PROCUREMENT SENSITIVE Contracting Office Address: Department of Defense Purchase Card Joint Program Management Office, DoD PC Joint PMO, 5109 Leesburg Pike, Suite 302, Falls Church, VA 22041 Subject: Request for information for the enhancement of the DoD purchase, travel and fleet charge card capability. Alternatively, DoD is soliciting information regarding existing commercial card capability for potential pilots and requirements for future competition. Pilots are defined as testing a concept on a limited population. Background: The DoD uses government purchase, travel and fleet charge cards to obtain goods and services. During fiscal year 2003, nearly 145,000 cardholders used purchase cards to make over 10 million transactions for goods and services valued at $7 bil lion. Purchase card transactions include acquisitions at or below a $2,500 micropurchase threshold as well as payments on some DoD contracts valued at multimillion dollars. About 1.1 million travel cardholders had over 21 million transactions for travel a nd travel related services valued at $2.4 billion. Additionally, about 5,000 centrally billed travel accounts were used to conduct 3.6 million transactions valued at $1.4 billion. Travel services normally include air and rail transportation, hotel and mo tel lodging, meals and car rentals. About 67,000 fleet cards and almost 1 million transactions were made to purchase automotive fuel and maintenance services valued at $27 million dollars. Description: Purchase, travel and fleet cards enable the Department to acquire and pay for goods and services expeditiously with minimal paperwork. Overall, these card programs have been cost effective and efficient. Typically individuals will place ord ers over the telephone, Internet or at the point of sale using a card. Subsequently, ordering and billing information flows through a Bank and an invoice is issued to the ordering activity. Invoices are certified and payment is made by the Defense Financ e and Accounting Service. Most of the billing and payment transactions are conducted electronically but the process is not always seamless between organizations both internal and external to the Department. Travel charge cards are typically provided to i ndividuals to fund all of their official travel expenses. These cards are individual liability and the Department reimburses the traveler for authorized expenses. The time to file, process and issue travel reimbursements is an important consideration in the travel charge card program. The Department also uses government liability travel cards issued to organizations primarily to fund airfare for individuals who are not issued an individual travel card. More background information on each of these card programs may be obtained at the following websites. Department of Defense Purchase Card Program Management Office http://purchasecard.saalt.army.mil/ First click on What Is New and then the revised CONOPS (Concept of Operations) link dated 26 Mar 03 for basic program information. Department of Defense Travel Card Program Management Office http://www.dfas.mil/money/travel/ Department of Defense Fleet Card Program Management Office http://www.desc.dla.mil/DCM/DCMPage.asp?pageid=72 General Services Administration SmartPay http://www.fss.gsa.gov/services/gsa-smartpay Vision: DoD seeks to ensure world-class card capability always focusing on continuous improvement to customers particularly in a time of contingency operations or war. Scope: The information provided should cover the full range of card and card support functions or processes that could be used by the Department to acquire purchase, travel and/or fleet services worldwide. Respondents may also offer particular information that would pertain only to a particular Service or community within the Department of Defense as opposed to the entire Department. Sample Response Outline: This s ample outline is intended to streamline the effort of the respondent and structure the analysis by the DoD. Nevertheless, respondents may develop their responses as they see fit. The response must be covered in 25 or fewer pages. Respondents who would l ike to be considered for a 60-minute or less presentation should contact this office to coordinate a date at a location in Falls Church, VA. 1. Briefly describe your concept or alternatives of how to meet any or all of the stated objectives. (25 pages) 2. Each concept and alternative should describe estimated cost, schedule and performance risks, if appropriate. 3. Briefly describe your company, products and services, history, ownership and other information you consider relevant. (10 pages) Disclaimer: This RFI is issued solely for information and planning and does not constitute a solicitation. Responses to this notice will not be considered offers and cannot be accepted by the Government to form a binding contract. However, based on the information provided the DoD may move in the direction to acquire such services in the future. All information received in response to this RFI will be marked proprietary and handled accordingly. Responses to the RFI will not be returned. Contact Information: The point of contact (POC) for this information is Mr. Dan Carro, on (703) 681-3417 and at
[email protected], DoD PC Joint PMO, 5109 Leesburg Pike, Suite 302, Falls Church, VA 22041. You may provide this information by mail, n ext day delivery service or e-mail to arrive at the POC by 2 pm EST, March 15, 2004. Statement of Objectives: -An end-to-end paperless card authorization, issuance and management capability. The capability may range from a simple to a potential complex set of services that are Department wide or unique to a Service or community within the Department. For example, simple could be using the card to locally purchase and pay for office supplies. Complex could be using the card to purchase major supply or information technology items for another organization overseas, tracking its movement to the user, ens uring property accountability and certifying payment all online. In addition to open market purchases such items could be acquired from an established contract and payment made online using the card. -Account liability, structure, and controls (Travel only individual vs. government) -Commercial pricing structure for services, i.e., flat rate, transaction fee, variable based on volume, large ticket fee, etc. -Contract terms, conditions and incentives -Online, real-time data availability and usage; data access for report writing and queries -Government fraud/misuse detection capabilities/process -Identification of any constraints to adopting PKI -Online payment functionality and integration with legacy and ERP systems, e.g. Oracle, SAP. -Ideas for contingency operations card use in remote environments where commercial bank standards may not be fully implemented -Property accountability, transportation visibility and interface with DoD financial, logistics and personnel electronic systems, when required -Foreign exchange and online capability for overseas environments -Accommodations for unique missions of the Department of Defense, i.e., -Training for cardholders and account/program managers -Security of data, systems and personnel/organizational identity when needed -Prepaid alternatives (Travel only) PROCUREMENT SENSITIVE