RFI - CBP Vehicle Fuel Management Services DRAFT SOW (081926).pdf

DRAFT SOW dated August 19, 2026

DRAFT

STATEMENT OF WORK

CBP Vehicle Fuel Management Services U.S. Customs and Border Protection (CBP)

Mobile Assets Program Management Office (MAPMO)

1. Background, Purpose, and Scope

1.1. Background

Customs and Border Protection (CBP) operates a fuel management solution across more than 98 fueling locations to support and maintain approximately 16,000 vehicles, anticipated to expand to 20,000 vehicles by fiscal year 2029. Alongside the 16,000 vehicles covered by the fuel management solution, CBP maintains an additional 9,000 vehicles, resulting in a total fleet of about 25,000 vehicles throughout the United States, Guam, the U.S. Virgin Islands, and Puerto Rico. Around 9,000 vehicles in the current fleet rely on fuel cards for commercial fueling, and this approach will remain in place for a portion of the fleet. The fleet plays a vital role in supporting CBP’s mission to protect the American people, safeguard our borders, and enhance the nation’s economic prosperity.

To support efficient fleet operations, CBP employs a comprehensive fuel management system that enables the collection, transmission, monitoring, storage, and reporting of vehicle fueling data, which is subsequently integrated into SAP, CBP’s system of record, to ensure accurate tracking, reconciliation, and management of fleet-related expenditures and activities. CBP procures fuel in bulk from Contractors and has it delivered to designated fueling locations, where it is dispensed to vehicles and select assets. Throughout this Statement of Work (SOW), “Bulk fuel” refers to the large quantities of fuel ordered directly from providers and stored at CBP fueling sites for CBP fleet use. Conversely, “Point of Sale (PoS) fuel” refers to individual fueling transactions conducted by CBP vehicles at CBP-owned fueling stations, which are tracked and managed through a secure PoS system. This integrated fuel management approach ensures effective control over fuel resources and supports data-driven decision-making.

Fuel management technology also automates compliance with various federal reporting requirements, including those mandated under the Department of Homeland Security (DHS) Stop Asset and Vehicle Excess (SAVE) Act (Public Law 115-38), Federal Automotive Statistical Tool (FAST) and the DHS Fleet Management Manual.

The use of fuel management systems has provided measurable operational benefits, including significant reduction of manual data entry, increased fuel site efficiency, improved fuel access controls, enhanced acquisition planning, and greater data accuracy across CBP’s mobile assets portfolio.

1.2. Current Solution

While 89 fueling sites feature upgraded infrastructure as a part of an integrated solution, CBP has plans to modernize an additional 9 fueling sites that currently lack these capabilities. (Reference Section 6.1 for more information about locations of modernized and non-modernized fuel sites and equipment provided in a modernized fuel site). These 9 non-modernized fueling sites are scheduled to be upgraded by the end of 2026. Until completed, the fuel sites lack Contractor equipment that allow automated fueling. CBP additionally maintains temporary fuel sites to support operations in remote areas with limited infrastructure. Non-modernized sites manually record fueling data or alternatively have outdated fuel tracking equipment. CBP fueling sites must accommodate a wide range of assets and maintain robust security and strict fuel authorization controls, while ensuring secure access and reliable operation, even in areas with limited cellular connectivity.

1.3. Purpose

The Office of Enterprise Services (OES), Office of Facilities and Asset Management (OFAM), Asset and Administrative Management Division (AAMD), through its Mobile Assets Program Management Office (MAPMO), requires a fuel management solution to fulfill its responsibility for reporting on fuel use across the CBP fleet. To sustain and enhance this capability, CBP seeks a solution to maintain fuel access control and transaction level data reporting, while enhancing its fuel management capabilities by unifying all fuel sites, reducing the complexity of managing the overall solution, and improving data quality.

1.4. Goals

CBP is seeking a fuel management solution to sustain and scale fleet operations and fueling data management consisting of the following three elements:

• Industry leading fleet data quality, integrity, and granularity

• Simplification of the overall hardware solution (reference Section 6.2 for current hardware breakdown)

• Increased analytics and automated reporting capabilities

1.5. Scope

The Contractor shall provide comprehensive fuel management services across all 98 CBP fueling locations (with additional fueling locations needing possible modernization), and a fleet of ~16,000 vehicles located across the southern and northern U.S. borders and Puerto Rico, consisting of light, medium, heavy duty, special use vehicles, as well as a number of non-fleet equipment that requires fuel, e.g., ATVs and generators. Services must be flexible and able to scale with increased fueling locations and changes to fleet size and scope, which would be accomplished through contract modification.

2. Program Management

2.1. Program Management

The Contractor shall apply recognized program management practices (e.g., PMBOK®, ISO 21500, or equivalent) to plan, execute, monitor, and control all work described in this SOW.

All program management deliverables shall remain electronically accessible to the Government for the entire period of performance. At a minimum, the Contractor shall perform the program management activities outlined below.

