Transit Benefit Services

THIS IS NOT A SOLICITATION, THIS IS A SOURCES SOUGHT ANNOUNCEMENT ONLY. THE GOVERNMENT IS NOT COMMITTED TO AWARD A CONTRACT, PURSUANT TO THIS ANNOUNCEMENT. NO SOLICITATION PACKAGE IS AVAILABLE AT THIS TIME. BACKGROUND: The U.S. Census Bureau is the primary source of basic statistics about the population and economy of the Nation. These statistics assist the Congress, the Executive Branch of the Federal Government, state and local governments, the general public, and the private sector in the development and evaluation of social and economic activities. The U.S. Census Bureau is seeking information from potential offerors which demonstrates the contractor's ability to provide the following Transit Commuter Benefit Services: REQUEST FOR INFORMATION Description In accordance with FAR Part 10, this is a Request for Information (RFI) as a form of Market Research and planning purposes. The U. S. Census Bureau is conducting market research to identify qualified sources for Transit Benefit Services for our Headquarters (located in Suitland, MD), six Regional Offices, and two Data Centers. The services will allow the Census Bureau (BOC) to merge all commuter benefit services for both Headquarters and Regional Offices under one umbrella. Background The Transit Office, Operations and Facilities Management, Administrative and Customer Services Division serves as the Census Bureau's authority of the National Transit Benefit Program for Census Bureau employees. The Transit Office provides policy guidance to the Census Bureau, troubleshoots problems that may arise, monitors internal controls and purchases, distributes and tracks fare media. In addition, the Transit Office maintains the Commerce Business System (CBS) of eligible employees of the Transit Benefit Program. The Transit Benefit Program is a financial incentive that encourages federal employees to use mass transportation or Metro-approved vanpools, rather than single-occupancy vehicles, to commute to and from work. Participants in the program receive a monthly stipend to cover the expense of their daily commute. Those employees who use public transportation on an occasional or sporadic basis may not qualify for enrollment in this program. Employees must use Public transportation for a minimum 80 percent of your commute to qualify. Objective The objectives of this program are to reduce congestion on roads and highways, as well as improve air quality and parking conditions at Headquarters. In order to increase the effectiveness, efficiency and visibility of the Transit Benefit program, Headquarters will need to consolidate with the regional offices for the following : 1) innovative partnerships 2) establishing core competencies 3) and strategic expansions with a customer-service-oriented Commuter Benefits Solution Contractor for the nationwide-distribution of fare media using electronic means. This new partnership will increase program effectiveness and financial efficacy and to provide a vehicle for a "One-Stop Shopping" initiative to meet and exceed the Census Bureau's Standards of customer service. The concept of a partnership between the Census Bureau and the regional offices (RO) is to establish "one stop shopping" sites for Headquarters and Regional Office Personnel. The idea is to expand and consolidate such sites from headquarters to include each RO. The Census Bureau headquarters and the RO's would meet to discuss the feasibility of developing such integrated sites with the goal of providing easy access to the full range of data currently in the CBS. Headquarters would consult with the RO's as planning progresses. The Contractor shall offer a web-based ordering platform that will enroll the Census Bureau (HQ and/or regional offices) for participation in the Web-based program that will allow the Census Bureau to assign the dollar values of participants' monthly benefits for commuting to and from work directly to the participant's electronic card. Commuting benefits may include transit for rail, bus, regional commuter bus and rail systems as applicable and vanpools (where applicable) and metro parking fees for the commuter transit and parking benefits program (where applicable). The web-enabled program should have an auto load feature benefit type whereby unused transit and parking benefits will credit back to the Census account. Each regional office would administer its transit program through the web-enabled database system, transferring benefits to the electronic card by the first of the month. Each RO will have the capability to monitor and control the enrollments, modifications and removals of each Transit Benefit participant. The participant would then be able to order their ticket(s), if applicable online through the web-enabled program and have them shipped directly to their home. Scope of Work The Contractor shall initiate and maintain a Census employee benefit program that can be provided as a substitute for taxable salary either offered on a pre-tax basis like a flexible spending account (FSA) or provided as a supplemental company-paid subsidy, like free parking. The Contractor shall provide the following services: Activity A. Transit Benefit Solutions or Web-Based Ordering Platform • Auto load feature benefit type whereby unused transit and parking benefits [(metro parking fees for the commuter transit and parking benefits program (where applicable)] will credit back to the Census account. • Enroll, Modify, Suspend, and Remove Census participation through a nationwide web-based program managing eligibility, facilitating payroll deductions and processing funding. • Suspend feature should not allow the employee to receive any unclaimed benefits associated with the current claiming month. • The remove feature prevents benefits from being loaded for the employee or the electronic card. • Modify feature can modify the status, benefit category type, or user defined field by re-keying the information or selecting as indicated; has a reset, finished and save button. • Add new enrollees into the program. The web-based program shall allow Census administrators of the program to add or remove participants