Culligan Water Program RFI.docx

Request For Information (RFI) Culligan Water Program

Army & Air Force Exchange Service Culligan Water Home Delivery Program

Request for Information (RFI)

Army & Air Force Exchange Service 3911 S. Walton Walker Blvd.

Dallas, TX 75236-1598

29 March 2011

Dear Sir or Madam:

This letter is a Request for Information (RFI) only. The Army & Air Force Exchange Service (the Exchange) is seeking a hand held device to capture Culligan Water delivery information electronically in the Europe region.

For procurement consideration, you must address each topic listed in the RFI; explaining how your products and/or services satisfy our perceived requirements. Please follow the same RFI numbering scheme in your response. The Exchange will use your response to plan the future purchase of the necessary goods and services.

Please direct any RFI questions via email to: burkhardts@aafes.com with a subject line: Culligan Water Program RFI Questions from <Your Company>. Questions to the RFI are required by 4pm CST on 24 Sept 2012.

Please submit RFI responses via email to: burkhardts@aafes.com with a subject line: Culligan Water RFI Responses from <Your Company>. Responses to the RFI are required by 4pm CST on 1 Oct 2012.

If your company is interested in receiving a Request for Proposal (RFP), should we issue one for this effort, please provide contact information at the end of your RFI response.

This is a Request for Information only. The Exchange is not seeking a firm price quote, but it does want to understand how the industry prices these solutions. Please include a budgetary quote with your response. Firm price quotes will be requested if the Exchange solicits a proposal. The Exchange intends to use this information to further define requirements for a future multiple source solicitation.

Sincerely, Sarah Burkhardt Contracting Officer IT Procurement Army and Air Force Exchange Service 214.312.6657 burkhardts@aafes.com

Introduction Background:

The Army & Air Force Exchange Service (The Exchange) is a joint command of the U.S. Army and U.S. Air Force, and is directed by a Board of Directors who is responsible to the Secretaries of the Army and the Air Force through the Service Chiefs of Staff. The Exchange has the dual mission of providing authorized patrons with merchandise and services and generating non-appropriated fund earnings as a supplemental source of funding for 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. Revenues generated in Fiscal Year 2009 were $9.8 billion, providing dividends of $261.6 million to MWR and Services programs for troops.

The Exchange operates more than 3,100 facilities worldwide, in more than 30 countries, 5 U.S. territories and all 50 states. The Exchange operates more than 1,300 fast-food restaurants worldwide, such as Taco Bell, Burger King, Popeye’s, Cinnabon. The Exchange also manages food-processing plants, drinking water facilities, and provides school lunches to bases overseas. To find out more about the Exchange’s history and mission or to view recent press releases please visit our website at www.shopmyexchange.com.

The intent of this RFI is to collect information from potential vendors regarding each company’s ability to meet the needs of the Exchange. All solicited responses to the RFI will be used for informational purposes, to better plan for creating an RFP. All vendors are requested to provide a solution that meets each of the listed requirements.

Purpose:

The Exchange is a franchisee of Culligan Water in Europe. Currently, the Culligan Water Home Delivery Program uses manual paper delivery tickets to capture delivery information. These tickets are mailed or brought back to the Finance and Accounting office in Gruenstadt. This can result in paperwork delays, especially from the locations outside of Germany. The purpose of this project is to procure a hand-held device that can be used by the delivery drivers to capture delivery information electronically and download that information into our Exchange systems as needed. The new process will also implement Personal Credit Information (PCI) and Personal Identification Information (PII) compliance, by allowing the driver the ability to capture the customer’s information electronically which will download and transfer the information in an encrypted format. There are roughly 26 drivers serving 6700 customers in Germany, Italy, United Kingdom, Belgium and the Netherlands.

BUSINESS REQUIREMENTS

REQUIREMENTS:

Please review the following requirements and respond with:

· MR - meets requirement “out of the box”

· DR - development / customization required

· NA – system does not have the functionality

**Please also provide a description of how your solution meets the requirements.

SOLUTION REQUIREMENTS:

Please address the following requirements pertaining to the water delivery mobile app located on the handheld device.

1. Do you currently operate in Europe?

2. Does the solution have the ability to allow Culligan Water drivers to create a new customer record?

3. Does the solution have the ability to allow Culligan Water drivers to edit/update customer records in the water delivery database?

4. Does the solution have the ability to retrieve Culligan Water inventory logs from the backend software solution?

5. Does the solution have the ability to create inventory logs, in the backend software solution that mirror the existing inventory log fields? (see Exhibit A). Please provide an example of your inventory log.

6. Does the solution have the ability to display the inventory logs on the device?

7. Can the solution create delivery tickets in the backend that mirror the existing delivery tickets? Please provide an example of your delivery ticket.

8. Does the solution have the ability to edit the fields (description, qty, picked up, delivered) in the backend solution?

