AMD 0003 Questions Answers HC108424R0015 .xlsx

Q&A

APIs and Integration Points:

1.1.1 Could you please provide detailed documentation for the software and APIs used in your current POS and commissary sales applications, specifically:

• Enterprise Business Solution (EBS) Emerald software

• Fastlane SelfServ

• CLICK2GO/Freshop platform

• NCR Voyix

1.1.2 Are there sandbox or testing environments available for these systems to facilitate development and integration testing?

System Architecture:

1.2.1 Is it possible to share current system architecture diagrams, particularly how the existing loyalty program interfaces with other systems?

1.2.2 Are there any middleware or integration platforms currently in use that we should be aware of? 1.1.1 The Government will provide this information to the vendor upon award.

1.1.2. All unit testing, integration, and UAT testing will be conducted at DeCA's test lab located at Fort Gregg-Adams, VA. See PWS Section 7

1.2.1. The Government will provide this information to the vendor upon award.

1.2.2. The Government will provide this information to the vendor upon award.

AMD 0002 PWS 2. Security and Compliance Security Requirements:

2.1.1 What security protocols and standards must we comply with (e.g., DoD cybersecurity standards, data encryption requirements) FedRAMP, or FARS, DFARS?

2.1.2 Are there specific guidelines for handling personally identifiable information (PII) of patrons?

Compliance Regulations:

2.2.1 Are there any federal or agency-specific compliance requirements, such as GDPR or CCPA, that we need to consider? Security Requirements:

2.1.1 See PWS Section 6.2.1

2.1.2 Language added to PWS Section 9.1 to address.

Compliance Regulations:

2.2.1 All applicable security and compliance regulations are listed in PWS Section 6.2.

AMD 0002 PWS 3.Project Scope and Requirements Functional Requirements:

3.1.1 Is the rewards program structured as 1:1 with users, or can an account with multiple users earn rewards?

3.1.2 How are rewards earned? For example, do users earn a set number of points or dollars per dollar spent? If points, what is the conversion rate to dollars?

3.1.3 Do loyalty rewards expire?

3.1.4 Is there an accrual period before rewards can be used, or are they available for immediate use?

3.1.5 Are the rewards issued as points or dollars?

3.1.6 Can rewards be combined with coupons or other discounts on the same purchase? Is there a cap on the total discounts applied to the subtotal?

3.1.7 Do you need to adjust rewards balance for specific users or in bulk (e.g., customer service compensation for an issue, holiday bonus rewards for all)?

3.1.8 Where can users view their rewards balance? At POS or online?

3.1.9 Should users see their purchase history and where their rewards were applied? Functional Requirements:

3.1.1. Yes, the rewards program will be structured as 1:1; each patron will have a unique 10-digit ID. See PWS Section 6.1.2.2

3.1.2. Since DeCA does not currently have a loyalty reward program, this is beyond the scope of the digitial loyalty registration requirement.

3.1.3. Since DeCA does not currently have a loyalty reward program, this is beyond the scope of the digitial loyalty registration requirement.

3.1.4 Since DeCA does not currently have a loyalty reward program, this is beyond the scope of the digitial loyalty registration requirement.

3.1.5 Since DeCA does not currently have a loyalty reward program, this is beyond the scope of the digitial loyalty registration requirement.

3.1.6 Since DeCA does not currently have a loyalty reward program, this is beyond the scope of the digitial loyalty registration requirement.

3.1.7 Since DeCA does not currently have a loyalty reward program, this is beyond the scope of the digitial loyalty registration requirement.

3.1.8 Since DeCA does not currently have a loyalty reward program, this is beyond the scope of the digitial loyalty registration requirement.

3.1.9 Since DeCA does not currently have a loyalty reward program, this is beyond the scope of the digitial loyalty registration requirement.

AMD 0002 PWS 3.1.10 How does someone enroll in the rewards program, get their digital number, and are there any exclusions?

3.1.11 Do you ever need to remove someone from the rewards program?

3.1.12 How are returns handled in relation to rewards?

3.1.13 Are there additional features or functionalities expected beyond what's outlined in the project description?

3.1.14 Do you have user stories or detailed use cases to provide more insight into the desired patron experience?

Non-Functional Requirements:

3.2.1 What are the performance and scalability expectations for the DLRC, especially concerning anticipated user growth? 3.1.10 The solution must integrate with DeCA's current eCommerce solution to enroll eligible DeCA patrons. See PWS Section 6.1.1

3.1.11 Yes, See PWS Section 6.1.1.2

3.1.12 DeCA does not currently have a loyalty reward program. This is beyond the scope of the digitial loyalty registration requirement.

3.1.13 The Government is interested in contracting for the original posted solicitation.

3.1.14 The Government encourages vendors to base their responses on commercial grocery best practices. The Government is interested in how vendor offerings can offer DeCA patrons a positive digital registration experience that delights and encourages repeat use.

Non-Functional Requirements:

3.2.1 The Government expects performance and scalability to be at or beyond those experienced by our commercial retailers/industry standards. See PWS Section 4.