2.2. Integrated Program Planning and Scheduling

The Contractor shall develop and maintain an Integrated Program Plan and an Integrated Master Schedule by day 30 that cover all requirements in Section 3 while meeting the target dates outlined below. The Contractor shall propose all interim milestones necessary during the phase in period, including, but not limited to application initialization, device/infrastructure installation, site modernization, etc. Milestones should work to achieve or accelerate Full Operational Capability (FOC). FOC shall be defined as the point at which the Contractor’s fuel management solution is fully installed, integrated, and operational across all designated vehicles and facilities, in accordance with all requirements set forth in this SOW. FOC shall be evident by successful completion of acceptance testing, delivery of all required documentation and training, and establishment of ongoing support and maintenance. At FOC, the solution must be capable of supporting all required operations without reliance on legacy systems or interim measures.

Contract Award: TBD FOC: Five years from start date (or recommended completion date)

2.3. Program Control, Reporting, and Compliance

The Contractor shall perform the following program control activities for the duration of the contract:

2.3.1. Performance Measurement and Reporting

Track and report performance against schedule, cost, quality, security, and device health baselines using Government-approved performance reporting mechanisms (e.g., status reports, executive dashboards, earned-value metrics) and maintain an up-to-date risk and issue register.

2.3.2. Staffing and Supply Chain Oversight

Manage staffing, subcontractors, and supply chain activities; create and maintain an up-to-date staffing plan within 30 calendar days of Contract Award; and notify the Government within 10 business days of any key personnel changes or material impacts.

2.3.3. Security, Privacy, and Records Compliance

Maintain continuous compliance with DHS and CBP security, privacy, and records-management policies, and timely incident reporting. If a cloud-hosted solution, then the Contractor shall additionally ensure maintenance of FedRAMP authorization or garner and maintain a CBP exemption and an authority to operate.

2.3.4. Risk, Issue, and Opportunity Management

Identify, log, and actively mitigate risks, issues, and improvement opportunities throughout the contract period, including multi-site deployment logistics and supply chain constraints.

2.3.5. Deliverable Repository Administration

Maintain a secure, Government-accessible repository of program deliverables updated continuously for the duration of the contract.

2.4. Program Deliverables

2.4.1. The Contractor shall develop and submit the following recurring deliverables: Integrated Implementation Plan

Due within 30 calendar days of Contract Award; documents scope, objectives, assumptions, deployment approach and sequencing, roles and responsibilities (RACI), and the risk, issue, and quality-management approach.

2.4.2. Risk Management Plan

The plan shall be submitted with initial proposal documents. Plan of action and milestones to overcome and mitigate potential risk to successful project completion.

2.4.3. Help Desk Support Status Update

To be submitted on a weekly and monthly basis on a date established by the Government. The reports must include weekly logs of communications and the corresponding tickets. System health reports must include when fueling infrastructure, devices, or other Contractor owned equipment face technical issues.

2.4.4. Data Transfer Reporting

The Contractor shall provide daily reporting on API and data transfers from the Contractor system to SAP. Reporting shall include information on blocked transfers, successfully transferred data, and daily fuel metrics.

2.4.5. Site Survey Report and Installation Management Plan

To be submitted in accordance with separate Task Order requirements.

2.4.6. Integrated Master Schedule

Delivered with the Implementation Plan and updated in each Monthly Project Status Report; outlines all Section 3 activities, baseline and forecast dates, percent-complete status, and critical path analysis.

2.4.7. Monthly Project Status Report

Summarizes progress against the Integrated Master Schedule, provides schedule, cost, quality, security, device-health metrics, and updates the risk and issue register.

2.4.8. Quality Control & Plan

The Contractor shall submit a Quality Control Plan within 30 days of Contract Award, detailing procedures for monitoring and ensuring the quality of all deliverables and services. The plan must include methods for issue identification, resolution, and continuous improvement, with monthly reporting to CBP.

2.4.9. Contract Transition-in Period and Previous Contract Close-Out

Develop a deployment plan for the contract phase-in that outlines how the new solution will be implemented and the necessity for the new solution to operate alongside the legacy system for a designated period to ensure operational continuity, data validation, training, and readiness for cutover.

2.4.10. Contract Transition and Close-Out

Prepare for contract transition and close-out by maintaining a Transition Plan no later than 90 days before contract end date, addressing each of the subsequent items listed in Sections 2.3.1 through 2.4.17.

2.4.11. Transition Management and Timeline

The Transition Out Plan shall include a detailed schedule for transition activities, drawdown plan for Contractor’s hardware and software solution, and clear communication protocols for CBP, outgoing Contractor, and incoming Contractor personnel.

2.4.12. Inventory and Documentation

A comprehensive inventory of all devices, equipment, and software provided or managed must be included, along with thorough documentation of system configurations, customizations, and integrations. The Contractor shall transfer all relevant records, manuals, and operational procedures as part of the transition process.

2.4.13. Data Transfer and Handover

All data, databases, and records must be securely transferred to the Government or incoming Contractor, in accordance with specified data format and integrity requirements. Procedures for verifying successful data migration are also required to ensure completeness and accuracy.

