Import_Compliance_Management_Solution_(2).docx

Request For Information (RFI) Import Compliance Management Solution

Army & Air Force Exchange Service Import Compliance Management System

Request for Information (RFI)

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

Dallas, TX 75236-1598

27 September 2012

Dear Sir or Madam:

This letter is a Request for Information (RFI) only. The Army & Air Force Exchange Service (the Exchange) is surveying the market place for Import Compliance Management System (ICMS) software solution. The Exchange began importing over 14 years ago from various manufacturers in various countries in an effort to provide quality merchandise to the Armed Forces community at competitive prices while generating earning to support morale, welfare and recreations programs. The imported merchandise ranges from a wide variety of products to include but not limited to textiles, household goods, electronics, etc. The Exchange is in good standings with Customs and anticipates a partnership to maintain this relationship. The majority of the Exchange entries are filed as Entry Type 52, where a surety bond is not required and Customs directly bills the Exchange applicable duties & fees. The Exchange is also exempt from paying HMF. Various entries are subject to participating government agencies to include but not limited to the USDA, FCC, FDA, etc. The Exchange entries are currently managed remotely in the West Coast. Type 52 entries are cleared remotely at several different ports of entry under a single Importer of Record number. Entry records are maintained at the Exchange Headquarters in Dallas, Texas.

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: MartinezAr@aafes.com with a subject line: RFI Questions for Import Compliance Management Solution (ICMS)from <Your Company>. Questions to the RFI are required by 2:00 CST – 15 October 2012.

Please submit RFI responses via email to: MartinezAr@aafes.com with a subject line: Import Compliance Management Solution Responses from <Your Company>. Responses to the RFI are required by 2:00 CST on – 1 NOVEMEBR 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, Aracely (Sally) Martinez Contract Team Leader Technology Goods & Services Procurement Division Army & Air Force Exchange Services Martinezar@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 2011 were totaled $10.3 billion, including $1.6 billion in concession sales. Earning totaled more than $277 million. Dividends to the services were:

· $121.3M to the Army

· $68.8M to the Air Force

· $12.1M to the Marine Corps

· $1.1M to the Navy

For 2011, the Exchange paid a per capita dividend of $212 for every soldier and Airman.

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, and 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.

Current Business Situation:

The Exchange has limited visibility in place with manual post entry compliance procedures. The Exchange uses a hosted classification database to maintain Harmonized Tariff Schedules (HTS) and allow brokers interface to access HTS codes. Database is integrated with Oracle/RMS to feed item data and recive HTS data to apply to Purchase Order (PO). Exchange provides PO via web-based option to vendors or electronic data interface (EDI). Oracle safeguards in place where Direct Import PO’s must contain HTS codes. Third Party Logistics Provider (3PL) is APLL, where brokerage is sub-contracted to DB Schnekers 3PL submits ISF on Exchange behalf. 3PL submits hard copy shipping documents via FTP to custom broker. Customs broker manually keys all data elements for ABI submission. The Exchange has limited real-time visibility once PO is issued until receipt of declared entry after customs release Exchange currently classifies early. The HTS prints on the purchase order with some limitations on sets. Restricted party screening is done one time, when vendor is created in internal enterprise (Oracle/RMS). Audit of entries are conducted manually after rentry is declared.

Importer Activity- 2011 Importer Trade Activity (ITRAC) data for Exchange:

· Entered Value approximately $67M

· Duties paid average $6M

· Annual entry count 1213

SKU’s to be maintained:

· Approximately 100K item

· 60% replinishable items

· 40% one-time buys

To Be Solution: Platform that addresses import compliance requirements and collaboration between business partners for Direct Imports into the U.S. Integrate order, shipment and inventory information for a complete view of compliance operations at SKU level. Integrate global content to accurately calculate landed costs, classify, screen parties and comply with import controls to include post entry and recordkeeping. Entry visibility solution with vendor capabilities to confirm PO data against vendor invoice. Transmit data to brokers to pre-popluate entry and allow pre-entry visbility approval from Importer. Post entry verify feature on entry filing to reconcile with internal records. Centralized visibility window to account for user to make updates and track purchase orders, invoice, entry, receipts, payments. Restrict party screenings. Classification database with current trade content and external users interface.

