47QMCB23R0011_ETSNextRFPPreProposalConferenceforIndustry_2023-12-07.pdf

U.S. General Services Administration

RFP Pre Proposal Conference

47QMCB23R0011

December 7, 2023

Agenda

Welcome & Introductions

ETSNext Overview

T&E Business Standards

Organization of the RFP

TMC Changes

Information Systems Security

Question Submission Update

Dates and Timelines

Closing Remarks

Opening Remarks Tim Burke

ETSNext Overview

ETSNext Overview

ETSNext Vision: Making travel and expense easier, everywhere, every time.

ETSNext Shared Service Office Mission: Deliver a single, travel and expense Shared Service to support the missions of government agencies through an intuitive, streamlined, and secure customer experience, mitigating transition costs and risks.

Background

The next generation of E-Gov Travel Service (ETS) will be a centralized service delivered on an adaptable, single enterprise platform to address the needs of customer agency travel offices, travelers, arrangers and approvers.

This solution will:

➢ Implement the governmentwide Travel & Expense (T&E) business standards to minimize customizations, variations and costs

➢ Streamline the customer experience through improved UX and mobile offerings

➢ Standardize and improve cybersecurity risk management

➢ Reduce service duplication and costs across the government’s travel space

T&E Business Standards

What are the T&E Business Standards?

The OMB approved Travel and Expense (T&E) business standards will enable the government to go to market, for the first time, with common capabilities for the civilian government. Agencies will need to align their

T&E policies and processes to the standards at the time of implementation. Standardization of T&E processes will allow for governmentwide implementation of new travel capabilities.

Organization of the RFP

RFP Overview Parts and Sections of the Request for Proposal (RFP)

Part I - The Schedule Section A: Solicitation/contract form Section B: Supplies or services and prices/costs Section C: Description/specifications/statement of work Section D: Packaging and marking Section E: Inspection and acceptance Section F:Deliveries or performance Section G: Contract administration data Section H: Special contract requirements

Part II - Contract Clauses Section I: Solicitation/contract form

Part III - List of Documents, Exhibits, and Other Attachments Section J: List of attachments

Part IV - Representations and Instructions Section K: Representations, certifications, and other statements of offerors or respondents Section L: Instructions, conditions, and notices to offerors or respondents Section M: Evaluation factors for award

Addendum 1: Section L Addendum

Part I - Section B Supplies or services and prices/costs

● Section B.05 Schedule of Items

○ CLIN 1 and CLIN 2 - T&E Managed Service Transactions

■ CLIN 1 - Up to 3 Million Transactions per year

■ CLIN 2 - Over 3 Million Transactions per year

○ CLIN 3 - T&E Managed Service Implementation

○ CLIN 4 - Custom Requirements / Enhancements

○ CLIN 5 - Direct Reimbursable Travel

● Evaluation Purposes:

○ Base Period: Approximately 2M Transactions

○ Option Periods: Approximately 8.1M Transactions each 3 year Option Period

■ Equates to 2.7M per Year x 3 Years*

● Phased Implementation Breakout

○ Annual Estimated IOC Agency Transaction Volume ~ 91,000 (3%)

○ Annual Estimated FOC Phase 1 Volume ~ 500,000 (18%)

○ Annual Estimated FOC Phase 2 Volume ~ 830,000 (30%)

○ Annual Estimated FOC Phase 3 Volume ~ 1,348,000 (49%)

Part I - Section C Description/specifications/statement of work

● Section C Performance Work Statement

○ ETSNext Travel and Expense Shared

Service

■ Service Strategy

● Customer Experience Optimization

● Governance

■ Service Delivery

● Implementation Services

● Solution Management

■ Service Management

● Program Management

○ ETSNext Governance Model

○ ETSNext Travel and Expense Shared

Service Requirements

■ Performance Standards

■ Acceptable Quality Levels

■ Service Management Deliverables

Part III: List of Documents, Exhibits, and Other Attachments Section J: List of attachments

● J-1: Policies and Applicable Documents dated November 9, 2023 (Amendment A00001)

● J-2: Performance Requirements Summary dated October 20, 2023

● J-3 Requirements Traceability Matrix dated December 4, 2023

(Amendment A00002)

● J-4.1: Financial Management (FM) Application Programming

Interfaces (APIs)

