QA Final_DeCA EBS 21Oct24.pdf

Industry Questions Government Answers

Can you please confirm whether the DeCA EBS 2.0 RFP posted is for all AoIs or only for AoI 1?

The SAM.GOV posting is a Commercial Solutions Opening (CSO), titled DeCA EBS 2.0 CSO, is not a formal Solicitation (RFP) under FAR Part 15. This DeCA EBS 2.0 CSO is continuously open until August 12, 2025. ACC-APG may post on SAM.GOV any DeCA requirements requested by DeCA any time before 1August 12, 2025. The currently active Area of Interest 01 (AoI-01) covers all Objectives defined in the DeCA Statement of Objective (SoO) posted with the AoI-01 announcement seeking industry responses as outlined within the Commercial Solutions Opening (CSO). Note: the AoI-01 includes additional requirements beyond those outlined in the overall CSO specifically related to AoI-01. For further details or clarification, review the CSO documentation (CSO W58P05-24-S- C001, AoI-01 EBS W58P05-24-R-C001 and accompanying DeCA SoO A0001).

Can you clarify, are you looking for one 10-page response for AoI 1 due on 10.11? See revised DeCA EBS 2.0 CSO W58P05-24-S-C001 R1, dated 15Oct24 for page count of offeror solution brief, and revised DeCA Statement of Objective A001 v2 for specified objectives / outcomes. The Government requires one 10-page solution brief IAW DeCA EBS 2.0 CSO W58P05- 24-S-C001 R1, dated 15Oct24 and AoI-01 EBS W58P05-24-R-C001

Is the requirement to turn in one 10-page brief for all AOI’s or is the respondent allowed to turn in one 10-page brief per AOI?

See revised DeCA EBS 2.0 CSO W58P05-24-S-C001 R1, dated 15Oct24 for page count of offeror solution brief, and revised DeCA Statement of Objective A001 v2 for specified objectives / outcomes. The Government requires one 10-page solution brief IAW DeCA EBS 2.0 CSO W58P05- 24-S-C001 R1, dated 15Oct24 and AoI-01 EBS W58P05-24-R-C001

The team would like clarity if FEDRAMP is needed for EBS 2.0? Please clarify if Fed Ramp is a requirement or not for EBS 2.0?

Yes, FEDRAMP is required. A minimum of FEDRAMP (IL2), though higher security requirements may be required based on: Impact Level, System Characteristics, Existing Security Controls, System Connectivity, and Data Sensitivity. Ultimately, if the OEM's offering has not attained FedRAMP Moderate or higher, the Government is open to providing Agency sponsorship to the awardee. The awardee must be able to attain, at a minimum, FedRAMP Moderate In-Process status within nine (9) months. The Government understands that navigating the authorization landscape for commercial software within the DoD requires a collaborative effort. By understanding the strengths of FedRAMP and Risk Management Framework (RMF), consulting relevant DoD resources, and carefully considering the factors mentioned above, the Government will make an informed decision about the most appropriate authorization approach.

Could you please inform us of the security requirements? The Offeror shall ensure each contractor employee (including any subcontractor or agent) will be designated to an IT position category (i.e., IT-I, IT-II, or IT-III) based on level of access in accordance with Government criteria. Access to classified information is not required. Foreign Nationals are permitted Level I access only with command sponsorship and submission of DD 254. Only US citizens are allowed Level II and above.

If Helpdesk / Support is not mentioned and the respondent does not speak to it in the brief due to page requirements / not being mentioned in the AOI how could we highlight the vast support packages we offer?

The Statement of Objectives (SoO) A0001 V2 includes language under {9} Technical Integration Provider (TIP): "Provide ongoing technical support and maintenance for the implemented technologies." This would include related Help desk support.

Is the Government's intent to obtain 10 individual solutions briefs that are not integrated from each offeror, or 1 10 page solution brief that integrates all of the functional areas to address the EBS AOI 01 as a whole?

