Enterprise_Food_Solution_RFI.docx

Request For Information (RFI) Enterprise Food Solution

Army & Air Force Exchange Service Enterprise Food Solution

Request for Information (RFI)

Table of Contents

1. Background

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 stable and reliable Food Point of Sale (FPOS) software solutions. If your solution is used by a number of the Top 150 Worldwide Retailers then we are interested in hearing from you. We may also be interested in a solution that can combine both the FPOS with Retail POS applications into one solution. We currently use the Micros 3700 platform for our FPOS application and must replace it by spring 2014. Please ensure you thoroughly respond to our questions.

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 Enterprise Food Solution from <Your Company>. Questions to the RFI are required by 2:00 CST – 13 NOVEMBER 2012.

Please submit RFI responses via email to: MartinezAr@aafes.com with a subject line: Certificate Management RFI Responses from <Your Company>. Responses to the RFI are required by 2:00 CST on – 30 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 2009 were $9.8 billion, providing dividends of $261.6 million to MWR and Services programs for troops.

The Exchange operates more than 3,100 facilities worldwide, in more than 30 countries, 5 U.S. territories and all 50 states. The Exchange operates more than 1,300 fast-food restaurants worldwide, such as Taco Bell, Burger King, Popeye’s, 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.

Requirements

Questions

1. Do you currently have a Gorvernmentwide Acquistions Contracts (GWACs) vehical 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.

2. 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?

3. Is your system a self-hosted enterprise solution?

4. Does your software solution able to support over 70 different concepts (ie..Burger King,Arbys..etc plus several in house concepts)?

5. Does your software solution have the capability to support at a minimum 4000 clients (ie Workstations and Kitchen displays)?

6. Do you off software support 24/7 365 days a year worldwide?

7. Is your Point of Sale (POS) software dependent on your hardware?

8. Does your software solution allow Combo Meals - the ability to ring an item in and then turn it into a combo meal IE with fries and a drink?

9. Does your software solution allow Cash Management - the ability to assign tills by workstation. Assign employee by till. Then close count and deposit them at EOD. Also needs the ability to have a foreign currency amount used and deposited in a separate till.

10. Does your software solution allow Multiple Currencies –the ability to accept multiple currencies at a site?

11. Do you offer Order Devices - features to include: EXPO Printers and Kitchen Displays?

12. Do you offer a GSS (Guest Services Solutions)? - We use this to track customers in the Database. Also, to track order history and print delivery information on guest check.

13. Does your software offer Transfer Checks? - ability to transfer checks to delivery drivers and track their orders until they are paid. Or in the case that they were paid by CC (Credit Card) track the order until the driver returns.

14. Does your company offer OCB - (Order Confirmation Board) support?

15. Does your company offer Menu Boards - the ability to set up and program menu boards. This should include ability to display rotating images or video; as well as rotating menus based on time of day.

16. Does your company’s software solution support Third Party Integration? - ability to support third party integration with menu boards. This would allow prices to transfer from POS to menu Board. (understand some development will be required)

17. Does your company’s software solution support Third Party Integration - ability to support third party integration with online ordering software. To include the ability for the order to be directly transmitted and entered in the POS. (understand some development will be required)

18. Does your company’s software solution support T-Logs - ability to Generate T-Logs based on the current AAFES Detail Extract. (understand some development will be required)

19. Does your company’s software solution support Gift Cards - ability to take NBFF (Name Brand Fast Food) Gift Cards. Currently this includes the Starbucks Gift Card and the Burger King Gift Card. We are able to redeem, issue, reload, and run a balance inquiry. (understand some development will be required)

20. Does your company’s software solution have the ability to intergrate and support the Exchange’s Military Star / CoBranded Card? It must have the ability to take the AAFES Military Star card. This would include the ability to recognize our cobranded cards. IE. Military Star/ MasterCard. Payment should automatically authorize to the Military Star. (understand some development will be required)

21. Does your company’s software soluition offer a Reporting functionalities? It must have the ability for management to generate AAFES custom reports.

22. Does your company’s software soluition include Settlement functionality? It must have the ability to process and create settlement files using the current AAFES credit driver specifications. (understand some development will be required)

23. Does your company’s software soluition support Workstations?- ability to support use of AAFES Dell workstations versus the custom workstations. (Currently Optiplex XE SFF)

24. Does your company’s software soluition include Inventory Control System? – It must have the ability to support an Inventory Control System that will track usage of food and non-food items at the sites.

25. Does your company’s software soluition include Employee Timeclock – it must have the ability to have employees clock in and out, and support printing a report for payroll purposes on a bi-weekly basis.

26. Does your company’s software soluition include a Refund functionaility? The ability to refund customer returns.

27. Does your company’s software soluition include a Void functionality? The ability to item void within a sale and post void a transaction.

28. Does your company’s software soluition include a Size Up functionality? The ability to size up a combo meal.

29. Does your company’s software soluition include the functionality to accept Checks? –(ability to accept checks as a form or tender).

30. Does your company’s software soluition include the Bank Credit functionality? the ability to accept bank credit as a form of tender: Visa, Mastercard, Discover, American Express, and Debit. (understand some development will be required)

31. Does your company’s software soluition include Network Printer functionality? – ability to support network printing to be used for printing backoffice reports.

32. Does your company’s software solution include Gift Cards functionality? The ability to take Exchange Gift Cards. We are able to redeem, issue, reload, and run a balance inquiry. (understand some development will be required)

33. Does your company’s software soluition include Gift Card Reversals functionality? The ability to accept Exchange and NBFF Gift Cards in downtime. (understand some development will be required)

34. Does your company’s software soluition include Multiple Employee Levels functionaility? The ability to assign different levels of access for each manager and employee.

35. Does your company’s software soluition include Condiment Groups functionality? The ability to have at least 999,999 condiment groups.

36. Does your company’s software soluition include a Multiple Employee Levels functionality? The ability to assign different levels of access for each manager and employee.

37. Does your company’s software soluition include Gift Cards functionality? The ability to take Exchange Gift Cards. We are able to redeem, issue, reload, and run a balance inquiry. (understand some development will be required)

38. Does your company’s software soluition Gift Card Reversals functionality? The ability to accept Exchange and NBFF Gift Cards in downtime. (understand some development will be required)

39. Does your company’s software soluition include Multiple Employee Levels functionality? The ability to assign different levels of access for each manager and employee.

40. Does your company’s software soluition include Condiment Groups functionality- the ability to have at least 999,999 condiment groups.

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:

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