EBS_RFP_QA_03112014.xlsx
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- Attached to
- Defense Commissary Agency (DeCA) Enterprise Business Solution (EBS) Federal contract opportunity
- Solicitation number
- HC1028-14-R-0004
- Issued by
- Defense Information Systems Agency
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Questions and Answers Embedded Spreadsheet
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| EBS_RFP_QA_03172014.xlsx | XLSX spreadsheet | |
| EBS_QA_AMD_TEXT.docx | DOCX document | |
| EBS_Presolicitation_Registration_List.docx | DOCX document | |
| HC1028-14-R-0004_Draft_RFP_-_02182014.doc | DOC document | |
| Revised_Draft_RFP_HC1028-14-R-0004_FBO.doc | DOC document | |
| Draft_RFP_HC1028-14-R-0004_FBO.doc | DOC document |
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EBS RFP Q&A
| Number | Question | Answer |
| 1 | We offer a solution to your Increment 3-Omni-channel point-of-sale (POS) Software, but not to your Increment 1 and Increment 2 requirements. Therefore, there are two approaches we can take. We can bid our Increment 3 offerings independently, which would leave you completely open to select the Increment 1 and Increment 2 offerings that you prefer. However, if you wish to see a single proposal for all increments, we could look at partnering with another vendor who offers the Increment 1 and Increment 2 components and submit a consolidated proposal. Which approach would best meet the needs of DeCA? | This requirement will be a single award indefinite delivery/indefinite quantity (ID/IQ). As such, DeCA is looking for a proposal which contains the entire solution. |
| 2 | We suggest re-sequencing the increments in the following order: Increment 1: Contracting, Cataloging, Pricing, and Promotions (CCPP) (with a vendor portal), Financial Information Module (FIM) (Financials), Inventory Management, Increment 2: Ordering, Receiving (direct store delivery (DSD) and non-DSD), Planogramming, Increment 3: Omni-Channel POS Software, customer relationship management (CRM), loss prevention (LP), Signage, Increment 4: Warehouse Management System (WMS), Our solution can be implemented in a modular fashion, but the foundation for much of the functionality lies in the Financial Management and Inventory Management solutions. By implementing these areas early in the project they can be leveraged throughout the project scope. | DeCA’s incremental approach has already been approved by DoD |
| 3 | Does DeCA currently track performance against industry standard metrics, and if so, would DeCA be willing to provide those results to vendors? (3.0.2 Improve Business Functionality) Existing metrics will provide respondents a better understanding of current operations. | Although DeCA has performance metrics, DeCA does not plan to provide current metrics. Vendors are encouraged to propose commercial standard business metrics |
| 4 | DeCA mentions: “Optimize use of cloud service as appropriate. Use cloud services, where appropriate, to better position DeCA for changes in the grocery environment, to reduce cost and to improve operational efficiency.” What are DeCA’s security requirements related to hosting, and providing EBS as a Software as a Service (SaaS)? (3.0.3 Keep Pace with Grocery Technology) This will better help to understand the security requirements for hosting the EBS solution, and determine if DeCA is open to providing EBS as SaaS. | Vendors are free to propose whatever cloud solution they like, as appropriate, in accordance with FedRAMP (all levels) and DoD security regulations. Keep in mind that stores are required to remain open and sell groceries |
| 5 | Does DeCA have an existing Help Desk system that the contractor should plan on leveraging? (3.0.4 Provide Superior Customer Support) The help desk will be bid FFP, so contractors need to understand if there is an existing system to be incorporated into the solution, or if vendors are expected to incorporate their own Help Desk system in the cost to provide Help Desk support | DeCA’s help desk currently uses BMC’s Remedy for Tier 1 support; however, each vendor should propose a solution for Tier 2 and above that provides the best value to the government. |
| 6 | Page 682, Paragraph 3.1.2.2 “Cataloging and Pricing” concerning “vendor portal” “When presenting a new item, the vendor will use the portal to flag the bill of material orderable and consumable unit indicators for each individual item” RECOMMENDATION: All new items must be submit electronically. COMMENT: Retail best industry practice is all new item information is submitted electronically through a web portal and then validated using Global Data Synchronization Network (GDSN). | DeCA will reword the requirement for clarity |
| 7 | Page 686, Paragraph 3.1.2.1 “Ordering” last sentence on page 686: “If the committed quantities have not been ordered before the end of the promotional period, the ordering module will transmit an order for the remaining quantities, based on historical data.” DELETE: “…based on historical data” as all committed product needs to be ordered by the store. COMMENT: Retail best industry practice is stores “pre-book” (order) all promotion quantities – they do not give just forecasts. No promotional product should be left in a distributor’s warehouse at the end of the promotion | DeCA will reword the requirement for clarity |
| 8 | Page 727, Paragraph1.2.2.1 “Ordering” subparagraph “Promotional Ordering Capabilities” CHANGE FROM: “Store personnel will be able to transmit advance order commitments to distributors without actually creating orders. EBS computer assisted ordering (CAO) will also track committed quantities and the amounts ordered against those commitments. If the committed quantities have not been ordered before the end of the promotion period, EBS CAO will transmit an order based on store-specific data for the remaining quantities.” CHANGE TO: “Store personnel will transmit advance order quantities to distributors. EBS CAO will also track committed quantities and the amounts ordered against those commitments. If the committed quantities have not been ordered before the end of the promotion period, EBS CAO will transmit an order based on store-specific data for the remaining quantities.” COMMENT: Retail best industry practice is stores “pre-book” (order) all promotion quantities – they do not give just forecasts. No promotional product should be left in a distributor’s warehouse at the end of the promotion. | DeCA will reword the requirement for clarity |
