RFI-07292026 NYSP Responses to Bidder Questions.pdf

New York State Police Date of Response: 08/21/2026

Questions from Potential Bidders NYS Police QM Fleet Parts Request for Information

Inquiry Solicitation Document

Name Document Section Question Answer

1 RFI-07292026 Scope of Catalog

Is NYSP expecting the awarded vendor to supply the underlying parts catalog content itself (OEM and aftermarket part numbers, pricing, images) or is NYSP separately sourcing catalog content and requesting the integration layer that connects that content to Collective Quartermaster?

The purpose of this RFI is to gather information on a Fleet Parts Catalog vendor that can supply a full catalog of Manufacturer and OEM parts and interface with the Collective Quartermaster environment built by Collective Data.

2 RFI-07292026 Scope of Catalog If NYSP already has, or is evaluating, a specific parts catalog data provider, can you identify it so we can confirm whether an integration pathway already exists or would need to be built?

This RFI is meant to gather information from possible vendors. A specific vendor, software, or solution has not been identified or selected.

3 RFI-07292026 RFI Section 1 For the specialty categories listed (snowmobiles, UTVs, ATVs, motorcycles, and boats), does NYSP require a single catalog source covering all categories, or is a combination of sources acceptable?

The purpose of this RFI is to gather information to determine whether it is possible for a single vendor or solution to supply a full catalog of Manufacturer and OEM parts and interface with the Collective Quartermaster environment built by Collective Data.

4 RFI-07292026 RFI Section 1 Approximately how many distinct makes and models are currently in the NYSP fleet across all vehicle and equipment types, and how frequently does that list change in a typical year?

Approximately 130 different manufacturers and 450 models; Several new are added annually.

5 RFI-07292026 RFI Section 1 Is state contract pricing information expected to be embedded in the catalog data itself, or handled separately from the API?

If an OGS state contract is referenced, pricing is not expected to be embedded in the catalog data itself. Finance would verify costs per the state contract referenced prior to approving purchases.

6 RFI-07292026 RFI Section 2 Does NYSP have a preferred or required API standard (REST, SOAP, GraphQL), or is this open to vendor recommendation?

There is not a preferred API for this provided that the Fleet Parts Catalog vendor can provide the necessary information to Collective Data at an agreed upon frequency. This API should communicate directly from the Fleet Parts Catalog vendor to Collective Data and bypass NYSP/ITS resources.

7 RFI-07292026 RFI Section 2 What authentication method does NYSP ITS require for this type of external API connection (for example API key, OAuth2, or another approved method)?

If the Fleet Parts Catalog Vendor is supplying their source information directly to Collective Data, the vendors would need to agree upon an accepted method to securely complete the connection. If the Fleet Parts Catalog Vendor offers an on-prem solution whereas it would be installed on a server in the NYS ITS Data Center, the preference would be for the API to use OAUTH2 to communicate to the Collective Data cloud while proxied exposed through the Akana API Gateway.

8 RFI-07292026 RFI Section 2 What is NYSP expectation for update frequency: real time, a nightly batch, or a defined service level window?

Expectations are that this Fleet Parts Catalog will be as up to date as possible. The preferred window would be a daily sync, with the goal of just a delta update to minimize data. If a full import is required for the vendor, we can look at a weekly duration instead.

9 RFI-07292026 RFI Section 2 Since NYSP already runs Collective Quartermaster, would this integration be built and validated in NYSP's existing TEST environment, or does NYSP anticipate a separate environment for this specific project?

This should be built and tested in the existing Collective QM/Data Test environment.

10 RFI-07292026 RFI Section 5 Is there a target go live date NYSP is working toward, or is this RFI strictly for information gathering with no near term implementation planned yet?

There is no target go-live or implementation plan at this time.

11 RFI-07292026 RFI Section 5 Would the technical point of contact for this integration be the same NYSP team currently working with Collective Data on the Quartermaster Inventory Tracking System project, or a different group?

Yes, it's expected that the same NYSP team will be working on this project.

12 RFI-07292026 RFI Section 9 Will the parts catalog data itself contain any CJIS regulated information, or is CJIS compliance being asked about because the catalog API will run on infrastructure that also holds CJIS regulated Quartermaster data?

There is not any anticipated CJIS information contained within the one-way sync of Fleet Parts Catalog information into the Collective Data/QM system. If the vendor requires any two-way communication for successful implementation, CJI standards will need to be met by the vendors.

13 RFI-07292026 RFI Section 9 Does NYSP require a CJIS Security Addendum specific to this integration, separate from any addendum already in place for the Quartermaster platform?

This will depend on the Fleet Parts Catalog vendor integration plans, but this is anticipated to be a one-way sync. Vendor should be prepared to meet CJIS standards set forth by NYS CISO.

14 RFI-07292026 RFI Sections 3, 4, 7 and 8

Since this RFI states cost figures are for information gathering only, can NYSP confirm whether a firm quote is expected at this stage, or whether a rough order of magnitude estimate is sufficient? Rough estimate of number of users who would need access to the catalog? Or do you wish the point of entry to be via Collective Quartermaster?

A firm quote is not expected at this stage, as stated this RFI is for information gathering. Vendors should provide their structure of costs that would be involved with the product: one-time fees, subscription fees, etc.

The point of entry would be via Collective Quartermaster.

15 RFI-07292026 RFI Sections 3, 4, 7 and 8 Is NYSP open to a phased cost structure (one time integration build plus an ongoing subscription for catalog updates), or does NYSP need a single all in figure?

Yes, NYSP is open to the structure that best meets the services a vendor can provide. We would like vendors to submit all costs expected with their product. If there are one-time costs, please identify those. For subscription costs, please identify if they are annual, quarterly, monthly, per catalog, etc.