Manage new hire relocation process

***** This is a REQUEST FOR INTEREST ONLY! This request does not constitute a request for proposal, request for quote, or invitation for bid. The intent of this request is to identify potential offerors for market research purposes only. *****

Request for Information (RFI)
Savannah River Nuclear Solutions, LLC (SRNS), which manages and operates portions of the Savannah River Site (SRS) under a Department of Energy (DOE) prime contract, seeks information from parties, capable of managing the New Hire Relocation Process as described within this request for information (RFI). Subcontractors are requested to respond to this RFI with an overview of how the subcontractor intends to perform the services described herein.

All applicable Federal, State, Local and Department of Energy regulations apply to the work described herein. Specific requirements will be provided with the final scope of work (SOW). The subcontractor will be required to follow all SRNS programs, policies and procedures applicable to the management of New Hire Relocation allowances as outlined in the Human Resources Manual (5B), Relocation Policy (Procedure 2-4), and applicable regulations. Documents are attached to this RFI for reference purposes.

Audits, Assessments and Inspections
SRNS reserves the right to audit as many invoices as deemed necessary in order to ensure full compliance with reporting. When charges are found to be outside of the Relocation Policy and/or applicable regulations, payment will be withheld until resolution is achieved. The number of relocation candidates may be as high as 130 for the first year the subcontract. Numbers may vary depending on hiring practices.

