FMCS Travel Compliance Industry QA.pdf

FMCS Travel Compliance Review and Advisory Support Services | RFQ 93310026Q0007

Industry Questions and Government Responses

FMCS Travel Compliance Review and Advisory Support Services

RFQ 93310026Q0007

Industry Questions and Government Responses

IMPORTANT: QUOTATION DUE DATE EXTENDED

The quotation due date is extended to June 22, 2026 at 3:00 PM Eastern Time. Quotations received after this deadline will not be accepted or evaluated.

SMALL BUSINESS / NAICS ELIGIBILITY REQUIREMENT

This RFQ is restricted to small business concerns under NAICS 541211. Quoters must be small under NAICS 541211 and must have NAICS 541211 associated with their SAM.gov registration at the time of quotation submission. Quotations from vendors that do not meet this requirement will not be evaluated.

Administrative Note: The Government has consolidated and rephrased similar questions for clarity. These responses address the substance of the questions received. All other terms and conditions of the solicitation remain unchanged unless amended in writing by the Government.

Questions and Responses

1. Requirement History / Incumbent / Prior Work

Question Is this a new requirement? Is there an incumbent contractor? Was this work previously performed in-house, and will prior travel audit/compliance reports be provided?

Government Response

This is a new requirement and there is no incumbent contractor currently performing these services for FMCS. To the extent FMCS personnel have reviewed travel documentation as part of normal operations, this RFQ is for a new contracted travel compliance review and advisory support requirement. The Government does not intend to provide prior reports as part of this Q&A.

2. Review Period / Fiscal Year Boundary

Question Please define the review period, including whether the base period includes FY2026 transactions beginning October 1, 2025, only transactions after the anticipated start date, cumulative fiscal year-to-date transactions, or transactions occurring only during each six-month performance period.

Government Response

For the initial review, the contractor shall review current FY2026 travel transactions made available by FMCS, including transactions from October 1, 2025 through May 2026. At the fiscal year boundary, the current fiscal year follows the Federal fiscal year, October 1 through September 30. For FY2026, this means October 1, 2025 through September 30, 2026. For FY2027, this means October 1, 2026 through September 30, 2027.

3. Voucher / Claim / Authorization Volume

Question Please confirm the approximate number and type of records in scope for each six-month period, including travel vouchers, travel claims, authorizations, local/domestic/international travel, travelers or trips per voucher, and whether the review is 100 percent review or risk-based sampling.

Government Response

FMCS estimates approximately 460 travel vouchers per six-month period for planning and pricing purposes. Actual volume may vary. To date, FMCS has 242 completed travel authorizations (TDY) and 365 vouchers. The travel mix is approximately 66 percent TDY with the remaining travel local. The contractor shall review all current fiscal year FMCS travel transactions made available by FMCS, rather than proposing a risk-based sampling approach unless otherwise stated in the solicitation.

4. Government Travel Charge Card Scope

Question Please clarify the charge card scope, including the approximate number of cardholders, individually billed accounts, centrally billed accounts, charge card transactions, and whether charge card transactions are included in the 460-voucher estimate or reviewed separately.

Government Response

Charge card information associated with the travel transactions under review will be made available, as applicable. The Government has approximately 75 individually billed accounts (with 39 active users), , one centrally billed account, and 450 charge card transactions.

Quoters should base pricing on the solicitation requirements and the estimated travel voucher volume.

5. Concur / Go.gov Transition

Question Please provide any available timeline for the possible transition from Concur to Go.gov and confirm whether the contractor must be prepared to review records from both systems during the period of performance.

Government Response

FMCS may transition to Go.gov, a GSA platform, during the period of performance. The anticipated Go.gov go-live date is August 2026. This requirement does not include system implementation, data migration, system integration, help desk support, technical mapping, user acceptance testing, or system administration. Quoters should propose an approach flexible enough to review travel records made available through applicable Government systems.

6. Systems Access / Document Sharing / GFE / Security

Question How will documentation be shared? Will contractor personnel receive direct system access or Government-generated reports/extracts? What network, security, background investigation, clearance, onboarding, and Government-furnished equipment requirements apply?