In an effort to increase due diligence we are reviewing potential improvements to the Exchange Import Compliance environment on Direct Imports into the U.S. Please detail how your solution facilitates the exchange of information with supply chain partners and how the entire import life cycle is managed from pre-entry to post-entry with the questions listed below.

QUESTIONS

Do you currently have a Gorvernment wide Acquistions Contracts (GWACs) vehicle in place for example: GSA, NASA SEWP, NITAAC or any other government contract vehical? If yes, please provide and list the govementment vehical contract number.

Do you currently do business with the Exchange? If yes, has the Exchange purchased software from your company in the past? If yes, what type of software and what modules were included in the purchase?

Describe how you manage transactional data between various partners (carrier, forwarder, broker , consignee, importer, etc) with various assignments to satisfy import compliance?

Describe examples on how you support the interfaces with other retailers

Do you have the ability to automate Advance Ship Notice (ASN) process? If so, please describe.

Is your system accessible form various internal and external parties for different levels of the import process?

Describe some of the approval check points and messaging notification options

Does the importer have access to a transactional window or dashboard for high level activity with links to research and review activity?

How do you support edits to the PO?

Describe the workflow management with safeguards or steps to take in sequential order based upon business rules. For example: prevent material content change after approval, cannot change price after receipt at DC, require approval from customs on content/description change.

Describe scheduling and monitoring of events with parameters

Describe ability to set up multiple attributes (or buttons, flags) around an item for different control/audit purposes, for instance, a button or check box to indicate this item has approved lab report, GCC report, or social responsibility report, etc. This QA status (green light) can be turned on when the document is approved. An item should ideally go through all check points and satisfy all requirements before reaching the water.

Are there time management features for instance, to expire a QA lab report after its valid time period passes, which will trigger further actions.

How does the solution support suppliers with multiple suppliers, multiple coo's, multiple products

What capabilities support our Vendors with providing e-invoice options to validating against Purchase Order at line item detail.

Can you flip PO to E-invoice for supplier to validate/update - at PO and Item Level.

Capabilities of factories to create/store commercial documentation in a web based solution.

What are options to do the RPS (at PO issuance, at vendor creation, both? Annually vs. real-time? Break down of cost

Describe Viewing/maintaining of Restricted party data

Describe your how your product master file maintains, validates and shares components related to other retail customers

Describe how the system accommodates the retail industry to various types of product to include textiles, furniture, tools, sets and components, etc.

Provide ability to assign product attributes that support global trade to items, Country of Origin (COO)/item, item /destination

Hold multiple constructions/materials descriptions based on specific country rules for classification

Hold multiple HTS for kits (made up of several items). Could be multiple countries of origin per item.

Support efficient HTS assignment for components

Hold data for multiple HTS for a single selling unit based on size range.

Hold data for HTS based on First Cost.

Hold detail of multiple country's of origin per item for product

Attach multiple images to an item for purpose of presenting to customs broker.

How do you handle yearly classification updates? Do you provide a list of changes for the Importers parts database?

Is your module standard within a package allowing graphical comparisons based on landed costs and import regulations to and from multiple location.

Calculate duty saved through duty engineering.

Does the landed costs go beyond duty? Excise, IPI tax, etc.?

Produce a standard packing list based on import country's requirements. This includes language, format, and content. Can you provide a sample?

Automatically identifies standard documents by country required for export/import to that country.

Update document templates as countries’ requirements change or new countries are added.

Docs Verification of data at time of booking or shortly thereafter but before shipping.

Support ability to generate and transmit entry documentation to customs. (e.g., entry summary 7501).

How do you access to global compliance information and keep updated timely, update solution without interruption to service.

Describe how you monitor various sources and collect data to apply into software, Ex, OGA, HTS, document sets

How do you notify if an item is subject to license requirements, FTA eligibility

Does your solution support Free Trade Agreements, certificates of origin and related documents (bill of material) at item level.

Store lab test results, documents, rulings and other *.pdf documents for specific items by country

Track change on fields and documents.

Describe holds that come into pay at different levels

Describe compliance reviews on classification, admissibility, and valuation review

Monitory the applications of assists. Does an assist profile need to be created with quantity value etc

Capabilities on reconciling with internal accounting records and inventory receipts.

