RFI_Enterprise POS Replacement - 16 July 2025.docx

Request for Information (RFI) Defense Commissary Agency Enterprise Self Check-out and In-lane replacement 26 June 2025

Defense Commissary Agency (DeCA), tracking number 842572777 is seeking information from industry to assist with the development and planning of a potential new requirement.

THIS IS A REQUEST FOR INFORMATION (RFI) NOTICE ONLY. THIS IS NOT A REQUEST FOR PROPOSALS (RFP). NO SOLICITATION IS AVAILABLE AT THIS TIME.

REQUIREMENT OVERVIEW

DeCA operates 235 military commissaries worldwide, encompassing approximately 3,000 checkout lanes including self-checkouts. This figure includes 177 stores in the continental United States (CONUS), including Alaska and Hawaii, and 58 stores in 12 locations outside CONUS (OCONUS). The commissary system also includes eight central distribution centers (CDCs) in Guam, Germany, South Korea, and Japan, and one meat-processing plant in Germany. The total number of commissary facilities operated globally is subject to change, based on statutory criteria for the establishment and closure of commissaries and Department of Defense policies. Commissaries serve approximately 12 million authorized patrons, including active-duty military, military reserve, National Guard, military retirees, and several other categories.

DeCA is seeking industry input on modernizing its Point of Sale (POS) Hardware systems to include both Self-Checkout (SCO) and traditional in-lane checkout options. As part of this effort, DeCA is also requesting recommendations for the most effective POS configurations based on store location types and operational needs. The POS solution will be used for grocery transactions and must be fully Payment Card Industry (PCI)-compliant to ensure secure handling of customer payment information.

DeCA aims to replace its current POS system with a modernized solution that integrates seamlessly with the NCR Emerald software platform. Through this Request for Information (RFI), DeCA seeks to identify definitions or/and development of the requirement capable of decommissioning old equipment, delivering a fully integrated hardware solution and to gain deeper insight into current industry capabilities.

The hardware must meet the functional requirements necessary to support daily grocery store operations across DeCA’s global commissary network. This includes compatibility with DeCA’s planned, industry-standard, cloud-based Software as a Service (SaaS) solution—NCR Emerald—which will be accessible through both mobile and desktop browsers to manage grocery and warehouse functions.

The proposed hardware must support:

· Seamless integration with NCR Emerald

· Offline transaction processing during network or power outages

· Real-time data synchronization

· Compliance with all applicable federal and Department of Defense (DoD) regulations and policies.

Optional Proposal:

· Contactless, Checkout-Free Shopping with "Just Walk Out" Technology

· Solution offers a seamless, cashierless shopping experience. Shoppers enter by scanning a mobile app or credit card, select their items, and simply walk out. The system automatically tracks items taken and processes the payment without the need for traditional checkout.

· Modern Shopper Experience Without SCO or In-Lane Hardware

· This approach utilizes advanced hardware and sensors that operate independently of standard SCO or in-lane systems, offering a more streamlined and efficient experience aligned with current market trends.

The integrated solution shall enhance operational efficiency, improve data accuracy, and deliver an exceptional customer experience across all commissary locations.

BACKGROUND/TECHNICAL CHARACTERISTIC:

Overall Vision: DeCA is committed to optimizing the balance between in-store and digital shopping experiences to deliver exceptional value, quality, and convenience to its patrons. Ensuring fresh, high-quality, and consistently in-stock products requires robust systems that enhance operational efficiency while improving customer satisfaction and loyalty. This vision depends on advanced software capabilities that support store operations, distribution logistics, employee engagement, and enterprise-level analytics. Integrating DeCA’s retail and warehouse systems is central to the success of its global resale mission.

Hardware must integrate with Cloud-Based SaaS Solution: DeCA intends to implement a modern, cloud-based SaaS solution accessible via desktop and mobile browsers. The contractor must fully comply with all applicable federal and DoD regulations, including data protection, accessibility, and cybersecurity requirements.