9. Does the solution have the ability to retrieve Culligan Water delivery tickets from the backend software solution?

10. Does the solution have the ability to save updated fields of the delivery tickets records?

11. Does the solution have the ability to print the delivery ticket from the device, via an attached/detached printer?

12. Does the solution have the ability to create new Culligan Water contract records?

13. Does the solution have the ability to retrieve existing Culligan Water contracts from the backend software solution?

14. Does the solution have the ability to capture the customer’s electronic signature for the contract?

15. Does the solution allow the backend software solution to auto generate customer post cards?

16. Does the solution have the ability to save new customer contracts?

17. Does the solution have the ability to delete terminated contracts?

18. Does the solution allow the ability to accept Visa, MasterCard, Discover and Milstar credit cards as methods of payment?

19. Does the solution have the ability to allow Culligan Water drivers to manually enter Visa, MasterCard, Discover and Milstar credit card numbers into the software application?

20. Does the solution allow the device to convert the Visa, MasterCard, Discover and Milstar credit card numbers into encrypted text, upon manually entry?

21. Does the solution allow the software application to process Visa, MasterCard, Discover and Milstar credit card payments?

22. Does the solution allow the software to decode the encrypted credit card numbers upon receipt?

23. Does the solution have the ability for the backend software application to create a payment batch for customers?

24. Does the solution allow the ability for a driver to manually enter social security numbers into a record?

25. Does the solution have the ability to convert manually entered SSN into encrypted text and decode upon receipt?

26. Does the solution allow the ability for a driver to manually enter DOD numbers into a record?

27. Does the solution have the ability to convert manually entered DOD numbers into encrypted text and decode upon receipt?

28. Does the solution have the ability to do the following:

a. Bar code scan

b. UPC scan

c. Send and receive email

d. Attach files to email messages (PDF, Word, JPEG, TIF, etc)

e. Open attached files sent via email messages (PDF, Word, JPEG, TIF)

f. Instant message

g. GPS functionality

TECHNICAL REQUIREMENTS:

1. Is your application PCI compliant ?

a. What encryptions features does the application have to adhere to PCI compliance?

2. Is there a centralized or decentralized version of this application? List pros and cons with the caveat that the solution could be centralized in Dallas, Tx or Europe.

3. Can the application be configured for batch and/or real time processes from end device to backend?

4. What are the bandwidth requirements for this application if deployed in real-time and batch(if any) mode ?

5. What are the backend processing bandwidth requirements if any in a decentralized deployment?

6. Does the application Support Windows 2008 R2?

7. Does the application support SQL 2008 R2 Enterprise or SQL 2012 Enterprise?

8. Describe how the application works from the initial interaction with customer/hand held device to backend processing/reconciliation.

9. Can this application be installed on a virtual machine? Is so, list the requirements to do so.

10. Does this application support a Citrix environment as a published application?

11. What are the recommended handheld devices that will work with your application?

12. What is the maximum numbers of devices and or drivers you application can support?

13. Is your application an enterprise solution?

14. Does the application have functionality built in to support slow links?

15. If an internet connection is required , does your company have an agreement with local carriers for providing connectivity

HANDHELD DEVICE REQUIREMENTS:

1. Is the recommended device:

a. Handheld

b. Rugged/durable

c. Rain and dust resistant

d. Include belt clips

e. Include a 220 volt electrical charger for Germany

f. Include a 240 volt electrical charger for UK

g. Include a car charger

2. Does the device have a high-durability touch screen, at least 8.9 cm (3.5 inches)

a. Is it viewable in color?

b. Can the screen zoom in and out?

3. Does it have a LED backlight?

4. Does it have an alphanumeric keypad?

5. Does it include a 512 MB RAM memory?

6. Does it include a 1 GB Flash ROM?

7. Does it include a 600 MHz microprocessor?

8. Please include any additional information concerning your recommended device.

COMPANY OVERVIEW:

1. Please provide a general overview of your company’s products, services, and capabilities. If your company is interested in receiving our Request for Proposal (RFP) should we issue one for this effort, please include contact information for your company.

2. Explain how your products and services meet the needs of the overall requirements and future growth.

3. Please provide brief overviews of your company history, size, market share, growth, core competencies, major corporate milestones, and key customers.

4. Describe the typical implementation process for companies of our size. Include a high-level schedule showing major milestones.

5. Describe the customer support process

6. Provide a list of client references that have a similar size to the Exchange.

PRICING:

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

1. What is industry standard in pricing like solutions?

2. Are flat fees or transaction fees part of the cost of the solution?

3. Are there initial setup and installation costs?

4. Explain your company’s annual support and maintenance

5. Are there quantity discounts pertaining to the handheld devices?

6. List any other costs associate with the solution.

7. Do you offer a discount with payment less than NET 30? Do you officer NET 45 payment?

EXHIBIT A; EXAMPLES

DELIVERY TICKET FORMAT

POSTCARD FORMAT

INVENTORY LOG FORMAT

image1.png image2.png image3.jpeg image4.png