See revised DeCA EBS 2.0 CSO W58P05-24-S-C001 R1, dated 15Oct24 for page count of offeror solution brief, and revised DeCA Statement of Objective A001 v2 for specified objectives / outcomes. The Government requires one 10-page solution brief IAW DeCA EBS 2.0 CSO W58P05- 24-S-C001 R1, dated 15Oct24 and AoI-01 EBS W58P05-24-R-C001

Any guidance you are able to provide that the Government is looking for one integrated solution that addresses all 10 functional areas would be greatly appreciated.

See revised DeCA EBS 2.0 CSO W58P05-24-S-C001 R1, dated 15Oct24 for page count of offeror solution brief, and revised DeCA Statement of Objective A001 v2 for specified objectives / outcomes. The Government requires one 10-page solution brief IAW DeCA EBS 2.0 CSO W58P05- 24-S-C001 R1, dated 15Oct24 and AoI-01 EBS W58P05-24-R-C001

Can a Table of Contents be provided and if so, is it exempt from the 10 page limit? Yes, a table of content can be provided and it shall not be counted in the 10-page count for the solutions brief.

Can a Cover Letter be provided within the response and if so, is it exempt from the 10 page limit?

A title or cover page is exempt from the 10 page count. See revised documents.

Please confirm that both the title page and "page one (1)" do not count against the 10 page limit.

See revised documents. Reference to 'page one (1)' replaced with consistent language throughout revised documents.

DeCA EBS 2.0

The term AoI is used to describe EBS 2.0 and to describe objectives in the SoO.

Can DeCA please confirm that its intent is for an offeror's Solution Brief to provide a description of its intended solution and/or approach for up to ten (10) of the listed AoIs in the SoO document? If not, can DeCA please clarify its intent for how an offeror should respond?

See revised DeCA EBS 2.0 CSO W58P05-24-S-C001 R1, dated 15Oct24 for page count of offeror solution brief, and revised DeCA Statement of Objective A001 v2 for specified objectives / outcomes. The Government requires one 10-page solution brief IAW DeCA EBS 2.0 CSO W58P05- 24-S-C001 R1, dated 15Oct24 and AoI-01 EBS W58P05-24-R-C001

Can DeCA clarify the timeframe for the Solution Brief to address the discrepancy between the "30 September 2026" date in the SoO (and also the "24 month" language in the SoO) and the 12 month "period of performance" in the CSO? To what extent is DeCA considering a 12-month CSO (e.g. for base solution build) followed by a later CSO (e.g. for solution deployment / rollout)?

Submission date extended to 5:00 PM (1700 hours) on 22 October 2024. Reference in SoO A0001 and SoO A001 v2 in regard to (IRT) 30 September 2026 is:

"Technology modernization success is defined as the full deployment of EBS 2.0 no later than 30 September 2026."

Please confirm it will meet the requirement to provide two ROM estimates for capabilities in the solution brief, one for the software solution provider and one for the integrator services.

The SoO A001 v2 states "DeCA is seeking a Software Services Provider and an Technical Integration Provider (Integrator)".

DeCA has shared publicly that it has completed a supply chain transformation project. To what extent is there overlap between EBS 2.0 and this Supply Chain project, and will DeCA provide the details of the Supply Chain project to the offerors so the offerors can incorporate this work into its Solution Brief? Details should include: project objectives, activities performed, and any interim and final outputs / deliverables.

The Government intends to have supply chain visibility in CONUS/OCONUS down to the wholesale and distributor level, (e.g., "visibility into the inventories being held at the 19 distribution centers").

The Government intends to have a data sharing and a collaborative relationship with our suppliers and distributors. The Government intends to continue with a vendor-based supply chain in CONUS and the Warehouse Management (WM) solution only at OCONUS locations.

What was your online revenue over the past 12 months? By revenue we mean the monetary value of all transactions for goods and services generated through your B2C Commerce website, excluding shipping, taxes, coupons, discounts, and gift card redemptions. Please include all revenue flowing through the system including any ancillaries. What are your expected online revenue (as described in previous question) projections for next 12 months, 3 years, 5 years, 10 and 15 years?

DeCA's FY2023 Annual Financial Report is publicly available and posted on www.commissaries.com. The FY2024 will likely be posted by the end of the 1st Quarter, FY2025.

Most if not all mission, historical, and current plans / objectives for DeCA activities are included in its summation.

