QA N4571A-25-I-0006.docx
DOCX document 2 MB Posted
- Attached to
- Reservation System RFI
- Solicitation number
- N45711A-25-I-0006
About this file
This document is a Questions and Answers file for RFI N4571A-25-I-0006, addressing inquiries from potential contractors regarding a Department of Defense (DoD) Morale, Welfare and Recreation (MWR) modernized reservation system initiative. The RFI, issued by the Department of the Navy Naval Supply Systems Command, seeks information on contractor capabilities for strategic program management, system development, implementation, and maintenance of a defense-wide MWR reservation system. The Department anticipates potential RFP release within six months of the RFI. The RFI has been extended through December 18, 2025, at 3 p.m. Central Time, with no additional questions being accepted.
The sought system will integrate all Department-wide MWR reservation systems currently used across military branches and worldwide installations (CONUS and OCONUS) to provide a singular gateway for defense-wide reservations. Key capabilities include support for facility and campsite reservations, activity registrations, vehicle storage (hourly, daily, monthly, long-term), waitlisting, and authentication through Defense Manpower Data Center APIs. The system will integrate with existing Point of Sale systems and support online payments via APIs, while potentially extending beyond MWR programs to include local, state, and federal partner organizations. Implementation is planned through a cross-functional, branch-wide approach with intent for mandatory adoption across all Department installations. The specific budget has not been published, and the procurement will result in a single defense-wide contract rather than branch-specific contracts. This is a sources sought announcement only and does not commit the Non-Appropriated Fund Instrumentality to contract for any supply or service.
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Other files
| File | Type | Posted |
|---|---|---|
| HDQMWR-25-I-0002 RFI.docx | DOCX document | |
| N4571A-22-I-0002 RFI.pdf |
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Questions for N4571A-25-I-0006 RFI
1. What is DoD MWR’s anticipated go-live for the new system?
ANSWER: The Department is seeking options for review, potential Request for Proposals release within the next 6 months.
2. Aside from the difficulty of managing several disparate systems across military branches and MWR locations, what specifically are some of the primary challenges of the core systems that are being used today (both for customers and staff)?
ANSWER: The Department is seeking integration of systems to provide customers with a singular gateway defense-wide for reservations.
3. Please provide a breakdown by branch of annual revenue generated by transactions overseen by MWR programs (e.g. reservations, rentals, activities, etc.).
ANSWER: This Request for Information is asking for capabilities, please describe transactional capabilities.
4. What is the estimated budget for this project?
ANSWER: The estimated budget for the project is not available for publication through this Request for Information.
5. Is the project budgeted at the military Services branch level, or is the budget determined at the DoD level?
ANSWER: Defense-wide.
6. Please provide a list of all reservation systems that are currently used for MWR programs.
ANSWER: In general, the department utilizes commercial reservation and POS systems related to programs and services as described in the Request for Information.
7. Is the vision for the new system to replace all of the MWR reservation systems currently used today?
ANSWER: The vision for the system is to integrate all Department-wide reservation systems for programs and services described in the Request for Information.
8. Would the eventual contract that results from a solicitation require that all MWR bases DoD-wide use this standardized system? Will there be any MWR locations/branches that will not use the new system?
ANSWER: Yes. It is undetermined at this time if there would be locations that would not be able to utilize the system.
9. Will each branch make the decision whether or not to implement the new system, or will the governing authority (e.g. DoD) mandate that the new system be implemented across the entire MWR program community?
ANSWER: The intent is that the reservation system will be used by all Department Installations.
10. Is the goal to implement the system in a phased approach branch-by-branch?
ANSWER: The goal is to implement a potential system through a cross functional-Branch implementation approach.
11. The RFI mentions the ability for the new system to enable communication between DoD program administrators across different world-wide military installations. To clarify, would the new system be used by MWR locations beyond just those located within the United States?
ANSWER: Yes.
12. In addition to reservations, will this system include registrations for programs and activities?
ANSWER: Potentially.
13. The RFI mentions interoperability with other systems, including POS systems. Is DoD MWR also interested in exploring a reservation system that includes a fully integrated POS solution? Or would the POS system be separate from this scope of work?
ANSWER: At this time the Department is focused on reservation system that can integrate into existing POS systems.
14. Regarding the ability for the system to validate Service affiliation, which authentication services are currently used?
ANSWER: The Department uses an authentication process through an API interface with Defense Manpower Data Center (DMDC).
15. Which Property Management Systems and Point of Sale Systems are currently used?
ANSWER: In general, the department utilizes commercial reservation systems related to programs and services as described in the Request for Information.
16. Please provide more details regarding the desired reporting and analytics capabilities. Specifically, which system metrics should the system visualize for program improvement and optimization?
ANSWER: Respondents to this Request for Information should provide capabilities in this area.
17. To which types of services (e.g. facility/campsite reservation, activity registration, etc.) would waitlisting be applied?
ANSWER: Potentially to all, depending on specific installation availability.
18. Please provide more details regarding the “front door” capability described in which DoD personnel could make reservations beyond DoD MWR programs and services.
a. What types of reservations would apply beyond MWR programs and services?
b. Do the “cost sharing opportunities” refer to organizations outside of MWR? Please explain.
ANSWER: Example, other local, state, federal organizations offering similar programs and services.
19. Please provide more details regarding the desired approach for processing payments for reservations, registrations, etc. via the new system. Will all MWR locations accept online payments for these services?
ANSWER: The ideal solution is that on-line payments are accepted through APIs with existing POS.
20. Please provide more details regarding how the reservation system will be used for vehicle storage. How is this process managed today, and what is the desired workflow for the new system to handle this process?
ANSWER: Vehicle storage is managed akin to a camp site, recreational lodging room, etc. with consideration for hourly, daily, monthly, long term spot reservations.
21. Would this procurement process result in a single contract, or would each branch manage its own separate contract with the awarded vendor?
ANSWER: The goal is a single contract/vendor Defense-wide.
22. What is the anticipated timeline for release of the RFP, if applicable, following this RFI process?
ANSWER: The Department is seeking options for review, potential Request for Proposals release within the next 6 months.
23. Does the system need to be accessible by US military affiliated individuals CONUS and OCONUS? Affiliated individual? ( i.e., ADSMs, family members, vets, and anyone else?)
ANSWER: Yes, CONUS and OCONUS.
24. How is this RFI different from the RFP we responded to in 2024? We were notified in Dec. 2024 that RMS was the chosen for a Property Management System.
ANSWER: This is a standalone Request for Information.
25. Are you looking for a Property Management System?
ANSWER: The Department is seeking information on how an interested contractor could provide 1) strategic program management, 2) system development, 3) system implementation, and 4) system maintenance support for a modernized MWR Reservation System.
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