Fuel Management System

Weld RE-4 School District in Windsor, Colorado, is seeking a comprehensive fuel management system through a Request for Information (RFI) #25-12, targeting the replacement of its current aging system from 2014. The procurement aims to address significant security vulnerabilities and technological limitations in the existing infrastructure, with key objectives including implementing cloud-based management, robust user access control, license plate recognition, and multi-agency integration capabilities. The RFI solicits detailed information from potential vendors about their fuel management solutions, with responses due by June 27, 2025, at 2:00 PM MST. Top-ranked systems will be invited to a mandatory interview and system demonstration on July 8, 2025. The evaluation criteria will comprehensively assess system features, security capabilities, integration potential, usability, maintenance and support options, innovation, and vendor proximity to the district. Vendors must submit a 40-page response organized into specific tabs, providing extensive details about their business profile, system description, support infrastructure, and relevant project experience.

The RFI does not specify explicit set-aside designations or restrictions on respondent organizations. The current system serves multiple agencies, including Weld RE-4 School District, Clearview Library District, and a local Fire Protection District, indicating a potential multi-agency implementation requirement. The existing technology requires seamless integration capabilities, with specific technical requirements including cloud access, two-factor authentication, role-based access controls, and compatibility with existing municipal partner systems. While no specific budget range is mentioned, the comprehensive nature of the RFI suggests a significant technological investment in modernizing the fuel management infrastructure. The procurement appears focused on finding a vendor with comprehensive technological capabilities rather than being constrained by specific vendor size or classification restrictions, emphasizing technical competence and system robustness as primary selection criteria.