AMD 0002 PWS 4. User Experience and Design Design Guidelines:

4.1.1 Are there existing branding or UI/UX guidelines we need to follow for the digital registration process and mobile app updates?

4.1.2 Do you have preferences for the technology stack or development platforms (e.g., preferred programming languages, frameworks)?

Accessibility:

4.2.1 Are there any accessibility standards we need to meet to ensure the application is usable by all patrons? Design Guidelines:

4.1.1 Yes, the solution must integrate with DeCA's current eCommerce solution branding and UI/UX guidelines. See PWS Section 6.1.1.1

4.1.2 The Government will not prescribe the particular programming language or framework that is best suited for the requirement; however, the vendor solution must be able to integrate with current DeCA systems. See PWS Section 6.1.1.1

Accessibility:

4.2.1 The vendor must comply with DoD, Federal, or Commercial industry-equivalent accessibility standards. See PWS Section 10 AMD 0002 PWS 5. Collaboration and Communication Points of Contact:

5.1.1 Who will be our primary points of contact at DeCA, NCR Voyix, and Freshop for technical coordination?

5.1.2 What is the preferred method and frequency of communication for project updates and issue resolution?

Vendor Collaboration:

5.2.1 Are there existing agreements or NDAs with NCR Voyix or Freshop that we need to be aware of or participate in? Points of Contact:

5.1.1 The Government will provide all appropriate points of contact to the vendor upon award.

5.1.2 Certain deliverables are defined within the PWS Section 6.1, Section 6.3, and section 6.4. Upon contract award, a more detailed project update schedule and plan will be established between the government and vendor.

Vendor Collaboration:

5.2.1 The Government will provide all appropriate NDAs to the vendor upon award.

AMD 0002 PWS 6. Project Timeline and Deliverables Deadlines and Milestones:

6.1.1 Is there a detailed project timeline with key milestones and deliverable dates?

6.1.2 Are there any critical deadlines or events we should align with, such as planned system upgrades or marketing campaigns?

Testing and Deployment:

6.2.1 What are the expectations regarding testing phases (unit testing, integration testing, UAT)?

6.2.2 Are there specific deployment environments and protocols we should plan for?

Deadlines and Milestones:

6.1.1 Certain deliverables are defined within PWS Section 6.1, Section 6.3, and Section 6.4. Upon contract award, a more detailed project update schedule and plan will be established between the government and vendor.

6.1.2 The Government will provide this information to the vendor upon award.

Testing and Deployment:

6.2.1 See PWS Section 6.4

6.2.2 See PWS Section 6.4

AMD 0002 PWS 7. Support and Maintenance Post-Deployment Support:

7.1.1 What are the expectations for ongoing support and maintenance after the project goes live?

7.1.2 Will we be responsible for training DeCA staff or providing user support for patrons?

Service Level Agreements:

7.2.1 Are there SLAs or performance guarantees that we need to meet during and after implementation Post-Deployment Support:

7.1.1 The vendor will be required to provide continuous maintenance for the solution through the life of the contract. See PWS Sections 6.1.3.3 and 6.1.4.1

7.1.2 See PWS Section 6.2 to reflect the Government's requirement.

Service Level Agreements:

7.2.1 This is beyond the scope of the digital loyalty registration requirement.

AMD 0002 PWS 8. Data Management Data Ownership and Privacy:

8.1.1 Who will own the data collected through the DLRC?

8.1.2 Are there policies regarding data retention and deletion that we need to comply with?

Data Migration:

8.2.1 Will there be a need to migrate data from existing systems or loyalty programs into the new DLRC?

Data Ownership and Privacy:

8.1.1 Refer to FAR 52.227-14

8.1.2 The Government will provide this information to the vendor upon award.

Data Migration:

8.2.1 The expectation is that the vendor would automatically convert existing users to the new system. See PWS Section 6.1.2.3 AMD 0002 PWS 9. Risk Management Known Challenges:

9.1.1 Are there any known technical challenges or limitations with the current systems that could impact the project?

9.1.2 Have there been previous attempts at similar integrations, and if so, what lessons were learned? Known Challenges:

9.1.1 There are currently no known limitations or challenges.

9.1.2 No, there have not been.

AMD 0002 PWS 10. Success Criteria Key Performance Indicators:

10.1.1 What are the success metrics for this project?

10.1.2 How will user adoption and satisfaction be measured?

Key Performance Indicators:

10.1.1 Refer to QASP

10.1.2 Refer to QASP

A.) Does DeCA have an estimate of how many potential rewards users are in the combined user base? For example, estimated number of patrons and DeCA staff that would contact the Service Desk.

B.) Please define days of operation, such as 365 days a year, including or excluding holidays. A). The estimated number of Rewards Card Users is 180,000. PWS Section 6.1.4.1.3 has been updated to reflect.

B). The expected days of operation are 365 Days per year including holidays. PWS Section 6.1.4.1.3 has been updated to reflect.

Updated PWS - From Amendment 2 Section 6.3 7 of 34 Regarding 6.3 Training – The vendor will be required to provide training for DeCA staff to include digital training guides that encompasses all aspects of the digital loyalty registration program.