Request for Information: Mobile Telecom Expense Management (TEM) Solution

Active

Contract Opportunity

Amendment: The purpose is to add the Questions and Answers attachment to the Attachments/Links Section.

1. Introduction

The Federal Aviation Administration (FAA) Mike Monroney Aeronautical Center (MMAC), Oklahoma City, OK, Enterprise Services Center (ESC), is conducting market research to identify potential vendors that can provide Mobile Telecom Expense Management (TEM) software solutions. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. Responses to this notice will assist the FAA in determining the availability of qualified sources capable of meeting the government’s requirements.

The responses to this Request for Information (RFI) will be used for informational purposes only. This is not a Screening Information Request (SIR) or request for proposal of any kind. The FAA is not seeking or accepting unsolicited proposals. The FAA will not pay for any information received or costs incurred in preparing the response to this RFI; therefore, any cost associated with voluntary responses are solely at the interested vendor’s expense.

NAICS Code: The North American Industry Classification System (NAICS) code for these requirements is 541519, Other Computer Related Services with a size standard of $34.0 Million.

2. Background

The FAA ESC manages telecommunications assets and services across multiple organizations. Current processes for managing mobile devices, usage, contracts, and expenses are labor-intensive and fragmented.

The ESC is seeking market information on commercially available Mobile TEM solutions that can:

• Provide visibility into mobile device inventory and expenses.


• Optimize rate plans and contract utilization.


• Automate expense allocation and cost recovery.


• Enhance governance, auditability, and compliance.


• Integrate with FAA financial, IT Service Management, and asset management systems.

3. Objectives

The FAA ESC’s objectives are to:

1. Streamline mobile device management and expense oversight.


2. Reduce costs through optimization of carrier contracts and plans.


3. Automate allocation of expenses to business units or cost centers.


4. Improve reporting, analytics, and executive visibility into telecom spend.


5. Integrate seamlessly with enterprise systems (ServiceNow, Oracle EBS, and other FAA platforms).


6. Ensure compliance with federal security, accessibility, and records management standards.

4. Requested Capabilities

Vendors are invited to provide information on solutions that include the following capabilities:

4.1 Expense Management

• Automated processing and reconciliation of carrier invoices.


• Identification of billing errors, overages, and unused services.


• Optimization of rate plans and pooled minutes/data.


• Cost allocation and chargeback to FAA organizations.

4.2 Asset & Inventory Management

• Centralized inventory of all FAA-issued mobile devices and associated lines.


• Lifecycle tracking (procurement, assignment, replacement, and decommissioning).


• Integration with ServiceNow CMDB or other FAA asset systems.

4.3 Reporting & Analytics

• Customizable dashboards and reports on usage, costs, and trends.


• Forecasting and predictive analytics for budgeting.


• Executive-level reporting aligned with OMB/TBM requirements.

4.4 Security & Compliance

• Compliance with federal security standards (FISMA, FedRAMP, NIST).


• Data encryption and secure access controls.


• Accessibility features in compliance with Section 508.

4.5 Integration

• Seamless Integration with FAA ESC ServiceNow (ITSM, SAM, CMDB).


• Integration with Oracle E-Business Suite (financial and billing modules).


• API support for interfacing with FAA systems.

5. Response Instructions

Interested vendors are invited to provide the following information in their response:

1. Complete Attached Business Declaration: Name, address, point of contact, DUNS, CAGE, and business size (small, 8(a), HUBZone, etc.).


2. Capabilities Statement: Narrative description of solution capabilities aligned with Section 4 above.


3. Experience: Description of relevant federal, state, or large enterprise implementations.


4. Technical Approach: High-level architecture, security compliance, and integration approach.


5. Contract Vehicles: List of existing contract vehicles available (e.g., GSA MAS, NASA SEWP, CIO-SP3, etc.).


6. Rough Order of Magnitude (ROM) Pricing: General pricing information, licensing/subscription models, and any tiered pricing based on device count.


7. Implementation Timeline: Estimated timeframe for deployment, onboarding, and user adoption.


8. Respond to Section 8 questions.

6. Disclaimer

This RFI is for market research purposes only and does not obligate the government to issue a solicitation or award a contract. The government will not reimburse costs associated with responding to this notice.

7. Submission Details

Questions are due by October 15, 2025. Responses are due by November 15, 2025 and must be submitted electronically in PDF format to:

Stephanie Riddle

Email: Stephanie.R.Riddle@faa.gov

Subject Line: RFI Response – FAA ESC Mobile TEM

NO PHONE CALLS PLEASE

8. Vendor Response Questions

1. Please describe your company’s experience delivering Mobile TEM solutions to federal agencies or large enterprises.


2. What contract vehicles (e.g., GSA MAS, SEWP, CIO-SP3) are available for procuring your solution?


3. Provide examples of recent federal or enterprise TEM implementations, including size and scope (number of devices, carriers, and user base).


4. How does your solution process and reconcile mobile carrier invoices across multiple carriers?


5. What methods are used to detect billing errors, unused lines, or overcharges?


6. Describe how your system optimizes rate plans and pooled data/minutes.


7. Can your system automate cost allocation and chargeback to FAA business units or cost centers?


8. How does your solution maintain a centralized inventory of all mobile devices and associated lines?


9. Does your platform support full lifecycle management (procurement through decommissioning)?


10. Explain how your solution integrates with ServiceNow CMDB or other FAA asset management systems.


11. What types of reports and dashboards are available out of the box (usage, spend, optimization opportunities)?


12. Can your system generate executive-level reports aligned with OMB/TBM reporting requirements?


13. Does your platform support forecasting and predictive analytics for future telecom spend?


14. What federal security standards does your solution comply with (FISMA, FedRAMP, NIST)?


15. How is sensitive data (billing, user info, device identifiers) encrypted and protected?


16. Describe how your solution ensures accessibility compliance (Section 508).


17. How does your solution integrate with FAA ServiceNow (ITSM, SAM, CMDB)?


18. What integration options exist with Oracle E-Business Suite (financial and billing modules)?


19. Do you provide APIs or data services to connect with FAA systems?


20. Describe your solution’s overall architecture and hosting model (cloud, hybrid, on- premises).


21. Provide an overview of your licensing/subscription pricing model (per device, tiered, enterprise).


22. What is your typical implementation timeline for an agency the size of FAA ESC?


23. Describe your approach to user onboarding, training, and adoption.

Attachments/Links