How many orders do you process per year? How many orders do you process in the peak hour of a typical week?

DeCA's FY2023 Annual Financial Report is publicly available and posted on www.commissaries.com. The FY2024 will likely be posted by the end of the 1st Quarter, FY2025.

Most if not all mission, historical, and current plans / objectives for DeCA activities are included in its summation.

How many business users will be active in the ecommerce administrative interface at the same time during the peak hour of a typical week?

DeCA's FY2023 Annual Financial Report is publicly available and posted on www.commissaries.com. The FY2024 will likely be posted by the end of the 1st Quarter, FY2025.

Most if not all mission, historical, and current plans / objectives for DeCA activities are included in its summation.

How many warehouses and/or distribution facilities do you use for fulfillment? Answer to this question is found in the posted SoO A0001 v2 on Page one (1) in the I. Introduction section. The Government intends to continue with a vendor-based supply chain in CONUS and the Warehouse Management (WM) solution at OCONUS locations.

If you include all of your products and every variant of every product in your catalog, how many total SKUs do you expect to have? How many price books or catalogs do you currently have?

DeCA's FY2023 Annual Financial Report is publicly available and posted on www.commissaries.com. The FY2024 will likely be posted by the end of the 1st Quarter, FY2025.

Most if not all mission, historical, and current plans / objectives for DeCA activities are included in its summation.

Expected Average Order Value? DeCA's FY2023 Annual Financial Report is publicly available and posted on www.commissaries.com. The FY2024 will likely be posted by the end of the 1st Quarter, FY2025.

Most if not all mission, historical, and current plans / objectives for DeCA activities are included in its summation.

How many groups of customers see different prices on the website? (Examples include Retail, Wholesale, Loyalty, General vs Not Logged in. Typical B2C sites have 1-3 groups: General, Not Logged-in, Loyalty)

DeCA currently does not have a Loyalty program. The Commissary "Reward Card" is defined on the Commissary webpage. The Government is seeking a robust Loyalty suite of capabilities to offer our Patrons more inline with retail grocery chains.

How many members are in your loyalty program? What percentage are active? DeCA does not currently have a loyalty program.

What is your year-on-year member growth percentage DeCA does not currently have a loyalty program.

Do points need to be in the escrow? DeCA currently does not have a Loyalty program, DeCA has a "Reward Card" that links coupons to patrons. The Government is seeking a robust Loyalty suite of capabilities to offer our Patrons.

Is expanded partner management capabilities (Billing Options & Joint Promotions) needed for your loyalty program?

DeCA currently does not have a Loyalty program, DeCA has a "Reward Card" that links coupons to patrons. The Government is seeking a robust Loyalty suite of capabilities to offer our Patrons.

Accrual:Redemption Ratio? DeCA currently does not have a Loyalty program, DeCA has a "Reward Card" that links coupons to patrons. The Government is seeking a robust Loyalty suite of capabilities to offer our Patrons.

Percentage of Orders Canceled or Returned? DeCA currently does not have a Loyalty program, DeCA has a "Reward Card" that links coupons to patrons. The Government is seeking a robust Loyalty suite of capabilities to offer our Patrons.

Average number of Order Line Items? DeCA currently does not have a Loyalty program, DeCA has a "Reward Card" that links coupons to patrons. The Government is seeking a robust Loyalty suite of capabilities to offer our Patrons.

Number of Tier Groups? DeCA currently does not have a Loyalty program, DeCA has a "Reward Card" that links coupons to patrons. The Government is seeking a robust Loyalty suite of capabilities to offer our Patrons.

Number of Member promotions and vouchers? DeCA currently does not have a Loyalty program, DeCA has a "Reward Card" that links coupons to patrons. The Government is seeking a robust Loyalty suite of capabilities to offer our Patrons.

Can the government confirm that the AOI detailed in document W58P05 asks offerors to submit one, single, 10 page solution covering all the sections in the Statement of Objectives document?