in real time at any time during the month and have funds added or removed from cards, preventing loss of funds. • Create Benefit Amounts for new enrollees feature will have the capability to 1) sort by Transit or Parking non-Rollover as benefit type; 2) create a range of incremental dollar amounts; 3) interchange a different benefit type under the same benefit category and 4) Reassign Benefits for all participants who have lost their electronic cards. • Reassign benefits to an employee's replacement card so that the employee can receive any unclaimed benefits during the current month and the benefits in the upcoming months. This process will change the employee's status for the "old" card serial number on the employee list to REMOVED, and automatically create a new employee listing with the "new" electronic card serial number with the status ENROLLED. There can be no other changes made to the employee's benefit reassignment (benefit category, kickoff date) • Enables an Employee List with employee's name, card number, status, kickoff date, benefit amount, administrator name and time, benefits assigned, benefits claimed and reassignment inquiry. • Display benefits assigned, benefits claimed and benefit reassignment information by clicking the associated icon. • Assign transit benefits directly to employees electronic® cards after the standard cut off date. This convenience allows employees to immediately claim transit benefits. This dramatically cuts down the time for assigning benefits and enhances program management. • Assign and allocate benefits anytime from the web enabled program to the electronic cards. • Display name of employee (s) who will receive the transit benefits for the upcoming month by selection criteria (partial or last name), and select the Find button. • Display the main Account Administrator (is the only person that will have access to view, modify, reset passwords, and terminate users/administrators for employees account. Feature to add "New Administrators".) • Available Reports: Order History, Benefit Authorization (to view authorized reports for the current month), Benefits Claimed this month (to view current month's benefits and claim activity to any employee), Benefits Claimed. • Allow Census employees easy online access to place orders or make changes to their order at any time. • Home delivery to Census employees address each month. • Setup the Orders recurring, allowing the participant to enter the information only once (until they want to make a change). • The web-based system shall allow participants go to the site, login for the first time using basic demographic data such as last name and zip code, and have access to a comprehensive catalog of commuter products offered by transit authorities and parking facilities nationwide. Product availability varies by greater metropolitan area, and is dependent upon the specific types of products that the local transit authorities make available. Transit products and parking products listed above shall be available. The Census Bureau will be able to: • The Census Bureau will access the web-enabled program via the internet and enter the amount of transit benefit approved for each participant to cover the benefit for the next month. • The Census Bureau (HQ and/or regional offices) will manage its transit subsidy program, to include determining which of its employees are eligible for commuting benefits and ensuring that the ACSD is administering the program in accordance with Internal Revenue Service (IRS) regulations (Qualified Transportation Fringe Benefits Law, Title 26, USC Section 132 (f)). • The Census Bureau will provide the following information to the Contractor through the Web-based program so that transit fare will be added to participants' electronic cards: • Full name of each participant • Each participant's electronic card number • Amount of transit benefit approved for each participant (benefit category type) • Start date for each participant's benefits • User-defined key (In Census Bureau case, this can be each participant's Census Bureau employee identification number.) • There shall be no minimum purchase imposed on the Census Bureau for participation in the Web-enabled program. • Census agrees that qualified employees who receive the benefit from their employer may only use designated Fare Media. Use by any other person invalidates the commuting benefits is illegal, and subjects the person to arrest and/or prosecution. The Contractor Shall: • The contractor shall enroll the Census Bureau (HQ and/or regional offices) for participation in the Web-based program that will allow the Census Bureau to assign the dollar values of participants' monthly benefits for commuting to and from work directly to the participant's electronic card. Commuting benefits may include transit for rail, bus, regional commuter bus and rail systems as applicable and vanpools (where applicable). • The Contractor shall provide training on the Web-enabled system onsite at the Census Bureau offices for up to ten (10) Census Bureau employees per session, as requested by the Census Bureau, at no additional cost to the Census Bureau. • The Contractor shall guide the Census Bureau with a payroll deduction file and invoice to utilize for payroll deduction purposes (if applicable), taking into consideration any applicable subsidy, pre-tax amount and post-tax amount. • The Contractor shall mail orders to participants at his or her designated address that is located on their user profile. The participant will receive their order by First Class Mail in a timely manner but before the first day of the applicable Benefit Period. The Contractor shall have reasonable replacement criteria due to loss. • The Contractor shall provide training on the web-based platform system onsite and educational materials, documentation, and enrollment support. • The Contractor shall provide Census access to an Administrative Site, providing appropriate company representatives with access to employee order information and reporting. • The Contractor shall make Census Bureau-designated amounts for transit benefits available for each participant to download