Questions and Answers_TEM Solution-10.23.2025.xlsx
XLSX spreadsheet 26 KB Posted
- Solicitation number
- 6973GH-26-R-00TBD
About this file
This document is a Questions and Answers (Q&A) spreadsheet for a Federal Aviation Administration (FAA) Request for Information (RFI) regarding a Mobile Telecom Expense Management (TEM) software solution. The FAA Enterprise Services Center seeks a software platform to manage approximately 41,408 mobile devices across 6 carriers, including smartphones, tablets, cellular devices, MiFi, and other wireless equipment. The solution must seamlessly integrate with ServiceNow, support role-based access, provide real-time dashboards, and meet Moderate FedRAMP authorization requirements.
Key technical requirements include multi-carrier invoice processing, automated cost allocation to individual users/devices, compliance with FAA cybersecurity standards, support for PIV card and multi-factor authentication, and the ability to validate carrier invoices against contract rates. The FAA is open to a phased implementation and potential pilot program, with a software-only solution preferred. The procurement approach is still undetermined, with potential considerations for small business set-asides. The solution will support both FAA and non-FAA agency devices, with a focus on modernization, automation, and cost control of telecom expense management.
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| Questions and Answers_TEM Solution.xlsx | XLSX spreadsheet | |
| BUSINESS DECLARATION_TEM.doc | DOC document |
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Sheet1
| Mobile Telecom Expense Management (TEM) Solution - RFI/MS | ||
| Questions | Answers | |
| 1 | Are there any page limits for the response? | 10 Pages |
| 2 | Do you have an estimate of how many FAA users will need access to the system? User - Any FAA/partner agency personnel who require access to our TEM Software. Types of system access - Our TEM software allows role-based access and provides configurable reporting. Depending on your needs, FAA users can view all, some, or only their group's information. For example, as the contracting officer, you would get access to all lines in this potential contract, and you can also designate users to view FAA-wide information, MMAC-specific information, or ESC-specific information, usually coded as Tier-1, 2, and 3 cost centers. | 14 - NWP Internal (Admin Access), 400 Read ONLY Access (Organizational Based Reports), 21,000+ Front End Request Submissions Access |
3 The FAA RFI requests a 'seamless integration' with FAA ESC ServiceNow. It has been our experience that establishing an API connection with ServiceNow is not the most difficult task. To meet specific provisioning, order approval, and other carrier ordering requirements, the interface would require discovery with FAA. There is also integration to Oracle E-Business Suite and other FAA systems noted. All efforts will require FAA to provide scope and requirements and then resources to complete the FAA side of the interface. It will be difficult to scope and size the resources required by both the vendor and FAA without joint discovery before the RFP is released. How will FAA communicate the interface requirements for each application in the RFP and provide vendors discovery time to ensure the requirements can be proposed? A well qualified vendor can demostrait their "seamless integration" with a ServiceNow enviroment. The should also be able to explain their approach in integrating/interfacing their application with Oracle EBS.
| 4 | Does the FAA anticipate a competitive 8(a) or sole-source path under FAR 19.8? | At this time the FAA does not know if this will be competitive or single source. We are conducting market research to make that determination. Also, the FAA is not governed by the FAR. The FAA follows AMS. |
| 5 | What legacy TEM or telecom asset tracking tools are currently in use (e.g., Calero, Tangoe)? | None |
| 6 | Will integration with ServiceNow and Oracle EBS require FAA-provided APIs or direct access | Please explain how your application currently integrates with ServiceNow and Oracle EBS. |
| 7 | What level of FedRAMP authorization (Moderate/High) is expected for hosted components? | Moderate |
| 8 | Is FAA open to an early technical capability briefing prior to formal SIR issuance? | No. |
| 9 | Will you be sharing the Q&A from all suppliers with all suppliers? | Yes |
| 10 | Is FAA’s intention to use an existing contracting vehicle with the RFI (assuming solution meets all requirements) or to eventually move to an RFP? | It depends on the RFI responses |
| 11 | In place of FedRAMP, will ISO 27001:2022 certified be acceptable? | No |
| 12 | If there is an RFP issued in the future, will there be preferential points for certified minority status (WOSB, etc.)? | It depends on the RFI responses |
| 13 | Is there a solution in place today? | No |
| 1. If so, then what is the solution/platform being used? | N/A | |
