RFI 25-12 Fuel Management System 1.pdf

Weld RE4 School District

REQUEST FOR INFORMATION 25-12

Fuel Management System

Purchasing Department 1020 Main Street Windsor, CO 80550 Phone: 970-686-8041

Issue Date: June 13, 2025

RFI #25-12

INFORMATION STATEMENT SUBMISSION DEADLINE: FRIDAY, JUNE 27TH, 2025

Section 1: Introduction and Instructions to Proposers

Information Submission Deadline Information Statements (herein referred to as “Statement(s)”) from Fuel Management System vendors (“Vendor(s)”) will be received by Weld RE-4 (“District”) at the office of the Purchasing Department, 1020 Main Street, Windsor, CO 80550 on June 27th, 2025 no later than 2:00 pm MST.

Who We Are The District boundaries include the towns of Windsor, Severance, parts of Greeley and unincorporated Weld County. Over 8,000 students receive education in seven elementary schools, three middle schools, and two high schools. The district also includes three non-instructional, support sites that house district administration, operations and maintenance, and transportation. Weld RE-4 employs over 1000 full and part-time staff.

Project Overview and Goals Weld Re-4 is soliciting qualified manufacturers to provide information statements for an upgraded Fuel Management System needed in our school district. The primary purpose of this RFI is to explore available technologies and system capabilities in the fuel management market. We are not soliciting pricing proposals at this time. Instead, we are seeking comprehensive product information, security features, integration capabilities, and examples of implementation to inform a future procurement process.

This effort will help determine available solutions and assess their alignment with our operational needs and strategic objectives. Responses may influence the development of a future solicitation.

Additional things to consider when creating your statement:

1. All clarifying questions and comments must go through our Purchasing Manager, Memorie Dudley, and submitted through the solicitation on BidNet no later than 2:00 PM MST on June 19th, 2025.

2. Adenda and clarifications will be posted to the solicitation on BidNet.

Key Events Schedule Issue Request for Information - June 13, 2025 Last Date for Questions/clarifications- June 19, 2025 no later than 2:00 PM MST Deadline for Submission of Information- June 27, 2025 no later than 2:00 PM MST Mandatory Vendor interviews (top systems) July 8, 2025 Time TBD

Section 2: Scope Weld RE-4 is seeking system information on modern fuel management solutions to replace its aging system, last updated in 2020 with software from 2014. The legacy system poses growing security risks and lacks key capabilities such as reliable credential management, cloud access, license plate recognition, and multi-agency integration.

Current System Overview

● Installed hardware at the pump is from 2020.

● Software is based on outdated SQL (2014) and poses ongoing security risks.

● Current key-based access is unreliable; old keys cannot be reprogrammed—only replaced.

● Multiple agencies use the system: Weld RE-4 School District, Clearview Library District, and the local Fire Protection District.

● Current software does not support modern features such as auto-alerts, cloud access, or license plate recognition.

Desired Capabilities & Exploration Areas Vendors are encouraged to provide information on current technologies and innovations, including (but not limited to):

● Software Features

○ Cloud-based management interface.

○ Robust user and access control with audit trails.

○ Role-based access for multiple agencies.

○ Secure remote administration.

○ Real-time reporting and vehicle usage data.

○ Compatibility with third-party systems (e.g., Phoenix software).

● Security and Access Control

○ Two-factor or multifactor authentication.

○ License plate recognition and camera integration.

○ Integration with district door access control systems.

○ Data encryption, secure hosting, and regular security updates.

● Hardware/Infrastructure

○ Head-end pump system updates.

○ One-wire connection and internal switch compatibility.

○ Ruggedized components for outdoor conditions.

○ Self-service diagnostics and reboot functionality.

● Integration Capabilities

○ Ability to integrate with other municipal partners (e.g., fire, Clearview).

○ Network safety and security protocols.

○ Alerts and notifications based on usage, location, or safety thresholds.

● Operational Considerations

○ Recurring service or Software-as-a-Service (SaaS) licensing costs.

○ Training resources and customer support structure.

○ Scalability to support future facility or fleet growth.

Section 3: Mandatory Post Interview

Top-ranked systems will be invited to participate in a mandatory in-person (virtual upon request) interview and system demonstration on Tuesday, July 8, 2025 (time TBD). Participation in the interview is required for continued consideration. A representative of the manufacturer should be present for an in depth dive into the product. Location of the interview is 180 Nl 8th Street Windsor CO 80550.

