1. FMCS Travel Compliance Review SOW.pdf

FMCS Travel Compliance Review and Advisory Support Services

Statement of Work (SOW)

FMCS Travel Compliance Review and Advisory Support Services

1.0 Introduction

The Federal Mediation and Conciliation Service (FMCS) is an independent agency of the Federal Government responsible for promoting the development of sound and stable labor management relationships, preventing or minimizing work stoppages by assisting labor and management in resolving disputes through mediation, and advocating collective bargaining, mediation, and voluntary arbitration as preferred methods of dispute resolution.

FMCS employs approximately 91 full time equivalent employees across multiple regions, including Headquarters in Washington, DC. As part of its statutory responsibilities and internal management obligations, FMCS must maintain travel practices, reimbursement processes, documentation, and reporting that comply with the Federal Travel Regulation (FTR), applicable Federal guidance, and FMCS internal policies and procedures.

1.1 Problem Statement

FMCS must ensure that official Government travel is properly authorized, reasonable, necessary, adequately supported, accurately documented, and compliant with the FTR and FMCS internal travel requirements. FMCS requires professional support to independently assess travel documentation, travel related internal controls, travel claims, travel authorizations, reporting practices, and travel policies and procedures.

Without contractor support, FMCS risks inconsistent travel practices, unsupported or improper costs, delayed identification of compliance issues, insufficient internal controls, inaccurate reporting, outdated travel policies, and incomplete documentation supporting official Government travel.

The objective of this requirement is to obtain travel compliance review and advisory support services that assist FMCS in strengthening travel oversight, identifying compliance risks, improving documentation and reporting practices, and supporting consistent adherence to the FTR and agency travel requirements.

1.2 Statement of Need

FMCS requires professional travel compliance review and advisory support services to assess travel related transactions, policies, procedures, internal controls, documentation, and reporting practices associated with official Government travel.

The Contractor shall provide independent assessments, compliance reviews, analytical support, findings, and recommendations related to FMCS travel processes. The Contractor’s work shall assist FMCS in identifying internal control weaknesses, improving travel oversight practices, strengthening compliance with the FTR, and improving overall travel management processes.

The Contractor shall provide recommendations and compliance observations only. The Contractor shall not approve, deny, certify, authorize, obligate funds for, or independently direct official Government travel or payment actions. The Contractor shall not perform inherently governmental functions or assume operational responsibility for FMCS travel program administration.

2.0 Background

FMCS utilizes the Department of the Treasury’s Administrative Resource Center (ARC) as its shared service provider for financial management support services. FMCS currently utilizes Concur for travel management and reimbursement processing. FMCS may transition to Go.gov during the period of performance; however, this requirement does not include system implementation, data migration, system integration, help desk support, technical mapping, user acceptance testing, or system administration services.

FMCS travel operations and related compliance activities must comply with applicable Federal travel laws, regulations, policies, and guidance, including but not limited to:

• Federal Travel Regulation (FTR)

• Government Charge Card Abuse Prevention Act

• Applicable Office of Management and Budget Guidance related to Federal travel

• Applicable Department of the Treasury travel guidance

• FMCS internal travel policies, procedures, directives, and forms

FMCS seeks contractor support to assess compliance with these requirements and identify opportunities for improved internal controls, oversight, efficiency, reporting, and policy alignment.

3.0 Objective

The primary objective of this requirement is to obtain travel compliance review and advisory support services to assist FMCS in evaluating the effectiveness, accuracy, compliance, documentation, and internal control structure of its travel program.

Objectives include, but are not limited to:

• Assessing compliance with the FTR and FMCS internal travel policies and procedures

• Reviewing travel authorizations, travel claims, receipts, and supporting documentation

• Assessing whether travel was authorized, reasonable, necessary, and properly supported

• Reviewing travel transactions for per diem compliance, lodging compliance, transportation reasonableness, and required receipt documentation

• Identifying unsupported costs, improper payments, duplicate payments, approval deficiencies, or other compliance concerns

• Assessing use of Government travel charge cards, as applicable

• Reviewing travel related internal controls and documentation retention practices

• Reviewing FMCS travel policies, procedures, directives, and forms for alignment with applicable Federal requirements

• Analyzing travel data to identify trends, anomalies, recurring deficiencies, cost savings opportunities, and process improvement opportunities

• Providing findings, recommendations, corrective action support, and executive level summaries

4.0 Type of Contract

This requirement is anticipated to result in a Firm Fixed Price (FFP) contract.