| 9 | Page 727, Paragraph1.2.2.2 “Receiving” subparagraph “Receipt by container and container receipt date” CHANGE FROM: “The EBS receiving module will be able to enter receipt information by container and container receipt date.” CHANGE TO: “The EBS receiving module will be able to enter receipt information by container and container receipt date or by PULL number” COMMENT: This will allow quicker processing of shortages and gains while reducing vendor credit memos (VCMs) | DeCA will reword the requirement for clarity |
| 10 | Determine promotion quantities using DeCA’s data warehouse of POS data. DEBS should use DeCA’s data warehouse to review previous promotion sales history to determine promotion quantities. DeCA also has other data elements such as pricing, coupons, etc. used in previous promotions. COMMENT: Retail best industry practice is promotion quantities are determined using sales history from previous promotions that are available in data warehouse data | DeCA will take this comment into consideration |
| 11 | Pre-book promotions, club packs & one-time buys. All promotion items, club packs and onetime buys should be ordered (pre-book) 30-45 days in advance of required delivery date (RDD). Current system of store forecasting quantities results in either lost sales or residual inventory in distributors’ warehouses (which requires trade funding to sell through). COMMENT: Retail best industry practice is stores “pre-book” (order) all promotion quantities – they do not give just forecasts. No promotional product should be left in a distributor’s warehouse at the end of the promotion | DeCA will take this comment into consideration |
| 12 | Allow substitutions on item swap outs. For items that are replacing another similar item due to universal product code (UPC), case pack, size changes, bonus pack, etc., EBS should be able to automatically substitute items on any day of the month depending on item availability. Under current DIBS system items can only be activated/exchanged/swapped out on the 1st and 16th of the month. For example, if the new item is available on the 16th, and the distributor runs out of the old item on the 10th but has inventory of the new item, DeCA can’t order the new item with a RDD before the 16th. Conversely if the new item is supposed to be available on the 16th, and the distributor has plenty of inventory of the old item, the distributor can sell through the old item until it has no inventory left of old item left (say to the 27th). COMMENT: This allows for better vendor fund management as manufacturers will no longer have to mark down deleted items at 50% and also provides a labor savings to DeCA, manufacturers, brokers and distributors in manually adding deleted items to DIBS in order to sell through residual inventory. | DeCA will take this comment into consideration |
| 13 | Upstream warehousing by item not by contract (PIIN). Current DeCA system requires all items for a vendor that are on the same contract be assigned to a single distributor warehouse. This is even if an item only sells one case a week to all stores served by a DC (e.g., an item may be only ordered by a store once every 2 - 6 weeks.). This is inefficient for a distributor and adds expense to the overall supply chain system. Recommend items be assigned by DC not contract. COMMENT: Retail best industry practice is that slower moving items are assigned to an upstream warehouse/DC that usually can only be ordered twice a week and adds one to two extra days in the order to delivery window. This allows for higher service level, better turns and better code dating. | DeCA will take this comment into consideration |
| 14 | New Item Automatic Distribution (NIAD). Several wholesalers/distributors automatically ship new items to stores once a new item is received. DEBS should be built to allow distributors to automatically ship and bill DeCA for new items shipped. This will improve speed to shelf/scan on new items | DeCA will take this comment into consideration |
| 15 | So industry may be better prepared to form teams and respond to the final RFP, a discussion of the acquisition strategy, either in a modification to the DRFP or during the industry day or one-one-one is advised. Items to discuss include the organization that will be conducting the competition/contracting, i.e., DITCO, GSA, NASA; and if existing contract vehicles will be used, i.e., AAFES IDIQ, GSA Schedules, other GWACs | As reflected in the Draft RFP, the requirement is for an open market, single award, indefinite delivery/indefinite quantity contract. DISA/DITCO is the contracting authority and no other existing contract vehicles will be utilized |
| 16 | Section C. SOO. Page 528 “Provide a technical infrastructure (including hardware, software, data management, networking components, and security) for the EBS solution to reside within the DeCA business system architecture (Attachment E)” The DRFP references an Attachment E but it did not appear to be included in the DRFP. Recommend releasing this DeCA business system architecture prior to the industry day and one-on-ones so industry has a chance to formulate questions for the one-on-one and has a better idea going into the industry day what the total system (including new, renovated, and legacy) looks like | Please refer to the Technical Library starting on page 713 of the draft RFP |
| 17 | Volume metrics. To enable vendors to provide solutions that better meet DeCA’s requirements, and to provide more precise pricing, please provide volume metrics, i.e., peak number of transactions, when peak transaction volumes occur (e.g. Spring break, Saturday afternoons on a holiday weekend, etc.), exact number of lanes per each identified store, etc | DeCA will provide metrics as appropriate in the final RFP |
| 18 | Section L, 5.4 Clarification on the total number of past performance citations would be helpful. It appears 5 for the prime are required, as well as two from each significant sub, but with a maximum of 10 citations, which includes the prime and the sub submissions | The Final RFP will be updated to clarify the government's request. |
