AMENDMENT No. 003: Fuel Management Cloud Software & Integration (SaaS) at North Dakota National Guard

                  AMENDMENT No. 003:  Questions raised by interested Vendor with the Government Answers

NOTE:  These are the answers to the final set of questions received, specifically related to software and digital processing of information areas.  The DUE DATE has been extended until COB Tuesday 1SEP2026 in order to allow all interested small business companies enough time to prepare their quotes.

Section 3: Existing Databases and PetroVend Environment

Question: Where are the existing PetroVend card libraries and Phoenix SQL databases hosted?
Answer: The environment operates on a multi‑tier on‑premises architecture within the NDNG secure network enclave:

• Database Server: A4‑120 hosting the master PhoenixSQL database and card/account libraries.
• Application/Web Server: C2‑120 hosting the OPW Phoenix application services and polling engine.

Question: What database platforms/versions are currently being used?
Answer: Microsoft SQL Server 2019 Standard Edition (64‑bit), Version 15.0.4435.7, running on Windows Server 2025 Standard. The environment uses the standard, unmodified OPW PhoenixSQL relational schema (Card, Account, Transactions, Site, SiteTanks, SiteTankInventory, TG* tables).

Question: Are the databases accessible through standard interfaces (e.g., SQL/API), or are there restrictions?
Answer: The database tier supports T‑SQL, ODBC, and OLE DB. Direct inbound access from external commercial endpoints is prohibited under DoD and NDNG cybersecurity policy. Administrative access requires CAC/PKI (ASCL) multi-factor authentication. For data migration, we could provide a full SQL server backup (.bak file) of the PhoenixSQL database.

Question: What is the approximate size of the database(s) that would need to be migrated?
Answer: The active PhoenixSQL database size is 91.50 MB total (56.06 MB data / 35.44 MB log).

Question: Is the requirement to migrate historical data, or only what is necessary to establish the new system?
Answer: Per discussion with MAJ Malo, the requirement is to migrate all active master configuration records (Card, Account, Site, SiteTanks, Products), along with 100% of all posted historical transaction records stored in dbo.Transactions.

Section 4: Data Extraction and Integration (Database Scope)

Question: Is the requirement to retrieve transaction data after posting, or is real‑time/direct fueling hardware integration required?
Answer: From the database tier, transaction records are accessible post‑settlement once posted to the dbo.Transactions table. Real‑time hardware integration questions fall under the State Fuel Logistics/Facilities team.

Question: Are there existing APIs, interfaces, or integration documentation available?
Answer: There is no proprietary REST API available. Integration relies on standard OPW PhoenixSQL relational tables and views (Transactions, Card, Account, SiteTanks, SiteTankInventory) accessible via SQL within the internal environment.

                                                  ------- END of AMENDMENT No. 003 -------

                    AMENDMENT No. 002:  Questions raised by interested Vendor with the Government Answers.

   NOTE:  There are vendor questions that are still receiving research with pending answers by knowledgeable government personnel.  There is no guarantee that any further Amendments shall be issued prior to the updated (revised) quote due date.  Please submit a quote based upon the posted Performance Work Statement (PWS) along with the responses contained within these two Amendments.  Any possible third Amendment will get posted not later than noon tomorrow, Friday 28AUG.  If you have already submitted a quote, please feel free to revise and resubmit, if necessary, based upon this new information.

Location of the six physical sites are as follows:

     1.  FMS 1 -- 3340 2nd ST NE, Minot, ND 58703

     2.  FMS 2 -- 3917 31st ST N. Fargo, ND 58102

     3.  FMS 3 -- 1511 48th ST S., Grand Forks, ND 58201

     4.  FMS 4 -- 4300 Miriam Ave, Bismarck, ND 58506

     5.  FMS 6 -- 2135 7th ST SE, Valley City, ND 58072

     6.  Camp Grafton -- 4417 Highway 20, Devils Lake, ND 58301

1. Site and equipment scope

• For each site, what is the approximate number of ATGs, tanks, dispensers/hoses, card readers, vehicles and users?
  • FMS #1 (Minot): 2 Dispensers, 1 Reader
  • FMS #2 (Fargo): 2 Dispensers, 1 Reader
  • FMS #3 (Grand Forks): 2 Dispensers, 1 Reader
  • FMS #4 (Bismarck): 2 Dispensers, 1 Reader
  • FMS #6 (Valley City): 2 Dispensers, 1 Reader
  • Camp Grafton (Devils Lake): 5 Dispensers, 3 Readers
    • Total Scope: 15 Dispensers and 8 Card Readers across all 6 sites.
• Are all existing fueling systems/equipment expected to remain in service, or are any components being replaced?                 All existing physical fueling systems and site equipment are expected to remain in service. No physical fuel dispensers, card readers, or Automatic Tank Gauges (ATGs) are being replaced under this contract. The contractor is solely responsible for integrating and configuring their cloud-hosted software and delivering the necessary edge-networking devices/gateways at each of the six (6) locations to securely bridge our existing physical hardware to the cloud.