5.0 Scope of Work

The Contractor shall provide travel compliance review and advisory support services necessary to evaluate FMCS travel related processes, transactions, internal controls, reporting practices, and travel policy compliance.

For planning and pricing purposes, FMCS estimates approximately 460 travel vouchers for each six-month period. This estimate is based on recent current fiscal year travel activity from October 2025 through May 2026 and is provided for planning purposes only. Actual volume may vary, and FMCS anticipates travel volume may increase during performance due to the launch of preventive mediation services.

The Contractor shall perform independent reviews, analyses, assessments, and advisory support services associated with FMCS official travel. The Contractor shall obtain a sufficient understanding of FMCS travel operations to effectively perform the scope of work described herein.

This understanding shall include:

• FMCS organizational structure and travel approval responsibilities

• FMCS travel approval, documentation, and reimbursement processes

• Applicable travel systems and available systems generated reports

• Internal travel policies, procedures, directives, forms, and documentation requirements

• Relevant Federal travel regulations and guidance

• Internal control processes associated with travel approvals, claims, reimbursements, and records retention

The Contractor shall provide recommendations and advisory support based on its reviews but shall not operate FMCS travel systems, perform help desk functions, book travel, issue tickets, manage Concur or Go.gov, perform system implementation, migrate data, or conduct system integration services.

6.0 Work Breakdown Structure and Specific Tasks

6.1 Planning and Understanding FMCS Travel Operations

The Contractor shall obtain a sufficient understanding of FMCS travel operations to plan and perform the required compliance review and advisory support services.

Tasks may include:

• Gather information to understand FMCS’s mission, size, structure, and travel related business processes

• Identify key FMCS officials and process owners involved in travel approvals, reimbursements, reporting, and oversight

• Review applicable FMCS travel policies, procedures, forms, directives, and guidance

• Identify travel related compliance risks, internal control risks, documentation risks, and reporting risks

• Develop an initial approach for performing travel compliance reviews and advisory support services during the period of performance

6.2 Travel Compliance Reviews

The Contractor shall perform travel compliance reviews to assess FMCS adherence to the FTR and FMCS internal travel policies and procedures.

The Contractor shall review all current fiscal year FMCS travel transactions made available by FMCS during the applicable review period, including travel authorizations, travel claims, receipts, approvals, and supporting documentation, to assess compliance with the FTR and FMCS internal travel policies and procedures.

Tasks may include:

• Reviewing travel authorizations and travel claims

• Reviewing supporting documentation, receipts, approvals, and justifications

• Assessing compliance with per diem, lodging, transportation, and miscellaneous expense requirements

• Reviewing whether expenses exceeding applicable receipt thresholds are supported

• Reviewing whether travel was approved in advance, when required

• Reviewing whether travel duration, travelers, destination, purpose, and estimated costs were properly supported

• Assessing whether travel arrangements appear reasonable and consistent with lowest reasonable cost principles and mission requirements

• Reviewing timeliness and accuracy of travel submissions and reimbursements

• Identifying unsupported, improper, duplicate, or questionable costs

• Performing transaction testing and individual reviews of all current fiscal year FMCS travel transactions made available for the applicable review period to monitor compliance

6.3 Travel Authorization and Travel Claim Review Support

The Contractor shall assess FMCS travel authorization and claim processes to determine whether travel transactions contain adequate documentation, proper approvals, and sufficient support for reimbursement.

The Contractor shall review all current fiscal year travel authorization and travel claim packages made available by FMCS for the applicable review period.

Tasks may include:

• Reviewing travel authorization documentation for completeness and compliance

• Reviewing travel claim packages for completeness, accuracy, and supporting documentation

• Assessing whether required receipts and supporting records are maintained

• Reviewing whether claimed expenses are authorized, necessary, reasonable, and cost effective

• Assessing whether documentation supports the stated purpose and official nature of travel

• Identifying recurring documentation deficiencies or approval weaknesses

• Providing travel claim review reports and travel authorization review reports, as required

6.4 Government Travel Charge Card and Reconciliation Review

The Contractor shall review available Government travel charge card information and related supporting documentation, as applicable, to support FMCS travel compliance oversight.

