Statewide travel administrator services

The Michigan Department of Technology, Management and Budget is requesting proposals for Statewide Travel Administrator Services, an RFP (250000001744) with proposals due September 9, 2026, and an optional pre-proposal meeting scheduled for August 18, 2026 at 11:00 a.m. ET via Microsoft Teams. The State reserves the right to consider qualified disabled veteran / service-disabled veteran-owned business (QDV/SDVOB) status under MCL 18.1261(8) in its evaluation.

The scope requires a professional travel agency providing 24/7/365 agent access and online reservation systems for domestic and international air, car, hotel, and rail travel. The contractor must establish and maintain travel profiles for approximately 24 state agencies and 5,600 employee profiles with capacity to support 50,000+ concurrent users. During Fiscal Year 2024, the State processed 5,985 air tickets, 27,549 hotel room reservations (averaging $124.54 per night), and 862 car rental bookings (averaging $44.89 per day). The contractor must provide a dedicated program manager and at least three booking agents (domestic and international) with approved alternates available during standard hours (Monday–Friday, 7:00 a.m. to 6:00 p.m. EST) and emergency afterhours service. All commissions earned on state travel must be returned to the State; the contractor may collect service fees on behalf of the state with monthly reconciliation due by the 25th of each month.

The contract term is five years (October 23, 2026, to October 23, 2031) with the option to renew for up to five additional one-year periods at the State's sole discretion. Pricing is firm for the first five years, with adjustments allowed thereafter based on documented changes in actual contractor costs and mutual agreement. Contracts valued at $250,000 or greater require State Administrative Board approval.

Data security requirements mandate FedRAMP authorization or annual SSAE 18 SOC 2 Type II audits based on NIST SP 800-53 MOD Controls; FIPS-validated AES encryption (128-bit or higher); data centers in the continental United States meeting minimum Uptime Institute Tier 3 standards; and compliance with NIST-compliant multi-factor authentication for privileged access. The contractor must maintain service availability of at least 99.98% monthly and response times under two seconds for 98% of transactions. Liquidated damages are $5,000 plus $100 per day for late or improper completion of contract activities. Material breach of Schedule E data security requirements authorizes immediate termination without notice or cure period.

Technical evaluation criteria are weighted as follows: General Requirements and Capabilities (40 points), Project Plan and Staffing (35 points), Vendor Questions Worksheet (15 points), and Service Level Agreements and Data Security Requirements (10 points), for a total of 100 points. Proposals receiving 80 or more technical points advance to pricing evaluation. Questions are due August 26, 2026 at 3:00 p.m. ET; answers will be posted by September 2, 2026 at 5:00 p.m. ET. Bidders must submit proposals electronically through www.michigan.gov/SIGMAVSS in modifiable format with separate price proposals. All proposal documents become public record immediately upon receipt. Proposals remain irrevocable and binding offers for 180 calendar days from submission.