TMIS_RFP_DRAFT_6-24-2014.docx

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER

2. CONTRACT NUMBER

3.AWARD/EFFECTIVE DATE

RFP No.

QMAC-CY-140001-N

6. SOLICITATION ISSUE DATE

6/24/14

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME Craig D. Yokum, Contracting Officer

b. TELEPHONE NUMBER

(703) 605-9291

8. OFFER DUE DATE/

LOCAL TIME

6/30/14 5:00 PM EDT

9. ISSUED BY CODE QMACB

General Services Administration Federal Acquisition Service Travel Acquisition Support Division 1800 F Street, NW Washington, DC 20405

[ X ] UNRESTRICTED

[ ] SET ASIDE % FOR

BLOCK IS MARKED

[X] SEE SCHEDULE

[ ] SMALL BUSINESS

[ ] SMALL DISADV BUSINESS

13a. THIS CONTRACT IS Not RATED ORDER

UNDER DPAS (15 CFR 700)

[ ] 8(A) NAICS: 518210, formerly 13b. RATING

15. DELIVER TO CODE

16. ADMINISTERED BY CODE

17a. CONTRACTOR OFFEROR

FACILITY

CODE

18a. PAYMENT WILL BE MADE BY CODE6BCP

GSA Finance Center Financial Operations & Disbursement Division P.O Box 419279 Kansas City, MO 64141 Telephone: (816) 926-7287

QUANTITY

22.

UNIT

23.

UNIT PRICE (S$)

24.

AMOUNT (S$)

See Schedule of Prices in Section B (Use Reverse and/or Attach Additional Sheets as Necessary)

ACCOUNTING AND APPROPRIATION DATA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

[ X ] 27a. SOLICITATION INCORPORATES BY REF. FAR 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA [ X ] ARE []ARE NOT ATTACHED.

[ ] 27b. CONTRACT/PURCHASE ORDER INCORPORATES FAR 52.212-4 and FAR 52.212-5 BY REFERENCE. ADDENDA [ ] ARE [ ] ARE NOT ATTACHED.

30a. SIGNATURE OF OFFEROR/CONTRACTOR

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

Solicitation No. QMACB-CY-140001-N

Standard Form 1449 (Rev 3 2011) Prescribed by GSA – FAR (48) 53.21 ii

SECTION A – GENERAL CONTRACT/AWARD INFORMATION

PLEASE NOTE THAT AN INDUSTRY DAY ON THIS TMIS 2.0 PROCUREMENT WILL BE HELD AT GSA FACILITIES AT 1800 F STREET, NW, WASHINGTON, DC 20405 ON JULY 2, 2014 FROM 9:30 TO 11:30 AM. THOSE ATTENDING IN PERSON MUST PROVIDE THE CONTRACTING OFFICER (CRAIG.YOKUM@GSA.GOV) WITH NAME, COMPANY, EMAIL ADDRESS, AND PHONE NUMBER BY JUNE 30, 5 PM (AND BRING A GOVERNMENT PHOTO ID THE DAY OF THE MEETING). A WEBEX MEETING OPTION IS ALSO AVAILABLE TO THOSE NOT WISHING TO ATTEND IN PERSON (DETAILS WILL BE PROVIDED THE DAY BEFORE THE MEETING).

NOTE: The due date for questions and comments on this draft request for proposal is June 30, 2014, 5:00 PM EDT. Questions must be sent electronically to onthego@gsa.gov, subject line: TMIS 2.0 Proposal, with a copy to craig.yokum@gsa.gov. Questions must be submitted in the format using the attached template.

***Note: Please do not retype the section you are referencing from the RFP or add a new column to retype the RFP reference. Please reference the section and requirement/paragraph/page number as described to the left and above.

A.1 FAR 52.216-1 TYPE OF CONTRACT (APR 1984)

The Government contemplates award of an Indefinite Delivery/Indefinite Quantity contract (pursuant to FAR 16.504) resulting from this solicitation.

A.2 MINIMUM CONTRACT VALUE

The minimum revenue guaranteed amount for the base period will be equivalent to the first TMC Data Aggregation payment, based upon the first task order issued on the contract. Optional periods of performance, if exercised, will not contain additional minimum revenue guarantees.

A.3 MAXIMUM CONTRACT VALUE

The maximum amount of services the Government will order under this contract is $5,000,000 per annum.

A.4 TASK ORDER MINIMUM

The minimum task order dollar value that the Contractor is obligated to accept is $2,500.

A.5 TASK ORDER MAXIMUM

The maximum individual task order or task order modification dollar value that the Contractor is obligated to accept is $2,500,000.