Tasks may include:

• Reviewing travel charge card transactions associated with official travel reviewed under this SOW for alignment with travel authorizations, travel claims, receipts, and supporting documentation

• Identifying potential split payments, duplicate costs, unsupported costs, or questionable transactions

• Reviewing reconciliation documentation, as available

• Assessing whether travel charge card use appears consistent with applicable policies and travel requirements

• Preparing charge card reconciliation reports or finding summaries, as required

6.5 Internal Controls and Process Assessments

The Contractor shall evaluate travel related internal controls and business processes associated with FMCS official travel.

Tasks may include:

• Reviewing travel approval workflows and oversight processes

• Assessing segregation of duties and internal control effectiveness

• Evaluating travel compliance monitoring practices

• Assessing travel documentation retention practices

• Reviewing travel reconciliation and reporting processes

• Identifying internal control weaknesses, process gaps, approval deficiencies, or documentation concerns

• Identifying trends, anomalies, and recurring compliance issues

• Providing recommendations for corrective actions and process improvements

6.6 Travel Policy, Procedure, Directive, and Form Reviews

The Contractor shall review FMCS travel related policies, procedures, directives, forms, and internal guidance for consistency with the FTR and applicable Federal guidance.

Tasks may include:

• Reviewing internal travel policies, procedures, directives, forms, and templates

• Identifying outdated, inconsistent, incomplete, or unclear guidance

• Assessing policy alignment with applicable Federal travel requirements

• Recommending updates or improvements to travel policies, procedures, and forms

• Assessing whether travel documentation requirements are clearly communicated and consistently applied

• Preparing policy and procedure review recommendations, as required

6.7 Reporting and Analytical Support

The Contractor shall provide reporting and analytical support associated with FMCS travel compliance activities.

Tasks may include:

• Preparing compliance assessment reports

• Preparing analytical summaries and findings

• Reviewing travel data to identify trends, anomalies, recurring issues, or process improvement opportunities

• Reviewing lodging, transportation, and other travel expenditure information

• Identifying potential cost savings opportunities, unsupported costs, improper costs, and duplicate payments

• Preparing executive level summaries, briefings, and recommendations

• Providing reports that support FMCS compliance monitoring, corrective action planning, and management decision making

6.8 Corrective Action and Advisory Support

The Contractor shall provide advisory support associated with identified findings, compliance risks, internal control weaknesses, and process improvement opportunities.

Tasks may include:

• Providing recommendations for corrective actions

• Reviewing FMCS responses to identified findings

• Assessing the completeness, adequacy, and reasonableness of corrective action plans

• Providing recommendations for improved compliance monitoring practices

• Supporting FMCS leadership discussions related to travel compliance matters

• Updating issue logs, findings logs, or corrective action tracking logs throughout performance

7.0 Deliverables

The Contractor shall provide deliverables in final professional format suitable for executive review, contract file documentation, and Government records retention.

The Contractor shall conduct a kickoff meeting within thirty (30) calendar days of award and provide periodic status updates throughout performance of the contract.

The Contractor shall present findings, significant issues, trends, recommendations, and proposed corrective actions to FMCS leadership, the COR, and other designated officials as identified during performance of the contract.

All deliverables identified in this section shall be submitted in sufficient time to support FMCS review, corrective action efforts, and compliance monitoring activities.

All deliverables shall be reviewed and accepted by the Contracting Officer’s Representative (COR) within ten (10) business days of submission. Deliverables not meeting contractual requirements may be returned for revision at no additional cost to the Government.

Deliverable Reference Schedule Kickoff Meeting Materials Section 7.0 Within 30 calendar days of award Monthly Status Reports Sections 6.1 through 6.8 Monthly Issues, Findings, and Improvement Log Sections 6.1 through 6.8 Updated throughout performance Draft Compliance Assessment Reports Sections 6.2 through 6.8 As required Final Travel Compliance Assessment Report Sections 6.2 through 6.8 End of review cycle Compliance Reports Sections 6.2 through 6.8 As required Travel Claim Review Reports Section 6.3 As required Travel Authorization Review Reports Section 6.3 As required Charge Card Reconciliation Reports Section 6.4 As required Internal Control Assessment Reports Section 6.5 As required Policy and Procedure Review Recommendations Section 6.6 As required Cost Savings and Unsupported Cost Reports Sections 6.2 through 6.7 As required Corrective Action Assessment Reports Section 6.8 As required Executive Briefings and Summaries Sections 6.7 through 6.8 As requested Final Deliverables Package All Sections Contract closeout

Monthly status reports shall summarize completed work, ongoing reviews, identified issues, planned activities, recommendations, risks, and upcoming milestones.

