Project Information

Bid Title

RFI-2026-0111 Automated Travel & Expense Management & Invoicing Solution

Issuing Agency

Atlanta Housing

Location

Georgia

Published Date

Mar 27, 2026

Closing Date

Apr 10, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

RFI-2026-0111 Automated Travel & Expense Management & Invoicing Solution

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Request for Information (RFI) #2026-0111

Automated Travel and Expense Management

and Invoicing Solution

1. About The Housing Authority of the City of Atlanta, Georgia

The Housing Authority of the City of Atlanta, Georgia (“Atlanta Housing”) is the largest housing

authority in Georgia and one of the largest in the nation. Atlanta Housing provides and facilitates affordable

housing resources for over 26,000 low-income households. These affordable housing resources include

Atlanta Housing-owned residential communities, Atlanta Housing-sponsored mixed-income, mixed-

finance residential communities, tenant-based vouchers, HomeFlex Program (formerly Project Based

Rental Assistance Program), supportive housing arrangements, and homeownership opportunities.

Atlanta Housing has broad corporate powers including, but not limited to, the power to acquire, manage,

own, operate, develop and revitalize affordable housing. Atlanta Housing’s programs are funded and

regulated by the U.S. Department of Housing and Urban Development (“HUD”). Using it’s Moving to

Work flexibility; Atlanta Housing has implemented a variety of innovations that benefit low-income

families and expand housing choice. Atlanta Housing’s approach to providing quality affordable housing

and human development services is based on the belief that people can do better when given access to

quality living environments and the tools they need to become self-sufficient. To learn more about Atlanta

Housing and its history, mission and business plan, Respondents are encouraged to visit Atlanta Housing’s

website www.atlantahousing.org.

2. Background Information

Atlanta Housing seeks information from qualified firms to provide an Automated Travel and Expense

Management and Invoicing Solution. Firms must provide details of their capabilities and pricing for

comprehensive, automated travel and expense management solution with integrated invoicing, in

accordance with the Statement of Work (SOW).

To view and download the full details of the Request for Information (RFI), on March 26, 2026, visit

www.atlantahousing.org and click on Doing Business with Atlanta Housing, then Solicitations. For

questions regarding the RFI, please e-mail LaTasha Cole (latasha.cole@atlantahousing.org).

Respondents to this RFI should not exceed a fifteen (15) page submission, not including graphs or response

to the questionnaire labeled Attachment 1. All responses are due by COB, Friday, April 10, 2026. Proposals

shall be submitted via Atlanta Housing sourcing platform JAGGAER. Atlanta Housing will not accept any

proposed in part or in whole through any other means. All requests for information or clarification

pertaining to this solicitation must be addressed in writing to the sole point of contact LaTasha Cole email

latasha.cole@atlantahousing.org.

3. Request for Information Submission Requirements

Atlanta Housing is seeking qualified vendors to detail their capabilities and pricing for a comprehensive,

automated travel and expense management solution with integrated invoicing, in accordance with the

Statement of Work (SOW).

• Executive Summary and company overview

• Completed Technical Qualifications questionnaires/tables

• Project plan and implementation timeline

• Pricing (Exhibit A) with all fees, including any TMC service fees, OBT fees, and optional services

• Evidence of insurance, security certifications, and relevant accreditations

• Three (3) recent client references (preferably public sector)

Request for Information (RFI) #2026-0111

Automated Travel and Expense Management

and Invoicing Solution

This list is not all inclusive of the functionalities Atlanta Housing seeks but provides some

framework for minimum functionality required. Please see Attachment A – Automated Travel and

Expense Management and Invoicing Solution.

In your RFI response, please discuss the following:

1. Travel & Expense Automation

2. Travel Management Company (TMC) Services

3. Invoice Automation & Yardi Integration

4. Deliverables-Travel, Expense & Invoicing Services

5. Training & Implementation

6. Visual Implementation Plan & Estimated Hours

7. Service Level Agreements (SLAs) & Performance Metrics

8. Reporting Templates & Forecasting Dashboards

Atlanta Housing hopes to determine through the information gathered from this RFI whether firms are

interested in partnering with Atlanta Housing for Automated Travel and Expense Management and

Invoicing. Atlanta Housing is the largest housing authority in the Southeast region. Please note however,

that this RFI is issued as a means of technical discovery and information gathering. This RFI is for planning

purposes only and should not be construed as a solicitation nor should it be construed as an obligation on

the part of Atlanta Housing to make any purchases.