Government Response

FMCS will provide Government-furnished laptops and required system or document access as necessary after award, onboarding, and completion of required security and privacy requirements. The exact access method may include system access, Government-generated reports, extracts, or document sharing through approved Government systems, as determined by FMCS. Contractor personnel must comply with applicable FMCS IT, security, confidentiality, privacy, and information handling requirements. The timeline for equipment issuance and system access will depend on applicable onboarding, IT, security, and privacy processes.

7. Deliverables / Reports / Briefings

Question Please clarify the expected frequency and volume of deliverables listed as as-required, including compliance assessment reports, internal control reports, charge card reports, travel claim/authorization reports, executive briefings, and monthly status reports. Will FMCS provide sample report formats?

Government Response

Deliverables are as described in SOW Section 7.0. Monthly status reports are due monthly.

Weekly reporting may be expected initially for access to needed data or for as-required reports/briefings. Executive briefings and other as-required deliverables will be requested as needed. Sample reports will not be provided.

8. Policies / Forms / FMCS Training

Question How many travel-related policies, procedures, directives, and forms does FMCS maintain?

Will these be provided at kickoff? Will FMCS provide training on FMCS travel operations, systems, and internal processes?

Government Response

FMCS will provide available travel policies, procedures, directives, forms, and reasonably necessary Government-furnished information after award and/or kickoff. The contractor is responsible for proposing an approach to understand FMCS travel operations and perform the required review. FMCS may provide orientation or coordination as necessary to support access to information and understanding of available materials; however, quoters should not assume formal training on how to perform the required reviews.

9. Applicable Standards / Known Concerns / Prior Reviews

Question Must the contractor perform under any particular Federal standards? Are there known travel compliance concerns, recent audits, OIG reviews, or internal control assessments that prompted this requirement?

Government Response

The contractor shall perform in accordance with the SOW and applicable Federal and FMCS travel requirements identified in the solicitation, including the Federal Travel Regulation, the Government Charge Card Abuse Prevention Act, applicable OMB and Treasury guidance, and FMCS internal policies, procedures, and forms. No additional standards or prior reports are being provided as part of this Q&A.

10. Staffing / Labor Categories / Key Personnel

Question Does FMCS require specific labor categories, FTE levels, hours, education, certifications, citizenship, staffing plan, key personnel roles, or resumes for only key personnel versus all personnel?

Government Response

The Government has not prescribed specific FTE levels, labor categories, or key personnel roles. Quoters are responsible for proposing staffing sufficient to meet the SOW. Resumes are required for all proposed personnel expected to perform work under the requirement.

Personnel must be able to satisfy applicable onboarding, security, privacy, and system access requirements.

11. Pricing if Volume Increases

Question If actual volume exceeds the estimated 460 vouchers per six-month period, will FMCS compensate the contractor through a per-voucher price, monthly price, or other pricing adjustment?

Government Response

The anticipated award is Firm Fixed Price. Quoters shall price the requirement based on the solicitation and the estimated workload of approximately 460 travel vouchers per six-month period. Based on current information, the Government does not anticipate the volume to exceed approximately 460 travel vouchers per six-month period; however, actual volume may vary. The Government does not intend to establish a separate per-voucher payment structure unless the solicitation is amended.

12. Award Timing / Start Date / Onboarding

Question Does FMCS anticipate award in time for the contractor to complete onboarding and system access requirements before the July 1, 2026 start date?

Government Response

July 1, 2026 is the anticipated start date for planning purposes only and does not guarantee that award or performance will begin on that date. FMCS anticipates providing required equipment and system access after award, completion of onboarding, and completion of required security and privacy requirements. The timeline for equipment issuance and system access will depend on applicable onboarding, IT, security, and privacy processes.

13. Budget / Total Contract Value

Question Will FMCS provide an estimated budget, internal Government estimate, or total contract value for this requirement?

Government Response

The Government will not provide budget, internal estimate, or total contract value information. Quoters shall prepare pricing based on the solicitation, SOW, Vendor Quote Sheet, and attachments.

14. Past Performance Questionnaires / CPARS

Question Will the Government accept CPARS in lieu of Past Performance Questionnaires, including when references cannot be reached due to reorganization or other circumstances?

Government Response

Past Performance Questionnaires remain requested. CPARS does not automatically replace the PPQ submission requirement; however, the Government may consider CPARS or other relevant past performance information if accessible and applicable. Quoters should make every effort to submit PPQs and may include a brief explanation if a reference cannot be reached or is unable to complete a PPQ by the deadline.

15. Past Performance Substitution

Question Where corporate experience is substituted, may PPQ references include efforts performed by predecessor companies, proposed key personnel, or subcontractors performing major or critical aspects of the requirement?

Government Response

The Evaluation Instructions allow substitution of relevant experience of predecessor companies, proposed key personnel, or subcontractors that will perform major or critical aspects of the requirement, if clearly explained. References should be tied to the entity or personnel whose experience is being relied upon.

16. PPQ Attachment and Submission Clarification

Question The Evaluation Criteria reference one PPQ attachment number, while the posted document title appears different. Which PPQ should quoters use, and should quoters submit partially completed PPQs in their quotation?

Government Response

The correct PPQ for this solicitation is the posted Past Performance Questionnaire included with the solicitation attachments. Any conflicting attachment title or number is administrative and does not change the requirement. The PPQ supports evaluation of relevant contract/project performance. References should submit completed PPQs directly to bmadero@fmcs.gov in accordance with the solicitation. Quoters may identify the references solicited in Volume II, and should follow the solicitation instructions for any partially completed PPQ information.

17. File Names and Colons

Question The submission instructions list PDF titles with colons, but colons cannot be used in some file names. May another punctuation mark be used, and may the company name be included in the file title?

Government Response

Colons are not required in file names. Quoters may use another punctuation mark such as a dash or underscore and may include the company name in file names.

18. FAR 52.212-3 Submission Location

Question Where should the required FAR 52.212-3 paragraph (b), or paragraphs (c) through (v), be included?

Government Response

The representation may be submitted as a separate administrative attachment or included with the quotation, provided it is clearly identified.

19. Page Limits and Formatting

Question Are cover pages, table of contents, transmittal letters, executive summaries, charts, tables, figures, resumes, organizational charts, attachments, and header/footer text included in the page limitations?

Government Response

Cover pages and tables of contents may be excluded from page limitations. Resumes, PPQs, and the Vendor Quote Sheet are excluded as stated in the solicitation. The organization chart is included in the Corporate Experience page limit. Technical charts, tables, figures, executive summaries, and introductions are included if they are part of the technical narrative. A transmittal letter may be excluded only if it is strictly administrative and does not contain substantive technical information. Header/footer text may be smaller than 11-point font if legible.

20. Volume III Price File Format

Question Should Volume III - Price / completed Vendor Quote Sheet be submitted as a PDF file?

Government Response

Quoters should submit the completed Vendor Quote Sheet. Excel format is preferred for price evaluation. A PDF copy may also be submitted if desired.

21. Submission Method and File Size

Question Please confirm that complete quotations are to be submitted via email to bmadero@fmcs.gov and whether there is a file size limit for email submissions.

Government Response

Quotations shall be submitted in accordance with the solicitation to bmadero@fmcs.gov. If file size is an issue, quoters may send multiple emails before the deadline and clearly reference the solicitation number and volume number in each email.

22. Number of Firms Submitting Questions

Question Can FMCS confirm how many firms submitted questions in response to this RFQ?

Government Response

The Government does not intend to disclose the number of firms that submitted questions.

All official questions and answers will be posted so all interested quoters receive the same information.

Consolidation and Completeness Note

Due to the volume of questions received and overlap among vendor submissions, the Government consolidated similar questions and may have rephrased questions for clarity. The responses provided are intended to address the substance of the questions received. Quoters are responsible for reviewing the solicitation, all attachments, and these responses in their entirety when preparing quotes. The quote due date remains June 22, 2026 at 3:00 PM Eastern Time. Quotes received after the deadline will not be accepted or evaluated unless the Government issues a formal amendment or notice.

All other terms and conditions of the solicitation remain unchanged unless amended in writing by the Government.