A.6 SUCCESSFUL PROPOSAL INCORPORATED BY REFERENCE

The Contractor’s proposal dated ________________________as amended _______________________is hereby incorporated by reference into any resulting contract.

SECTION B -- SUPPLIES OR SERVICES AND PRICES/COSTS

The Government reserves the right to order any of the contract line items (CLINs) at any time during the life of the contract, e.g., Airlines Reporting Corporation (ARC) Data Aggregation, Travel Management Center (TMC) / Commercial Travel Office (CTO) Data Aggregation

The commercial services provided under this contract for the period of performance, including options, shall be ordered and reimbursed in accordance with the Statement of Work and the CLINS provided below:

BASE PERIOD – January 21, 2015 – January 20, 2016 Column A Contract Line Item (CLIN) Column B

Description Column C Estimated Qty/Frequency per annum Column D

Unit of Issue Column E Price Per Unit of Issue Column F Total (Column C x Column E)

(see C.4.1/1)

4* Quarterly Data Aggregation Report(s)

4* Quarterly Data Aggregation

(see C.4.1/1)

4* Quarterly Data Aggregation

4* Quarterly Data Aggregation

If service is included in Contractor’s proposal, please provide a price or “No Additional Cost” for the CLINs listed below:

* The Contractor shall be capable of supporting any frequency up to daily, as specified in Section C (see C.4.6.1/2).

** This CLIN, if ordered by the Government, is billable monthly.

OPTION PERIOD 1 – January 21, 2016 – January 20, 2017 Column A Contract Line Item (CLIN) Column B

Description Column C Estimated Qty/Frequency per annum Column D

Unit of Issue Column E Price Per Unit of Issue Column F Total (Column C x Column E)

(see C.4.1/1)

4* Quarterly Data Aggregation

4* Quarterly Data Aggregation

(see C.4.1/1)

4* Quarterly Data Aggregation

4* Quarterly Data Aggregation

If service is included in Contractor’s proposal, please provide a price or “No Additional Cost” for the CLINs listed below:

* The Contractor shall be capable of supporting any frequency up to daily, as specified in Section C (see C.4.6.1/2).

OPTION PERIOD 2 – January 21, 2017 – January 20, 2018 Column A Contract Line Item (CLIN) Column B

Description Column C Estimated Qty/Frequency per annum Column D

Unit of Issue Column E Price Per Unit of Issue Column F Total (Column C x Column E)

(see C.4.1/1)

4* Quarterly Data Aggregation

4* Quarterly Data Aggregation

(see C.4.1/1)

4* Quarterly Data Aggregation

4* Quarterly Data Aggregation

If service is included in Contractor’s proposal, please provide a price or “No Additional Cost” for the CLINs listed below:

* The Contractor shall be capable of supporting any frequency up to daily, as specified in Section C (see C.4.6.1/2).

OPTION PERIOD 3 – January 21, 2018 – January 20, 2019 Column A Contract Line Item (CLIN) Column B

Description Column C Estimated Qty/Frequency per annum Column D

Unit of Issue Column E Price Per Unit of Issue Column F Total (Column C x Column E)

(see C.4.1/1)

4* Quarterly Data Aggregation

4* Quarterly Data Aggregation

(see C.4.1/1)

4* Quarterly Data Aggregation

4* Quarterly Data Aggregation

If service is included in Contractor’s proposal, please provide a price or “No Additional Cost” for the CLINs listed below:

* The Contractor shall be capable of supporting any frequency up to daily, as specified in Section C (see C.4.6.1/2).

OPTION PERIOD 4 – January 21, 2019 – January 20, 2020 Column A Contract Line Item (CLIN) Column B

Description Column C Estimated Qty/Frequency per annum Column D

Unit of Issue Column E Price Per Unit of Issue Column F Total (Column C x Column E)

(see C.4.1/1)

4* Quarterly Data Aggregation

4* Quarterly Data Aggregation

(see C.4.1/1)

4* Quarterly Data Aggregation

4* Quarterly Data Aggregation

If service is included in Contractor’s proposal, please provide a price or “No Additional Cost” for the CLINs listed below:

* The Contractor shall be capable of supporting any frequency up to daily, as specified in Section C (see C.4.6.1/2).

SECTION C -- DESCRIPTION: STATEMENT OF WORK (SOW)

C.1. BACKGROUND

1. General Requirement The U.S. General Services Administration (GSA) Federal Acquisition Service, Office of Travel, Motor Vehicle and Card Services, Office of Travel and Transportation Services (T&T), providing central management of civilian agency travel initiatives and programs, is interested in acquiring a solution that provides travel data to support Government-wide policy development and strategic sourcing. The acquired service will be a component of a comprehensive Travel Data Management Strategies and Solutions program that delivers world-class travel information management and reporting to key stakeholders such as Federal Agencies.

