Travel Program Management Services

The Vendor is required to provide procure a comprehensive, cloud-based travel and expense management system that will support all State employees in planning, booking, and reconciling official travel.
- The system must integrate travel booking, expense reporting, policy compliance, reporting/analytics, and administrative controls into a unified solution.
- Provide system implementation, ongoing support, maintenance, and upgrades to ensure uninterrupted service throughout the contract term.
- This system has provided robust capabilities for travel booking, expense processing, reporting, and compliance.
- Travel & Expense Professional Module
•    End-to-end travel booking and expense reconciliation.
•    Configurable policies and approval workflows.
•    Mobile access, receipt imaging, and personal mileage tracking.
•    Configurable mileage rates to support standard and state-specific rates (e.g., business vs. personal mileage, two distinct state rates).
•    Compliance with country General Services Administration (GSA) per Diem allowances.
•    Integration with approved Travel Management Companies (TMCs).
- Intelligence (Reporting and Analytics)
•    Real-time dashboards and standard reporting tools.
•    Downloadable and customizable reports for spend analysis, compliance, and trend monitoring.
•    Capability to export reports to Excel, PDF, or other commonly used formats.
•    Capability for end user supervisors to view direct and indirect report travel and expense data.
- Request Module (Pre-Travel Authorization)
•    Pre-travel approval functionality.
•    Configurable forms, audit rules, and workflows.
•    Linkage between request, booking, and expense reconciliation.
•    Request documents and all information need to be transferred over to the expense report.
- Advanced Care (Enhanced Support Services)
•    Priority technical support with defined service levels.
•    Dedicated account management and advisory support.
•    Assistance with upgrades, configuration changes, and system optimization.
- Additional Environments
•    Capability for a separate environment for testing new configurations, workflows, and upgrades prior to production release.
•    Accessible by administrators for training and troubleshooting.
•    Ability to refresh/copy production data into the sandbox environment at least quarterly (4 times per year).
•    Sandbox must be accessible to all employees via SSO.
•    Capability for a completely separate disaster recovery environment that mimics production. If not available, the vendor must supply their disaster recovery plan including the Recovery Time Objective (RTO). 
- Scalability and Transactions
•    Ability to handle approximately 65,000 transactions annually with base allotments and incremental transaction pricing.
•    Transparent reporting of transaction counts and costs.

- Questions/Inquires Deadline: December 10, 2025