Request for Information
Type of document: Contract Notice
Country: United States
Request for Information
Other Defense Agencies
1225 South Clark Street
Arlington VA 22202-4371
John Bergin, OSD/CIO Technical POC, Phone (203) 510-3139, Email firstname.lastname@example.org – Jonathan Mostowski, DOD/DDS POC, Email email@example.com
The Department of Defense (DoD) is seeking information on how an interested contractor can provide business travel and expense services that conform to a simplified set of travel regulations.
Commercial organizations have proven that the use of efficient and scalable travel solutions can significantly reduce organizational costs, improve productivity, increase travel policy compliance, decrease rework of travel reports, and improve financial controls and auditability. These same solutions allow organizations to access all their travel and accounting data, with powerful reporting and auditing tools to drive compliance.
The Department is currently considering transitioning to a secure, efficient, and effective travel solution to book travel, manage travel related expenses, and initiate travel-related financial transactions. The Department is interested in reducing overhead costs for travel transactions and lowering overall travel cost per trip by empowering travelers to make travel decisions that benefit their organizations. To address overhead costs, the Department seeks to minimize customization and configuration of systems by aligning travel policies with standard industry practice, but without negatively affecting usability, auditability, compliance or security.
The Department is considering pursuing prototype solutions that may lead to eventual transition to a travel solution that provides efficient business travel and real-time access to data and analytics.
2.1 Simplified Regulations
The Department has drafted a simplified set of regulations for business travel. Where possible, DoD may simplify other related regulations. The following travel types are currently excluded from business travel: extended deployments, Reserve Component annual training, rest & recuperation, funeral travel, or travel for disciplinary action for all DoD travelers, including cadets and midshipmen, dependents and other family members, witnesses, consultants and experts, wounded warriors, escorts and attendants.
2.2 Travel Volume
The estimated amount of travel reflects DoD goals for how much business travel can be governed by a simplified travel policy.
Annual Vouchers – Traveler Reimbursement
Total Expense Reports 4.2 million
Business Travel 3.0 million (est.)
Non-business Travel 0.8 million (est.)
Local Travel 0.4 million
Annual Travel Transactions – Reservations / Tickets
Hotel 4.6 million
Air 3.3 million
Car 1.1 million
Other Information – Current System
Users 3.5 million
Travel Locations worldwide
Traveler Support 24/7 coverage
Organizational Hierarchy 10 levels
Accounting Interfaces 24 general ledger systems (standard data structure)
System & Help Desk 24/7 availability and coverage
Expense reports may include multiple types of transactions depending on complexity of travel. Local travel reimbursement is usually for mileage. Most other situations will include mileage and other types such as airfare, car rentals, and hotel reservations.
2.3 Business Processes
The Department has described high-level business processes for a travel capability that would fulfill the simplified policy. The Department intends to continue business process reengineering and ensure that process deviations from standard industry practices for travel management support the best interests of the Government.
2.4 Travel Solution Requirements
The Department has described high-level functional requirements, with accompanying technical and lifecycle requirements, for any future travel solution to be able to support DoD travel business processes. The Government anticipates that these requirements would be met through travel management services supported by a modern travel and expense system.
The Government is considering Other Transactions for a year-long prototyping effort that may include multiple travel solutions and may lead to negotiated contracts for further deployment of the resulting travel solution(s) across the DoD.
3 Interested Contractors
3.1 Industry Policies and Processes
The Government is interested in receiving feedback on the draft DoD business travel policy document and how well it aligns with general industry approaches for travel policies. In addition, the Government is interested in receiving feedback on the DoD travel business processes and where they deviate from standard industry practices.
3.2 Company Information
With any feedback on the draft DoD policy and travel business processes, the Government requests the following:
Company Overview • A brief description of your company.
• Socio-economic status, business size, and size standard/applicable North American Industry Classification System (NAICS) codes.
• Dun & Bradstreet (DUNS) number.
• Web site address.
• Government and commercial clients. Please include the scale of these contracts by dollar value, full time equivalent employees, or number of annual contacts.