| 2. Is it a managed solution (external party management)? | N/A | |
| 3. If externally, can you share by whom? | N/A | |
| 14 | Can you describe the makeup of the environment? | See below |
| 1. Wireless carriers in use? | 6 | |
| 2. Line counts? | 41,410 | |
| 3. Device types and counts of those types? | Smartphone: 32,780, Tablet: 3,342, Cellphone: 1,434, Mifi: 3,451, Fixed Wireless: 229, Satellite: 116, Aircard: - 2, LapTop: 41, Simplisafe: 6, SIM card: 8, Parts-Accessories: 1 | |
| 4. How many different carrier accounts exist? | 26 | |
| 15 | Is MDM (Mobile Device Management) being used? | Yes, but managed by another provider and not required for this RFI |
| 16 | If MDM is being used then is it a managed service (external party management) or self-managed? | N/A |
| 17 | What product is being used for MDM (assuming MDM is in place)? | N/A |
| 18 | Are there any specific issues or pain points managing this today? | N/A |
| 19 | Is there a requirement or preference to have a supplier that provides this management in-house or by employees/systems within the US verses outsourcing or offshoring it? | Any resources working on this system will be required to be in the US, per Federal Government rules. |
| 20 | In developing this RFI, has a consultant or vendor been assisting with your research? If so, then who is the outside entity. | No |
| 21 | Could you please provide the 'Business Declaration' that was mentioned as attached? | The Business Declaration is posted in the RFI in the Attachments section in SAM. |
| 22 | How many devices do you require management for? | Smartphone: 32,780, Tablet: 3,342, Cellphone: 1,434, Mifi: 3,451, Fixed Wireless: 229, Satellite: 116, Aircard: - 2, LapTop: 41, Simplisafe: 6, SIM card: 8, Parts-Accessories: 1 |
| 23 | Can you please provide a breakdown of the device types in your environment? | Smartphone: 32,780, Tablet: 3,342, Cellphone: 1,434, Mifi: 3,451, Fixed Wireless: 229, Satellite: 116, Aircard: - 2, LapTop: 41, Simplisafe: 6, SIM card: 8, Parts-Accessories: 1 |
| 24 | Do you require FedRAMP, FISMA or NIST certification, or is compliance sufficient? | Moderate FedRAMP |
| 25 | What challenges or limitations are you experiencing with your current provider or internal process? | N/A - No current system |
| 26 | Are there specific areas (e.g., invoice processing, dispute management, inventory accuracy, ordering support) that need urgent improvement? | Not right now. |
| 27 | Do you require full device lifecycle logistics like staging, kitting, depot, recycle or destruction work etc. | No |
| 28 | The FAA Enterprise Services Center (ESC) manages the National Wireless Program, which supports FAA as well as multiple other federal agencies in an inter-agency capacity. To support development of the requested Rough Order of Magnitude (ROM), please clarify whether this contemplated Mobile Telecom Expense Management (TEM) software solution would also include support for those non-FAA agencies. | Yes, it will be used for FAA and non FAA devices. |
| 29 | The instructions call for respondents to provide a ROM. Please specify the anticipated period of performance (e.g., a 5-year contract) for this initiative to enable respondents to provide accurate cost estimates. | |
| 30 | To support the government’s request for a ROM, please specify the current and forecasted device counts to be managed under this initiative, including both FAA and any non-FAA agencies supported. This information will enable respondents to provide accurate cost estimates and tiered pricing. | Smartphone: 32,780, Tablet: 3,342, Cellphone: 1,434, Mifi: 3,451, Fixed Wireless: 229, Satellite: 116, Aircard: - 2, LapTop: 41, Simplisafe: 6, SIM card: 8, Parts-Accessories: 1 |
| 31 | Must the solution integrate directly with FAA’s existing enterprise service management, asset, and configuration systems rather than function as a stand‑alone environment? | Yes, it must have a seemless integration with ServiceNow. |
| 32 | Are there existing integration technologies or API standards within the FAA enterprise architecture that suppliers must comply with? | No, vendor must demostrait how they have a seemless integration with ServiceNow |
| 33 | How will FAA evaluate ongoing continuous‑monitoring and incident‑reporting capabilities for the TEM environment? | Through its integration with ServiceNow. |
| 34 | Does FAA desire predictive analytics and forecasting capabilities integrated into its broader IT financial‑planning environment? | No |
| 35 | Will there be a requirement for real‑time or scheduled data feeds into FAA’s existing business‑intelligence tools? | No |
| 36 | Are interfaces to FAA financial systems expected to be automated, or will manual uploads be acceptable? | TBD based on vendors capibilities |
| 37 | Is the proposed solution expected to process payments? If so, what system(s) would the solution be expected to integrate with to achieve this capability? | Not right now. |