2.4.14. System Decommissioning and Handover

Steps for deactivating or uninstalling Contractor-owned devices and software, as applicable, must be clearly outlined. The Contractor transition out plan shall detail all hardware and software that it will deactivate and/or remove at the end of the contract.

It shall prepare all remaining Government-owned equipment and infrastructure for transition to CBP and/or the incoming Contractor.

2.4.15. Knowledge Transfer and Training

Training sessions for Government personnel or incoming Contractor staff are required, along with the transfer of technical documentation, troubleshooting guides, and support documentation. Training to include sector fuel site specific training on Contractor provided equipment and technology.

2.4.16. Transition Reporting and Status Updates

Regular progress reports must be submitted to the Government throughout the contractor transition period, culminating in a final transition summary report upon completion.

2.4.17. Subcontracting Plan Requirements

The Contractor shall provide a Subcontracting Plan within 30 days of Contract Award, outlining anticipated subcontractors and their roles. The plan must describe oversight and performance monitoring procedures to ensure subcontractor compliance with CBP requirements and federal regulations.

3. Solution Capabilities The Contractor shall furnish a comprehensive fuel management solution consisting of a CBP-accepted bulk fuel management system, a secure Point of Sale system, and a secure cloud-based SaaS platform or a Government hosted solution that aligns with the fueling solution described below.

3.1. Point of Sale Fuel Management

The fuel management solution must capture, transmit, store, and provide access to all vehicle and asset fueling data, accessible through both a user interface and a secure application programming interface (API). The solution will also manage and enforce fuel access controls and ensure fuel security through Contractor provided devices. Unless otherwise directed:

• Each fueling record must be time-stamped at time of capture and transmitted to the system at a frequency of no less than once per day.

• All collected data must remain available within the fuel management software for a minimum of five years.

3.1.1. Point of Sale Fuel Transaction Management

At a minimum, the solution shall collect the following transaction data points at the time of fueling:

• Fuel Transaction Location (Street, City, Zip Code, State)

• Fuel Transaction Designation (Mobile or Stationary Fueling Location)

• Fuel Type

• Fuel Quantity (Gallons)

• Fuel Cost per Unit ($)

• Fuel Cost Total ($)

• Fueling Transaction Type (Fuel Ring, Fob etc.)

• Fueling Station ID

• Fueled Vehicle Identification (Fleet Number, VIN, License Plate, Make, Model, Year, Etc.)

• Read date/time at fueling unit

3.1.2. Point of Sale Transaction Authorization

The Contractor shall provide a fuel dispensing authorization system that supports vehicle/asset-driven authorization methods.

Vehicle/asset-driven authorization refers to a system where the fueling transaction is validated based on the identity of the vehicle or asset itself. This guarantees that only vehicles or assets that have been explicitly authorized and registered in the system receive fuel. The solution must ensure that a person cannot simply use their credentials to fuel any vehicle or asset; the vehicle or asset must be recognized and approved by the system before fuel is dispensed. This approach is critical for preventing unauthorized fueling, as it ties each transaction directly to a specific vehicle or asset, enabling accurate tracking of fuel consumption and reducing the risk of fraud and theft.

Vehicle Authorization requirements shall include the following:

• Vehicle Identification: Vehicle identification (e.g. RFID tag, VIN, License Plate etc.)

validation for each individual fuel transaction to detect and prevent fuel dispersion when unauthorized vehicles attempt to fuel.

• Auditing/Limits Control: The system tracks the fuel type, quantity, cost, vehicle identity, date/time of fueling, and location for each fuel transaction and prevents fuel dispersion when a vehicle receives multiple fueling transactions in a short duration. The system should flag quantity limits based on vehicle specifications.

• Remote Connection Capability: Contractor hardware installed for vehicle authorization possess remote activation and deactivation capabilities.

• Hardware Type: Contractor hardware must not interfere with third party vehicle telematics that use the OBD-II port or Original Equipment Manufacturer (OEM) vehicle telematics hardware installed in the vehicle.

3.2. Bulk Fuel Management

The Contractor shall provide a comprehensive bulk fuel management solution as an integrated component of the overall fuel management system. This solution must enable real-time monitoring, control, and reporting of all bulk fuel assets and transactions across all preexisting or Contractor installed infrastructure and devices, subject to the requirements outlined below.

3.2.1. Bulk Fuel Inventory Monitoring and Control

The Contractor shall replace bulk fueling infrastructure as needed as a part of its integrated solution and shall support the following required capabilities:

• Automated Tank Gauging: Install and maintain automated tank gauging (ATG) systems capable of measuring fuel levels, temperature, water presence, and usage in near real time.

• Inventory Reconciliation: Provide automated, daily reconciliation of bulk fuel inventory versus on-hand fuel inventory, flagging variances outside of user-defined thresholds.

Additional capabilities of interest, though not required at this time, include:

• Leak Detection: Integrate continuous leak detection and alerting in accordance with EPA and federal regulations.

• Overfill and Spill Prevention: Implement controls and alarms to prevent overfills and spills during fuel deliveries and dispensing.