Describe capabilities to verify purchase order against warehouse receipts

Describe capabilities of payment verification against commercial invoice.

Ability to receive broker entries filed (7501) data back into Importer solution for validation

Describe broker entry verification against consolidated rated invoice and against product data

Create customizable dynamic reports

Archive all documents in order to support audits and analysis.

Can Quality Assurance or other users append to documents or have vendor include test reports

Describe how your solution creates analytic and strategic reports out of box.

Links to external websites (CROSS, BIS, FDA, etc.)

Are suppliers able to access and upload the required documents by item under their own vendor codes.

What kind of variance reports are available out of box?

What are the key performance enhancers and risk reduction strategies that would encourage an organization to implement your solution?

Do you have productivity improvement stats with a ROI?

Can you provide screen shots on the above features demonstrating how your platform automates and streamlines the import process?

How do you differentiate yourself against other similar providers

Solution Architecture

Software Architecture

Source Code Development

Describe what language the vendor's code is developed in (.NET, JAVA, Forms etc..)

How many tiers are in the architecture?

True for all products?

If not, please list products that differ and how they differ.

Are all modules natively compatible? If not, please elaborate.

How does each tier in the software architecture scale?

Application server

Database server

Web server

Integration/Middleware server

Presentation server

Other

List operating system supported by tier:

Application server

Database server

Web server

Integration/Middleware server

Presentation server

Other

Client

List databases supported:

Do all applications run on same database?

If not, please indicate which applications run on which database.

Can a planning and/or grading schema be created under the same database for RMS (Oracle Retail Merchandising System)?

If not, please describe why.

Hardware Architecture

Can server functions be combined onto a single machine?

Does the system scale vertically?

Does the system scale horizontally?

Fault tolerance

Mirrored disks supported?

RAID 5 disks supported?

Hot back-up system supported?

Warm back-up system supported?

Database journaled?

UPS monitoring?

Redundant power supply?

Transaction protection via rollback supported?

User Interface

Do menus vary depending on user ID?

Can users print any screen?

Users may have multiple sessions at the same time?

Screen content may vary depending on user ID?

Can it configure which fields are displayed?

Can it configure field headings/titles?

Can it configure computed fields?

Can it configure charts and graphs?

Can it make fields display-only?

Provides event-driven navigation to take the user directly to related information?

Pictures/graphical/multi-media data displayed to user?

Can it be configured to display information from other business systems such as RMS?

Multiple language support?

Is language support configurable by user?

Security

Must users log in with a user ID and password?

Is a password history maintained to prevent users from recycling passwords?

Is the number of remembered passwords configurable?

Can users be forced to change their passwords periodically?

Is the password age configurable?

Can the system prompt for a new password when the current password is nearing expiration?

Can a password minimum length be configured?

Can password complexity be enforced?

Can users be locked out after a number of failed log-in attempts?

Can the number of failed attempts that trigger a lockout be configured?

Can the amount of time that a user is locked out be configured?

Can idle users be required to log back in?

Is the idle time configurable?

Can security be managed at a group level?

Can the system be configured to require the user to re-enter the password before critical updates?

Audit trails:

Is an audit trail maintained for exceptions?

Ability to assign roles to users?

Ability to restrict roles to selected levels of access?

Ability to provide access to remote users?

Integration:

Ability to integrate with Active Directory for authentication and permission levels?

Ability to integrate with Active Directory for access controlled by groups?

Ability to integrate with CA Top Secret for authentication and permission levels?

Configuration

Is some functionality data-driven?

Do changes to data-driven functionality require source-code modifications?

Do changes to the database schema require source-code modifications?

Are source-code modifications required to associate existing functionality to different data elements?

Does the system support user-configurable rules?

Do changes to rule-driven functionality require source-code changes?

Are source-code modifications required to develop new rules?

Are source-code modifications required to support new-rule conditions?

Are source-code modifications required to associate existing functionality to new rules?

Is some functionality activated or deactivated by application "switches," "flags" or "settings?"

Do changes to the functionality activated by a "switch" require source-code modifications?

Are source-code modifications required to introduce new "switches," "flags" or "settings?"

Are business-process workflows configurable?

