RFI_FY27-DHSICE_Fleet Management_Final_110426.pdf

SAM.gov Notice ID #: RFI_FY27-DHSICE-FleetManagement

Request for Information (RFI) for Fleet Management Support Services

1.0 Purpose of Request for Information

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. THIS IS NOT SOLICITATION FOR PROPOSALS.

The U.S. Immigration and Customs Enforcement (ICE) Office of Acquisitions (OAQ), Information Technology Division (ITD), is issuing this Request for Information (RFI) on behalf of the Office of the Chief Information Officer (OCIO) for market research and acquisition planning purposes only.

This RFI does not constitute a commitment by the Government to issue a solicitation, award a contract, or reimburse any costs incurred in responding. All costs associated with responding to this RFI will be solely at the interested party's expense. Participation in this RFI is voluntary.

Failure to respond will not preclude participation in any future solicitation, should one be issued. ICE will not accept unsolicited proposals.

This RFI is intended to identify sources, including large and small businesses, capable of providing fleet management support services and operations and maintenance (O&M) support for ICE’s Fleet H.O.M.E. Fleet Management Information System (FMIS). ICE also seeks industry feedback regarding available capabilities, best practices, innovative solutions, and recommendations that may inform the development of future acquisition requirements.

The information provided in this RFI is subject to change and is not binding on the Government.

All submissions become the property of the Government and will not be returned. Responses to the RFI may be used to develop Government documentation.

2.0 Background

ICE is the largest investigative agency within the Department of Homeland Security (DHS).

Management and Administration (M&A) coordinates and implements ICE administrative and managerial functions to support every aspect of the ICE mission.

The ICE Asset Management Division (AMD) manages the complete lifecycle of a fleet of approximately 25,000 vehicles. Most of these vehicles directly support a law enforcement mission and are lifecycle-managed as law enforcement fleet assets. The AMD administers fleet management systems, data analysis, and policies and procedures for the full vehicle lifecycle. It also exercises compliance oversight for all ICE fleet, including audits and evaluations.

The AMD is responsible for the development, implementation, and O&M of the Fleet Management Information System (FMIS), "Fleet H.O.M.E." ICE procured Fleet H.O.M.E. in 2021 to comply with FMR 102-34, Motor Vehicle Management, Subpart J, and to centralize fleet management activities. It is intended to replace siloed legacy systems and disconnected Microsoft Office applications

Fleet H.O.M.E. is built on the commercial off-the-shelf (COTS) product Chevin FleetWave. ICE fleet management workflows have been configured into a custom FleetWave instance hosted in a cloud environment. It is an accredited DHS information system.

The AMD has built a foundation of standardized processes, nationwide and overseas fleet personnel training, internal controls, and data-driven planning. It now seeks to become more agile and responsive while reducing overall costs

3.0 Description of Requirements

ICE requires fleet management support services to strengthen and maintain its ability to plan, communicate, and manage existing and future fleet management requirements. The services cover ICE Headquarters, Program Headquarters offices, and ICE customers across the agency.

They include fleet management program and administrative support and expert O&M support for the Fleet H.O.M.E. FMIS. The Contractor will also help mature ICE's fleet program management

ICE anticipates a requirement for operations and maintenance (O&M) support to maintain the functionality, availability, reliability, and performance of the Fleet H.O.M.E. FMIS throughout its operational lifecycle. Potential support may also include the development and capabilities utilizing Chevin FleetWave to enhance the system’s functionality and support ICE fleet management operations.

Anticipated areas of support may include, but are not limited to:

• Project and program management: a program strategy and risk mitigation plan, federal fleet management subject matter expertise, project schedules and work plans, stakeholder updates, standard operating procedures (SOPs) and continual improvement recommendations

• Fleet management strategic planning support: long-range strategic goals and business plans. These plans justify annual fleet budget requests, long-term projections, and fleet right-typing and right-sizing. Support also covers performance metrics and visual representations of data

• Assessment support: drafting, editing, and reviewing documents, memorandums, and correspondence. It also covers coordinating conferences and activities, and composing SOPs, guides, and handbooks

• Technical and analytical support: independent analysis and recommendations on fleet operations, and collecting and reporting fleet data in accordance with federal fleet laws and statutes. Operational areas include o Home-to-work certification and reporting o Stop Asset and Vehicle Excess (SAVE) Act o Fleet card management o Vehicle procurement, GSA leasing, and lease-versus-buy analysis o Telematics data management and integration o Acquisition, lifecycle management, and disposal o Internal and external reporting o Annual Component Fleet Profile o Federal Automotive Statistical Tool (FAST) o Federal fleet management plan o Accident and incident management o Fleet budget formulation, planning, and reporting

• Fleet H.O.M.E. operations support: system availability during defined hours, backups, contingency and disaster recovery planning, user training, service level monitoring, performance and security monitoring, and support for maintaining the authority to operate

• Fleet H.O.M.E. help desk support: Tier 2/3 support coordinated with the Tier 1 service desk, incident tracking, root cause analysis, troubleshooting guides, and escalation

• Fleet H.O.M.E. training: new-feature training, general/introductory user training, and advanced/administrator training with user guides

• Fleet H.O.M.E. database administration: data and software administration, database installation, configuration, upgrade and maintenance, backup and recovery, performance tuning, security and configuration audits, and patching

• Fleet H.O.M.E. configuration management: configuration and customization of the COTS FMIS. It also covers integration with ICE enterprise services and with partner systems (GSA fleet systems, DHS asset management systems, telematics, the Federal Financial Management System, and bank card providers). Other items are legacy data migration, maintenance and enhancements under ICE change management, SLM-compliant documentation, support for POA&Ms, and backlog management

• Fleet H.O.M.E. incident management: proactive, preventive, and reactive maintenance, and support for identity and access management and security best practices

• Fleet rightsizing (optional surge): execution of a Vehicle Allocation Methodology (VAM) study as needed, no more than two within a five-year period, using a proven federal agency approach

Anticipated period of performance: One base period and four option periods.

Place of performance: Washington, DC, with scheduled or situational telework The Contractor must be compliant with ICE systems and data security, privacy, and Section 508 requirements.

Section 2

4.0: RFI Questions for Vendors (maximum of 7 pages)

Corporate

1. Can your company perform the anticipated requirements independently as the prime contractor, or would a subcontracting arrangement be necessary? If applicable, please identify the anticipated percentage of work to be subcontracted and indicate whether the proposed subcontractor(s) are large or small businesses.

Chevin FleetWave Experience

2. Describe your experience with Chevin FleetWave: implementation, configuration, customization, O&M, upgrades, and integration. Include any experience in a federal environment, including DHS components or other federal agencies. Have you done this, and where?

3. Current technology stack: describe your experience with each of the following on COTS-based platforms. Include the tools and methodologies you used and how you complied with a federal change management process. Have you done this, and where?

a. ETL (extract, transform, load) and data integrations

b. Application development (development, testing, and deployment of changes, enhancements, and custom tools)

c. Configuration and change management (release and environment management)

4. What level of customer support did you provide on those efforts? Include:

a. Support tiers and hours

b. Staffing model

c. Response and resolution targets

d. How you measure and report customer satisfaction

Law Enforcement (LEO) Fleet Operations

5. Describe your experience supporting law enforcement fleet operations at the federal level. Have you done this, and where?

6. How does your experience address the specific needs of a law enforcement fleet, such as vehicle upfitting, specialized assets, mission-driven allocation, home-to-work, and data sensitivity? Include your experience with federal fleet reporting and compliance requirements, such as the Federal Automotive Statistical Tool (FAST), annual fleet profiles, vehicle allocation methodology, home-to-work certification, and the SAVE Act.