• Fuel Quality Monitoring: Enable periodic sampling and tracking of fuel quality parameters (e.g., water content, particulate contamination, fuel degradation).

3.2.2. Bulk Fuel Transaction Management

The Contractor’s solution, utilizing Contractor installed infrastructure shall:

• Track Bulk Fuel Receipts: Automatically capture and log all bulk fuel deliveries including the following o Transaction Date/Time o Fuel Quantity (Gallons) o Fuel Cost ($) o Cost per Unit ($) o Fuel Station ID o Fuel Type o Transaction Type (Prokee, Bulk Fueling, etc.)

o Fuel Location (Street, City, Zip Code, State) o Supplier Name o Delivery Documentation

• Dispensing Controls: The system must monitor and record all bulk fuel transfers dispensed to mobile or temporary fueling containers/stations. When bulk fuel is transferred from a permanent fueling station to a temporary container or site, the transaction should be tracked as a bulk fuel transfer rather than a PoS fueling event. The system must provide a mechanism to accurately account for these transfers, ensuring that fuel moved to temporary locations is properly recorded and reconciled within the overall inventory management process. This capability is essential to maintain clear separation between bulk fuel inventory movements and individual fueling transactions, and to support accurate tracking, reporting, and auditability of fuel usage across both permanent and temporary fueling operations.

• Loss and Shrinkage Analysis: Provide analytics to identify and report on fuel loss, shrinkage, or unauthorized withdrawals, with configurable alerting for anomalies.

3.2.3. Bulk Fuel Management Key Performance Indicators (KPIs)

At a minimum, the Contractor’s integrated solution shall monitor, report, and enable management of the following industry-standard bulk fuel KPIs across all infrastructure and devices:

• Inventory Accuracy (%)

• Reconciliation Variance (%)

• Delivery Accuracy (%)

• Dispensing Accuracy (%)

• Shrinkage/Loss Rate (%)

• Days of Supply on Hand

• Tank Turnover Rate

• Leak Detection Response Time

• Compliance Incident Rate

• Fuel Quality Compliance Rate (%)

4. Solution Implementation The Contractor shall furnish and install all Government-accepted fuel management devices (such as key fobs, fuel dispenser head unit, and/or other hardware required for the solution), including all labor, tools, and materials as outlined in Section 6.2. The Contractor will also be responsible for integration of existing Government-owned infrastructure and equipment into its solution, provided such integration meets all technical and operational requirements specified in this solicitation.

The Contractor shall provide all necessary installation, activation, support, or replacement of pre-existing in-vehicle hardware required for its fuel management solution. This includes ensuring that fueling access is controlled, and that all fuel transactions are accurately captured at the point of sale, transmitted, and subsequently reconciled within both a centralized data management solution and CBP systems. The Contractor must implement improvements or new features required to keep the solution current and compliant with evolving Government needs.

4.1. Infrastructure Installation

The Contractor shall provide all services, construction, supplies, and technology required to implement and sustain the fuel management program. This includes furnishing all necessary supervision, personnel, equipment, documentation, and testing to deliver a fully standardized and integrated solution. The Contractor is also responsible for supplying and installing hardware to support both stationary and mobile fueling sites, ensuring seamless integration with the overall fuel management system.

Currently, fuel management technology is deployed at approximately 89 fueling facilities, covering approximately 196 tanks and 165 fuel management units across the Southern and Northeastern United States border regions, Washington State, and Puerto Rico. To achieve standardization and meet program requirements, the Contractor shall install new infrastructure or adopt pre-existing infrastructure as necessary, including those required to support fueling operations such as, but not limited to, the following:

• Fuel management systems

• Fuel management units (FMUs)

• Any additional hardware required to make Contractor solution function

For installation the Contractor shall:

• Comply with applicable OEM guidance, federal motor vehicle safety standards, and DHS and CBP safety policies;

• Preserve existing vehicle warranties and avoid interference with equipment installed;

• Ensure hardware is securely mounted, powered, ingestion into Contractor’s system, and transmitting data before the vehicle is returned to service;

• Generate and maintain an electronic installation completion record for each vehicle that includes, at a minimum, Vehicle Identification Number, device serial number, installation date and time, and confirmation of initial data transmission. The

Contractor shall ensure these records remain readily accessible to the Government for the duration of the contract.

• Provide installation services across the following three types:

Self-Installation – The Contractor shall provide instructions for local vehicle officers or maintenance technicians to install on site or utilize a local maintenance garage.

Upfitter Installation – The Contractor will work to ensure that CBP vehicle upfitters have the information and applicable hardware to install on new vehicles.

Contractor Installation – The Contractor shall provide support for the installation of vehicle hardware at local field offices.

4.2. Device and Infrastructure Management and Sustainment

The Contractor is responsible for the lifecycle management and sustainment of fuel management hardware, including any devices installed by the Contractor or existing devices from the previous contract that are incorporated into the Contractor’s solution. The Contractor is not responsible for maintenance of hardware that is not directly part of the fuel management solution (e.g., fuel tanks or unrelated infrastructure).