Any decision to proceed with a formal solicitation is subject to internal approvals, including budgetary

authorization. In the absence of such approvals, no further procurement action will occur. Additionally, this

RFI should not be construed as a means to pre-qualify vendors. Atlanta Housing may utilize the results of

this RFI to inform and shape a formal Request for Proposals (RFP) for the subject

services/products/equipment at which time any firm that responds to this RFI can also submit a proposal in

response to the formal RFP.

4. Scope of Work

Travel & Expense Automation

• Pre-Approval Workflow: Automated pre-trip approval aligned with Atlanta Housing travel

policies.

• Conference/Training Registration: Automated workflows for conferences and training events.

• Travel Booking: Integration with airline and hotel booking systems; support for preferred vendors,

travel policies, and approval workflows.

• Travel Agent Support: Certified agents for complex/group bookings and emergency changes; after-

hours support.

• Travel Advances: Electronic request and approval of travel advances with automated routing and

tracking.

• Expense Reimbursement: Receipt capture, policy enforcement, and automated reimbursement

processing (including mileage, tolls, parking).

Travel Management Company (TMC) Services

• Provide full-service travel management aligned with Atlanta Housing travel policies and

compliance requirements.

• Support complex itineraries, group travel, and emergency changes.

• Deliver duty-of-care services, including traveler tracking and risk alerts.

• Offer 24/7 customer support for travelers and arrangers.

• Integrate with online booking tools, expense management systems, and Yardi for financial

reconciliation.

• Provide robust reporting and analytics dashboards for Finance and Operations.

Request for Information (RFI) #2026-0111

Automated Travel and Expense Management

and Invoicing Solution

• Ensure negotiated rates and cost optimization strategies.

Invoice Automation & Yardi Integration

• Invoice Intake: Ability to ingest invoices from a single designated email address for centralized

intake.

• Automated Routing: Intelligent routing of invoices for approval workflows based on cost center,

project, or policy rules.

• Validation & Exception Handling: Automated parsing and validation of invoice data; flag

duplicates or missing information.

• Yardi Upload: Seamless upload of approved invoices into Yardi for payment processing, with real-

time status updates for reconciliation.

• Dashboard & Monitoring: Centralized dashboard for Finance and Approvers to monitor invoice

status, workflow bottlenecks, SLA compliance, and payment status.

• Audit Trail: Comprehensive audit trail of all invoice actions (intake, routing, approval, upload).

Invoice Automation KPIs

KPI

Invoice Intake Accuracy

Routing Time to First Approver

Approval Cycle Time

Upload to Yardi

End-to-End Processing Time

Exception Handling Resolution

Dashboard Accuracy

Audit Trail Completeness

Target

≥ 98%

≤ 1 business day

95% within 3 business days

100% within 1 business day

90% within 5 business days

95% within 2 business days

Real-time refresh every 15 minutes

100%

Deliverables - Travel, Expense & Invoicing Services

• Pre-Approval Workflow: Automated pre-trip approvals aligned with Atlanta Housing travel policies

and budgets.

• Conference/Training Registration: Automated workflows for conference and training event requests

and approvals.

• Travel Booking via TMC: Online Booking Tool (OBT) and full-service agent support for air, hotel, and

ground; enforcement of preferred vendors and negotiated rates.

• TMC Traveler Care: Certified agents for complex/group bookings, changes, and disruptions; 24/7/365

after-hours support and escalation.

• Travel Advances: Electronic requests and approvals with automated routing and tracking.

• Expense Capture & Reimbursement: Mobile receipt capture, policy rules, mileage/tolls/parking, and

automated reimbursement processing.

• Invoice Processing & Reconciliation: Centralized billing, consolidated TMC invoices, folio capture,

and automated three-way matching (booking ↔ invoice ↔ expense).

• Document Routing: Automated routing for approvals and audit, with configurable SLAs and escalations.

• Yardi Integration: Seamless upload of approved data (e.g., chart fields, projects, cost centers) and status

feedback from Yardi.

• Mobile Access: Native mobile apps for travelers, approvers, and finance administrators.

• Audit Trail: Comprehensive, immutable audit trails for all transactions and approvals.