Presently, the Government is most interested in aggregated normalized travel data for air, lodging, and car rental transactions although rail, bus, and vessel data may also be requested. Travel data sources include, but are not limited to: TMIS1.0 archives, E-Gov Travel Service (ETS1 and TMIS) data, DTS, travel charge card data (GSA SmartPay), data from numerous travel management centers (TMCs) and commercial travel offices (CTOs), air and rail settlement data (such as ARC data), data direct from suppliers (such as airlines, hotels, and rental car companies), and reference data (such as lodging per diem rates, airline city-pair program fares, and travel data from other public sources such as the Department of Transportation).

The Government is seeking an outsourced, turn-key solution. The proposed solution shall have access to and be capable of consolidating travel data pertaining to federal travelers, cleaning and normalizing of the data, generating reports using the data, and conducting queries of the data. Additionally, the solution shall consolidate data from industry sources; generate reports using the vendor’s software and servers; and enable queries on the consolidated data stored in the vendor’s database using third party data visualization tools (see C.4.1).

2. Rights in Data All data aggregated by the selected Contractor is the property of the Government and subject to access restrictions specified by the Government. Access is to be validated for approved users. See also FAR 52.227-14 Rights in Data -- General (May 2014) and 52.227-17 Rights in Data -- Special Works (Dec 2007).

C.2. PURPOSE

The purpose of this contract is to acquire a performance based Travel Management Information Service (TMIS 2.0) solution that imports and normalizes Government-wide travel data from numerous sources and provides world-class information management and reporting, while ensuring that Privacy Act and security requirements are met (see Section C.13). This effort includes: the consolidation of data from multiple sources, enhancing and/or normalizing the source data using business rules, management information reporting, and a web-based business intelligence solution to support GSA’s Government-wide sourcing programs for travel services and policy stakeholders.

C.3. SCOPE

The scope of this contract includes a GSA-ordered TMIS 2.0 solution that complies with Federal Government security requirements and is based on commercial best practices as defined in the Mandatory Requirements herein. The Contractor shall be responsible for providing all labor, resources, management, and oversight to accomplish the effort herein.

C. 4. MANDATORY REQUIREMENTS

The Contractor shall meet or exceed the following mandatory requirements for the TMIS 2.0 solution:

1. The Contractor shall supply all services and support capabilities required to host and deploy the TMIS 2.0 solution;

2. The Contractor shall be responsible for determining the detailed specifications necessary to meet or exceed the mandatory requirements and objectives described herein; and

3. Contractor services, resources, and capabilities required under this SOW shall include, but may not be limited to:

a) Information technology services and support capabilities;

b) Travel data expertise;

c) Implementation planning and support; and

d) Customer support (including functional and technical support).

C. 4.1 Mandatory Requirements - Basic Capabilities:

The TMIS 2.0 solution shall meet or exceed the following mandatory requirements for basic capabilities and characteristics:

1. The Contractor shall establish the capability to aggregate, cleanse, standardize, consolidate, store, and manage federal travel data (imported from various travel data sources), and provide reporting and business intelligence.

As part of its service, for all data source types [including but not limited to Travel Management Centers (TMC)/Commercial Travel Offices (CTOs) back office systems data (PNR data), GSA SmartPay charge card data, Airlines Reporting Corporation (ARC) settlement data, TMIS 1.0 archives, ETS data (includes, but is not limited to: authorization, reservation, expense, and voucher data), DTS, and supplier direct data (air, hotel, and car)], the contractor shall provide,

a) Aggregation, standardization, and storage of data, including historical data beginning FY2008;

b) All system set ups (e.g., programming, etc.) required to securely transmit, standardize, and store data, including those necessary to import historical data (Note: Historical data may be in one or more different formats); and

c) Reloading of data (a reload of data typically occurs when there is a change in data format, errors found in historical data, or a hierarchy change that requires the data to be reprocessed);

2. The Contractor shall provide one enterprise license, for up to fifty (50) GSA users, currently planned to be representatives from the Office of Government wide Policy (OGP) and Travel Programs Management Offices (TPMO) in the Federal Acquisition Service (FAS) that access and use the service, upon ordering of any CLIN, unless the Contractor proposes a more restrictive licensing scheme by the number of users or other approach that is more cost effective than an enterprise license;

3. The solution shall be scalable from a data storage and processing capability perspective to include all Government travel;

4. The solution shall be capable of ensuring that Government data can be uniquely identified and data shall be organized to the Government agency it pertains to;

5. The solution shall provide the capability to trace output back to original source, such as ARC, Charge Card, TMC/CTO, TMIS1.0 archives, ETS1, ETS2, Supplier Direct, Reference Data, etc.;

