E._Solicitation_Package_20A0400.pdf

Ad Hoc Reporting Solution

REQUEST FOR INFORMATION

RFI Ad Hoc Reporting Solution

Release Date: January 13, 2026

Responses due: February 17, 2026

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Table of Contents

1. Introduction

2. Purpose of the Request for Information (RFI)

3. Background

4. Requested Information

5. Contact Information

6. Key Action Dates

7. Attachments

8. RFI Disclaimer

9. California Public Records Act

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1. Introduction This Request for Information (RFI) is being released by the California Department of Transportation (Caltrans). This RFI is issued solely for information-gathering purposes to support Caltrans in understanding available solutions and best practices. This RFI does not constitute a solicitation for bids, proposals, or offers. No contract award will directly result from responses to this RFI. Participation in this RFI is voluntary, and responses will be used for planning purposes only.

2. Purpose of the Request for Information (RFI) The purpose of this RFI is to gather information from the vendor community regarding available ad hoc reporting solutions that can address the evolving needs of Caltrans. Caltrans is seeking to understand the current marketplace, industry capabilities, and potential technology solutions to address their evolving ad hoc reporting needs.

A. Through this RFI, Caltrans seeks to achieve the following objectives:

1. Gain insights into commercially available solutions that align with the business and technical needs of Caltrans.

2. Collect information on vendors’ experience with implementing ad hoc reporting solutions similar to the size and usage as needed by Caltrans.

3. Identify best practices, implementation challenges, and potential risks associated with implementing an ad hoc reporting solution.

B. Caltrans is particularly interested in solutions that:

1. Provides ability to allow users to execute user specific queries and recreate existing reports.

2. Can handle the volume of Caltrans users and queries with minimal/acceptable latency.

3. Can be supported by Caltrans staff, with proper training.

4. Provides robust analytical capabilities, reporting, and visualization capabilities to enhance decision-making.

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C. As a result of this RFI, Caltrans may release a solicitation to procure an Ad Hoc Reporting Solution.

3. Background Caltrans has over 22,000 positions, a budget of over $17 billion and is one of the largest departments in the State. Currently financial data information is maintained in CGI Info Advantage. Caltrans is moving to FI$Cal with a go-live date of June 30, 2028. Once Caltrans moves to FI$Cal, current financial data will be coming from FI$Cal, while legacy data will be maintained by Caltrans.

Caltrans will address this situation by creating a Financial Data Model for the current and legacy financial data to be stored in the Enterprise Data Warehouse (an Oracle Autonomous Data Warehouse) in the Oracle Public Cloud. This will be the data that will be used for ad hoc reporting purposes.

Currently Caltrans has 1,740 active users accessing the Info Advantage financial data. The daily average concurrent users are fifty-seven (57), with the highest number of concurrent users in a day at 229. This is considered a critical system for Caltrans.

4. Requested Information This section provides the specific information Caltrans is requesting from respondents. Responses should address each of the topics listed below and align with the purpose of the RFI. Respondents are requested to provide detailed responses by completing Attachment A - Vendor Response Workbook, which contains specific questions aligned with the topics below:

A. Vendor Information

1. Provide background information on your organization and its experience with ad hoc reporting solutions.

B. Proposed Solution

1. Provide information on your proposed solution.

C. Implementation

1. Provide information on proposed implementation and previous implementations including timeframes.

D. Support – M&O

1. Provide information on what is included in Support – M&O services.

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E. Training

1. Provide information on training that is provided and offered as part of the proposed solution.

F. Requirements

1. Key business and technical requirements

2. Provide information as to how your proposed solution meets these requirements.

G. Cost Estimate

1. Provide solution costs including implementation and recurring services.

5. Contact Information A. Direct all communications and submit completed responses electronically to the following contact:

6. Key Action Dates Table 6-1 Key Action Dates

RFI Activity Due Date

Release of RFI January 13, 2026

Deadline for Written Questions January 20, 2026

Distribute Answers to Questions January 27, 2026

Deadline to Submit Responses February 17, 2026

A. Release RFI

The RFI will be released on Cal eProcure.

Name: Ivan Cabreros

Title: Division of Procurement and Contracts, IT Contract Analyst

Email: Ivan.Cabreros@dot.ca.gov

Phone: (279) 234-2266 mailto:Ivan.Cabreros@dot.ca.gov

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B. Deadline for Written Questions

Respondents may only make inquiries and request clarification concerning this RFI only to the Contact above. Questions must be received no later than the date specified in Key Action Dates.

The State may request further explanation or clarification from any and all respondents during the review process.

Respondents may not communicate directly or indirectly with any Caltrans employee, except as specified in the RFI or in the ordinary course of business (e.g., in connection with a different contract the respondent may have with the State) regarding this RFI.

C. Distribute Answers to Questions

Answers to questions will be posted on Cal eProcure.

D. Deadline to Submit Responses

Submit completed responses electronically to the contact listed above, above) by February 13, 2026, by 12:00 Pacific Time.

Responses must include the completed Attachment A - Vendor Response Workbook, along with any supplementary materials that respondents deem relevant. Incomplete submissions may not be fully considered during the review process. Respondents are encouraged to provide concise and relevant responses, focusing on providing clear, structured, and concise information that addresses the topics outlined in this RFI.

E. Potential Demonstrations

In addition to written RFI responses, Caltrans may invite any or none of the responding vendors to make a demonstration of their solution, experience, offerings, and a questions and answer session applicable to the response.

Caltrans will share the demonstration requirements when invitations are sent out. Demonstration requirements have not been finalized, but may include a demonstration of the solution capabilities, including the steps to create ad hoc reports, ability to recreate some existing ad hoc reports and a questions and answers session. All information, including access to data will be provided in the invitation.

7. Attachments The following attachment is included as part of this RFI:

A. Attachment A - Vendor Response Workbook

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8. RFI Disclaimer This RFI is issued solely for information and planning purposes only. Responses to this RFI will assist Caltrans in understanding the current marketplace landscape with respect to the solicited information and may assist the development of a potential future solicitation, such as a Request for Offer (RFO) or a Request for Proposal (RFP).

This RFI does not in any way obligate Caltrans to issue a solicitation or to incorporate any provisions or responses from this RFI into any future procurement.

Participation in this RFI is entirely voluntary, and vendors are solely responsible for all expenses associated with their response. Caltrans will not provide any compensation, reimbursement, or financial recovery for the time or resources expended in responding to this RFI.

Responses to this RFI will not be returned, nor will they form the basis of any contractual agreement with Caltrans. A response to this RFI is not an offer and cannot be accepted by Caltrans to form a binding contract. Vendors should not expect individualized feedback or a direct response to their submission. Caltrans reserves the right to use any information submitted for planning and procurement strategies as it deems appropriate.

Caltrans will accept no liability for and will provide no accommodation to respondents who fail to check for amended RFIs or any other procurement opportunities and subsequently submit inadequate or incorrect responses.

By submitting a response, respondent confirms that the information provided is accurate to the best of their knowledge. However, the submission of a response does not constitute any commitment on the part of the respondent.

9. California Public Records Act All responses and other documents submitted in response to the RFI, become the property of the State and are subject to disclosure under the California Public Records Act (CPRA), pursuant to Government Code Section 6250 et seq. The State is under no obligation to return any documents submitted by a respondent.

Respondents are advised not to include any confidential or proprietary information in their responses, as such information may be disclosed under CPRA requirements. Caltrans assumes no responsibility for safeguarding any information provided in response to this RFI.