4.3. Device Operational Management

The Contractor’s solution shall enable CBP personnel to manage the assignment of Contractor provided devices to CBP’s vehicles and fuel sites. If applicable, the Contractor shall furnish hardware, software, and training for any devices necessary for management of the Contractor provided fuel management devices (key fob, card, etc.) or other devices assigned and/or attached to the vehicles.

4.4. Device/Infrastructure Reports

The Contractor shall continuously monitor and maintain the operational status of all Contractor installed fuel infrastructure along with prior installed fuel management devices that the Contractor continues to leverage. At a minimum, the Contractor must provide monthly reports (see Section 2.3.1) detailing device/infrastructure health, failure rates, uptime, and other relevant metrics.

4.5. End of Life Device Management

The Contractor shall be liable for and replace, at the Contractor’s expense, any contractor furnished devices that are non-functional or non-compliant in accordance with all applicable installation procedures along with existing devices utilized by the Contractor. The Contractor shall take possession of all faulty or non-compliant devices and or infrastructure and either refurbish them/it for return to service or securely dispose of them/it, in accordance with all applicable federal IT and data policies (as referenced in Section 5.2). The choice between refurbishment and destruction is at the Contractor’s discretion.

4.6. Preventative Maintenance

The Contractor shall perform all scheduled and preventative maintenance on Contractor-installed fuel management infrastructure along with prior installed fuel management devices that the Contractor continues to leverage, including scheduled calibrations, inspections, and general maintenance, in accordance with all manufacturer and regulatory requirements (see Section 6.2 for complete list of existing fuel equipment/infrastructure).

The Contractor shall conduct regular fuel testing as a part of fuel tank turnover to ensure quality assurance and compliance with all applicable regulations. The Contractor shall also provide, firmware updates and maintenance services for hardware, connectivity, and software. Preventive maintenance by the Contractor must be conducted at a frequency of at least once every three years. However, the Contractor may propose other timelines better suited for their solution.

4.7. Data Connection Services

The Contractor shall supply, install, and manage all required networking equipment and data services to support secure, reliable data connectivity for all Contractor-installed fueling infrastructure and devices, as well as any previously installed fuel management equipment that the Contractor continues to utilize.

The primary cellular data services shall enable fuel management devices to send and receive data in near-real time. Devices shall be capable of meeting data transmission requirements on any U.S. national carrier (e.g., AT&T, Verizon, T-Mobile) or a comparable multi-carrier solution that automatically initiates failover when signal quality degrades to ensure consistent network coverage.

The Contractor is responsible for provisioning and management of SIM/eSIM profiles, monitoring of connectivity health, rapid incident response and ensuring all existing and renewal cellular and data services equipment shall transmit through a dedicated private network routed through a trusted internet connection (TIC).

4.7.1. Alternative Data Connection Capability

The Contractor shall provision for and maintain an alternate data connection capability outside of traditional carrier solutions (i.e., satellite). This alternate data connection should ensure consistent network coverage for Contractor-installed infrastructure/devices in circumstances where signal quality is degraded or non-existent.

4.8. Data History and Storage

The Contractor’s proposed solution, whether Government hosted or cloud-based, must meet the requirements outlined below, and all data history and storage aspects of the solution must comply with all applicable federal and CBP data security policies as outlined in Section 5.2.

4.8.1. Legacy Data Migration

The Contractor shall ingest and validate historical fueling data provided by the Government for use in analytics, benchmarking, or other fuel management related activity. The solution shall allow CBP to manually upload vehicle and asset data into the system.

4.8.2. Scalable Storage

The Contractor shall provide scalable data storage capable of accommodating current and future data volumes. The storage solution must comply with all CBP data and cybersecurity requirements, including applicable federal standards and guidelines, as outlined in Section 5.2.

4.8.3. Role Based Data Access

The Contractor shall provide access to user specific and organization/hierarchy-wide fuel data with access controlled by established roles and agency hierarchy assignment.

4.8.4. Data Retention

The Contractor must retain and make accessible all historical data within the system for a minimum period of five years from the date of data creation or collection.

4.8.5. Historical Data Retention

The Contractor must provide for the capability to archive and securely store historical data that is older than two years. Archived data must remain retrievable upon request and continue to meet CBP’s data security and compliance requirements.

4.8.6. Security and Compliance

The Contractor must ensure that all data storage, retention, sanitation and archiving processes must adhere to CBP’s cybersecurity policies and relevant federal data protection regulations as outlined in Section 5.2.

4.9. Reporting and Analytics

The Contractor shall provide the capability to generate customizable reporting and analytics based on their proposed fuel management solution with the requirements outlined below.

4.9.1. Reports

The Contractor’s solution shall enable users:

• to create custom reports

• to export reports to Microsoft Excel or CSV format

• to schedule automated report creation and distribution

• to access reports on demand

• to access specific reports in the following bulk fuel areas:

o Fuel Inventory Variance and Reconciliation o Fueling report to flag instances of abnormally high fuel volume dispensing transactions o Compliance reports for applicable EPA, DHS, and other federal regulatory requirements for bulk fuel storage and handling o Days of fuel supply on hand o Fuel delivery and dispensing accuracy o Fuel inventory turnover rate

4.9.2. Operational Dashboards

The Contractor may but are not required to provide customizable, role-based operational dashboards, which visualize relevant fueling data.