6. The Contractor shall self-certify, subject to Government verification) that it has enforced agreements and service-level agreements (SLAs) with every subcontractor listed in its proposal for the duration of the contract award;

7. The Contractor shall be capable of exporting all data within the TMIS 2.0 solution. This includes source data that are imported, as well as any additional data that are calculated/modified/generated/added within the solution. The Contractor shall provide a standard data output as part of its Data Management Plan;

8. The TMIS 2.0 solution shall enable and allow a secure database connector(s) to third party Business Intelligence (BI) visualization tools at no additional cost to the Government. This connection shall allow the Government to utilize the TMIS 2.0 reporting database(s) for additional analytics via this third party BI tool; and

9. The TMIS 2.0 solution shall enable specific minimum travel management capabilities as outlined in Minimum Capabilities Attachment A.

C. 4.1.1 Basic Capabilities - Objectives

The TMIS 2.0 solution should, to the maximum extent possible, meet or exceed the following objectives:

1. The Contractor should establish a TMIS 2.0 and BI capability to:

a) create, evaluate, and enforce effective federal travel policy;

b) determine and measure utilization of Government travel programs; and

c) support negotiations of strategic sourcing agreements; and

2. The Contractor should take advantage of and use appropriate commercial and travel data standards wherever possible to streamline data acquisition, enhance interoperability, and reduce costs provided that all mandatory requirements stated herein are met or exceeded.

3. The Contractor should endeavor to increase the sources for TMIS data.

C. 4.2 Mandatory Requirements – User Permissions and Access:

The TMIS 2.0 solution shall meet or exceed the following mandatory requirements for use of the system and access to the data:

1. The Contractor shall define data element access for all users to meet specific functionality, Privacy Act, and other security capabilities and characteristics defined herein; and

2. The Contractor shall provide the capability to limit access to any restricted data by authorized personnel only. This "super user" functionality shall allow access to all data elements by a few trusted Government officials for approved reasons (for example, national security). The Government will define the restricted data fields after award of the contract.

C. 4.2.1 User Permissions and Access – Objectives

The TMIS 2.0 solution should, to the maximum extent possible, meet or exceed the following objectives:

1. The Contractor shall ensure that the TMIS 2.0 solution supports establishment of user accounts with specific permissions and access rights (both in terms of data elements and any reports included in the solution); and

2. The Contractor shall ensure that the TMIS 2.0 solution prevents intentional or inadvertent access to data, any reports, and functionality not specifically associated with particular user permissions.

C. 4.3 Mandatory Requirement - System Administration:

The TMIS 2.0 solution shall meet or exceed the following mandatory requirements for system administration. It shall provide the following system administration capabilities at the system-wide (all data contained in solution) and sub-organization levels, as applicable:

1. User account administration including permissions, access controls, and security; and

2. Remote system administration capability.

C. 4.4 Mandatory Requirements - Technology Capabilities and Characteristics:

The TMIS 2.0 solution shall meet or exceed the following mandatory requirements for technology capabilities and characteristics:

1. Use of Client-side application software (other than one of the specified web browsers and associated signed plug-ins that are downloadable-on-demand and meet the mobile code requirements of this SOW) shall not be required by the solution;

2. Cookies, other than session cookies, shall not be required to deliver full client functionality;

3. Evolving technology refreshment shall be implemented to incorporate new functionality in information systems reporting, on-line queries, data repositories, business intelligence, or other technology areas related to the solution, and a plan /schedule for technology refreshment shall be described in the contractor’s Operational Architecture Plan;

4. At a minimum, the solution shall be capable of supporting not less than 10 concurrent users; and

5. Reporting and results shall not be adversely impacted by new version releases, upgrades, or other changes.

C. 4.5 Mandatory Requirements - Electronic and Information Technology Accessibility

Section 508 of the Rehabilitation Act of 1973, as amended, requires the Government to ensure that federal employees with disabilities have access to and use of services, information, and data that is comparable to that of employees without disabilities unless an undue burden would be imposed on the agency. In accordance with FAR 39.203(c), the Government is interested in services that meet the accessibility standards of 36 CFR 1194. The goal for the TMIS 2.0 solution is to provide equivalent access to Electronic and Information Technology (EIT) resources to all users regardless of disabilities.

