Fleet Tracking System

The California Department of Fish and Wildlife (CDFW) is seeking information from vendors through a Request for Information (RFI) for a Fleet Tracking System (FTS) aimed at modernizing and streamlining its fleet and asset management operations. This pre-solicitation effort, issued under solicitation number 0000037179 with a response deadline of January 5, 2026, is focused on gathering market insights to determine if a tailored custom-built solution or a configurable commercial off-the-shelf (COTS) product would best meet the Department’s specific needs. The envisaged system must be cloud-native, highly integrated, and API-driven, capable of providing a centralized, real-time database for fleet assets with automated workflows, robust data validation, and seamless integration with internal and external systems such as FI$Cal, WEX fuel systems, Geotab telematics, Microsoft Entra ID for identity management, and DocuSign for digital signatures. The goal is to replace manual legacy processes with an efficient, scalable platform that supports regulatory compliance, funding code validation, operational reporting, and role-based access controls for various users including Fleet Coordinators, Managers, and IT administrators. The detailed functional requirements, outlined in the Fleet Tracking System Requirements exhibit, emphasize automation of critical fleet documentation (such as FG64 forms), vehicle and mobile asset tracking with advanced filtering capabilities (by mileage, age, or cost), asset lifecycle management, and documented workflows for asset transfers and reporting. Vendors are expected to provide comprehensive information about their organizational background, technical offerings, integration strategies, support, and pricing through the Vendor Questionnaire (Attachment A), while adhering to submission guidelines detailed in the RFI Response Checklist (Attachment B). The procurement process includes a demonstration phase scheduled from January 19 to January 23, 2026, where vendors may voluntarily share pricing and showcase capabilities. Although no specific contract terms, evaluation factors, or pricing details are fixed at this stage, the RFI serves as a foundational market research tool to aid CDFW in developing requirements for a future formal solicitation. Coordination and inquiries are managed by Edward Drennan, CDFW’s IT Procurement Supervisor, with all responses to be submitted electronically. This effort reflects CDFW’s commitment to enhancing fleet operational efficiency, data integrity, and compliance through advanced technology adoption within California.