Additional deliverables may be requested in writing by the Contracting Officer. Only the Contracting Officer may modify this contract, including adding, removing, or changing deliverables, acceptance criteria, or performance standards. The COR may review deliverables and provide technical clarification but may not direct the Contractor to perform work outside the scope or modify contract requirements.

8.0 Deliverable Acceptance Criteria

Deliverables shall be considered acceptable when they are complete, accurate, clearly written, responsive to the applicable SOW requirements, supported by appropriate analysis or documentation, and submitted in the required format by the applicable due date.

Deliverables shall identify, as applicable:

• Scope of review

• Methodology used

• Records, reports, or documentation reviewed

• Findings or observations

• Criteria or requirement associated with each finding

• Cause, risk, or impact, when identifiable

• Supporting rationale

• Recommended corrective actions or process improvements

• Management response or corrective action assessment, when applicable

The COR will review deliverables for completeness, responsiveness, timeliness, and alignment with the requirements of this SOW. Deliverables that do not meet the acceptance criteria may be returned for correction at no additional cost to the Government.

9.0 Performance Requirements Summary

Performance Requirement Standard Method of Assessment

Deliverable Timeliness Deliverables are submitted by the due date established by the contract, agreed schedule, or written Government direction

COR review

Deliverable Quality Deliverables are complete, accurate, professional, and responsive to the applicable SOW requirement

COR review

Status Reporting Monthly status reports identify completed work, ongoing reviews, issues, risks, recommendations, and upcoming activities

COR review

Responsiveness Contractor responds to Government inquiries within two business days unless otherwise agreed

COR review

Compliance Focus Work products are aligned with the FTR, FMCS policies, and applicable Federal guidance

COR review

Security and Information Protection Contractor protects FMCS information and uses only authorized equipment, systems, and access methods

COR and FMCS IT review, as applicable

10.0 Period of Performance

The period of performance shall consist of:

• Base Period: Six (6) Months, July 1, 2026 through December 31, 2026

• Option Period 1: Six (6) Months, January 1, 2027 through June 30, 2027

• Option Period 2: Six (6) Months, July 1, 2027 through December 31, 2027

• Option Period 3: Six (6) Months, January 1, 2028 through June 30, 2028

Each option period may be exercised at the discretion of the Government.

11.0 Place of Performance

Primary performance shall be remote. Work at FMCS Headquarters in Washington, DC may occur if required by the Government but is unexpected.

12.0 Hours of Operation

Normal FMCS business hours are between 8:30 AM and 5:30 PM Eastern Time, Monday through Friday, excluding Federal holidays.

Contractor personnel shall generally be available during normal FMCS business hours when coordinating with FMCS personnel, participating in meetings, or supporting contract performance activities requiring Government interaction.

FMCS may provide workspace at FMCS facilities, if necessary, during performance of this contract.

13.0 Contractor Personnel Qualifications

The Contractor shall provide personnel with demonstrated experience in Federal travel compliance, FTR requirements, travel transaction reviews, internal control assessments, travel policy and procedure reviews, analytical reporting, and preparation of professional findings and recommendations.

Contractor personnel shall have sufficient knowledge and experience to perform the tasks required under this SOW without direct Government supervision.

14.0 Nonpersonal Services and Inherently Governmental Functions This is a nonpersonal services contract. Nothing in this contract shall be construed as creating an employer employee relationship between the Government and Contractor personnel.

The Contractor shall supervise and manage its own employees. Government direction shall be provided through the Contracting Officer or the COR, as authorized by the Contracting Officer.