C. 4.5.1 Accessibility Mandatory Requirements

The TMIS 2.0 solution shall meet or exceed the following mandatory requirements for accessibility:

1. The TMIS 2.0 solution shall meet applicable accessibility standards of 36 CFR 1194 that can be met with supplies, services, or assistive technologies that are available in the commercial marketplace in time to meet the delivery requirements of this SOW; and

2. Contractors shall complete and submit a Voluntary Product Accessibility Template (VPAT) with their proposals to permit the Government to assess the accessibility of their TMIS2.0 solution, and to evaluate its degree of compliance with 36 CFR 1194. The VPAT is intended to capture the degree of accessibility of EIT resources afforded by means of commercially available products, services, and technologies. A VPAT shall be completed and included as an attachment in the response to the RFP (see Attachment G). Contractors shall provide additional contact information to facilitate more detailed inquiries by the Government if necessary. Contractors shall take into account the considerations identified in the summary table, Section 508 Objectives for the TMIS 2.0 Solution, in the next section when completing the VPAT.

C. 4.5.1.1 Accessibility Optional Requirements

The TMIS 2.0 solution should, to the maximum extent possible, meet or exceed the following objectives for accessibility. These objectives are of equal importance to the Government:

1. Accessibility objectives for the TMIS 2.0 solution are summarized in the table below:

Section 508 Objectives For The TMIS 2.0 Solution

Section 1194.21 Software Applications and Operating Systems All criteria apply for elements of the TMIS 2.0 solution that are non-web browser- based, including, but not limited to: plug-ins, Java applets, downloaded content and administrative and management software. The contractor shall either build all accessibility features in, or develop a solution that is compatible with assistive technology.

Section 1194.22 Web-based internet information and applications All criteria shall apply for web-based elements of the TMIS 2.0 solution. Criteria (d) means that pages that refer to style sheets should “degrade gracefully” if the user chooses to disable style sheet support, although TMIS 2.0 solution users are required to use a modern browser that supports Cascading Style Sheets (CSS).

Section 1194.24 Video and Multi-media Products Criteria (c), (d), and (e) shall apply for multi-media training products provided as part of the TMIS 2.0 solution.

Section 1194.26 Desktop and Portable Computers Contract requirements for the TMIS 2.0 solution do not include Desktop and Portable Computers, so these criteria are not applicable.

Section 1194.31 Functional Performance Criteria All criteria in Section 1194.31 shall apply for technologies that are not included in any of the above Sections (1194.21-1194.26) or where the TMIS 2.0 solution meets a particular criterion in those sections through equivalent facilitation (as defined in Section 1194.5).

2. During the course of the TMIS 2.0 solution contract, the Contractor should be prepared to provide improved or additional accessibility through the continued application of Web Content Accessibility Guidelines, evolving commercial assistive technologies, etc.

C. 4.6 Data

The Government will have the responsibility to ensure data availability and enforce requirements upon its vendors (vendors under contract to the Government, such as certain CTOs/TMCs who are sources of data for the TMIS 2.0 solution).

C. 4.6.1 Mandatory Requirements - Data

The Contractor shall meet or exceed the following mandatory requirements with respect to data and the TMIS 2.0 solution:

1. The Contractor shall be capable of acquiring and importing federal travel data from external sources. These include, but are not limited to: ETS & DTS, TMIS1.0 archives, GSA SmartPay, ARC, TMC/CTO, Global Distribution Systems (GDS), Travel Service Suppliers (such as airlines, hotels, rental car companies), and reference data, including publicly available Government data;

2. The solution shall meet the following requirements with regard to frequency and timing of data imports from various data sources:

a) The solution shall be capable of supporting a data import frequency, determined by the Government;

b) Data import will be no more frequent than daily;

c) Import frequency may be different for different data sources;

d) The solution shall establish the timing (such as 'date of the month', 'day of the week', 'time of the day' etc.) for each data source, while maintaining the minimum frequency requirements;

3. The solution shall be capable of accommodating additional data elements or updates to existing data elements, and update the data import procedure, data structure(s), data model(s), etc. as necessary;

4. The Contractor shall ensure that refunds (both full and partial), exchanges, and voids are clearly reconciled / identified in the data;

5. Data exchange shall support industry standards including, but not limited to: Electronic Data Interchange (EDI), User Defined Files (UDF), ASCII/text/CSV, and Extensible Markup Language (XML) formats, and the capability to translate between formats;

6. The Contractor shall establish a standard data output. This shall include the following data output capabilities and characteristics:

a) The solution shall be capable of exporting all data within the solution, in a standard output. This output includes source data imported, as well as any additional data that is calculated/modified/generated/added within the solution.

b) The data elements identified in Chapter 301, Appendix C, of the Federal Travel Regulations (FTR) (see http://www.gsa.gov/portal/ext/public/site/FTR/file/Chapter301pAppC.html/category/21868/#wp1202356) as well as additional financial and accounting data elements, shall be available in standard output;

c) The Contractor shall provide the capability to modify or expand the data elements contained within the standard data output over the life of the contract;

d) The Contractor shall make available, in standard data output, the data necessary to support credits resulting from cancellation, unused tickets data warehouse, and other refunds;