| 19 | Section J, Technical Library. Please provide access instructions for the Technical Library | Please refer to the Technical Library starting on page 713 of the draft RFP |
| 20 | Technical/Functional Requirements 3.1.1.5. “Resulting contract data will be maintained in a system external to EBS (currently PD2).” Please comment on the future plans for the contract writing system PD2 and if it is desired and/or a differentiator for the ERP to be capable of replacing this system in the future | The replacement of PD2 is out of scope of the EBS effort |
| 21 | Section C. SOO Attachment 1: “Optimize use of cloud services as appropriate. Use cloud services, where appropriate, to better position DeCA for changes in the grocery environment, to reduce cost and to improve operational efficiency” If DeCA has a vision for cloud it would be helpful to include it as an attachment to the DRFP. An understanding of the security impact levels, cloud services, cloud type (on-premise/hybrid/commercial hoster, etc) would help vendors better respond to this requirement | Any use of cloud services as part of EBS must adhere to FedRAMP (all levels) as well as DoD security requirements, which will be provided in the final RFP |
| 22 | Section C. SOO. Attachment 1. Section 3.0.5 “Provide delivery services. Provide hardware, software, and support services for new or renovated stores.” It appears from this paragraph that EBS SW and HW will only be deployed to new and renovated stores, and those that have not been renovated will not receive the new system. Clarification on the deployment and roll-out plan, within the context of the incremental deployment strategy would be helpful | EBS will be deployed to all stores to include future new and renovated stores; however, DeCA will reword the requirement for clarity in the final RFP |
| 23 | 1.1 Recommendation for “The solution will consist of a tightly interconnected suite of application programs, subsystems, or modules that share a common operational data store and user interface.” The requirement that the solution must use a "common operational data store" and consistent user interfaces may restrict the solution to non open-system architecture solutions. Recommend that the "common operational data store" be limited to only include operational master data. This will provide flexibility to define a solution more aligned with SOA / Open System Architecture principles. Additionally, given the process specific nature of some of the modules/functions within the EBS solution, there may be a need to provide administrators access to specialized components that do not maintain a consistent User Interface. Recommend that DeCA list this as a request not a requirement | DeCA will reword the requirement for clarity |
| 24 | 3.1.1.1 Contracting. Clarification for “DeCA will provide all manufacturers, brokers, suppliers, and distributors with a portal login and password. The portal will be hosted and managed by the EBS contractor who will provide all required training.” Recommend that DeCA quantify the number of manufacturers, brokers, suppliers, and distributors that will require access to the portal. Both by number of partners and number of partner employees | DeCA will provide this information in the final RFP |
| 25 | 3.1.3.1 Omni-Channel POS with CRM. Open ended requirement with “All future commercial grocery features and functionality to include e/m commerce as part of software maintenance.” All future commercial grocery features and functionality of the proposed product to include e/m commerce as part of software maintenance | DeCA will take this comment into consideration |
| 26 | 3.1.3.1 Omni-Channel POS with CRM 8th bullet. Recommendation for “WIC EBT requirements vary by state, additionally DeCA has OCONUS locations where WIC EBT may not be implemented EBS POS software must support the following functionality: Supplemental nutrition assistance program (SNAP) and provide an integrated WIC EBT functionality to all locations. Recommend removing this requirement from the base contract and includes it as part of additional task orders as new requirements are released Additional recommend a change in wording to the following: "Supplemental nutrition assistance program (SNAP) and provide an integrated WIC EBT functionality to all locations in states that have that capability as per the Federal Operating Rules. | WIC is a mandatory requirement |
| 27 | 3.1.3.1 Omni-Channel POS with CRM Open ended requirement with EBS POS software must support the following functionality Social media capabilities common in the grocery industry and Householding capabilities as well as other functionality common in the grocery industry that leverage new and emerging technologies. Recommend defining and elaborating on social media, householding, and additional capabilities and functionality that needs to be supported | DeCA’s is moving to a commercial grocery model with the intention to keep pace with emerging trends. As such, vendors should propose their best solution in accordance with the high level objectives as outlined in the RFP |
| 28 | 3.1.3.1 Omni-Channel POS with CRM 20th bullet. Clarification for: EBS POS software must support the following functionality: Solicited customer feedback via survey questions displayed on signature capture device at time of check. Recommend updating the requirement to read: "Solicited customer feedback via survey questions displayed on signature capture device at time of check out." | DeCA will reword the requirement for clarity |
| 29 | 3.1.3.1 Omni-Channel POS with CRM 6th bullet. Recommendation for EBS POS software must support the following functionality: “….and any future commercial grocery tender types such: as e-wallets and near field communication (NFC).” Recommend updating requirement to read “…..and any future commercial grocery tender types supported by the proposed product such as e-wallets and near field communication (NFC).” | DeCA’s is moving to a commercial grocery model with the intention to keep pace with emerging trends. As such, vendors should propose their best solution in accordance with the high level objectives as outlined in the RFP |
| 30 | 3.1.3.6 Interim Interfaces. Recommendation for No interface to state agencies for WIC EBT data. Recommend changing requirement to “POS output to state agencies to support WIC EBT functionality in select states.” | WIC is a mandatory requirement within increment 3 and must be fully integrated with the POS software |
