RFI Automotive Software Services Solution.docx

Request For Information (RFI)

Automotive Software Services

Background:

The Exchange (formerly Army and Air Force Exchange Service) –– now in its second century of service –– remains committed to its dual mission of providing quality merchandise and services to military families worldwide and generating earnings to supplement military Morale, Welfare and Recreation (MWR) programs.

The Exchange is a joint military activity providing quality merchandise and services to active duty, guard and reserve members, military retirees and their families at competitively low prices.

The Exchange operates more than 3,100 facilities worldwide, in more than 30 countries, five U.S. territories and 50 states. The Exchange operates some 174 main stores and more than 1,300 fast-food restaurants, such as Taco Bell, Burger King, Popeyes and Cinnabon. The Exchange also provides military communities with convenience, specialty stores and movie theaters on installations worldwide, including locations in Operation Enduring Freedom and Operation New Dawn.

Current Requirement:

The purpose of the project is to implement a Web based Automotive Software Solution to enable our worldwide Car Care Centers to better serve and manage their operations.

Objective:

Our Car Care Centers are currently using a program which was built several years ago for the Exchange. The software is DOS based and not compatible with new computer systems. A software solution or WEB based software is needed to generate service repair orders, look up repair parts/repair times, complete mechanical labor times, look up OEM part numbers, illustrations, prices and free NAPA parts data for import and domestic cars, light trucks and vans. Since our Car Care Centers are located worldwide, the software should also have the ability to convert our current facility database to the new software.

The intent of this RFI is to gather information about potential vendors and each company’s ability to meet the needs of the Exchange. The Exchange has supplied a high level requirements chart below. The vendor should be able to provide a solution which meets each required feature.

Responses:

Please respond to the following questions:

1. For each of the items listed in the table below, indicate whether your system provides the functionality

a. natively (out of the box)

b. with configuration

c. with minor customization

d. with major customization

e. not at all

Service will be accessible to associates 24/7.

Multi-language capabilities.

Provide assistance to associates via a live, toll-free customer service number or online chat capabilities.

Have the ability to transfer our current customer database by facility to the software solution and have worldwide accessibility for each customer.

Have the ability to order parts over the WEB from the Exchange part supplier

Have a workflow management tool, shop analysis, sales, costs, gross profit $ and gross profit % by job, plus inventory management included

2. Provide a screen shot of the main customer ordering page.

3. Provide integration qualifications/experience.

4. Explain how the system allows the administrator to customize required fields/attributes.

5. Explain the type of AD-hoc reporting capabilities on a user level basis.

6. Describe the typical implementation timeline for a company of our size

7. Describe the implementation and installation process.

8. Explain support, including upgrades and conversions.

9. Provide an architectural overview of the software.

a. List operating systems supported

b. List databases supported

c. List networking environments and protocols supported

10. Provide a list of client references.

Pricing:

Please respond to the following questions regarding budgetary pricing. In your response, please provide budgetary or list prices.

11. Licensing Fee (dependent on users? Dependent on company size?)

12. Flat fees or transaction fees

13. Annual Support and Maintenance

14. Setup fees

15. Other costs (Reports, Interfaces, Conversions, Extensions)

16. In addition to regular pricing, provide cost of a host based solution and service levels

17. Average additional costs borne by other users of your software (i.e. typical staff additions, peripheral hardware and software needed to support the tool, etc).

18. Estimated implementation time? (Include a high-level project schedule showing major milestones and/or deliverables image1.jpeg