• Reporting & Compliance: Real-time dashboards for spend compliance, bottlenecks, exceptions,

reconciliations, and ERP integration status.

• GSA Rate Updates: Automated updates to federal per diem schedules; policy checks against per diem

and fare rules.

Request for Information (RFI) #2026-0111

Automated Travel and Expense Management

and Invoicing Solution

Training & Implementation

• Comprehensive Training Program: Instructor-led (onsite/virtual) at go-live; ongoing e-learning

modules; downloadable guides and videos.

• Role-Based Training: Tailored curricula for travelers, approvers, finance/AP, and administrators.

• Implementation Support: Phased roll-out, configuration management, data migration, user acceptance

testing (UAT), and production cutover.

• IT Compatibility: SSO/MFA, supported browsers and mobile OS versions, and secure integration

endpoints.

Visual Implementation Plan & Estimated Hours

The Service Provider shall deliver the following phased implementation with estimated hours by role. Hours are

illustrative and will be finalized during project planning.

Phase

Key Activities

Discovery & Design

(Weeks 1–2)

Requirements, policy

mapping, integration

design

Project

Manager

(hrs)

SME (hrs)

Technical

Integrations

(hrs)

Training

(hrs)

Configuration

(Weeks 3–4)

System setup,

workflows, roles, policy

enforcement

Integration & Data

Migration (Weeks

5–6)

Yardi integration,

SSO/MFA, test data

loads

UAT &

Remediation

(Weeks 7–8)

User acceptance testing,

issue resolution

Training & Change

Management

(Weeks 7–9)

Role-based sessions, job

aids, communications

Go-Live &

Hypercare (Weeks

10–12)

Cutover, monitoring,

daily stand-ups,

stabilization

Request for Information (RFI) #2026-0111

Automated Travel and Expense Management

and Invoicing Solution

Service Level Agreements (SLAs) & Performance Metrics - Firms shall meet or exceed the following

SLAs:

Metric

System Uptime

Target

>= 99.9%

Critical Incident Response <= 1 hour

Standard Incident Response <= 8 business hours

Implementation Duration

Per agreed plan

Training Completion

Yardi Data Accuracy

Travel Booking Turnaround

(post-approval)

Expense Reimbursement

Invoice Processing

Forecasting Accuracy

After-Hours Call Answer

Time (TMC)

Ticketing Turnaround (TMC)

Unused Ticket Application

Rate (TMC)

Refund/Exchange Processing

(TMC)

100% designated users in 30 days

100% accepted uploads

<= 2 hours

<= 5 business days post-approval

<= 10 business days from receipt

+/- 10% vs actual monthly spend

80% within 60 seconds

<= 2 hours from request

>= 95% eligible value applied

<= 5 business days

Measurement & Reporting

Monthly availability report from

monitoring platform

Ticketing system timestamps;

monthly SLA report

Ticketing metrics; monthly SLA

report

Project plan milestones; weekly

status

Learning management reports

Integration reconciliation reports

Workflow timestamps

AP cycle time reports

AP queue metrics

Variance analysis in dashboards

Telephony reports

PNR/ticketing timestamps

TMC audit reports

TMC queue metrics

Reporting Templates & Forecasting Dashboards

• Monthly Travel Spend Report – by department, project, traveler, vendor.

• Policy Compliance Report – exceptions, approvals outside SLA, missing receipts.

• Advance & Reimbursement Aging – outstanding advances, reimbursement cycle times.

• Invoice Processing Report – received vs processed, approval bottlenecks.

• Yardi Integration Reconciliation – postings, rejects, and corrections log.

• Forecasting Dashboard – 3/6/12-month projections using historical trends and seasonality.

• Budget vs Actual – variance, drill-through to transaction level.

• Preferred Vendor & TMC Utilization – contract compliance, negotiated savings, and leakage.

• Unused Ticket Liability Report – balances, airline credits expirations, and application rate.

Dashboards must include interactive filters (department, property, date range), trend lines, category

breakdowns, and export options (PDF, Excel).

Travel Management Company (TMC) Requirements

• Accreditation & Experience: ARC/IATA accreditation (or equivalent) and demonstrated public

sector experience.

• Coverage & Service: 24/7/365 after-hours support; dedicated account management; support for

complex/group and conference travel.

• Technology: OBT integration, NDC/GDS content access, traveler profiles, negotiated rate loading,

and queue automation.

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 561510Travel Agencies

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