Contractor personnel shall not:

• Supervise Government employees

• Approve or deny official Government travel

• Certify travel claims for payment

• Obligate Government funds

• Make final agency decisions

• Perform inherently governmental functions

• Direct Government personnel or contractor personnel outside the Contractor’s organization

15.0 Contractor Furnished Materials and Equipment

Except for Government furnished laptops, required system access, and Government furnished information identified in this SOW, the Contractor shall provide all management, supervision, personnel, supplies, equipment, software, administrative support, and other resources necessary to perform the work required under this contract.

16.0 Government Furnished Equipment (GFE)

FMCS will provide Government issued laptops and associated equipment, as necessary, for Contractor personnel requiring access to FMCS systems, networks, or Government furnished information during performance of this contract.

Contractor personnel shall utilize only Government furnished equipment when accessing FMCS systems, networks, or nonpublic FMCS information. Use of personal devices or non Government furnished equipment to access FMCS systems or data is prohibited unless expressly authorized in writing by the Contracting Officer and FMCS Information Technology personnel.

FMCS anticipates providing Government issued laptops and required system access after award, completion of required onboarding, and completion of required security and privacy requirements. Access will be limited to the systems and information determined necessary by FMCS for contract performance.

The Contractor shall be responsible for safeguarding all Government furnished equipment in accordance with applicable Federal and FMCS security requirements and shall return all Government furnished equipment upon contract completion or upon request by the Government.

17.0 Government Furnished Information (GFI)

FMCS will provide the Contractor with information and system access reasonably necessary to perform the required services, which may include:

• Access to travel reports and related documentation

• Access to applicable travel policies, procedures, directives, and forms

• Access to Concur generated reports and data extracts

• Access to Government travel charge card reports, as applicable

• Access to supporting documentation necessary to perform compliance reviews

• Access to SharePoint, Outlook, OneDrive, or other FMCS systems, as determined necessary by FMCS

• Access to other Government furnished information necessary to support contract performance FMCS will make Government furnished information available electronically unless otherwise specified. The Contractor is responsible for requesting clarification or additional information when needed and for identifying missing, incomplete, or inconsistent documentation in a timely manner.

18.0 FMCS Information Custodial Requirements

18.1 Use of FMCS Information

Information made available to the Contractor by FMCS for the performance or administration of this contract, or information developed by the Contractor in performance or administration of the contract, shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the Contracting Officer.

18.2 Data Segregation and Inspection Rights

FMCS information shall not be co-mingled with any other data on the Contractor’s or subcontractor’s information systems or media storage systems to ensure FMCS requirements related to data protection and media sanitization can be met. FMCS reserves the right to conduct IT resource inspections to verify data separation and to conduct on-site inspections of information destruction, media sanitization, or disposal procedures to ensure compliance with FMCS policy requirements.

18.3 Data Destruction Restrictions

Prior to termination or completion of this contract, the Contractor shall not destroy information received from FMCS or gathered or created by the Contractor while performing this contract without prior written approval from the FMCS Contracting Officer. Any data destruction performed on behalf of FMCS must comply with applicable National Archives and Records Administration requirements.

18.4 Information Handling Requirements

The Contractor shall receive, gather, store, back up, maintain, use, disclose, and dispose of FMCS information only in compliance with the terms of this contract and applicable Federal and FMCS information confidentiality and security laws, regulations, and policies. Applicable Federal information security regulations include applicable Federal Information Processing Standards and Special Publications issued by the National Institute of Standards and Technology, as applicable to the information and systems accessed under this contract. If additional Federal or FMCS information confidentiality and security laws, regulations, or policies become applicable after contract execution, the parties shall coordinate in good faith regarding incorporation of those requirements into the contract, as appropriate.

18.5 Restrictions on Copying

The Contractor shall not make copies of FMCS information except as necessary to perform the terms of the contract or to preserve electronic information stored on Contractor electronic storage media for restoration purposes should any electronic equipment or data used by the Contractor require restoration to an operational state.

18.6 Violations and Remedies

If FMCS determines that the Contractor has violated any information confidentiality, privacy, or security provision of this contract, such violation may be grounds for FMCS to take appropriate contractual action, including termination for default or termination for cause under applicable Federal Acquisition Regulation provisions.

19.0 Personal Conflicts of Interest

Contractor personnel shall avoid personal conflicts of interest and may not participate in matters affecting their own financial interests or those of close associates. Impartiality must be maintained at all times.