7. The Contractor shall develop all appropriate information models and conduct the analyses and studies required to define detailed data requirements. This information shall be documented in the Contractor’s TMIS 2.0 solution Data Management Plan. This plan shall:

a) define requirements for data exchange, including procedures;

b) specify information required for commercial suppliers of data to establish Integration Agreements and interfaces with the solution and the required data mapping;

c) include a Data Glossary, which shall provide, list of all data elements within the solution (preferably in alphabetical order), along with detailed descriptions (fully and clearly defined so no ambiguity of data meaning exists), field characteristics, data types, source, schema, and other relevant data element information; and

d) specify data backup and restoration, retention and archiving, transition and data transfer (to Government facilities or other designated location), purge, and security procedures and policies (see Section C.13).

8. All of the data contained within the TMIS 2.0 solution is owned by the Government. The Contractor shall be responsible for managing and protecting the data in accordance with this solicitation and resultant security provisions of the contract. All TMIS 2.0 solution data will be protected under the Privacy Act, and the Contractor shall not use any TMIS 2.0 solution data for any purpose other than that specified herein.

9. The Contractor shall define, within the Data Management Plan:

a) the methodology to report layovers during a single ticketed Origin & Destination (O&D): 4 hour, 8 hour, and 24 hour layover;

b) the methodology for mileage calculations (such as segment or longitude/latitude);

c) how connection indicators affect the reporting of O&D in its system;

d) how split tickets affect the reporting of O&D in its system;

e) how code share tickets affect the reporting of O&D in its system;

f) how alliance tickets affect the reporting of O&D in its system, and any

g) differences from the code share reporting in the previous statement;

h) how refunds are reported in its system;

i) how exchanges are reported in its system;

j) how voids are handled;

k) how multiple tickets on a single invoice are reported;

l) how unused tickets are handled and reported; and

m) how premium class travel is defined (cost above City Pair Fare Basis Code (YCA)? Or fare class, or both?)

12. The Contractor shall be responsible for ensuring all data are received in a timely fashion. The Contractor shall describe, within the Data Management Plan, the data processing timeline, beginning with the data due date from the data source through the availability to/in the reporting tool. The timeline shall end with complete data as described in the next requirement;

13. The Contractor shall be responsible for ensuring that data received (for each data source) are complete to Government specifications and data are uniformly mapped to the reporting tool. The communication process with the data sources and the audit procedures to ensure completeness shall be specified, including elements audited, shall be described within the Data Management Plan;

14. The Contractor shall monitor data accuracy (for each data source) and provide a data scorecard / data validation report, at a minimum frequency of monthly, unless it is available as part of online reporting and can be obtained anytime. The Contractor shall include plans to monitor and report data accuracy (including a sample scorecard/report) in its Data Management Plan;

15. The Contractor shall ensure that the cleaned/normalized/standardized/enhanced production data, as well as any report and/or data output of the TMIS 2.0 solution, match or exceed the level of quality (both in terms of completeness and accuracy) of the raw data as were originally received from the data source.

16. The Contractor shall be responsible for importing, standardizing, maintaining, and updating reference data, including but limited to:

a) Per Diem tables (CONUS, OCONUS, and Foreign)*

b) CPP Award tables*

c) CPP market characteristic tables*

d) CPP market benchmarks*

e) FedRooms® property tables*

f) Airline class of service

g) Airline fare basis codes

h) Merchant Category Codes (MCC)

i) City-county table Reference data identified with a ( * ) will be provided by the Government. Other commercial reference data, including those in above list not provided by the Government, shall be acquired and maintained by the Contractor.

The Contractor shall describe plans to acquire and maintain reference data in its Data Management Plan; and

17. The Contractor shall capture and retain, at the time of import, within the stored record, any data values obtained from reference data or calculated and identified through business rules. The Contractor shall describe the data values to be added through this process in its Data Management Plan.

C.4.6.1.1 Data - Objectives

The TMIS 2.0 solution, to the maximum extent possible, should be capable of identifying and collecting travel related transactional data in non-travel Government charge card data feeds, including, but not limited to: procurement cards and fleet cards.

C.4.7 Mandatory Requirements – Integration Support

The TMIS 2.0 solution shall meet or exceed the following mandatory requirements for integration support for the solution:

1. The Contractor shall coordinate with federal and GSA-authorized-commercial external system owners to establish Integration Agreements and interfaces that facilitate data exchange, mapping, translation, transport, and scheduling requirements to support the TMIS 2.0 solution, including processes to monitor and address issues with data completeness and data accuracy;

2. The Contractor shall provide technical support as needed by the integration; and

3. The Contractor shall execute data exchange and translation between the TMIS 2.0 solution and external systems in accordance with the established Integration Agreements.

C.4.8 Mandatory Requirements - Queries and Reports

The TMIS 2.0 solution shall meet or exceed the following mandatory requirements for queries and reports:

a) query and reporting capability through the web browser (including Internet Explorer, Chrome, Mozilla Firefox, and Safari);

b) robust query and analysis tool(s); and

c) on-demand analysis reports and the capability to download data to spreadsheets or other analytical tools.

4. The solution shall provide query and reporting capability that permits "drill down" and "drill across" functions within reports;

5. Reports shall be capable of drill down to the lowest level elements (such as level of Carrier-City Pair-Booking Class/Fare Basis Code/segment). Reports shall be capable of drill down from summary data to detail data, and provide the capability to drill down from the Government-wide level to department, agency, subordinate organization, and individual traveler levels (except when data are not available) according to user roles and permissions.

a) A newly requested report shall be able to be delivered as a new standard report for the first time within 8 weeks of its request;

b) A newly requested report, that is a derivation of an existing standard report, shall be delivered within 2 weeks of its request;

c) The Contractor shall state any limitations or constraints on the development of custom or annual reports; and

d) The Government shall own the design of any new or modified reports ordered under this contract.

8. The Contractor shall provide an hourly rate for the research/report development work that is above and beyond what is included in C.4.8.1.5.

C.4.8.1 Queries and Reports – Objectives

The TMIS 2.0 solution should, to the maximum extent possible, meet or exceed the following objectives for queries and reports. These objectives are of equal importance to the Government:

1. The Contractor should ensure consistency of style and formatting for standard report packages, such as a standard format for dates, amounts, headers, footers, etc.;

2. Reports should have the ability to display exchanges, refunds & voids.

3. Reports should have the ability to be scheduled to run on a timely basis without human interaction.

4. Reports should be capable of being scheduled by users.

5. Reports should be available at any frequency desired.

6. Reports should be delivered with following methodologies: FTP via the internet or Email delivery. If a report contains sensitive data such as credit card numbers or personal identification, a secure means of transmission shall be agreed up between the Contractor and the Government for the transmission.

7. The Contractor should describe how the system calculates savings for Government programs, including the City Pair Program (air), FedRooms (lodging), and United States Military Surface Deployment and Distribution Command (SDDC) (car).

8. The Contractor should provide reports on the variances between data sources.

9. The Contractor should provide additional reports to take advantages of advancements or changes in the travel industry. For example it might be possible to report on ancillaries more accurately and definitely in time.

10. The Contractor should provide user training for ad-hoc report generation, if applicable.

C.4.9 Mandatory Requirements - Customer Support The Contractor shall meet or exceed the following mandatory requirements for customer support:

1. The Contractor shall provide customer support from 9:00 A.M. to 5:00 P.M. Eastern Time (ET), Monday through Friday (excluding federal holidays). If a customer support representative is not available, the Contractor shall ensure a response is made to the request within two hours of the initial call or by 5:00 PM ET if the call is received after 3:00 PM ET;

2. The Contractor shall provide telephone support as a primary method for all support. The Government may choose to request support through email for items the Government considers to be a low priority. Email responses are provided by the Contractor within 48 hours (excluding non-business days) of their initiation; and

3. The Contractor shall ensure a ring with no answer does not occur during the customer support hours. A ring with no answer is defined as failure of the call to connect to a Contractor’s terminal device. Call termination to voice mail is acceptable.

C.4.10 Mandatory Requirements - Records Retention and Archiving

The TMIS 2.0 solution shall meet or exceed the following mandatory requirements for records retention and archiving:

1. The TMIS 2.0 solution shall comply with records retention requirements established by the National Archives and Records Act as applicable;

2. The TMIS 2.0 solution shall prevent the purging of historical records prior to the proper retention period, and permit purging only of those records authorized for disposal by the National Archives and Records Administration (NARA) per 36 CFR 1228 and 1234. NARA General Records Schedule 9 for Travel and Transportation Records and General Records Schedule 20 for Electronic Records shall apply;

3. The TMIS 2.0 solution shall be Government fiscal year compliant (October 1 through the following September 30) for dating and retention of records;

4. The Contractor shall develop and implement a records retention and archiving scheme to meet these requirements. The records retention and archiving scheme shall be documented in the Contractor’s TMIS 2.0 solution Data Management Plan; and

5. The Contractor shall develop and, if requested, implement a data transfer plan that accomplishes a full transfer of all Government data to a Government facility or designated third party. The data transfer plan shall be documented in the Contractor’s TMIS 2.0 solution Data Management Plan. This data transfer plan includes the necessary steps and relative timeline for a complete transfer of data in the event of a GSA request for data transfer. This plan also includes a file structure (data layout and specification) of this data transfer. If the data in TMIS 2.0 consists of more than one category of data (such as TMC/PNR data, Card Data, Voucher Data etc.) at the time of the request for transfer, a separate file structure shall be provided for each data category.