Information Request Details:

1. Transition Strategy: The responses should outline assumptions and strategies for transitioning from DeCA’s existing enterprise and legacy systems to the proposed SaaS solution. This includes recommendations for leveraging a User Engagement “Agility” Layer to enhance the user experience and streamline operations. Suggestions on which legacy functionalities should be retained and integrated are encouraged. Give an example of fresh install and decommission of legacy hardware with these six stores below:

· Small: CONUS and OCONUS (2 SCOs and 1 Lane)

· Medium Store: CONUS and OCONUS (4 SCOs and 4 Lane)

· Large Store: CONUS and OCOUNS (8 SCOs and 10 Lanes)

2. Incorporation of Best Practices: The response should highlight opportunities to adopt commercial best practices to improve productivity and support sustainable growth. Emphasis should be placed on intuitive User Interface (UI) and User Experience (UX) features that improve usability for both patrons and staff.

3. Performance Requirements: The response should include proposal of key performance tasks and metrics to guide successful implementation and ongoing support of the proposed solution with different retailers.

4. Compliance: Provide information if you have a solution consistent and compatible with IL2 FedRAMP Moderate compliance and Section 508 of the Rehabilitation Act.

5. POS Hardware Functionalities and Capabilities: DeCA is seeking responses that address how proposed modernized POS hardware solutions can enhance commissary operations and support enterprise-wide performance. Respondents should focus on how hardware that will meet DeCA's unique functional requirements in the following areas, while also identifying any additional capabilities that may provide value ”RFI responses may cover items not listed, as appropriate”

6. Multi-Channel POS Support: Hardware must be capable of supporting various checkout modalities including traditional in-lane registers, Self-Checkout (SCO), and Mobile Point of Sale (MPOS). All configurations must operate reliably in high-volume, grocery-specific environments and support common grocery store peripherals (e.g., scanners, scales, receipt printers, payment terminals).

a. Customer-Facing Enhancements: Hardware should support patron-facing functions such as interactive feedback collection, donation prompts, loyalty program engagement, and multilingual display capabilities to improve customer experience.

b. Transaction Integrity and Compliance: POS Terminal Devices must support secure, PCI-compliant transactions across a range of payment types, including Europay, MasterCard® and Visa® (EMV), mobile wallets, WIC/SNAP/EBT/EWIC, DeCA Gift Cards, Checks, Charge Sale, commercial accounts, and custom tender types authorized by the Department of Defense.

c. System Interoperability: Hardware should integrate seamlessly with DeCA’s NCR Emerald software environment, including interfaces for catalog and pricing data, promotions, coupons, manufacture coupons, local coupons, and customer identification modules.

d. Operational Reliability: POS hardware must be durable and serviceable, with support for offline processing, remote diagnostics, and hot-swappable components to minimize checkout disruptions and maximize uptime across CONUS and OCONUS locations.

e. Retail Integration: The solution should support tight integration with back-office systems for real-time inventory adjustments, product movement tracking, dynamic pricing updates, and promotion execution.

f. Commercial Availability: Hardware solutions should reflect commercial best practices and be based on commercially available technologies that align with DeCA’s operational, security, and scalability requirements.

g. Competitive Sourcing: Hardware solutions should be sourced in a way that avoids sole source dependency, ensuring multiple vendor options to promote competition, reduce risk, and support long-term sustainability.

h. Self-Checkout Oversight Tools: SCO systems must include hardware to support age-restricted item approval, real-time alerts to attendants, loss prevention sensors, and configurable user prompts to ensure policy compliance.

· Support for Future Enhancements: Hardware should be scalable to support future enhancements such as AI-assisted checkout, camera-based inventory tracking, and biometric authentication, while remaining aligned with DeCA's data privacy and cybersecurity standards.

· Maintenance and Lifecycle Management: responses should include information on hardware lifecycle support, warranty terms, field serviceability, and upgrade pathways to maintain consistent operational standards across the commissary system.

