Fleet Tracking System

The State of California's Department of Fish and Wildlife (CDFW) is seeking a comprehensive Fleet Tracking System (FTS) through a Request for Information (RFI) to replace its obsolete Vehicle Tracking System. The procurement targets a robust fleet management platform capable of tracking approximately 3,500 assets, including on-road vehicles, heavy-duty commercial vehicles, watercraft, off-road equipment, and trailers. The system must effectively manage fleet data, integrate with critical internal and external systems such as WEX (fuel management), Geotab (vehicle telemetry), FI$Cal (financial systems), Microsoft Entra ID, and the existing Asset Management System. Key deliverables include automated documentation workflows, telematics device integration, bulk fuel management, vehicle lifecycle tracking, and comprehensive reporting capabilities covering compliance, utilization, maintenance, and financial tracking. Vendors can propose either a custom-built solution or a highly configurable commercial off-the-shelf (COTS) product. The RFI requires vendors to submit responses by January 5, 2026, including a signed cover letter, vendor profile, completed questionnaire, and requirements documentation. Selected vendors will participate in demonstration days from January 19-23, 2026, conducted via Microsoft Teams, with presentations covering product capabilities, customization options, support, training, and cost estimates.

The RFI does not specify any specific set-aside designations or restrictions on responding organizations. The current system is an internally developed Oracle WebLogic 11g application that is no longer supported and experiences frequent crashes and data inaccuracies. The new system must provide role-based access control for various user roles, including fleet coordinators, managers, system administrators, and budget managers. While no specific budget range is disclosed, the RFI emphasizes that cost information from vendors will be voluntary and non-binding, used primarily for informational budgeting purposes. The system must support cloud-based deployment, web access, comprehensive audit logging, secure data transmission, and field-level configurability to accommodate future regulatory changes. Importantly, all submitted respondent information will become property of the State of California and is subject to disclosure under the California Public Records Act. The procurement aims to address critical business problems such as manual financial code entry errors, inadequate reporting capabilities, and limited asset tracking functionalities for diverse vehicle and equipment types.