RFI-07292026 NYSP Fleet Parts Catalog Applications Programming Interface.pdf

New York State Police Fleet Parts Catalog Application

Programming Interface Request for Information (RFI)

July 2026

NYSP RFI – Fleet Auto Parts Catalog Platform

Purpose The purpose of this Request for Information (RFI) is to gather information about the feasibility of establishing a fleet parts catalog application programming interface (API) to integrate with our fleet management and inventory system, Collective Quartermaster. We are seeking a solution that provides secure, standards-based APIs or other automated synchronization of parts catalog information, pricing, inventory availability, and vehicle applicability. We are interested in understanding each vendor’s ability to provide an electronic automotive parts catalog covering the makes and models of our existing fleet, while also providing flexibility as our fleet changes. Responses should describe the breadth of catalog coverage, including OEM and aftermarket parts, supported manufacturers, and the process for adding new vehicle makes, models, and part catalogs as the fleet evolves.

To acquire an application programming interface that best meets the needs of stakeholders, the Division of State Police is seeking information from vendors and/or integrators who have the capability and experience to bring this type of project to a successful completion.

NYSP will review all responses and use the information received from this RFI to assess the available options and solutions to make decisions for future competitive contract solicitations.

This RFI is strictly a mechanism for gathering information and will not constitute a procurement process.

No contract award(s) will be made because of this request.

NYSP hereby requests written information, advice, comments, and recommendations from all interested parties that can provide a fleet parts catalog API, with catalog updates, and technical support services.

This document outlines the broad areas of functionality. It is not intended to be a detailed description of every function needed, but rather to act as an overview of the main functions required.

Introduction The New York State Police maintains a diverse fleet of vehicles, boats, and specialized equipment, including snowmobiles, utility task vehicles (UTVs), all-terrain vehicles (ATVs) and motorcycles. The NYSP Fleet unit is responsible for ensuring the fleet remains safe, reliable, and operational by coordinating preventative maintenance, managing repairs, and ensuring all vehicles and equipment remain current with required inspections.

Objectives The objectives of this project are to:

Provide a -parts catalog Application Programming Interface (API) or other automated process that can be easily integrated with our Inventory System software, Collective Quartermaster.

Provide continually updated parts catalogs for vehicles, boats, and specialty vehicles including snowmobiles, utility task vehicles (UTVs), all-terrain vehicles (ATVs), and motorcycles.

The solution should support both full and incremental updates using non-proprietary data formats (e.g. JSON over REST) and shall include comprehensive API documentation.

Provide technical support to the NYSP as needed during standard business hours (EST).

Technical Requirements

1. The API should support, at a minimum:

a. OEM and aftermarket part numbers

b. Manufacturer information

c. Part descriptions

d. Unit of measure

e. Pricing

f. Contract pricing (if available)

g. Inventory available

h. Warehouse location

i. Vehicle/equipment applicability

j. Supersession and interchange information

k. Product images (if available)

l. Status (Active, obsolete, discontinued)

2. Ability to integrate with Collective Quartermaster.

3. Compliance with NYS Information Technology Security Policies and Standards

(https://its.ny.gov/ciso/policies/security).

Information Being Requested Respondents are asked to address the following topics. Please consider the objectives of this RFI when responding so your time is spent on issues that will be helpful to reviewers.

1. Describe your company’s ability to provide an electronic automotive parts catalog for use within our Fleet Management and Inventory system. The catalog should support our fleet of law enforcement and specialty vehicles and include OEM and aftermarket replacement parts, as applicable. Responses should describe:

a. The breadth of vehicle coverage, including supported makes, models, and model years.

b. OEM and aftermarket parts coverage

c. Support for specialty and emergency vehicles.

d. Vehicle identification using VIN, year, make, model, engine, and trim level.

e. Availability of pricing, supersession, interchange, and inventory information.

f. Methods for keeping catalog information current through API integration or another automated method.

2. Describe your application’s ability to provide an electronic parts catalog through a standard application programming interface for integration with our fleet management and inventory system. Your response should include:

a. Supported API standards (REST, SOAP, GraphQL, etc.)

b. Authentication methods supported

c. Whether the solution can identify the correct replacement parts using a vehicle VIN and how the system handles mid-year production changes, trim packages, specialty equipment, and superseded part numbers

d. Data exchange format (JSON, XML, CSV)

e. Frequency of updates (real-time, scheduled, event-driven)

f. Support for full catalog synchronization

g. Support for incremental updates

h. Documentation available for developers

i. API versioning and change management process

j. Service availability (SLA)

k. Rate limits

l. Error handling and retry mechanisms

3. Are there additional costs for the catalog updates?

4. Are there additional costs for support?

5. If an implementation period is required for the proposed API, please provide a feasible plan that requires minimal IT support from New York State Police personnel or New York State Information Technology Services personnel. Is there an additional cost for implementation?