7. Format of Requested Response: Interested parties are invited to submit a detailed response addressing the technical and functional characteristics described here. Responses should include the following components:

a. Company Profile:

1. Company name, address, UEI number, and point of contact information, including phone and email

2. Technical point(s) of contact information

3. Highlight your company’s classification under NAICS code 541519 (Other Computer Related Services) with a size standard of $34.0M

b. Proposed Retail Grocery Solution Overview

1. High-level diagram illustrating any proposed retail grocery solution(s), demonstrating how they align with DeCA’s objectives and queries in Section 3(a) – (e)

2. Background on the company’s specializations in relevant industries or sectors

3. Describe any proprietary Hardware, methodologies, software, technical data, or frameworks that would be used in the proposed solutions

4. Discuss the availability of an “agility layer” that offers a software bridge between legacy infrastructure and modern digital capabilities and includes low-code or no-code customization and configuration in the proposed solution

5. Describe a software architecture approach that enables organizations to quickly and efficiently compose and deploy new business capabilities

6. Provide details on the scalability of your solution(s) to accommodate varying levels of user demand and data volume. Identify any system requirements or constraints, such as minimum hardware specifications or operating system compatibility. Describe the solution's interoperability capabilities, particularly its ability to integrate with existing platforms and technologies. Rough Order of Magnitude (ROM) pricing for the sustainment and replacement of legacy equipment and installation of new equipment, including five (5) years of sustainment support to include maintenance and Operating System (OS) upgrading

c. Security and Compliance:

1. Description of Information Technology security measures and protocols to comply with federal Government and DoD requirements

2. List any relevant facility security clearances or certifications that your company has relevant to work with federal government and DoD agencies

QUESTIONS: Questions regarding this announcement shall be submitted in writing by e-mail to pamela.yusko@deca.mil, Michael.bryant.ctr@deca.mil and sara.a.vogelgesang.civ@mail.mil. Verbal questions will NOT be accepted. Answers to questions will be posted to SAM.gov. The Government does not guarantee that questions received after August 4, 2025 10 a.m. EST will be answered. The Government will not reimburse companies for any costs associated with the submissions of their responses.

RESPONSE GUIDELINES: Interested parties are requested to respond to this RFI in written form. The response must be formatted in a single-spaced, 12-point font, with a minimum of one-inch margins on all sides of an 8 1/2" x 11" page. The total length of the submission shall not exceed 10 pages to include excels spreadsheets. The total email size, including all attachments related to the RFI response, should not exceed 5 MB. Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid DeCA’s handling of the information, please segregate proprietary information from non-proprietary information. Verbal questions or communications will NOT be accepted. After review of the submitted response a shortlist of qualified companies may be invited for further discussions or presentations during a prescribed “industry day” with DeCA.

Parties who wish to respond to this RFI should send responses via email no later than Date 04 Aug 2025 to pamela.yusko@deca.mil and sara.a.vogelgesang.civ@mail.mil

INDUSTRY MEETINGS: After review of the submitted response qualified vendors may be invited for further discussions or presentations with DeCA at DeCA Headquarters at Fort Gregg-Adams, VA.

Note: These meetings are for market research purposes only. They do not represent a commitment by DeCA to procure services but will help inform our formal solicitation and future acquisition strategy.

DISCLAIMER: This RFI is not a Request for Proposal (RFP) and is not to be construed as a commitment by the Government to issue a solicitation or ultimately award a contract. Responses will not be considered as proposals nor will any award be made as a result of this synopsis.

All information contained in the RFI is preliminary as well as subject to modification and is in no way binding on the Government. FAR clause 52.215-3, “Request for Information or Solicitation for Planning Purposes”, is incorporated by reference in this RFI. The Government does not intend to pay for information received in response to this RFI. Responders to this invitation are solely responsible for all expenses associated with responding to this RFI. This RFI will be the basis for collecting information on capabilities available. This RFI is issued solely for information and planning purposes. Proprietary information and trade secrets, if any, must be clearly marked on all materials. All information received in this RFI that is marked “Proprietary” will be handled accordingly. Please be advised that all submissions become Government property and will not be returned nor will receipt be confirmed. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract.