Travel administrator services statewide

The State of Michigan Department of Technology, Management and Budget issued Request for Proposal No. 190000002051 on April 26, 2019, for statewide travel administrator services to provide comprehensive reservations and booking support for domestic and international travel accommodations. The solicitation seeks a qualified travel agency to manage air, car, hotel, and railway reservations for state employees traveling on official business across 24 state agencies with approximately 5,600 employee travelers. Based on Fiscal Year 2018 data, the contractor must process approximately 5,149 air tickets, 10,177 hotel room reservations, and 471 car rental bookings annually. Deliverables include establishing and maintaining employee traveler profiles, processing real-time reservations through both agent-supported and online channels, and returning all earned commissions to the State. The pricing structure specifies transaction fees of $1,200 for agent-supported domestic air reservations, $1,200 for online air-only reservations, $4,500 for agent-supported hotel reservations, $2,500 for online hotel-only reservations, $75 for agent-supported car rentals, $100 for online car-only reservations, $1,000 for agent-supported combined reservations, $800 for online combined reservations, and $100 for international air reservations, with pricing firm for the initial three-year contract term. Required qualifications include FedRAMP certification, SSAE 16 SOC 2 Type 2 audits, FISMA compliance, NIST Special Publication 800.53 controls, ADA accessibility standards, and PCI DSS compliance for credit card processing, along with comprehensive insurance coverage including $1,000,000 commercial general liability, $5,000,000 umbrella coverage, and $1,000,000 cyber liability insurance naming the State as an additional insured. The proposal deadline was June 7, 2019, at 3:00 p.m. Eastern Time, with a pre-proposal meeting held and bidder questions due by May 16, 2019, with answers posted on May 24, 2019.

No documented set-asides, disadvantaged enterprise restrictions, or incumbent contractor information is provided in the solicitation materials. The contractor must maintain a government cloud solution with data centers located in the continental United States and comply with extensive data security requirements throughout the contract term. The anticipated contract effective date is April 27, 2020, with an initial three-year term (April 27, 2020, through April 26, 2023) and two optional one-year renewal periods, with bi-weekly reporting required during the implementation phase and ongoing reporting on real or anticipated problems throughout the contract life. No specific budget range or total award value is documented in the available RFP materials; however, the transaction-based fee structure provides transparency regarding costs per service type. The State reserves the right to conduct quarterly review meetings if necessary, though such meetings were not anticipated as standard practice during the initial proposal phase.