Travis_RFI.doc

PZ - PS

February 19, 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 Car Care 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. Technical Information

V. Draft RFP

VI. Timeline Information

VII. Solicitation Contact Information

I. Introduction:

Purpose The Army and Air Force Exchange Service (Exchange) is requesting information regarding potential automotive repair service providers for Travis Air Force Base (AFB), CA. The term “concessionaire” will be referred to throughout this document. A concessionaire is defined as the owner of a concession operation that pays either a fixed sum or a percentage of revenue to an entity with the ability to assign exclusive rights for an area or facility.

The Exchange has a two-fold purpose in this correspondence; 1) to determine your interest in participating in a Request for Proposal (RFP) to establish one contract for design, construction and concession operation of Car Care service with ten (10) bays at Travis Air Force Base (AFB), CA.; and 2) 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. All written and oral information presented during the procurement process and all responses to this RFI may be made part of any final agreement or contract between the Exchange and the selected source. Responses must be signed by an individual authorized to make contractual commitments for the Potential Source.

In keeping with Exchange policy, issuance of this RFI does not commit the Exchange (i) to pay any costs incurred by a Potential Source in the preparation and submission of a response or (ii) to procure a contract for any services. No materials or labor will be furnished by the Exchange. Only an Exchange contracting officer can legally commit the Exchange to the expenditure of funds in connection with this proposed procurement.

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 Attachment No. 1 to the RFP draft. See section V on instructions to retrieve the link and password to access the document.

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.

Your written response to the questions and any hard-copy materials must be received by the Exchange to arrive no later than 2 PM local time 19 March 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. The Exchange General Provisions, Labor Provisions, and Special Provisions are provided in the draft RFP for information as part of this RFI. The Exchange, as an instrumentality of the U.S. Government, has limited flexibility to negotiate these provisions.

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 concession car care contract in place at Travis AFB that offers a range of car care services. The Exchange is looking for a source who can obtain financial resources to design, construct, and operate on a concession basis a Car Care service with ten (10) bays at Travis Air Force Base (AFB), CA. All operations are subject to Department of Defense regulations that govern on-base activities in which Exchange contractors are required to be in compliance. However, the Exchange is looking for ways to improve the Car Care Service program and we are very interested in considering any new approach or business model currently available to provide these services to our military members.

A qualifying source for participation in the RFP must currently have a regional or national recognized brand operation and have been conducting business under the brand for over 10 years.

A site has been identified for the development of the Car Care service. Source must be able to design, construct, and operate a ten (10) bay building on Travis AFB. The site dimension is 177' X 460' or 1.87 acres. Once construction is completed, title of the building will be transferred to the base. The source will be responsible for the maintenance of the building and the site throughout the life of the contract.

Demographics for Travis AFB, CA are:

III. General Potential Distributor Information

If your company would like to participate, please provide AAFES 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 service to the Exchange customers on Travis AFB, CA. Please be sure your narrative responds to all the items below:

1. What is your Company’s official name?

2. When was your company established?

3. Is your Company involved in any litigation, investigation, reorganization, receivership, filing, strike, audit, corporate acquisition or other action that could have an adverse impact on your ability to provide services? If so, please describe the nature of the item and its potential impact.

4. Include brochures, literature, manuals and any other information about your brand.

5. Provide a list of the mandatory services offered by a typical automotive repair center operated under your brand or name and any optional services you provide.

6. Provide a list of the brand(s) of tires you offer for sale.

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

8. Please provide three client references with contact names that are currently using your services as a car care service.

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

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

11. 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.

12. Do you have any existing concessionaire contract model or additional information on operating as a concessionaire that can be shared with the Exchange?

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

14. What kind of experience, if any, do you have with design/build construction for car care centers?

15. How long does it take to design/build your facilities to support your business?

16. How many car care centers do you currently have and in how many states do you operate?

IV. Technical Information (Sought – After Capabilities)

All of the questions/information requests in this section refer to your available services.

1. Please give an overview of your firm’s privacy policy in regards to use of customer information?

2. What type of financing would be used to construct the car care center?

3. What type of incentives is your company currently offering the military community?

4. Explain your company’s Full Disclosure Policy regarding educating customers on all applicable charges during the car repair process.

5. Price Protection Program: What are specifics of your companies program regarding ensuring the lowest price guaranteed? The Exchange seeks a firm with the ability to provide price protection service for all sales transactions.

6. What types service warranties does your company offer?

7. Does your company offer basic car maintenance classes to customers? If so, please describe.

V. Draft RFP The Exchange has developed a draft RFP that contains applicable clauses/regulations. It is available for you to download from the internet at the following link: ftp://solicit:getfile@ftp.aafes.com/TravisDraftRFP.pdf The password to open this document is Travis2013. The password is case sensitive.

Please review the entire draft and provide your suggestions and comments on edits or revisions. Comment specifically on paragraphs you identify that, in your opinion, could hinder a successful business relationship with your firm. Identify the clause by title and paragraph which you have concerns with, the reason why, and your proposed change(s).

VI. Timeline Information

If your company is interested in being included in the potential Request for Proposal (RFP), please provide a proposed timeline of events and actions it would require for your company to establish financing, design the car care center, construct car care center, and be open for business at Travis AFB, CA as mentioned earlier in this RFI.

VII. 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 to arrive no later than 2 PM local time 19 March 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 – Car Care Centers Page 1 of 5

Exchange RFI – Car Care Centers Page 5 of 5