FMS_RFI.doc

PZ – PS

08 March 2013

TO ALL PROSPECTIVE RESPONDENTS:

This Request for Information (RFI) represents one of several steps taken to provide the Army and Air Force Exchange Service (the Exchange) with an understanding of capabilities of Fuel Management Services that are available in the marketplace. In the first phase of the project, the survey marketplace will be screened and the result will establish a list of Potential Sources that appear to meet the Exchange’s core requirements. The contents of this RFI document are as follows:

I. Introduction II. Exchange Overview

III. General Potential Source Information

IV. Detailed Questions V. Solicitation Contact Information

I. Introduction:

Purpose The Army and Air Force Exchange Service (Exchange) is requesting information regarding potential fuel management system providers for the military installations in the continental United States (CONUS), Hawaii, Alaska, and Puerto Rico.

The Exchange has a three-fold purpose in this correspondence; 1) to determine your interest in participating in a Request for Proposal (RFP) to establish one contract for fuel management system for military installations in CONUS, Hawaii, Alaska, and Puerto Rico; 2) used to help determine if the requirement for the fuel management services should be a Software In-house solution or Hosted solution (current system/solution). and 3) to enable us to refine our statement of work in order to take advantage of industry recommendations, capabilities and best practices.

Your responses may be sent to Judy Cerven at cervenj@aafes.com .

All responses will be reviewed and a formal Request for Proposal may be issued at a later date.

Conditions

Several Potential Sources will be solicited to respond to this RFI. The receipt of a response to this RFI from a Potential Source does not imply any contractual obligation on the part of the Exchange nor does it create any further obligation on the part of the Exchange.

The Exchange considers this RFI and all correspondence, electronic, oral or written communications, documentation, business dealings, or related activity in connection with the RFI to be confidential in nature. The Exchange does not wish its activity with regard to this RFI to be available to anyone other than the Potential Sources’ own personnel (on a “need to know” basis). Therefore, the Potential Source may not disclose to anyone other than (i) Exchange personnel directly involved with this RFI and (ii) the personnel authorized and assigned by the Potential Sourcer to act on behalf of the Potential Source in connection with this RFI. All materials contained within your response to this RFI will be treated confidentially. This information will, however, be made available to all project team members to assist in the evaluation process.

Responses to this RFI will be considered as informational in nature and only an executed contract between the parties will create any obligations on behalf of the Exchange.

Potential Source Response Requirements

In order to control the RFI process and allow equal opportunity for each Potential Source, the following guidelines must be followed without exception.

All responses must be in electronic format. A copy of the questions is provided as an attached excel sheet.

Please include any brochures, descriptions or technical documentation that supports your responses to this RFI or you think will be useful to us in our evaluation; however, we are more interested in the quality of your response rather than the quantity of your response. We are interested in assessing your capability and interest.

Please respond to the questions by 08 April 2013.

We will rely upon all representations made by your representatives, whether verbal or written, during the acquisition and evaluation processes. As a result, only fact-based and realistic commitments/information should be conveyed. Your representations and expertise in this type of transaction will be documented in any agreement that results from the acquisition process.

Contract Documentation

Any final agreement executed in connection with or arising out of this RFI will be issued by the Exchange.

II. Exchange Overview:

The Army and Air Force Exchange Service (the Exchange) is a federal instrumentality that is a unique organization within the Department of Defense. The Exchange utilizes non-appropriated funds and sales revenue to offset operating costs. The Exchange returns its earnings to its customers through improved facilities and payments to Morale, Welfare and Recreation (MWR) programs.

The Exchange has a two-fold mission that has remained essentially unchanged since the military exchange system was established in July 1895:

· To provide quality merchandise and services at competitively low prices to its customers.

· To generate e earnings to provide a dividend to support Morale, Welfare and Recreation (MWR) programs.

The Exchange operates more than 3,100 facilities in 30 countries, five US Territories and in all 50 states. These include main exchanges (PXs and BXs), military clothing sales stores, and specialty stores, movie theaters, vending centers, restaurants, personal service concessions, gas stations and auto repair facilities. From its headquarters in Dallas, Texas, the Exchange oversees a global organization that is divided into 5 regions: Eastern U.S., Central U.S., Western U.S., Europe and Pacific Rim.

The Exchange is the 47th largest retail organization in the US. The Exchange serves a customer base of over 14 million, which includes 7.5 million active duty service members, 6 million military dependents and 1 million military retirees.

Revenues in FY 11 totaled $10.3 billion and earnings totaled more than $277 million. Dividends in the amount of $203.3 million were allocated to MWR programs benefiting soldiers, airmen, sailors and Marines.

For further information about our company, please refer to the Exchange website (www.shopmyexchange.com).

Background Currently the Exchange has a hosted fuel management services contract in place which will expire 21 January 2015. The Exchange is looking for a source who can provide fuel management services for an estimated 245 retail fuel stations. The Exchange purchases an estimated 627 million gallons of fuel annually.

A qualifying source for participation in the RFP must currently have a fuel management services software or system.

III. General Potential Source Information

If your company would like to participate, please provide the Exchange with a narrative description and other data that will help give us a clear understanding of your business as well as your interest and capability in providing fuel management services to the Exchange customers. Please be sure your narrative responds to all the items below:

1. What type of support does your corporate office provide to individual stores?

2. What is your company’s approach to customer service and how do you measure customer satisfaction?

3. Is your company willing to customize your services to accommodate Department of Defense requirements, if needed?

4. Indicate why you, as a Potential Source, are particularly appropriate for this business need, where you can provide value from the strategic standpoints discussed above and how you can help us achieve our mission benefits. Describe any special services you can provide that are different from those offered by other Potential Sources or requested in this RFI.

5. Any further industry information you feel would be beneficial to aid in our understanding of the industry.

IV. Detailed Questions (Sought after Capabilities) All of the questions/information requests in this section refer to your available services. (Attachment No. 1) V. Solicitation Contract Information If your company is interested in being included in the Request for Proposal (RFP), please provide pertinent contact information such as name, address, telephone and email information of the person that the RFP should be sent to.

Please submit your RFI responses by email to cervenj@aafes.com by 08 April 2013. Using the format below, mail any additional information, brochures, manuals, etc. to:

Army and Air Force Exchange Service (The Exchange)

Attn: SD-V/C (J. Cerven)

3911 S. Walton Walker Blvd.

Dallas, TX 75236-1598

Sincerely, Judith A. Cerven

JUDITH A. CERVEN

CONTRACTING OFFICER

Exchange RFI – Fuel Management Services Page 1 of 3

Exchange RFI – Fuel Management Services Page 2 of 3