BSA RFI-473101_RFI Document.pdf

REQUEST FOR INFORMATION (RFI) DOCUMENT

RFI No.: 473101

Title: Relocation Services

1. Background

Brookhaven Science Associates, LLC (BSA) operates Brookhaven National Laboratory (BNL) for the U.S. Department of Energy (DOE) and recruits talent locally, nationally, and internationally in support of BNL’s scientific and operational mission.

To support workforce recruitment, onboarding, and mobility, BSA provides relocation assistance to eligible new and current employees whose primary residence is more than fifty (50) miles from the BNL campus in Upton, New York. Relocation assistance may also be provided to employees assigned to approved domestic or international temporary changes of station (TCS).

2. Scope of Interest

Respondents are invited to describe their experience and capabilities in supporting relocation programs of similar scope, scale, and regulatory complexity to those outlined below.

2.1 Activities of Interest

Areas of interest may include, but are not limited to:

• Administration and management of domestic and international employee relocation programs for organizations operating in federally regulated or government-funded environments

• Coordination and oversight of household goods transportation, shipping, storage, customs clearance, and related logistics

• Provision and operation of a commercially supported relocation management system to support case management, communication, documentation, and reporting

• Employee counseling and case management throughout the full relocation lifecycle, including benefit communication and exception management

• Development of relocation cost estimates to support pre-offer and pre-authorization planning

• Audit, review, and processing of relocation-related expenses, reimbursements, and vendor payments

• Compliance with applicable federal regulations and guidance, including FAR, DEAR, FTR, IRS requirements, and DOE directives

• Protection of personally identifiable information (PII) and sensitive employee data

• Program implementation, transition, and onboarding of new clients

3. Requested Information

A. Organizational Capabilities and Experience

Describe your organization’s experience providing domestic and international relocation services, including experience supporting federally funded organizations, national laboratories, or other highly regulated environments.

B. Transportation, Shipping, and Trade Compliance

Describe your capabilities for managing household goods transportation, shipping, customs clearance, and related logistics for domestic and international relocations.

C. Relocation Management Systems

Describe your relocation management system(s), including functionality available to employees and employer stakeholders, case tracking, communication, reporting, and system configuration or customization capabilities.

D. Reporting and Data Visibility

Describe standard reporting capabilities related to relocation activity, cost tracking, compliance, and audit support.

E. Data Security and Privacy

Describe how your organization protects personally identifiable information (PII) and sensitive employee data, including security controls and incident response practices.

F. Financial Administration and Payments

Describe your capabilities related to financial administration, including employee reimbursements, vendor payments, billing, and reconciliation.

G. Program Implementation and Transition

Describe your experience transitioning relocation programs from in-house operations or incumbent providers, particularly in federally regulated environments.

H. Administrative and Eligibility Information

Confirm the following, as applicable:

• Active SAM.gov registration and UEI

• Whether the proposed services are considered commercial services as defined in FAR 2.101

4. Response Instructions

• Responses should be clear, well-organized, and limited to information relevant to this

RFI.

• Supporting documentation (e.g., capability statements or system summaries) may be included as attachments where appropriate.

• Submission instructions, deadlines, and points of contact will be provided in the accompanying RFI Letter.