| 31 | 3.1.4.1 Warehouse Management System. Open ended requirement with: HHTs will support all EBS increments with built-in applications. In support of WMS, HHT applications will be used to perform: Inbound ordering to include creation, review, and modification; Inbound ordering to include creation, review, and modification; Inbound receiving; Outbound picks; Inventory management. Recommend further clarification business processes or functionality to support desired WMS processes | The EBS vendor is required to provide a common HHT for all increments of EBS to include mobile point of sale, ordering, inventory, warehouse management, etc.; however, DeCA will reword the requirement for clarity in the final RFP |
| 32 | 3.2.1.2 Data Interface Requirements. Clarification for “Data conversion: The EBS solution will convert all files from the current POS system that have application in the new system including any programming for data conversion and conversion to standards. The EBS solution will include a system conversion plan for all EBS increments”. It would be useful to define what functional entities DeCA would like to convert over to the new system. Examples include -Foundational data: Item, Inventory, Store locations etc, Transaction data: Existing loyalty information, existing order history etc. | DeCA will reword the requirement for clarity |
| 33 | 3.2.5 Training Recommendation for “EBS training will be a collaborative effort between DeCA HQ personnel and the contractor. Required training includes testing training, technical/system training, initial/super user training, change management, and end user/business training. Throughout the Draft RFP DeCA makes reference to adopting "Industry Best Practice" as well as to using functionality "common in the Retail Industry" Given the size and nature of this transformative program recommend a focused Change Management program that will assist and guide user adoption | Each vendor is responsible for proposing their best practices and requirements for change management / configuration management in accordance with the DIDs as outlined in the RFP; however, DeCA will reword the requirement for clarity in the final RFP |
| 34 | Most of the business logic and automation required is written in narrative format and no industry solution will be able to meet 100% of the requirements stated in the RFP, while also complying 100% with the stated design requirements. Recommend for the final RFP that a requirements matrix or table is structured to list all requirements including user interface, business logic, and automation requirements is included as an Appendix that enables offerors to specify if they are able to: meet the requirement through configuration, meet the requirement through customization, or Cannot meet the requirement. This will provide offerors with the flexibility necessary to respond with viable solutions, while giving DeCA the information necessary to do a trade-off between proposed solutions | DeCA is moving to a commercial model. As such, vendors should propose their best solution based on industry standards. DeCA intends to limit customization by changing processes to assimilate to commercial best practices as much as possible |
| 35 | All modules of the proposed business suite have been successfully integrated, tested, and deployed to interoperate in a commercial grocery environment. Given the scope of EBS it is unlikely that there will be a single solution that has been previously implemented meeting all of the requirements requested. Recommend that DeCA list this as a request not a required | Vendors will be required to show that their solution is fully integrated in accordance with DeCA’s high level objectives as outlined in the RFP |
| 36 | H.5. Material Rights. Request additional clarification regarding the government requirements regarding software. COTS Software should be provided in accordance with Contractor and 3rd party license agreements, where the government has no ownership rights, only usage rights. All Software should be provided in accordance with appropriate FAR/DFAR clauses regarding COTS or developed software license rights, data rights, and warranty terms | See the Final RFP for clarification. Section H.5 will be removed. Contractors will have to follow the requirements and clauses in Section H. |
| 37 | L.5.5.1.3 Cost or Pricing Information Requirements. It is anticipated that pricing of this action will be based on adequate price competition; therefore, offerors are initially not required to submit certified cost or pricing data. If, after receipt of proposals, the CO determines that there is insufficient information available to determine price reasonableness and none of the exceptions in FAR Part 15.403-1 apply, the offeror shall be required to submit cost or pricing data. Information shall be provided in accordance with FAR Part 15.403-5. This RFP is for a Commercial off the Shelf (COTS) solution, therefore should be in accordance with FAR Part 12 clauses, not FAR Part 15. | This acquisition will be made using FAR Part 12 in conjunction with FAR Part 15. |
| 38 | L.5.5.1.3.4. Priced Solution. Clarification for: Offerors will provide data for the base period (five years), for each of the option years to include the 6-month Option to Extend Service (IAW FAR 52.217-8) for the 10 year total and the 10 ½ year total. Believe the referenced 6-month option to extend Service is a 6 month optional period to begin after the fifth option year has expired. Suggest to further clarify a CLIN for Transition Out Services that extend beyond the base and option years of performance | The 6-month Extension of Services clause has been removed and is no longer a requirement. |