"Government data" is inclusive of raw data provided by original data sources and any additional data that has been added to the original records or updated as part of this contract.

The data, to the greatest extent possible, should match the data glossary (required as part of Data Management Plan under this contract) in terms of data elements names and definitions. This data transfer should be done at no additional cost to the Government.

C.4.10.1 Records Retention and Archiving – Objectives

The TMIS 2.0 solution should, to the maximum extent possible, meet or exceed the following objectives. These objectives are of equal importance to the Government;

1. The TMIS 2.0 solution should provide online access to detailed transaction information for all of the data within the solution unless the Government requests the contractor to archive older data; and

2. The TMIS 2.0 solution should archive all data to durable media (e.g., CD-ROM) prior to purging from the TMIS 2.0 solution.

C.4.11 Mandatory Requirements - Security Capabilities and Characteristics

The security model for the TMIS 2.0 solution and related requirements are detailed in “Section C.13.”

C.4.12 Mandatory Requirements - TMIS 2.0 Services

The Contractor shall provide the following Mandatory TMIS 2.0 functionality which is included in CLIN0004A et. seq.:

1. Hotel Data Normalization

a) Development and execution of normalization processes on hotel data from all applicable sources, including historical data sets, that results in standardized (to a master list of up to date and accurate) hotel names, addresses, phone numbers, and hotel chains;

b) All re-processing of data as necessary to accommodate changes in normalization methodology, updates to data tables, changes to business rules and logic, or any changes or reloads in the data;

c) All system set-ups required to perform normalization processes; and

d) Timely (no less than once per year) updates of all tables and normalization methodologies.

C.4.12.1 TMIS 2.0 Services - Objectives

The Contractor should make available the following Optional Services for ordering as needed:

1. Ancillary Fee Processing

a) Development and execution of processes to isolate and consolidate all “ancillary fee” charges associated with travel (e.g. baggage fees, in flight internet, food and beverage purchases), executed on all historical data and at time of import;

b) All re-processing of data as necessary to accommodate changes in methodology, business rules/logic, or reloads of data;

c) All system set-ups associated with ancillary fee processing; and

d) Timely (no less than once per year) updating of all tables and ancillary fee process methodologies.

2. Charge Card Match-back

a) Development and execution of processes to match or link transactions from the charge card to related TMC/PNR records, historical and at time of import;

b) All re-processing of data as necessary to accommodate changes in methodology, changes to business rules and logic, or reloads of data;

c) All system set-ups associated with matching credit card transactions to TMC/PNR records;

d) Timely (no less than once per year) updating of all tables and transaction matching methodologies; and

e) Ability to conduct match-back even if different organizational hierarchies exist between charge card and TMC/PNR data.

3. Green House Gas (GHG) Processing

a) Development and execution of processes to estimate GHG emissions for each air and car transaction processed, historical and at the time of import methodology must meet or exceed reporting methodology standards as outlined in the technical support guidance for business travel maintained by the Council on Environmental Quality (CEQ);

b) Methodology shall include advanced calculations incorporating, at a minimum, miles flown, aircraft equipment and associated fuel/CO2 burn rates, passenger load factors, cargo load percentages, and cabin class;

c) All re-processing of data as necessary to accommodate changes in methodology, changes to business rules and logic, or reloads of data;

d) All system set-ups associated with GHG estimation capability;

e) Timely (no less than once per year) updating of all tables and GHG emissions estimation methodologies; and

f) All emissions estimates shall become a part of the transaction record for access by the user community.

4. Event/Conference Destination Market Research Tool

a) Development of a tool that shall estimate the cost of an event / conference at one or more event locations based on date range, number of attendees / travelers, their origin cities / airports, and any event fee;

b) The tool shall comply with the Government’s travel regulations as applicable;

c) Travel cost between origin cities and event locations shall be calculated based on contract City Pair fare, if it exists; otherwise, based on another methodology to select fares;

d) Lodging per diem rates shall be used to calculate the estimated lodging costs;

e) Meals & Incidental Expenses (M&IE) shall be calculated to the estimated cost; and

f) Estimated CO2 emissions should be calculated, if GHG processing is available.

C.5 DELIVERABLE ITEMS

The Contractor shall provide the following deliverable items to support the management of Travel…