| 38 | How many mobile devices are in scope | Smartphone: 32,780, Tablet: 3,342, Cellphone: 1,434, Mifi: 3,451, Fixed Wireless: 229, Satellite: 116, Aircard: - 2, LapTop: 41, Simplisafe: 6, SIM card: 8, Parts-Accessories: 1 |
| 39 | What mobile carrier(s) does the FAA use? | AT&T/FirstNet, T-Mobile, Verizon, GCI, Quadrigae |
| 40 | What MDM Platform is the FAA using? (eq…MO Intune, etc.) | Intune |
| 41 | What does your current device landscape looks like today? (Number of iPhones, Android (make and model), other connected devices) | Smartphone: 32,780, Tablet: 3,342, Cellphone: 1,434, Mifi: 3,451, Fixed Wireless: 229, Satellite: 116, Aircard: - 2, LapTop: 41, Simplisafe: 6, SIM card: 8, Parts-Accessories: 1 |
| 42 | Do you have a future strategy that may change this materially? | No |
| 43 | What is your current MDM? | Intune (See Q40) |
| 44 | Would you consider the solution delivered as a managed service if lower TCO can be demonstrated? | Perhaps, please explain in your answers. |
| 45 | Would you consider expanding the requirement for asset lifecycle to include support for all mobility devices from procurement to recycling, including servicing, refurbishing and recycling of devices, a device refresh program, and supplemental warranty services? | Not currently in scope |
| 46 | Do you require the ability to support both locked and unlocked mobile devices, including carrier activation if required? | Yes |
| 47 | Are you willing to consider adding support by the contractor to receive all devices, accessories, and equipment at their warehouse to be inventoried, add to the management portal, and asset tag if applicable, whether the equipment is received from service providers, vendors, or Government sources? | No |
| 48 | How many mobile devices (lines, carriers, and international vs. domestic users) are currently in scope for the proosed TEM solution? | 41408 line, 6 carriers, any/all international | |
| 49 | Is the initial focus strictly on mobile (wireless) assets, or should the solution anticipate inclusion of fixed-line, UCaaS, IoT, and data services in future phases? | Solution will need to accommodate any services NWP offers | |
| 50 | Is FAA’s primary objective cost control, or also modernization and automation of financial reconciliation and governance processes? | Modernization and automation of software solution | |
| 51 | Will the FAA consider small-business set-asides, such as 8(a), WOSB, EDWOSB, or SDVOSB, for this requirement? | The FAA will be reviewing all responses to the market research and consider a set-aside based on the responses received. | |
| 52 | Through which acquisition vehicles does the FAA anticipate procuring the solution (e.g., GSA MAS, NASA SEWP, CIO-SP3, or GSA 8(a) STARS III)? | The FAA will know more after responses are received from the RFI. | |
| 53 | Will the Government be changing the solicitation number upon RFP release? | The government does not have a solicitation number at this time. If an RFP is released, there will be solicitation number. | |
| 54 | What is the anticipated timeframe for RFP release and contract award? Does the FAA plan to make the award in FY25? | There is not an anticipated timeframe for RFP release or contract award. FY '25 ended September 30, 2025. | |
| 55 | Is this a new requirement or a re-compete of an existing contract? If re-compete, could FAA please share the incumbent name and current contract number? | This is a new requirement. | |
| 56 | Which enterprise systems must integrate with the TEM platform (ServiceNow ITSM/SAM/CMDB, Oracle E-Business Suite, financial data warehouses, HR, or others)? | ServiceNow | |
| 57 | What level of integration is expected—real-time API connectivity, middleware, or batch data exchange? | All included | |
| 58 | Should the TEM platform serve as the system of record for mobile assets, or defer to the ServiceNow CMDB as authoritative? | ServiceNow is system of record | |
| 59 | What data elements (cost centers, GL codes, org codes, budget controls) must be automated to align with FAA financial accounting practices? | N/A | |
| 60 | Are there data-governance requirements for retention, traceability, and reconciliation across ServiceNow and Oracle systems? | Yes, data retension is based on the data record type. | |
| 61 | What types of usage (voice, messaging, data, international roaming, pooled plans, IoT, etc.) should the TEM solution capture, reconcile, and report? | All included | |
| 62 | What types of price plans (individual, pooled, shared, unlimited, hybrid, government specific) | ||
| are currently in use, and should optimization cover all of these categories? | All included | ||
| 63 | Will FAA provide test or sandbox environments for integration validation during the pilot phase? | Yes | |
| 64 | What FedRAMP authorization level is required (Moderate or High)? Must the authorization be at the SaaS level, or would an FAA-sponsored ATO be acceptable? | Moderate. DOT Sponsored. | |