Section 4: Submittal Information

Submission Conditions To be considered, all Information Statements must meet the following requirements:

● Include a cover letter clearly stating the name of the firm and the name, address, and telephone number of the primary representative.

● Submit one (1) electronic copy via the solicitation portal on BidNet no later than Friday, June 27, 2025 at

2:00 PM MST.

● Responses must be prepared in a clear, concise format that demonstrates the respondent's ability to meet the requirements of this RFI.

● Weld RE-4 will not be liable for any costs incurred in the preparation or delivery of responses.

● Delivery of responses is at the sole risk of the respondent.

● The District reserves the right to request that a firm send a representative to participate in an interview or demonstration, at the firm’s expense.

Formatting Requirements To ensure consistent evaluation, all submissions must adhere to the following guidelines:

● The submission must not exceed forty (40) pages, excluding the front cover, table of contents, and divider sheets.

● All responses must be paginated sequentially and organized under the four required tabbed sections.

● Do not include attachments or marketing materials not specifically requested in this RFI. Additional unsolicited content may render a submission non-responsive.

Required Organization Submissions must be organized as follows:

1. Front Cover – Include RFI number, vendor name, and contact information.

2. Table of Contents

3. Tab A – Vendor’s business profile, organizational role, and years in business.

Tab B – System description and response to scope requirements.

○ Include system features, security capabilities, integration points, and usability.

4. Tab C – Support, maintenance, and warranty information.

5. Tab D – Experience with similar projects, including references and relevant project history (K-12 or public sector preferred).

Section 5 - Evaluation Criteria

Responses will be evaluated by a committee of District representatives. The evaluation will focus on the proposed system’s alignment with the District’s needs, demonstrated technical capabilities, and clarity of submission.

The committee's goal is to explore viable fuel management solutions for future planning. These interviews will provide an opportunity for the District to ask clarifying questions, observe system functionality, and evaluate the vendor’s ability to meet the District’s strategic and operational goals.

The following weighted criteria will be used to score all responses:

(30 Points) System features and Functionality (25 Points) Security Capabilities (15 Points) Integration Capabilities (10 Points) Usability and Administration (10 Points) Maintenance and Support (5 Points) Innovation and Future Readiness (3 Points) Proximity to Weld Re-4 (2 Points) Submission Quality Submission of a response indicates the vendor’s acceptance of the evaluation process, including its subjective elements and the requirement for participation in the interview if selected. The District is not obligated to provide debriefings, evaluation summaries, or selection rationale unless required by law.

Section 6: Respondent Representations

Acknowledgement Respondent acknowledges and agrees that:

1. This RFI IS NOT a Contract or an offer to contract;

1. The submission of Information Statement by Respondent in response to this RFI will not create a contract between the District and Respondent;

2. The District has made no representation or warranty, written or oral, that one or more contracts with the

District will be awarded under this RFI; and

3. Respondent shall bear, as its sole risk and responsibility any cost which arises from Respondents' preparation of a response to this RFI. Respondent offers and agrees to comply with all terms, conditions, and requirements set forth in the RFI documents and contained herein.

Addenda and Clarifications Any clarifications or interpretations of this RFI that materially affect or change its requirements will be posted as an Addendum to the RFI.

1. It is the responsibility of the Respondent to check for updates and obtain additional information posted to the website in a timely manner and prior to submission of their response to this RFI. weldre4.org> About> Purchasing> Active Bids

2. No clarification to the RFI Statements submission can be made by the Respondent after the Due Date and Time unless requested in writing.

Section 7: No Contact Policy From the date this RFI is issued until the selection process is complete, vendors shall not initiate contact with any District employee or board member regarding this solicitation, with the exception of the Purchasing Manager. All inquiries must be directed through the designated process outlined in this RFI. Any unauthorized contact may result in disqualification.

Acknowledgement of Terms By submitting an Information Statement in response to this RFI, the vendor acknowledges and agrees to the following:

1. This RFI is not a contract or an offer to contract.

2. Submission of an Information Statement does not create any obligation on the part of the District to enter into a contractual relationship.

3. The District makes no representation or warranty that any contracts will be awarded as a result of this RFI.

4. All costs associated with the preparation and submission of a response are the sole responsibility of the respondent.

5. Respondents agree to comply with all terms, conditions, and requirements outlined in this RFI.

Formatting Requirements

Required Organization

Section 7: No Contact Policy