6. Provide information about your company to include the number of personnel, number of years your company has been in business, number of customers for whom you provide an API in similar scope and size to what NYSP is requesting.

7. Provide an itemized cost estimate for the proposed API of parts catalogs with updates and technical support. Please specify if the API is a one-time cost, or if there are monthly, quarterly or annual subscription costs.

8. If the proposed API can be procured utilizing a NYS Office of General Services (OGS)

Statewide contract or a General Services Administration (GSA contract), provide contract information.

9. Are your company’s data security standards compliant with the FBI Criminal Justice Information Services (CJIS) Security Policy (http://www.fbi.gov/about-us/cjis/cjis-security-policy-resource-center)?

RFI Process

1) RFI Response Format Any vendor that anticipates responding to the request for information is required to respond electronically.

Responses must be in a Microsoft Office product or Adobe PDF format. Vendors must transmit their responses via electronic mail to twg@troopers.ny.gov including “Fleet Parts Catalog Platform RFI” in the subject line.

Vendors are encouraged to include innovative ideas, and any other options or approaches they believe would merit considerations.

Any questions regarding the RFI may be directed to the email contact listed below. Written responses to questions will be posted to the Contract Reporter.

The response should include:

1. Cover Page:

a) Company name and mailing address

b) Name of company contact person, including title, e-mail address, and phone number

c) Company address for mailing of any formal solicitation initiated as a result of this

Request for Information.

2. A written summary of key points and recommendations.

3. Please reference the corresponding section and number when developing your responses to the related information requested in sections Desired Requirements, Technical Requirements and Information Being Requested described above. Please be as brief and concise as possible.

2) RFI Timetable RFI release July 29, 2026 Closing date for inquiries August 12, 2026 Written responses to questions provided to vendors August 26, 2026 RFI responses due September 9, 2026

General Terms and Conditions

1. This RFI does not fall under the requirements of State Finance Law §§139-j and 139-k (the Procurement Lobbying Law) and there is no restricted period. However, we ask that you direct your questions and responses in writing to twg@troopers.ny.gov.

2. Proprietary Information – Careful consideration should be given before confidential information is submitted as part of your response. Review should include whether it is critical for evaluating a response, and whether general, non-confidential information, may be adequate for review purposes. The NYS Freedom of Information Law, Public Officers law, Article 6, provides for public access to information NYSP possesses. Public Officers Law, Section 87(2)(d) provides for exceptions to disclosure for records or portions thereof that "are trade secrets or are submitted to an agency by a commercial enterprise or derived from information obtained from a commercial enterprise and which if disclosed would cause substantial injury to the competitive position of the subject enterprise." Information submitted to NYSP that the respondent wishes to have treated as proprietary, and confidential trade secret information, should be clearly identified, and labeled "Confidential" or "Proprietary" on each page at the time of disclosure. This information should include a written request to exempt it from disclosure, including a written statement of the reasons why the information should be exempted. See Public Officers Law, Section 89(5). However, NYSP cannot guarantee the confidentiality of any information submitted.

3. The State reserves the right to:

a) Use any and all ideas submitted in response to the RFI.

b) Adopt all or any part of the vendor’s response in selecting the optimum configuration to be used in a solicitation.

c) Request RFI respondents to present supplemental information clarifying their responses, either in writing or in formal presentation or possible demonstrations of system.

d) Accept or reject any or all information received, or to modify or cancel in part or in its entirety this RFI at any time.

e) Postpone or cancel this RFI upon notification to all RFI respondents.

f) Amend the specifications after their release with appropriate notice to all RFI respondents.

4. The State recognizes that information and cost figures provided in response to this RFI are non-binding.

5. This RFI is being issued for data gathering purposes only. This RFI is not a contract offer and does not commit the State to award a contract, pay any costs incurred by Respondent in preparing a response, or to procure or contract for services or supplies. No contract can or will be awarded based on submissions.

6. Respondents are encouraged to respond to this RFI; however, failure to submit a response will not impact a respondents’ ability to respond to any future competitive solicitation process (if any) for projects.

7. There are no representations or warranties regarding the accuracy or completeness of the information contained in this RFI. Respondents are responsible for making their own evaluation of information and data contained in this RFI and for preparing and submitting responses to this RFI.

Conclusion The New York State Police thanks all who participate in the information gathering process. Let it be known that New York State is not obligated to proceed any further than it has in this matter and no contracts or purchases will be written directly from this information.