The following categories/data, will be beneficial should the Contractor offer dashboard capabilities:

• Vehicle fuel usage by individual vehicle or user designated category

• Fuel transaction/event data by location or vehicle

• Bulk fuel usage/metrics

• Fleet fuel KPIs and metrics if applicable:

o Fuel Inventory Variance and Reconciliation o Compliance reports for applicable EPA, DHS, and other federal regulatory requirements for bulk fuel storage and handling o Days of fuel supply on hand o Fuel delivery and dispensing accuracy o Fuel inventory turnover rate

4.9.3. Fuel Usage

The Contractor shall furnish an analytical tool that will flag vehicles with fuel usage outliers relative to vehicles of similar characteristics, mission types, locations, offices, or any other user defined variables using captured vehicle fueling data. The tool should similarly be able to compare/capture actual fuel usage compared to purchased fuel quantity.

4.9.4. Vehicle-Grouping

The Contractor shall allow users to create multiple, customized vehicle grouping categories by vehicle type, assignment, or location.

4.9.5. Organizational Hierarchy

The Contractor solution shall allow CBP program managers to create multiple levels of organizational hierarchy and assign user groups and data visibility according to that hierarchy.

4.9.6. Report Data Hygiene

The Contractor shall provide the ability to remove or filter retired vehicles and outdated users from all dashboards, reports, and other analytical tools.

4.9.7. User-Access Expiry Alerts

The Contractor shall automatically notify administrators when user access to the fuel management system is within 30 days of expiration.

4.10. System Integration and Operability

The Contractor shall provide Application Programming Interface (API) and Extract-Transform- Load (ETL) services that automatically export fueling data (as applicable) to Agency data stores every 24 hours, at a minimum, and support direct-connect options. API and ETL services shall also be made available for interfacing fuel data with telematics Contractor data (as applicable).

4.11. Device Ingestion

The Contractor shall execute the end-to-end process of receiving, configuring, and validating all vehicle fuel management devices and ancillary hardware furnished under this contract.

Device ingestion encompasses physical or electronic receipt of the unit through device configuration, entrance into the Government’s system of record, and confirmation of data transmission.

4.12. Operations and Maintenance (O&M)

The Contractor shall be liable for and replace, at Contractor's expense, Contractor-installed infrastructure and devices, pre-existing infrastructure the Contractor does not intend to replace, and the Contractor shall furnish all labor, materials, parts, tools, and expertise required to operate and maintain all hardware, software, and ancillary component delivered through the end of the period of performance, including post-warranty coverage.

Maintenance services shall encompass all required corrective and preventive actions, provision of firmware and software updates, and replacement of defective hardware. The Contractor is not responsible for maintenance of hardware that is not directly part of the fuel management solution (e.g., fuel tanks).

4.13. Help Desk

The Contractor shall establish and operate a tiered priority Help Desk to support all infrastructure, devices, software, and service delivered under this contract. The Help Desk shall provide a three-tiered system of support, ticket ownership through closure in the Government-furnished help desk ticket system (ServiceNow) and proactive outreach (e.g., outage notifications, release notes, user tips) to minimize downtime and improve user experience. To access the Government-furnished help desk ticket system, the Contractor will need access to Government emails and Government laptops.

4.13.1. Required Support Tiers and Responsibilities

The Contractor shall resolve issues using a tiered approach that supplements CBP standard support. CBP and the Contractor will jointly address Tier 2 issues, with the Contractor responsible for resolving tickets that require specialized expertise beyond CBP’s capabilities. The Contractor is responsible for all Tier 3 issues that require engineer-level resolution.

4.13.2. Tier 1 (CBP Maintained)

Frontline user support requests that deal with individual level issues. All Tier 1 issues are to be handled by CBP, exclusively, unless Contractor and Government agree for specific types of support requests. Tier 1 issues include, but are not limited to, the following:

• User Access Review

• Reauthorization of users

• Entering of tickets in response to customers inquiries

• Password resets and account locks

• Basic How-To questions and navigation assistance

4.13.3. Tier 2 (Shared Contractor and CBP Maintained)

Tier 2 issues are those requiring advanced technical assistance beyond the scope of standard CBP support. CBP provides baseline Tier 2 support, including initial triage and resolution of common technical challenges. Issues that cannot be resolved by CBP, or that require specialized expertise, are addressed by the Contractor. Tier 2 issues include, but are not limited to:

• Firmware and hardware diagnostics, connectivity restoration, and remote updates.

• Data quality anomalies such as duplicate VINs, unreasonable or missing fuel data, or out of sequence timestamps.

• Troubleshooting fuel hardware on the vehicle for Contractor installed equipment and previous Contractor equipment.

• Loss of service/functionality for Contractor provided fuel management systems.

• Remote deployment of patches, device re-provisioning, and initiation of Return

Material Authorizations (RMAs).