The Contractor shall promptly notify the Contracting Officer of any actual, potential, or apparent conflict of interest that may affect performance of this contract.

20.0 Security and Confidentiality

The Contractor shall ensure that all personnel performing work under this contract protect nonpublic FMCS information, including but not limited to Personally Identifiable Information (PII), Controlled Unclassified Information (CUI), confidential business information, financial information, travel information, and other sensitive or confidential data, in accordance with applicable Federal laws, regulations, and contract requirements.

Contractor and subcontractor personnel requiring access to FMCS systems or nonpublic information shall complete all required FMCS security and privacy training prior to receiving access.

Contractor and subcontractor personnel who require access to nonpublic FMCS information shall execute a nondisclosure agreement (NDA), if required by the Government, prior to receiving such access.

Any NDA executed under this contract shall:

• Be approved and executed by the Contracting Officer

• Apply solely to nonpublic FMCS information accessed during performance of this contract

• Not restrict lawful disclosures to the Office of Inspector General, Congress, or other authorized oversight entities

• Not limit whistleblower protections provided under Federal law

• Not conflict with the Freedom of Information Act, Privacy Act, or Federal records retention requirements The execution of an NDA shall not relieve the Contractor of its obligations under this contract, including compliance with all information security, confidentiality, and data protection requirements.

21.0 Contract Administration and Direction

Only the Contracting Officer has authority to enter into, administer, modify, or terminate the contract and to make related determinations and findings on behalf of the Government.

The COR may provide technical direction, monitor performance, review deliverables, coordinate meetings, and recommend acceptance or rejection of deliverables. The COR may not direct the Contractor to perform work outside the scope of the contract, change contract terms, change price, change period of performance, or otherwise modify the contract.

Any Contractor request for clarification that may affect scope, price, schedule, terms, or conditions shall be submitted to the Contracting Officer for resolution.

22.0 Performance Assessment

Contractor performance will be assessed based on:

• Compliance with the requirements established in this SOW

• Quality, completeness, and timeliness of deliverables

• Accuracy and usefulness of assessments and analytical support

• Responsiveness to Government inquiries and requests

• Quality and practicality of recommendations and corrective action support

• Protection of FMCS information and compliance with security requirements The COR will determine acceptability of deliverables based on adherence to contract requirements, completeness of required documentation, timeliness of submissions, and responsiveness to FMCS inquiries.

23.0 Definitions

23.1 Contracting Officer

A person with authority to enter into, administer, modify, or terminate contracts and make related determinations and findings on behalf of the Government. Only the Contracting Officer can legally bind the Government.

23.2 Contracting Officer’s Representative (COR)

An individual designated in writing by the Contracting Officer to assist in technical monitoring or administration of the contract. The COR does not have authority to modify the contract.

23.3 Controlled Unclassified Information (CUI)

Information the Government creates or possesses, or that an entity creates or possesses for or on behalf of the Government, that requires safeguarding or dissemination controls pursuant to applicable law, regulation, or Government wide policy.

23.4 Deliverable

An item, report, document, briefing, log, assessment, recommendation, or other work product required to be submitted by the Contractor under this SOW.

23.5 Federal Travel Regulation (FTR)

The Federal Travel Regulation implements statutory requirements and Executive Branch policies for travel and relocation expenses for Federal civilian employees and others authorized to travel at Government expense.

23.6 Official Travel

Travel authorized by FMCS for official Government business.

23.7 Personally Identifiable Information (PII)

Information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other information.

23.8 Travel Authorization

Electronic or written approval to travel on official Government business.

23.9 Travel Claim or Voucher

A request for reimbursement of expenses incurred during official Government travel, supported by documentation and receipts where applicable.

23.10 Travel Compliance Finding

An issue identified during review that indicates a potential deviation from the FTR, FMCS policy, internal controls, documentation requirements, or other applicable travel requirements.

24.0 References

• Federal Travel Regulation (FTR)

• Government Charge Card Abuse Prevention Act

• Applicable Office of Management and Budget guidance related to Federal travel

• Applicable Department of the Treasury travel guidance

• FMCS internal travel policies, procedures, directives, and forms

• FAR 52.245 1, Government Property, if applicable

• Applicable FMCS information security and privacy requirements

24.0 References