| 39 | M.3.2.1 Subfactor 1: Deliver a 21st Century Retail Business Solution. Evaluate the offeror’s proposal to substantiate that a fully integrated commercial-off-the-shelf (COTS) implementation of the solution in a grocery environment has been proposed as identified in SOO Section 3.0.1. Request Clarification for All modules of the proposed business suite that have been successfully integrated, tested, and deployed to interoperate in a commercial grocery environment. Is there a "Use-Case" the government has where all DeCA requirements mirror an existing Grocery implementation. Recommended that the government provide the USE CASE to Industry that DeCA may be aware of to validate that all their requirements have been met previously with a grocery implementation. Also, recommend for the final RFP that a requirements matrix or table is structured to list all requirements including user interface, business logic, and automation requirements is included as an Appendix that enables offerors to specify if they are able to: meet the requirement through configuration, meet the requirement through customization, or Cannot meet the requirement Specifically in the context of a Grocery Environment. This will provide offerors with the flexibility necessary to respond with viable solutions, while giving DeCA the information necessary to do a trade-off between proposed solutions | DeCA does not have use cases. DeCA is seeking a COTS implementation in a grocery environment to include the DeCA uniques as identified in the RFP |
| 40 | C.5.0 Deliverables. Recommend the addition of a Mobilization Plan as a deliverable during project execution - this is a high level document that would lay out how DeCA would be engaged from an organizational perspective; confirm the roadmap sequencing and timing; as well as allow for development of a change management plan and a stakeholder assessment | Each vendor is responsible for proposing their best practices and requirements for change management / configuration management in accordance with the DIDs as outlined in the RFP; however, DeCA will reword the requirement for clarity in the final RFP |
| 41 | 3.1.1.1 Contracting. DeCA must comply with the Federal Acquisition Regulation (FAR) and the Defense Federal Acquisition Regulation Supplement (DFARS) when purchasing merchandise for resale from national consumer packaged goods (CPG) manufacturers, brokers, distributors, and suppliers. Some contracts are directly awarded to a national CPG manufacturer and others are selected competitively per DoD regulations... (through the end of the section) It will be important to explicitly define the expected role of CCPP to manage contract data and apply contractual terms to best leverage solution extensibility and limit customization. The affected processes include negotiations, vendor setup, item setup, costing, purchasing, pricing, promotions, payments, billing and performance management | DeCA will reword the requirement for clarity |
| 42 | 3.1.1.1 Contracting Vendor Portal: DeCA will provide all manufacturers, brokers, suppliers, and distributors with a portal login and password. The portal will be hosted and managed by the EBS contractor who will provide all required training. Please confirm that all hosted HW/SW will be on GFE facilities, except for the HW/SW for Vendor/Portal Hosting which will be hosted on a contractor site. | Depending on the proposed solution, all government owned equipment will be hosted in a government facility; however, DeCA will reword the requirement for clarity in the final RFP. |
| 43 | 3.1.1.2 Cataloging and Pricing. The CCPP module will centrally manage all resale food and non-food items. The CCPP module will use the Global Data Synchronization Network (GDSN) and electronic data interchange (EDI) exchange or other acceptable data exchange formats (both CONUS and OCONUS formats) to receive item information, cost and suggested retail prices, and effective dates... (and other requirements related to GDSN and EDI) The rules of engaging network-centric technologies such as GDSN and EDI in automated and user-initiated processes must be well-defined so that workflow is streamlined. Likewise the specific role of each component of software involved in extracting, transforming, transmitting and loading will need to be clarified in order to configure and deploy the most efficient interfacing of data | DeCA will reword the requirement for clarity |
| 44 | 3.1.1.3 Promotions The promotional module within CCPP will provide: Multi-year event calendar, Promotional package creation, Promotional order forecasting, Promotional order creation with store specific allocation based on history. While promotional order forecasting and creation are logical components of a comprehensive promotions management solution, those capabilities provide the most value when holistically deployed to forecast and order non-promoted product as well. Promotional pricing execution is clearly within the scope of increment 1, but promotional forecasting and ordering might be more logically placed in the scope of increment 2 | Promotional planning, calendaring, and pricing will be in increment 1; promotional forecasting will be in increment 2. DeCA will ensure the RFP is updated accordingly. |
| 45 | 3.1.1.4 Planogramming Does DeCA envisage Macro Space Optimization / planning to be a key area when producing truly store specific planograms? i.e. to ensure that the category space is optimal and then produce a true store specific planogram to fit the space | DeCA will reword the requirement for clarity |
| 46 | 3.1.1.4 Planogramming Can DeCA provide clarity on how the clusters are created / maintained? Is this based on a behavioral approach, and does DeCA have an effective solution that will allow the user review the clusters in line with the category review process? Also, does the existing cluster process provide insight into how and why the categories are being shopped differently in the different clusters? | DeCA is migrating to a commercial standard grocery model and therefore encourages all vendors to propose a solution that provides the best value to the government |
| 47 | 3.1.1.4 Planogramming In a typical category review process, a standard process would be for the buyer / category manager to analyze the assortment strategy, assortment mix, understand the sales transferability if items are added / removed etc. This information is then passed to the merchandising team to enable the effective creation of cluster level / store specific planograms ensuring that the business needs are met. Is this an area that DeCA currently has a process / solution in place to do this? | DeCA is migrating to a commercial standard grocery model; therefore, all vendors should propose a solution that provides the best value to the government |
| 48 | 3.1.1.4 Planogramming Recommend inclusion of store specific planograms which are optimized relative to store conditions, consumer demand, category strategy, and supply chain | DeCA will reword the requirement for clarity |
