Travel Program Management Services

The State of Utah Division of Finance, through the Division of Purchasing, has issued Request for Proposal (RFP) KK26-6 seeking a single award contract for a comprehensive, cloud-based travel and expense management system. This system must support all State employees in planning, booking, and reconciling official travel, emphasizing compliance with State policies, integration with existing financial and payroll systems, and robust administrative and reporting capabilities. The procurement process is structured as a best-value trade-off, wherein vendors are evaluated on a weighted scoring methodology comprising up to 500 technical points, 300 demonstration points, and 200 cost points, for a total of 1,000 possible points. Vendors must achieve minimum thresholds of 70% in the technical evaluation and demonstration phases to proceed to cost evaluation. The cost scoring is based on the grand total price over a five-year term, scaled relative to the most competitive proposal. The scope of work requires strict adherence to extensive technical, security, and operational standards. The system must demonstrate strong user experience across specified categories such as workflow configuration, policy compliance, data integration, reporting, administrative tools, and training readiness. Security requirements include compliance with federal and State standards such as NIST 800-53, FedRAMP/GovRAMP for cloud services, encryption standards (TLS/FIPS 140-x), and mandatory federal fingerprint-based background checks for personnel accessing State data or facilities. The contractor must maintain appropriate cybersecurity insurance coverage (ranging up to $10 million based on data risk), provide timely breach notifications, and support comprehensive audit rights for the State. Contract deliverables include fully operational software, documentation, training, ongoing support, and secure transition assistance at contract closeout. All intellectual property and data created during the engagement remain the exclusive property of the State. The performance period requires work to be conducted primarily within Utah, with State Data processed and stored in U.S.-based data centers. Offerors must submit proposals electronically by December 24, 2025, following detailed instructions on formatting, confidentiality, and response content. The contract incorporates the State of Utah’s standard goods and services terms alongside IT-specific terms, ensuring compliance with applicable laws, security obligations, and professional standards relevant to this specialized cloud-based solution.