● J-4.2: T&E to Financial Management Business Information

Exchange

● J-4.3: FMCF-6 Core FS Pre-Built Business Information Exchanges

Release FY2024

● J-4.4: Financial Management Line of Accounting

● J-4.5: API Viewers for XML or JSON Files

● J-4.6: GSA ETSNext FM Standard API_OpenAPI_v1.7 (JSON File)^^

● J-4.7 GSA ETSNext FM Standard API_OpenAPI_v1.7 (YAML File)^^

● J-4.8: API Service Activity BIE Mapping Template^^

● J-4.9: ETSNext G-Invoicing API

● J-4.10: GSA ETSNext G-Invoicing API_v1.2 (JSON File)^^

● J-4.11: GSA ETSNext G-Invoicing API_v1.2 (YAML File)^^

● J-5: Federal Agency Current State Profiles

● J-5.1: Agency Profiles 2023 - Updated 10/18 (File 1 of 2)^^

● J-5.2: Agency Online Transaction Details 2019 - July 2023 (File 2 of

2)

● J-6: Existing Governance and Customer Engagement Organizations

● J-7: TMC Service Integration and Relationship Plan Guidance

● J-8: Reserved

● J-9: T&E Management Business Scenarios

● J-10: ETSNext Demonstration Scenarios dated November 9, 2023 (Amendment A00001)

● J-11: Acronyms

● J-12: Government Furnished Information

● J-12.1: GFI - ETSNext Service Blueprint - Domestic Trip

● J-12.2: GFI - ETSNext Service Blueprint - Domestic Trip w Date

Change

● J-12.3: GFI - ETSNext Service Blueprint - Domestic Trip w

Cancellation

● J-12.4: GFI - ETSNext Service Blueprint - Foreign Trip

● J-12.5: GFI - ETSNext Service Blueprint - Local Misc Voucher

● J-12.6: GFI - ETSNext Service Blueprint - Short-distance Trip

● J-13: Travel and Expense Process Flow

● J-14: SmartTaxVendor Guide

● J-15: Sample Test Case

● J-16: Subcontracting Plan Template - Individual

● J-17: COR Designation Letter

● J-18: FedRAMP Security Controls Baseline Tailoring

● J-19.1 ETSNext Demonstration Configuration Guidance dated

December 4, 2023 (Amendment A00002)

● J-19.2 Appendix for ETSNext Demonstration Configuration

Guidance dated November 9, 2023 (Amendment A00001)

● J-19.3 MOI Notional User Profiles dated November 9, 2023

(Amendment A00001)

J-3: RTM Form Walkthrough Revised J-3 Requirements Traceability Matrix (RTM) dated December 4, 2023 via Solicitation Amendment A00002

Overview of the Requirements Traceability Matrix (RTM)

Updates to the Table of Contents Tab

- Note for Data Element Evaluation Updated

Updates to the Security Requirements Tab

- Removal of some security requirements

- Security Requirements were renumbered.

- Language updates were made on some requirements (reflected in red)

Updates to the Reporting Requirement Tab

- BIE433 to BIE491 moved to FOC

- “N/A” updated to “No”

Updates to the Data Elements Requirements Tab

- RP-18, RP-19, and RP-20 were updated to be required “At Evaluation” (reflected in red)

Part IV - Section L

Phase 1 Submission Instructions: Phase 1 Volumes 1, 2, 3, 4, and 5 will be submitted via email to erin.lush@gsa.gov with a copy to onthego@gsa.gov no later than 2300 EST on January 31, 2024.

- Technical Volume 1: T&E Technology Managed Service Description

- Technical Volume 2: Solution Attestation

- Non-Technical Volume 3: Small Business Subcontracting

- Non-Technical Volume 4: Past Performance

- Price Volume 5

Phase 2 Submission Instructions: Phase 2 Volume 6 will be submitted to erin.lush@gsa.gov with a copy to onthego.gsa.gov. Phase 2 submission instructions will be sent to all offerors choosing to move forward to phase 2 via email from erin.lush@gsa.gov.

- Technical Volume 6: Demonstrations

Solicitation Amendment A00002 Changes:

⁻ Minor Solicitation changes in Section L. See Items in Red mailto:erin.lush@gsa.gov

Acquisition Timeline Below is an overview of the acquisition timeline from the RFP. Please let us know if you have any questions.

Phase 1 Offers Due January 31, 2024

Phase 1 Advisory Notices Sent No Sooner than March 31, 2024

Phase 2 Demonstrations Around June 2024

Apparent Awardee Notice Around Early September 2024

Apparent Award Verification (IVV) September 2024

Final Award Notification Early November 2024

2023 2024

Nov Dec Jan Feb March April May June July August Sept. Oct. Nov. Dec.