| 49 | 3.1.1.4 Planogramming Recommend that DeCA include requirements for ease of use and scalability. For instance, automation of store-specific planogram processes. | DeCA will take this comment into consideration |
| 50 | 3.1.2.6 Interim Interfaces. To which EDI data exchange system is DeCA expected to interface? | DeCA will reword the requirement for clarity |
| 51 | 3.1.2.1 Ordering. Recommend including requirements to optimize shelf life of fresh goods | DeCA will take this comment into consideration |
| 52 | 3.1.2.1 Ordering. Please provide additional details around pack outs and order consolidation features | DeCA will reword the requirement for clarity |
| 53 | 3.1.3.1 - Omni-Channel POS with CRM. Extend common HHT capable of providing “line-busting” (including commercially acceptable tenders), price check, and inventory count capability. Consider extending requirement to full POS functionality available on the HHT (rather than only line-busting), to support evolving/future needs for fully mobile POS and improved customer experience, in addition to simple line-busting | DeCA will reword the requirement for clarity. As a caveat, the requirements in the RFP are DeCA’s minimum acceptable requirements. Vendors are encouraged to propose their best solution based on industry standards and commercial best practices |
| 54 | 3.1.3.1 Omni-Channel POS with CRM “Trickle feed” transmission of TLOG data to other DeCA systems. Consider specifying single Integration point at Center rather than multiple feeds from commissaries back to Center. | DeCA will reword the requirement for clarity |
| 55 | 3.1.3.1 Omni-Channel POS with CRM Payment card industry (PCI) compliance. End-to-end requirement for PCI Compliance is understood; however, contractor responsibility is to PA-DSS Compliance in support of overall PCI Compliance. Consider expanding requirement to include Increment 3 POS being removed from PCI scope (via Point to Point encryption (P2PE)). | DeCA will take this comment into consideration |
| 56 | 3.1.3.5 DeCA Unique. The EBS POS software module will initially operate on DeCA’s existing POS hardware to include (but not limited to) in-lanes, wireless registers, SCOs, and HHTs. Can DeCA please supply a complete list of current Legacy HW including SW components running on each HW component? | Please refer to the M.3.8 Proof of Concept. Point of Sale Software Proof of Concept Demonstration. |
| 57 | 3.1.3.6 Interim Interfaces. Outputs from POS End-of-day reports to DERMAS. Please clarify requirements | DeCA will reword the requirement for clarity. |
| 58 | 3.1.4.1 Warehouse Management system and CONOPS 1.4.1 DeCA currently operates nine OCONUS CDCs. DeCA currently operates seven OCONUS CDCs. On p 695 it is stated that " DeCA currently operates nine OCONUS CDCs" and on p 732 it is stated that " DeCA currently operates seven OCONUS CDCs". Please clarify | DeCA currently operates nine CDCs; however, DeCA will reword the requirement for clarity |
| 59 | 3.2 Technical Requirements Failover Capability. Failover and recovery is mentioned in the Draft RFP but Disaster Recovery is not. Is there a separate/specific Disaster Recovery plan or is DR covered by the current East and West Data Center failover strategy? | DeCA will reword the requirement for clarity |
| 60 | Are there currently Failover exercises conducted? Please list current the requirements for testing failover. | DeCA conducts failover activities on an annual basis as required. The EBS vendor will be responsible for providing support for these activities |
| 61 | 3.2.1.1 Data Center Requirements Licensing Restrictions: All operating system licenses are maintained by the DeCA Data Center. All operating system N-Tier application software is maintained by the DeCA. Please clarify, does this pertain to asset management of the licenses or maintenance of the SW (or both). Also does this imply that DeCA owns the licenses? | DeCA will reword the requirement for clarity |
| 62 | 3.2.1.1 Network Resource Requirements The DeCA Data Center is supported by the DeCA Network Communications Team. Please confirm that this statement means that the bidding contractor will not be providing any Network HW, SW, or Services. | The EBS vendor will not be responsible for providing network hardware, network software, or network services. |
| 63 | 3.2.1.1. Data Center Requirements Will the touch labor for the data center (on site, remote, or both) be handled by the vendor awarded this contract? | DeCA will reword the requirement for clarity |
| 64 | 3.2.1.1. Data Center Requirements Please clarify if it is DeCA's intent to have Prime contractor provide touch labor for data center hosting support under this contract or will it be under another contract? - Can touch labor for data center hosting be performed remotely? | DeCA will reword the requirement for clarity |
| 65 | 3.2.1.3 Security Requirements Can the next level of the network security plan be made available? | Please refer to the EBS Technical Library |
| 66 | 3.2.4 Help Desk. Please provide call/incident rates for the current DeCA Help Desk, broken down by the following areas (as applicable to DeCA's current environment): vendor portal password creation and maintenance, application login and password resets, application outages, software issues, database issues, data discrepancies, HHT application issues, server/PC outages, server/PC hardware failures, server/PC operating system, firmware, and security patch upgrade issues, HHT/accessory depot maintenance, HHT hardware break/fix, portable HHT printer/Backdoor receiving printer issue | DeCA does not intend to provide this information |
| 67 | What is the problem and change tool that is currently used today by the DeCA Help desk and the support teams | DeCA’s help desk currently uses BMC’s Remedy; however, each vendor should propose a solution that provides the best value to the government |
| 68 | 3.2.6 Deployment The contractor will deploy the EBS client software (CCPP, ORI, omni-channel POS with CRM, and FIM) to all stores through remote deployment. Does DeCA currently have a tool / solution that provides for remote software deployment capability that can be leveraged by the contractor? Or, is the contractor to propose a mechanism by which to provide this capability? | DeCA will reword the requirement for clarity |