Telematics / Geotab

7. Describe your experience with telematics integration and data management for large fleets, using Geotab or comparable platforms. Include how telematics data is integrated into the FMIS and used for analysis. Have you done this, and where?

8. Describe your experience with each of the following. Include how you measure results.

a. Geofencing to support home-to-work certification and reporting

b. Detecting, alerting on, and resolving inactive or non-reporting telematics devices

c. Building or supporting a telematics device deployment and installation tracker, including how you measure fleet coverage

Fleet Card Modernization

9. Describe your experience with fleet card programs and their integration with an FMIS.

Have you done this, and where?

10. Describe your approach to automated, policy-based controls for fuel, maintenance, and authorized fleet purchases. Include exception handling, how the approach supports compliance and reduces misuse or waste, and the reporting and reconciliation capabilities you recommend for fleet card transactions.

O&M, Help Desk, Training, and Transition

11. Describe your approach to Tier 2/3 help desk support, incident management, and root cause analysis for a COTS-based system. What service level metrics have proven most useful for ensuring performance on similar contracts?

12. Describe your approach to user training for general and administrative users. What metrics do you use to evaluate training effectiveness?

13. Describe your approach to transition-in from an incumbent and transition-out to a successor. Include knowledge transfer, documentation and data handover, and how you avoid service disruption. Give an example of assuming responsibility for an operational system with incomplete documentation or an unresolved backlog and explain how you stabilized operations.

5.0 Submission Instructions

Sources capable of satisfying one or more of the capability areas described above are invited to submit information describing their ability to meet the requirements. Respondents may propose a single solution or a combination of products and services and should identify which areas their response covers.

RFI/Sources Sought Responses shall be provided by November 17, 2026, at 10:00AM Eastern Time.

• Responses shall be submitted in Microsoft Word in size 12 Times New Roman/Arial font with single spacing and 1” margins.

• RFI responses shall not exceed seven (7) pages, excluding the cover page and up to two

(2) additional pages for administrative information.

• Questions and requests for additional information must be sent to DHS/ICE via e-mail to:

ITD Contracting Officer, at itd-sd-procurements-10@ice.dhs.gov, by November 9, 2026, at 10:00 AM Eastern Time. Phone calls and verbal questions will NOT be accepted or responded to.

• Questions shall NOT contain proprietary or classified information. The Government does not guarantee that questions will be answered or can say questions received after the due date deadline will be answered.

• ICE reserves the right to review late RFI submissions but makes no guarantee to the order of, or possibility for, this review.

• All company proprietary information, performance capabilities and/or future modifications must be clearly identified and marked so segregation of proprietary information is required.

• RFI Responses shall be sent via e-mail as two electronic submissions/attachments in Microsoft Word with the subject line "RFI #: FY27-DHSICE-FleetManagement and company name” to: ITD Contracting Officer, at itd-sd-procurements-10@ice.dhs.gov.

RFI Submissions shall include the following administrative information (limited to two pages):

Administrative Information mailto:itd-sd-procurements-10@ice.dhs.gov mailto:itd-sd-procurements-10@ice.dhs.gov

1. Company Information

Name:

Address:

Website

Unique Entity Identifier (UEI) Number:

Number of Years in Business:

Brief Overview of Company History:

2. Point of Contact

Name:

Title:

Email Address:

Telephone Number:

3. Specify Business Type/Socio-Economic status and the associated NAICS code (Other than Small Business, Small Business, Small Disadvantaged Business, 8(a), HUBZone, etc.)

Size Standard:

4. Current IT Contract Vehicles Held (ex. GSA MAS, Alliant 2, OASIS, Polaris, etc.) - Add lines as needed.

Vehicle Name:

Vehicle Contract Number:

5. Define capabilities and resources available to provide a solution

Capabilities / Resources:

Interested parties are requested to respond to this RFI with the following two attachments:

1-Administrative Information Table (2-page limit) 2-Responses to Questions (7-page limit)