability Statement, Section 1, shall not exceed 5 pages. The Technical RFI Response, including responses to items one through nine above, shall not exceed 10 pages. Respondents shall submit a separate DRAFT SOW comments matrix, in table format, not to exceed 10 pages, identifying the applicable DRAFT SOW section number, recommended changes, concerns, assumptions, and rationale. Cover page and table of contents do not count against page limits.

All responses to this RFI shall be submitted no later than 3:00 PM EST, Friday, September 18th, 2026. No extensions will be granted.