on his or her electronic card on the first calendar day of the month that the benefits are effective. The Contractor shall implement the commuter benefit online. It will offer one consistent program for Census employees at a centralized location. This means one employee communicates to all employees, manages eligibility, facilitates payroll deductions, and processes funding. The administrator will have access to a Customer Service Team. The Contractor's program will allow the Census participants to order their commuter product. The Contractor will send their order directly to each of the participating regional offices. Census employees will also have at their convenience the same access to the Contractor's Customer Service Team to assist them with their utilization of the program. The Contractor's program shall be easy to initiate and simple to maintain and have a low level of administration for Census and its employees to have the full advantage of the tax savings. Activity B Commuting Benefits Products The Contractor shall collaborate with Census to administer tax-free commuter benefits, known as IRS Section 132 (f) for Headquarters and the Regional Offices as applicable. Commuting benefits may include transit for Metrorail, Metro bus, regional commuter bus and rail systems as applicable, and van pools. The Census Bureau will manage its transit subsidy program, to include determining which of its employees are eligible for commuting benefits and ensuring that the Census is administering the program in accordance with Internal Revenue Service (IRS) regulations (Qualified Transportation Fringe Benefits Law, Title 26, USC Section 132(f)). The Debit cards must have a specific merchant code and or terminal ID for Transportation only purchases. Activity C. Web-based Ordering Platform . The Contractor shall provide the following services: Technical staffing from 8:00 a.m. to 8:00 p.m., Monday through Friday and through a toll free telephone number during normal business days for the activities listed below. **No contractor personnel are required on site**. Technical Information Respondents to this RFI shall submit a written statement (no longer than 10 pages) addressing technical capabilities, knowledge, and related experience, in performing the Census Bureau's requirement as described in the attached Statement of Need. Business Information Respondents to this RFI shall identify their company name, address, email, telephone number and a name and telephone number of the company point of contact having the authority and technical knowledge to clarify responses with government representatives. Submission of information about any federal schedules, inter-agency agreements, etc. that may be used to acquire these services is encouraged. Also, provide your company business status, i.e. large, small, small disadvantaged, woman-owned, certified 8(a), veteran, and/or service disabled veteran-owned business. All requests for information and proposals will be reviewed by a selection committee. Finalists will undergo a usability test to see the functionality of the Contractor's web-enabled program. Functionality of the web-enabled system will determine the contractor of choice, as well as other factors, that will be addressed at a later date. Point of Contact: The following government representatives may be contacted on matters relating to this RFI: Rhonda Talbert, Contract Specialist at [email protected] ALL QUESTIONS ARE DUE BY WEDNESDAY, SEPTEMBER 07, 2016 4:00 P.M. RESPONSES TO THIS RFI MUST BE SUBMITTED TO THE EMAIL ADDRESS LISTED ABOVE. Submission of Information Responses shall be submitted to the above government representatives at the indicated email address no later than 2 p.m. (EST) on Monday, September 12 , 2016. The submissions shall be submitted in Microsoft Word or Adobe Acrobat formats. STATEMENT OF NEED Title: US Census Bureau - Administrative and Customer Services Division (ACSD) for the Consolidation Transit Benefit Services Capability Briefing and Assessment Questions 1. Is your company well versed in the policies and procedures of the National Transit Benefit program? 2. Describe your company's experience with day-to-day transit operations, specifically as it pertains to the National Transit Benefit Program. The transit operations pertain to the Mass public transportation such as metro/metrobus/metro access, Commuter Bus, Commuter Train (MARC/VRE), metro-approved vanpools and bicycles for the Washington DC metro area, and six regional offices (Atlanta, Chicago, Denver, Los Angeles, New York and Philadelphia) and two (2) data centers in (Tucson, AZ and Hagerstown, MD). 3. Does your company have an established pay system (i.e. for commuters to pay for transit services, like a web-based system)? Describe your companies' way of tracking expenses for commuting (daily or monthly)? 4. Does the web-enabled system track the distribution and transit subsidies for each participant? 5. Do you have a web-enabled system that tracks the distribution and transit subsidies for each participant? 6. Do you have a current GSA contract? List the subsidy products you currently work with. 7. Are you registered and active in the System Award Management (SAM)? 8. Does your company accept EFT payment? 9. Do you have Debit Card System for use by employees for transit services? If so, how is money transferred onto the card? 10. Do you have current references with the federal government? 11. Can you provide a demonstration of your current system? 12. Does your system monitor Fraud and Abuse? THIS IS A REQUEST FOR INFORMATION (RFI) FOR MARKET RESEARCH AND PLANNING PURPOSES ONLY AND IS NOT TO BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT. THIS IS NOT A SOLICITATION ANNOUNCEMENT AND NO CONTRACT WILL BE AWARDED FROM THIS ANNOUNCEMENT. NO REIMBURSEMENT WILL BE MADE FOR ANY COSTS ASSOCIATED WITH PROVIDING INFORMATION IN RESPONSE TO THIS ANNOUNCEMENT AND ANY FOLLOW-UP INFORMATION REQUESTS. ALL INFORMATION SUBMITTED IN RESPONSE TO THIS ANNOUNCEMENT MUST BE RECEIVED ON OR BEFORE THE CLOSING DATE. RESPONSES TO THIS RFI WILL NOT BE RETURNED. RESPONDENTS WILL NOT BE NOTIFIED OF THE RESULTS OF THE REVIEW.