• Verification of fuel management device functionality and transmission.

4.13.4. Tier 3 (Contractor Maintained)

Tier 3 issues consist of those issues that require an engineering-level resolution and contractor/OEM coordination for any issues that surpass Tier 2 capabilities. Tier 3 issues include, but are not limited to, the following:

• Software defects that require code changes, unit and regression testing, and controlled deployment.

• Complex API or data integration failures between the fuel management platform and external enterprise systems.

• Firmware or hardware design flaws in on-board devices that require custom firmware builds, testing, and coordination of field replacements or RMAs.

• Critical security vulnerabilities, performance bottlenecks, or scalability issues requiring architectural modifications and emergency patches.

• Advanced software configuration and customization (dashboards, alerts, report templates) to create new features or modify existing features on the Contractor’s solution.

4.13.5. Hours

The Contractor shall provide support from the hours of 8am-8pm EST Monday through Friday, excluding applicable Federal Holidays. The Contractor shall be on call 24 hours a day, 7 days a week, 365 days a year for system wide failures rendering the system inoperable until the system is back online.

4.14. Training/Documentation

The Contractor shall provide initial training for all systems, software, hardware, equipment, and other technology in its solution for approximately 385 users initially, and thereafter on a quarterly basis for new users. The Contractor will provide training as necessary for new updates, site modernizations, and rollouts. Equipment/Hardware training must occur during equipment/hardware upgrades and must be completed in an on-site format.

The training provided must include:

• On-demand training appropriate for each level and user type

• ‘Train-the-Trainer’ oriented sessions for headquarters and component fleet managers

The provided documentation must include:

• An up-to-date data dictionary (updated quarterly)

• User/desk guides

• FAQs

• Job Aids

5. Additional Contracting Requirements

5.1. Service-Level Agreements (SLA)

5.1.1. SLA Metrics and Definitions

SLA Metric SLA Metric and Definition Data Transmission Connectivity Maintain device data transmission connectivity at or above 99.8% monthly

Fuel Management Software Availability

Maintain operational readiness of fuel management software at 99.8% operational availability or better for each month

Software Maintenance Request Response

Respond to 98% of software maintenance requests within the following time horizons:

• 30 minutes for high priority requests

• 2 hours for normal priority requests

Inventory Accuracy 1 Maintain bulk fuel inventory records with at least 99% accuracy, as verified by reconciliation with physical tank measurements and delivery records

Delivery and Dispensing Accuracy1

Ensure that incoming and dispensed fuel quantities, as tracked by fueling measurement units, match bulk fuel orders and transaction quantities with at least 99.5% accuracy

Leak Detection Response Time1 Detect and alert critical leaks (active spills or release) within 15 minutes, moderate leaks (abnormal loss trend) within one hour, and low severity leaks (slow release) within 24 hours

Data Accuracy Maintain at least 99.9% accuracy in all recorded and transmitted vehicle data points

Data Transmission Ensure 99% of all transaction data is available within 15 minutes of data transmission

Preventative Maintenance Notifications

For system downtime less than 15 minutes, provide advance notice of no less than 5 business days, for greater than 15 minutes, provide advance notice of no less than 15 business days

Security Incident Notification and Resolution Time

Notify the Government within 30 minutes of a security incident

Data Transmission

Ensure 100% of data is transmitted to Government data stores within 1 month of capture

Data Retention Ensure 100% of data is retained for a period of no less than 5 years from capture

Data Archival and Retrieval Ensure 100% of data over five years old is archived and retrievable

1- Bulk Fuel SLAs are applicable only to the Contractor installed bulk fuel infrastructure. If no Contractor furnished infrastructure is installed, no KPI shall be taken as an SLA.

5.1.2. SLA Measurement and Reporting

The Contractor shall provide monthly SLA reports, including, but not limited to:

• Percentage of data delivered within latency targets

• Percentage of system up-time

• Support ticket response and resolution times by impact category

• Root cause analyses for any SLA breaches

5.2. Security Requirements

5.2.1. Applicable Compliance Guidelines and Certification Programs

Within the scope of this SOW and the relevant expertise of the Contractor, the Contractor shall support Authority to Operate (ATO) establishment or renewal activities to include working with the Information System Security Officer (ISSO) and other system and data center engineers to address findings or issues that adversely impact the issuance of an ATO.

The Contractor shall ensure that the proposed solution complies with, or is certified under, all applicable CBP or DHS guidelines along with the following recognized federal guidelines and programs:

• Federal Information Security Management Act (FISMA): The solution must adhere to all applicable requirements set forth by FISMA for the protection of federal information and information systems.

• National Institute of Standards and Technology (NIST): The solution must implement security and privacy controls in accordance with relevant NIST standards and guidelines, including but not limited to NIST Special Publications 800-53 and 800-171.

• Federal Information Processing Standards (FIPS): The solution must utilize cryptographic modules and processes that are validated under applicable FIPS standards, such as FIPS 140-2 or FIPS 140-3, as required for federal information systems.

5.2.2. CBP Tier II Background Investigations

A Background Investigation (BI) is required for all on-site Contractor personnel and Contractor personnel requiring access to CBP information technology (IT) systems.