Company Capabilities • Capabilities to provide travel management services supported by travel and expense management systems and related travel charge card services
• Demonstrated experience in deploying scalable and upgradable travel management technology that is easily configurable and adaptive to future change management
• Scale of implementations and support for large, hierarchical organizations
• Business rules engines and ability to respond to changing business rules
• Support for multiple funding lines and specialized business rules that are specific to travel entitlements associated with a particular type of travel
• Support for preferred travel vendor arrangements and ability to extend preferred travel arrangements to DoD-unique partners, such as DoD lodging
• Support for pre-trip obligations and accounting and disbursement transactions, through adapters to Enterprise Resource Planning systems already in use in DoD (e.g., Oracle, SAP), direct connection to a government travel charge card system, or a DoD standard transaction broker
• Support for cybersecurity and non-repudiation through digital signatures. Specific cybersecurity considerations include (reference the Cloud Security Requirements Guide at ):
1. Call center and data management functions in the US or on DoD premises.
2. Team of only US persons performing all super user roles.
3. Security checks, including Single Scope Background Investigation, National Agency Check with Law and Credit, and signed Non-Disclosure Agreement.
4. Two-factor implementation for all super user actions.
5. Public Key Infrastructure compliant or two-factor authentication to enable the use of mobile devices.
6. Segregation DoD data and encryption data at rest and in transit.
7. Access for DoD to perform physical and cyber security assessments.
8. Ability to receive notification about cyber vulnerabilities from DoD with response plans that identify timelines for plan of action and milestones to complete remediation.
9. Cyber defense, including cyber incident monitoring and reporting, intrusion detection level at the application level, and shared incident response forensic analysis.
10. Ability to provide and update malicious code protection mechanisms and sensors when new releases are available through a means such as becoming a DoD-Defense Industrial Base partner.
11. Ability to be approved by Federal Risk and Authorization Management Program v2 Moderate Level 2 and Controlled Unclassified Information-Specific Tailored Set.
12. Shared cyber defense tools that ensure boundary protections are implemented.
Interested parties are requested to respond to this request for information.
Responses shall be in Microsoft Word for Office compatible format and are due no later than June 30, 2017 at 3:00 PM EST. Responses shall be limited to 5 pages of company information and 5 pages of feedback on DoD policies and processes. Responses shall be submitted via email only to John Bergin (firstname.lastname@example.org) and Jonathan Mostowski (email@example.com).
Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the Government, please segregate proprietary information. All submissions become Government property and will not be returned.
5 Industry Discussions
DoD representatives may or may not choose to meet with respondees. Such discussions would only be intended to get further clarification of feedback, potential capability to meet the requirements, and especially usability, auditability, compliance or security risks.
Questions regarding this announcement shall be submitted in writing by e-mail to the Contracting Officer. Verbal questions will NOT be accepted. Questions will be answered by posting answers to the Synopsis; accordingly, questions shall NOT contain proprietary or classified information.
The Government does not guarantee that questions received after June 27, 2017 at 3:00 PM EST will be answered.
THIS IS A REQUEST FOR INFORMATION ONLY to obtain feedback and identify sources that can provide business travel and expense services. The information provided in the request is subject to change and is not binding on the Government. The Government has not made a commitment to procure any of the items discussed, and release of this request should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become Government property and will not be returned.
This request for information is issued solely for information and planning purposes – it does not constitute a solicitation or a promise to issue a formal solicitation in the future. This does not commit the Government to contract for any supply or service whatsoever. Further, the Government is not at this time seeking proposals and will not accept unsolicited proposals. The Government will not pay for any information or administrative costs incurred in response to this request; all costs associated with responding to this request will be solely at the interested party’s expense. Not responding to this request does not preclude participation in any future request for proposal, if any is issued. If a solicitation is released, it will be synopsized on the Federal Business Opportunities website. If it results in a General Schedule Administration buy, it will be announced on the E-Buy website. It is the responsibility of the potential offerors to monitor these sites for additional information pertaining to this requirement.