| 69 | The Draft RFP references that DeCA currently has IT Data Center Support. Once the contract is initiated, will the DeCA IT Support teams support all Legacy HW/SW/Services and the winning contractor support all of the new EBS HW/SW/Services once implemented by each increment phase? Please clarify the demarcation for support teams | DeCA will reword the requirement for clarity |
| 70 | 3.2.6.1 Architecture Standards System is available to perform essential business functions during operating hours - 99% Threshold / 99.9% ObjectiveEBS demonstrates 99% data integrity in all increments and its exchange of data with other systems. - 99.9% Threshold / 99.999% Objective, EBS conforms to DoD 8510.01 DoD Information Assurance Certification and Accreditation Process (DIACAP) - achieve and maintain certification and accreditation / meet 100% of DoD criteria, Architecture Standards - EBS hardware and software components are configured to allow full compatibility, interoperability and integration. Within 2 versions of current published standards / 100% compliant. Please elaborate and provide clarification on Architecture Standards - data integrity (during exchange of data with other systems). What other systems are involved in this requirement? Please provide clarification on architecture standards (interoperability within 2 versions of published standards). To which current published standards is DeCA referring? | DeCA will reword the requirement for clarity |
| 71 | 3.2.6.1 Key Performance Parameters EBS conforms to DoD 8510.01 DoD Information Assurance Certification and Accreditation Process (DIACAP) In acknowledgement of the nascent Risk Management Framework may we augment the DIACAP security control sets with those detailed in NIST 800-53 v4? | Proposed solutions must adhere to all current DoD security regulations at the time of implementation. |
| 72 | CLIN 0027 (and sub-CLINs) and others The contractor shall provide firm fixed prices to complete the Integration (Legacy System Data to EBS) Requirements to include all support (labor hours and travel) required to perform data conversion for each increment in accordance with the DeCA EBS SOO, individual task/delivery orders, and the basic contract. As part of data migration tasks, is the Offeror responsible for data cleansing and data quality assurance measures? | Data cleansing is outside the scope of this effort; however, quality assurance and data migration are part of this effort. |
| 73 | Opt 6 Month Extension Evaluation Quantities Spreadsheet - For Cell AT156 should the value (of HHT Maintenance) be 1482 instead of 741? It appears that this value is one half the run previous years run rate - is this a typo or intended? | The 6 month extension is being removed from the requirement |
| 74 | CLIN 0032 and Sub-CLINs Does DeCA have a technology refresh cycle requirement (I.e. X years after the initial increment phase installments) or is that up to the bidding contractor? | Please refer to section 3.0.3 of the RFP. Each vendor should propose a solution that maintains commercial grocery industry parity |
| 75 | Statement of Objectives - 3.0.2 Improve Business Functionality Provide operational efficiencies. Provide industry standard metrics to show operational efficiencies or improvements in DeCA’s business operations as a result of implementing EBS and track the systems performance. A cost effective system will show a return on investment for the key business metrics proposed. Are there already defined Business Metrics that DeCA is measuring? If so, will DeCA provide those metrics to us? | Although DeCA has performance metrics, DeCA does not plan to provide current metrics. Vendors are encouraged to propose commercial standard business metrics |
| 76 | M.3.6 Small Business Subcontracting Plan / Small Business Participation Proposal The Government will review the offeror’s small business subcontracting plan/small business participation proposal, and it will be evaluated, on an acceptable/non-acceptable basis, by the contracting officer, Small and disadvantaged business utilization specialist, and small business administration for compliance with FAR Part 19.704, DFARS 215.304, and DISA subcontracting goals. Can DeCA provide an understanding of the set-aside percentages, if any, for this contract? | The Final RFP will updated to clarify the DoD small business participation/subcontracting goals. |
| 77 | M.3.8 Proof of Concept POS Software Proof of Concept Demonstration Anticipated timeframe for the proof of concept demonstration? | Demonstrations will be scheduled after completion of initial evaluations. An specific time frame cannot be provided. |
| 78 | POS Software Proof of Concept Demonstration. Please note that this demonstration specifies older hardware that in some cases may be obsolete or unsupported, and therefore not necessarily compliant with current PCI and other security requirements. This includes the very soon to expire Windows XP Operating System, PIN Pads that do not meet current PCI PTS standards, and older POS terminals with limited memory, which are potentially unable to support the latest Operating Systems and security products. Given this, it may make sense to have all vendors demonstrate on more modern platforms, to allow for a more complete and effective demonstration. | DeCA will take this comment into consideration. As a caveat, DeCA is re-looking at the concept demonstration requirements for further clarification / definition in the final RFP |
| 79 | M.3.8 Proof of Concept (demonstration required based on 512MB; however, DeCA will upgrade memory to max of 2GB for a second demo as required) Recommend upgrading POS/SCO devices necessary for demonstration to 2GB of RAM for first demonstration | DeCA will take this comment into consideration. As a caveat, DeCA is re-looking at the concept demonstration requirements for further clarification / definition in the final RFP |
| 80 | M.3.8 Proof of Concept (demonstration required based on 512MB; however, DeCA will upgrade memory to max of 2GB for a second demo as required) Please provide clarity as to the "second demo as required". | Please refer to section M.3.8 Proof of Concept in the EBS RFP. As a caveat, DeCA is re-looking at the concept demonstration requirements for further clarification / definition in the final RFP. |