Contractor personnel shall complete required BI initiation documents prior to onboarding. Contractor personnel must receive a favorable adjudication from CBP’s Office of Professional Responsibility (OPR), Personnel Security Division (PDS), to continue supporting CBP under the requirements. Failure to receive a favorable adjudication shall result in the removal of the individual from the contract. The Contractor shall receive an invite into the BI system by the CBP Security Programs Division. Once the invite has been issued, the Contractor has up to thirty (30) calendar days to complete the BI documents in accordance with the guidance provided in the BI initiation package. Failure to complete the documents in the allotted time can result in the removal of the Contractor personnel from CBP office spaces and BI termination. The Contractor shall comply with all security clauses contained in the solicitation and the requirements contained therein.

5.2.3. Cloud-based Solutions Only

• Federal Risk and Authorization Management Program (FedRAMP): For cloud-based offerings, the solution must be FedRAMP authorized, in the process of obtaining FedRAMP authorization, or garner and maintain a CBP exemption and an authority to operate. Further, the solution must meet all associated security assessments, authorizations, and continuous monitoring requirements.

5.3. Program Manager

The Contractor shall provide and assign a dedicated program manager to lead and oversee delivery of the solution to CBP.

5.3.1. Minimum Qualifications

• 10+ years managing large-scale, cross-functional technology/system programs within large organizations.

• Experience managing scope, schedule, budget, risk, issue, and dependency management with disciplined controls.

5.3.2. Key Responsibilities

• Establish and manage program governance (cadence, forums, decision logs, escalation path).

• Develop and maintain staffing plan, integrated program plan (workstreams, milestones, critical path, dependencies), and oversee the execution of training sessions and materials.

• Lead status reporting and executive communications; provide clear, actionable insights and recommendations.

• Manage RAID (risks, assumptions, issues, dependencies) and ensure timely mitigation and escalation.

5.3.3. Performance and Staffing Requirements

• The Program Manager shall be assigned 10 days prior to contract start date and remain in place for the duration of the engagement unless otherwise approved by CBP.

• Any replacement shall require CBP written approval and must meet or exceed the stated qualifications.

• The Program Manager shall be available full-time, with an expected commitment of 40 hours per week.

6. Appendix

6.1. Modernized and Non-Modernized Fuel Sites by

State The table below includes a count of Modernized and Non-Modernized Fuel sites based on State location. Non-modernized fuel locations are expected to be modernized by the Contractor to ensure all fuel sites contain Contractor equipment allowing for automated fueling.

State Modernized Non-Modernized

Arizona 12

California 13

Florida 2

Georgia 1

Maine 7

Michigan 1

New Mexico 6

New York 5 5

Pennsylvania 1

Puerto Rico 1

Texas 40

Vermont 3

Washington 1

Total 89 9

6.2. List of Currently Utilized Fuel Equipment

Name Description Approximate Quantity

Fuel Tanks Houses bulk fuel resources and is integrated with tank monitors. 200

Bulk Fuel Tank Monitor

Synchronizes with FMUs to monitor tank levels. 84

Fuel Position A fueling position is a designated spot where hoses/fuel nozzles are available as a service point.

Fuel Management Unit

Overall brain of the fuel management system that authorizes fuel transactions from bulk fuel tanks and automates fuel accounting.

6.3. Terms and Definitions

Term Definition

Application Programming Interface (API) A set of protocols and tools that enable different software applications to communicate and exchange data.

Bulk Fuel Large quantities of fuel ordered directly from providers and stored at CBP fueling sites for CBP fleet use.

Extract -Transform-Load (ETL) services Processes that extract data from sources, transform it into a usable format, and load it into a target system or database.

Fuel Card A payment card used by CBP to purchase fuel and related services for vehicles at authorized locations.

Full Operational Capability The point at which the Contractor’s fuel management solution is fully installed, integrated, and operational across all designated vehicles and facilities.

Fuel Ring A hardware component, installed around a vehicle’s fuel inlet and integrates with the telematics device installed in the OBD-II port, that uses technologies such as RFID to automatically identify the vehicle and authorize, track, and record fuel transactions at fueling stations.

16,000

Programming Head Used to set up and program in-vehicle fuel management telematics devices to correctly identify vehicles and manage fuel usage.

Prokee A secure, electronic key fob used to identify and authorize users or vehicles for access to systems or services, such as automated fueling sites.

Modernized fuel site Fuel sites that have upgraded infrastructure as part of an integrated fuel management solution.

Non-modernized fuel site Fuel sites that lack Contractor equipment that allow automated fueling and therefore manually record fueling data or have outdated fuel tracking equipment.

OBD-II Port A standardized interface in vehicles that allows access to diagnostic and performance data from the onboard computer.

Point of Sale (POS) Fuel Individual fueling transactions conducted by CBP vehicles at CBP-owned fueling stations, which are tracked and managed through a secure PoS system.

Radio Frequency Identification (RFID) A technology that uses radio waves to automatically identify and track tags attached to objects.