Productivity and Subcontractor Scope Execution
At a minimum, the subcontractor shall meet the productivity requirements outlined below:
1) The subcontractor will manage any relocations to the then current revision of the SRNS relocation policy when provided by SRNS Workforce Services.
2) Upon receipt of a Relocation Approval Form from SRNS Workforce Services for a new hire, the subcontractor will contact the employee and provide the approved relocation policy documents to the new hire. (The current revision of this policy is attached to this RFI). The subcontractor will also explain the benefits provided in the policy to the employee.
3) The subcontractor will gather pertinent relocation information from the employee including but not limited to: if they require a carrier company for relocation, how many family members will be relocating with the employee, the ages of any children relocating, and the distance needed to relocate.
4) The subcontractor will contact and schedule the carrier company if applicable within the government GSA rates. The subcontractor will also report any issues encountered with the moving van line company to the SRNS Traffic Services Coordinator.
5) Then subcontractor will communicate all allowances for household goods moves to the carrier company as outlined in the SRNS relocation policy.
6) The subcontractor will remit payment to the carrier company for household goods moves as allowed per the tender agreement with the Department of Energy. The subcontractor will include any supporting documentation, along with their invoice, to the SRNS Traffic Services Coordinator for auditing.
7) For self-moves, when no carrier company is necessary, the subcontractor will collect all receipts and expense documentation from the employee, audit, and remit those allowed under policy with appropriate supplemental documentation to SRNS Accounts Payable for auditing and payment. Any items found to be out of policy, the subcontractor will communicate with the employee and resolve.
8) The subcontractor will communicate the storage requirements to the employee for household goods moves and collect all expense documentation from the employee regarding storage. The subcontractor will then audit, and remit documentation allowed under policy to SRNS Accounts Payable for auditing and payment. Any items found to be out of policy, the subcontractor will communicate with the employee and resolve.
9) The subcontractor will communicate all information to the employee regarding the shipment of privately-owned vehicles when applicable. The subcontractor will collect all expense documents allowed under policy regarding the shipment of these vehicles and remit to SRNS Accounts Payable. Any items found to be out of policy, the subcontractor will communicate with the employee and resolve.
10) For allowed expenses incurred related to items 6 through 9 above (or 5.4 and 5.5 from the policy), the subcontractor will collect the following documentation from the employee and remit to SRNS Accounts Payable two packages. One package will be an invoice from the subcontractor for the relocation fee and any reimbursable costs they incurred. The second package will be an "OSR 22-40: SRNS Accounts Payable Voucher Direct Payment Request" in the name of the employee. Both packages must include:
a. Receipts related to the move that are allowed under the policy
b. Relocation Approval Form from SRNS Workforce Services
c. Any approved Relocation Policy Exception Request Form approvals granted by SRNS
11) For any exceptions to policy requested by the employee, the subcontractor will submit a Relocation Policy Exception Request Form to SRNS Workforce Services for consideration. All exception determinations will be provided back to the subcontractor for further communication to the requesting employee.
12) Travel and Living Expense En Route Reimbursement Request: The subcontractor will collect, and remit expense documentation allowed under the policy to SRNS Accounts Payable from the employee (and any immediate family) during the En route travel. This documentation must include:
a. OSR 22-40: SRNS Accounts Payable Voucher Direct Payment Request in the name of the employee
b. Relocation Approval Form
c. Receipts for lodging within the per diem rate
d. Mileage traveled each day
e. Airline ticket receipts, if applicable
f. Any receipts for miscellaneous expenses
g. Approved Relocation Policy Exception Request Form(s)
h. Documents supporting immediate family criteria in the Policy Scope 2.0 section
13) House Hunting Trip Reimbursement Request: The subcontractor will collect, and remit expense documentation allowed under policy to SRNS Accounts Payable from the employee (and partner if applicable) for any house hunting trips not to exceed seven days (including travel time to the new official station). This documentation must include:
a. OSR 22-40: SRNS Accounts Payable Voucher Direct Payment Request in the name of the employee
b. Relocation Approval Form
c. Receipts for lodging within the per diem rate
d. Mileage traveled each day
e. Airline ticket receipts, if applicable
f. Any receipts for miscellaneous expenses
g. Approved Relocation Policy Exception Request Form(s)
14) Interim Living Expenses Reimbursement Request: The subcontractor will collect, and remit documentation allowed under the policy concerning interim living expenses to SRNS Accounts Payable. This documentation includes but is not limited to:
a. OSR 22-40: SRNS Accounts Payable Voucher Direct Payment Request in the name of the employee
b. Relocation Approval Form
c. Documents supporting immediate family criteria in the Policy Scope 2.0 section
i. The ages of any children in interim living (for M & IE rate purposes)
ii. Proof of dependency if not their own children
d. Lodging receipts which could include:
i. Lease agreements
ii. Hotel receipts
iii. Basic utility receipts
e. Rental vehicle receipts
f. Approved Relocation Policy Exception Request Form(s)
15) Residence Transaction Expenses Reimbursement Request: The subcontractor will collect and remit to SRNS Accounts Payable documentation for allowed expenses from the employee concerning residence transaction expenses. This documentation includes but is not limited to:
a. OSER 22-40: SRNS Accounts Payable Voucher Direct Payment Request in the name of the employee
b. Relocation Approval Form
c. Documents to meet the requirements identified under Policy section 5.7
16) Mortgage Interest Differential Reimbursement Request: The subcontractor will collect and remit to SRNS Accounts Payable documentation from the employee regarding the mortgage interest differential allowance. This documentation includes but is not limited to:
a. OSR 22-40: SRNS Accounts Payable Voucher Direct Payment Request in the name of the employee
b. Relocation Approval Form
c. Documents to meet the requirement identified under Policy section 5.8
17) Partner Assistance Reimbursement Request: The subcontractor will collect and remit documentation regarding partner assistance to SRNS Accounts Payable. This documentation includes but is not limited to:
a. OSR 22-40: SRNs Accounts Payable Voucher Direct Payment Request in the name of the employee
b. Relocation Approval Form
c. Documents to meet the requirement identified under Policy section 5.10
18) The subcontractor will explain the taxation requirements as outlined in the SRNS relocation policy to the employee. The subcontractor will direct any questions about taxation to SRNS Accounts Payable.

Service Options
The subcontractor will be responsible for evaluating that employee's individual receipts are in accordance with the Relocation Policy and that services are allowable according to that policy. Subcontractor will provide receipts and a completed reimbursement form to SRNS Travel within two working days. Subcontractor shall only utilize suppliers that offer their services at a rate that is equal to or less than the government rates per GSA Online.

Subcontractors are requested to respond to this RFI with an overview of how the subcontractor intends to perform the services described herein. Interested suppliers responding to this RFI shall indicate interest in writing by June 13, 2019 at 5:00 p.m. to Barbara McCarty at barbara.mccarty@srs.gov, 803-952-6119.

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