P h a s e 1:

E v al u at io n s

Phase 1 Offer Submission (due Jan 31. 2024)

Phase 1: Evaluations Phase 2:

Demonstrations

Apparent Awardee

Notice

Apparent Awardee

Verification(

IVV)

Final Award Notification

Section M - Evaluation Visual of Evaluation Process

Phase 1 Evaluation Factors

Technical Factor 1 - Volume 1: Managed Service Description

Technical Factor 2 - Volume 2: Solution Attestation

Non-Technical Factor 3 - Volume 3: Small Business Subcontracting

Non-Technical Factor 4 - Volume 4: Past Performance

Phase 2 Evaluation Factor

Technical Factor 6 - Volume 6: Demonstration and Oral Presentation

Factor 5 - Volume 5: Price (As proposals become more equal in their technical and non-technical merit, price becomes more important) P ha se

A dv is or y

N ot ic es

Apparent Awardee Notification

Solution Verification

Hands-on Government Testing of all Capabilities Required at Evaluation

Final Award Notice

Solution Verification Section M.07 Evaluation Conclusion and Solution Verification

GSA will select an offer using the methodology described in the RFP, and will announce that offeror as the apparent awardee to every offeror responding to the solicitation.

• GSA Will verify/Test Apparent Awardee’s Solution of all elements labeled “At Evaluation” in the RTM

• Will Take place no later than 15 days after announcement of Apparent Awardee

• Solution verification will take no more than 10 business day to complete

• Solution Verification will consist of testing a number of scripted use cases, with the Apparent Awardee’s solution

Solution Verification (M.07 Apparent Awardee Only)

Final Award NoticeApparent Awardee Notification

If the verification is successful

If the verification is not successful

Assessment of Cyber-Supply Chain Risks (M.07.1 Apparent Awardee Only)

TMC Changes

Approach

● Development of a draft Statement of Work (SOW) as part of the Request for Quote (RFQ) for TMC services

● Standardized set of minimum requirements

● Development of additional documentation

○ Agency Buyer’s Guide CO Focused

○ Pricing Template - Includes Standard Services and Optional Services

○ TMC Bidder’s Guide

○ TMC Services

Acquisition Checklist

Benefits

● Standardizes and simplifies the process to acquire TMC support for ETSNext

● Provides a minimum set of requirements and services

● Allows agencies to do an evaluation of a baseline set of services

○ Ticketing & Fulfillment

○ TMCs services available under ETS2

○ Optional Services for agencies to consider

Objectives

● Provide agencies with flexible TMC acquisition options:

○ Assisted Acquisition

○ DIY Support: Easy to use off the shelf toolkit

ETSNext TMC Objectives, Approach & Benefits

Information Systems Security

Pre-Award Requirements

● ETSNext system(s) requires FedRAMP (moderate) authorization for production data

● Demonstrate experience with federal security authorizations (FISMA/FedRAMP ATO)

● Present plan and ability to obtain MiSaaS ATO for IOC and then FedRAMP ATO 12 months thereafter for FOC:

○ Define system boundary showing data flow with components handling CUI/PII

○ Identify any external interconnections to the system boundary

○ Identify any components already authorized in the FedRAMP Marketplace

○ Identify any existing non-federal security accreditations for components inside and outside system boundary (e.g. PCI DSS, ISO27001, SOC2, etc.)

○ Demonstrate how these other certifications address key NIST SP 800-53 controls required for FedRAMP ATO

● Provide narrative and timeline to address security requirements in the RTM

● Submit Solution Attestation

Post-Award Notional ETSNext Roadmap with ATO Timelines

Question Submissions Update

Questions Submitted for Review

Solicitation Amendment A00002 extended the Question period to December 12, 2023 at 2300 hours ET

Key Themes

● Pricing

● Roles

● API

● TMCs

● Governance

● Data

Dates & Timelines

Acquisition Timeline Below is an overview of the acquisition timeline from the RFP. Please let us know if you have any questions.

Phase 1 Offers Due January 31, 2024

Phase 1 Advisory Notices Sent No Sooner than March 31, 2024

Phase 2 Demonstrations Around June 2024

Apparent Awardee Notice Around Early September 2024

Apparent Awardee Verification (IVV) September 2024

Final Award Notification Early November 2024

2023 2024

Nov Dec Jan Feb March April May June July August Sept. Oct. Nov. Dec.

P h a s e 1:

E v al u at io n s

Offer Submission (due Jan 31. 2024)

Phase 1: Evaluations Phase 2:

Demonstrations

Apparent Awardee

Notice

Apparent Awardee

Verification(

IVV)

Final Award Notification

Closing Remarks

Next Steps Submit Questions 12/12/2023 Submit Phase 1 Offers 01/31/2024