Can database data be selected, inserted or deleted as part of the workflow?

Are source-code modifications required to change the way the data is selected, inserted or deleted?

Can data be accessed from other systems/sources?

Can user interactions (prompts) be inserted or deleted from a workflow?

Are source-code modifications required to create new interactions or modify existing ones?

Can third-party software components be invoked as part of a workflow?

Can COM objects be called?

Can executables be called?

Can DLLs be called?

Can command (batch) files be called?

Can calculations be part of a workflow?

Are source-code modifications required to reference new variables?

Are source-code modifications required to create new calculations?

Are interfaces to printers supported?

Are page printers (laser) supported?

Are interfaces to other devices supported?

Can a message from a device automatically trigger a workflow?

Are source-code modifications required to change the message content to and from a device?

Can email be sent from a workflow?

Queries

Queries:

Can queries be constructed against any system data?

If not, please explain.

Can queries be constructed against external data (from other systems such as RMS, Allocations etc.)?

Can queries be exported to a text file?

Can queries be exported to a spreadsheet?

Internationalization/Localization

Do workstation screens display in different languages, depending upon the user?

Are dates and times displayed in the appropriate localized format?

Are multiple currencies supported?

Is decimalization displayed in the appropriate localized format?

Are translation tools provided for translating screens from one language to another?

Do new translations require source-code modifications?

Host Interfaces

What SAAS or Cloud offerings do you have? % of customers using those options.

Is a third-party tool used for interfacing to host (Oracle Retail RMS and Oracle Retail Allocations) business systems?

Describe instances where your product has been integrated into Oracle Retek

Please list all standard interfaces provided.

Interface protocols:

Support TCP/IP messaging?

Support IBM MQ Series?

Support flat file SFTP?

Support XML messaging?

Support ODBC?

Support ANSI X12 EDI data. If supported, please provide what transaction sets and versions

Is exchange of data capable of supporting multiple supply chain parties and transactions? Ie Importer, Forwarder, Vendor, Broker. If so, is this native or does it require customization? Please describe.

Do transactions automatically queue if connection fails?

Are queued transactions submitted automatically when connection is restored?

Are queued transactions submitted in FIFO order?

Are source-code modifications required to introduce new interface points or messages?

Are source-code modifications required to change the content or format of a message?

Upgrades

Must some source-code changes be re-applied to the new version during the upgrade process?

If source-code modifications were made to data-driven functionality, will these modifications need to be re-applied?

If source-code modifications were made to support database-schema changes, will these modifications need to be re-applied?

If source-code modifications were required for changes to rule-driven functionality, will these modifications need to be re-applied?

If source-code modifications were required to develop new rules, will these modifications need to be re-applied?

If source-code modifications were required to support new rule conditions, will these modifications need to be re-applied?

If source-code modifications were required to associate existing functionality to new rules, will these modifications need to be re-applied?

If source-code modifications were required to make changes to the functionality activated by a "switch," will these modifications need to be re-applied?

If source-code modifications were required to introduce new "switches," "flags" or "settings," will these modifications need to be re-applied?

Are configured workflows preserved during the upgrade process?

If source-code modifications were required to change the way that data is selected, inserted or deleted within a workflow, will these modifications need to be re-applied?

If source-code modifications were required to create or modify user interactions, will these modifications need to be re-applied?

If source-code modifications were required to reference new variables within a workflow, will these modifications need to be re-applied?

If source-code modifications were required to create new calculations within a workflow, will these modifications need to be re-applied?

If source-code modifications were required to change the message content to and from a device within a workflow, will these modifications need to be re-applied?

Are user-configured queries preserved during the upgrade process?

1. Company Information:

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. Please describe your software solution and identify all modules and capabilities included in your solution.

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

2. Pricing:

The Exchange is requesting a budgetary price quote for your Import Compliance Management software solution. Please be advise this is for planning purposes only. There is no intent to purchase at this time. Please respond to the following questions regarding pricing. In your response, please provide industry or list prices.

a. Licensing Fee Structure

i. Dependent on users / locations?

ii. Dependent on company size?

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

c. What is the typical initial setup and installation cost structure?

d. 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).

e. Explain your company’s annual support and maintenance

f. Other costs image1.png image2.png image3.png