2. Existing equipment and systems

• What are the manufacturers and models of the existing ATGs, card readers, and dispensing/fueling controllers?
  • Card Readers / Controllers: The fuel management system is a PetroVend Automated Fueling System.
  • Dispensers: The fuel dispensers are a mix of Wayne and Gasboy Atlas models.

5. WEX / Voyager integration

• What specific functionality is required for the WEX/Voyager integration?   The system must track WEX and Voyager card transactions to ensure accurate accounting and use-tracking. Direct billing/financial integration is not required; the requirement is solely to capture and record the transaction data.
• Is the expectation to support transaction authorization, card/account validation, transaction processing, reporting, or another specific function?   Yes. The expectation of the system is to support all of those critical operational functions on a daily basis.

6. Site connectivity

• If cellular connectivity is required, is connectivity already provided at the sites, or would this be part of the project scope?   No. As stated in PWS 2.3, the Contractor is responsible for providing the cellular connection and maintaining the recurring annual subscription/data costs for the secondary contingency connection.

7. SaaS, implementation, and ongoing services

• What SaaS subscription term is being requested? The Government for this award is only requesting a 12-month Base Period.  
• What is the intended scope of the estimated $20,000 in government funding? For example, is this expected to cover the initial 12-month subscription, implementation, data migration, integrations, connectivity, gateways, or other project costs? The estimated $20,000 funding level is intended as a Firm-Fixed-Price (FFP) deliverable for the Year 1 Base Period only. This must cover all initial software licensing, data migration, required connectivity edge-gateways, and implementation. Ongoing support, maintenance, and future software licensing will be evaluated and funded as separate, recurring annual Option Years.
• Are there expected recurring costs for software, connectivity, support, maintenance, or other services after the initial contract period? The Government fully anticipates and has structured the solicitation to accommodate recurring annual operational costs following the initial contract period. These recurring costs will be captured and funded via subsequent multiple year awards.  

                                                                     --------- END of AMENDMENT No. 002 ---------

                      AMENDMENT No. 001:  Questions raised by interested Vendor with the Government Answers.

Q1: Can the integration and configuration work be performed remotely, or is physical presence required at the six locations? The contractor is responsible for the complete, functional integration of the edge gateways. While remote configuration of the cloud software dashboard is permitted, the contractor (or their authorized regional representative) must ensure proper physical connectivity at each of the six (6) locations. On-site NDARNG staff will coordinate facility access but will not perform hardware wiring or physical troubleshooting on behalf of the contractor.

Q2: Can you confirm the estimated funding level is intended as a single fixed-price deliverable rather than an ongoing staffing or multi-year support arrangement? Confirmed. This solicitation is for a Firm-Fixed-Price (FFP) contract for Year 1 deliverables (inclusive of software licensing, cloud hosting access, edge hardware, and database migration). Ongoing support and software access in subsequent years will be structured as a new and distinct base plus Option Years requirement, subject to the availability of funds.

                                                           -------- END of AMENDMENT No. 001 -----------

The North Dakota Army National Guard (NDARNG), United States Property and Fiscal Office (USPFO) has a Total Small Business Set-Aside requirement for an DX Fleet Fueling Software and Parts.  Complete product description is reflected below:

             NDARNG currently operates physical fuel dispensing and monitoring hardware across up to six locations.  The Government requires a modern, cloud-based Software-as-a-Service (SaaS) platform to replace aging, locally hosted management software while retaining the existing physical site hardware.  The small business contractor shall provide all software licensing, cloud hosting, data migration services, connectivity gateways (if required to bridge legacy hardware), and training to implement a centralized cloud-based fuel management platform:  Note: This purchase order is strictly for software, data migration, and connectivity; no physical fuel dispensers, ATGs, or island terminals will be replaced under this PWS.

            Note 2:  The Government’s in-depth market research has indicated the general level of funding required in order to complete this software and parts requirement.  In order to avoid small business companies preparing quotes needlessly, it is hereby stated that the level of funding available for this specific requirement is approximately $20,000.