| 65 | Will FAA permit a FedRAMP-authorized SaaS hosted externally (e.g., AWS GovCloud) or require hosting within FAA’s internal enterprise cloud? | It can be FedRAMP in the cloud. | |
| 66 | Beyond FISMA, NIST 800-53, and Section 508, are there FAA-specific cybersecurity or records-management directives (e.g., FAA Order 1370.121) that the solution must satisfy? | Executive Order 14028: Improving the Nation's Cybersecurity; DOT Cybersecurity Compendium | |
| 67 | Are there expectations for data-at-rest and in-transit encryption standards, multifactor authentication, or identity-federation integration with FAA SSO? | Solution must support enforce mandatory use of an FAA PIV (smart card) and/or phishing-resistant MFA for privileged and non-privileged access. Data must be encrypted in transit and at rest meeting the latest FIPS and/or Federal standards. | |
| 68 | Should the solution support role-based access controls and audit trails compliant with FAA financial audit and security policies? | Yes | |
| 69 | Does the FAA require multi-carrier invoice processing and normalization across all major carriers? | Yes | |
| 70 | How should the TEM platform manage pooled plans and shared data buckets across multiple carriers and business units? | Software only - NWP will manage plans, carriers, and business units | |
| 71 | Should the TEM solution enforce FAA mobility policies, such as detecting personal or unauthorized device usage? | No | |
| 72 | Should the system automatically identify billing errors, unused lines, overages, or non-compliant | ||
| devices? | Yes | ||
| 73 | Will the system be expected to validate carrier invoices against contract rate plans and SLAs for accuracy and compliance? | Yes | |
| 74 | To what level of granularity should costs be allocated—organization/division, cost center, or individual user/device? | Individual user/device | |
| 75 | Should the TEM platform generate auditable internal “bill-on-behalf” invoices to business units for cost recovery? | No | |
| 76 | Are there specific audit, records-retention, or documentation standards the solution must meet to comply with federal financial regulations? | Yes | |
| 77 | How should the system interface with Oracle EBS to automate chargeback, GL mapping, and budget alignment? | Not at this time, but future enhancement is potential | |
| 78 | Will FAA require configurable workflow approvals for expense allocation and policy exceptions? | Yes | |
| 79 | Which reporting frameworks are most important—OMB/TBM taxonomy, internal FAA dashboards, or both? | FAA dashboards | |
| 80 | Does the FAA expect predictive analytics and forecasting to tie directly into budget planning | ||
| cycles? | Not at this time, but a future goal | ||
| 81 | Are executive-level dashboards required to be real-time or periodic (monthly/quarterly)? | Real-time | |
| 82 | Should reports and dashboards integrate with FAA business-intelligence tools or ServiceNow reporting modules? | Yes | |
| 83 | What is the anticipated implementation timeline from award through full deployment? | We are currently in the early stages of collecting information. If leadership approves the purchase, we will then develop a formal project plan that includes projected implementation dates. | |
| 84 | Will FAA consider a phased rollout (pilot → enterprise) to minimize operational disruption? | Yes | |
| 85 | Will the FAA consider a proof-of-concept, pilot, or phased adoption prior to a full enterprise rollout to validate integration and data accuracy? | Yes | |
| 86 | What service-level metrics (SLAs)—such as invoice-processing accuracy or integration uptime—will govern performance? | Software Solution - outage response time | |
| 87 | Does FAA prefer a software-only solution or a hybrid model that includes managed TEM services (optimization, audit, and reporting support)? | Software only | |
| 88 | Will FAA allow joint-venture or prime-sub teaming arrangements combining OEM software providers and small-business systems-integration partners? | No | |
| 89 | Does the FAA intend this solution to remain mobile-only, or evolve into an enterprise telecom/IT expense management platform supporting unified communications, cloud, and IoT? | Solution will need to accommodate any services NWP offers | |
| 90 | Is this initiative linked to a broader FAA digital-transformation or cost-transparency program (e.g., TBM or Financial Systems Modernization)? | Not at this time | |
| 91 | Is there interest in leveraging this effort as a model for enterprise expense management across other FAA or DOT entities? | No | |
| 92 | Are there expectations for ongoing optimization services (e.g., managed services, audit support), or purely software? | Software | |
| 93 | How does the FAA envision success metrics—cost reduction, process automation, governance maturity, or all of the above? | All of the above, managed through business plan metrics. |
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