| 81 | M.3.8 Proof of Concept Hardware characteristics for Register, Store Controller, SCO, SCO Controller, etc. Please provide details as to the Operating System(s) that are currently running on the proof of concept demonstration equipment (Register, Store Controller, SCO, SCO Controller, etc.) | Please refer to section M.3.8 Proof of Concept in the EBS RFP. As a caveat, DeCA is re-looking at the concept demonstration requirements for further clarification / definition in the final RFP. |
| 82 | M.3.8 Proof of Concept Offerors in the competitive range will be required to demonstrate their proposed POS software solution to members of the source selection evaluation team (SSET) in the DeCA Test Lab at DeCA Headquarters, Fort Lee, Virginia on current DeCA provided POS hardware. Will DeCA provide offerors with a full suite of the current DeCA hardware prior to this demonstration? If so, can DeCA provide an approximate date when it will provide this hardware to offerors? | No, DeCA will not provide hardware to vendor prior to the demonstrations. As a caveat, DeCA is re-looking at the concept demonstration requirements for further clarification / definition in the final RFP. |
| 83 | In section 3.03, it is mentioned that DeCA wants to optimize use of cloud services. What are the parameters that DeCA will define that must be met in order to use cloud based applications? E.g. here are many commercial cloud based applications are available that provide specialized solution for Customer Relationship Management and Consumer Loyalty Management. Many of these solutions are in public cloud zone and if leveraged, will have to be integrated to securely hosted DeCA application (component of EBS). Will DeCA allow combination of public cloud and on-premise solution? Many DoD systems cannot be hosted in public cloud, does this apply to EBS? What part, if any are eligible to be in public cloud? | Any use of cloud services as part of EBS must adhere to FedRAMP (all levels) and DoD security requirements, which will be provided in the final RFP |
| 84 | Contractor to propose complete solution including software, hardware, networking and services. Is hardware required will be hosted in DeCA facility or contractor facility? Is there preference? What are the requirements if it is to be hosted at contractor site? | Hardware will be hosted in a DeCA facility unless the offeror provides a fully DoD compliant cloud-based service |
| 85 | Is there process in place to ensure prompt acquisition of ATO (or IATO) to ensure functionality is deployed within first year? | Yes, processes are in place |
| 86 | Planning, Demand Forecasting and Allocation are under-represented in the draft RFP. Do you anticipate that they will be requirements in the final RFP resulting in a greater scope? | DeCA will reword and enhance the requirement for clarity |
| 87 | DRFP has requirements around analytical tool as part of EBS. It also mentions DeCA’s EDW (section 3.0.2- second bullet). Does DeCA anticipate the analytical tool mentioned as part of EBS is same as DeCA’s EDW? Is DeCA intending to provide current toolset used for EDW as GFE for this program? | No, the operational analytical tool is not the same as DeCA’s EDW, but is expected to be an integral part of the vendor’s solution. EDW will be DeCA's decision support tool |
| 88 | Business Intelligence and Analytics are a key component of effective Grocery Industry COTS, but are not described in this document – e.g. it is mentioned that their effectiveness will be measured based on the key business metrics proposed, but those business metrics are not defined. Analytical requirements in general are not defined to assess specific requirements | DeCA will reword and enhance the requirement for clarity |
| 89 | Attachment E (section 3.0.1) and Technical Library (section 6.0) are mentioned in the DRFP but are not provided. Will government release these before final RFP is released so that contractor can ensure compliance with these requirements | Please refer to the Technical Library starting on page 713 of the draft RFP |
| 90 | Requirements for Omni Channel POS – It is stated that DeCA is performing pilot for the Fort Lee location. What is the technology being used for this pilot program? What are the business metrics being tracked to determine success of the pilot? And does EBS expected to replace these pilot site with its web solution (as part of Omni-channel requirements). | EBS is expected to replace the current pilot as part of the omni-channel POS solution. |
| 91 | There is not much information around reporting requirements, As-Is business processes (or any type of BPR DeCA has done), will government include these as part of EBS Technical Library | No, DeCA does not plan to provide this information. DeCA is seeking "out-of-the-box" reporting, analytics, dashboards, etc. |
| 92 | Is there a notional timeline of tasks that will be released and awarded within the initial IDIQ Contract phase? | A notional timeline of tasks that will be released/awarded will not be provided. |
| 93 | What is the task award process and timing of task awards within the IDIQ contractual construct | Timing of the task awards cannot be provided. The task award process will be defined in the Final RFP. |
| 94 | Are there government activities that could occur that would slow down task awards | While not anticipated, unknown government activities may slow down task awards. |
| 95 | Please describe the review and approval cycle process for the Data Item Descriptions (DIDs). | Please refer to Section 5.0. Deliverables of the DRFP |
| 96 | Please describe the review and approval cycle process including time line for the end item deliverables | Please refer to Section 5.0. Deliverables of the DRFP |
| 97 | Who is the typical reviewer and approver of end item deliverables. | Please refer to Section 5.0. Deliverables of the DRFP |
| 98 | What is the projected percentage of employees that would fall in the category of “Contractor employees may be required to work at home, another approved DeCA activity within the local travel area, or at the contractor’s facility”? | Please refer to Section F.6 of the Final RFP. This section states that this is "in cases of unforeseen conditions or contingencies". This section applies to the whole requirement. |
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