See revised DeCA EBS 2.0 CSO W58P05-24-S-C001 R1, dated 15Oct24 for page count of offeror solution brief, and revised DeCA Statement of Objective A001 v2 for specified objectives / outcomes. The Government requires one 10-page solution brief IAW DeCA EBS 2.0 CSO W58P05- 24-S-C001 R1, dated 15Oct24 and AoI-01 EBS W58P05-24-R-C001

Solicitation states: "Offerors must possess all required personnel security clearances, facility clearances, and other infrastructure requirements necessary to perform any proposed classified work in accordance with the Contract Security Classification Specification (DD Form 254) without reliance on Government resources." Can the government confirm that DD Form 254 isn't required if not proposing classified work but that anyone requiring DoD systems access would require, at minimum, Secret clearance or an IAT Level 2 certification?

The Offeror shall ensure each contractor employee (including any subcontractor or agent) will be designated to an IT position category (i.e., IT-I, IT-II, or IT-III) based on level of access in accordance with Government criteria. Access to classified information is not required. Foreign Nationals are permitted Level I access only with command sponsorship and submission of DD 254. Only US citizens are allowed Level II and above.

Given the government's desire to implement an innovative SaaS solution with a track record in the retail grocery industry, what is the government's expectation of support for ATO and FEDRAMP certification timelines?

Yes, FEDRAMP is required. A minimum of FEDRAMP (IL2), though higher security requirements may be required based on: Impact Level, System Characteristics, Existing Security Controls, System Connectivity, and Data Sensitivity. Ultimately, if the OEM's offering has not attained FedRAMP Moderate or higher, the Government is open to providing Agency sponsorship to the awardee. The awardee must be able to attain, at a minimum, FedRAMP Moderate In-Process status within nine (9) months. The Government understands that navigating the authorization landscape for commercial software within the DoD requires a collaborative effort. By understanding the strengths of FedRAMP and Risk Management Framework (RMF), consulting relevant DoD resources, and carefully considering the factors mentioned above, the Government will make an informed decision about the most appropriate authorization approach.

CSO 3.2.1, #4: "4. Price: Provide a rough order of magnitude price for the proposed solution and include desired payment terms." Please confirm that the Price/ROM response is not included in the 10 page limit.

It is not included. Refer to the DeCA CSO W58P05-24-S-C001 R1 Page 7 of 11, under section 3.2.1

The W58P05-24-S-C001 document asks offerors to provide the following items on Page 1 of their response: 2.1 On page one (1), include the following:

2.1.1 CSO Number

2.1.2 Business Size

2.1.3 Identification of teaming partners, subcontractors etc.

2.1.4 Commercial and Government Entity (CAGE) code

2.1.5 Dunn & Bradstreet (D&B) Data Universal Numbering System (DUNS) number

2.1.6 Business, Technical and Security POCs with unclassified/secure telephone numbers and email addresses – identify which POC is authorized to negotiate on behalf of the company Is there a citizenship requirement to work on this contract?

Refer to revised DeCA CSO W58P05-24-S-C001 R1 dated 15 Oct 24 Section 3.1, and other answers provided herein regarding IT position categories.

The Government directs the 'implementation' of a Building Automation System (BAS) and a Refrigeration Monitoring and Control System (RMCS). Will the Government please respectfully validate its intent is for (1) the offeror to propose and implement a 'new' BAS and RMCS system for DeCA's facilities or (2) the offeror to integrate with existing DeCA BAS and RMCS systems.

DeCA is seeking the offeror to integrate with existing DeCA BAS and RMCS systems. See revised SoO A0001 v2.

The Government indicates the necessity for 'Operation and Maintenance' type support from the Technical Integration Provider. Will the Government please advise on (1) the availability of existing Government Furnished help desk systems, tools and services, and (2) on the Government's required and expected level of Technical Integration Provider (TIP) help desk support, including TIP expected support by Tier (Tier 0 through Tier 4).

Yes, there are existing Government Furnished help desk system, tools and services. The levels required will be determined based on the complexity of the solutions.

Can the Government provide what environment and Impact Level the prototype will be required to be built in?

IAW AoI-01, the Government is not requesting a prototype.

What is the estimated value of award for the prototype? IAW AoI-01, the Government is not requesting a prototype.

Are we limited to 10-pages for all topics (Financial Management, Supply Chain Management, Sales & Marketing, Store Operations), or does each topic allow for a 10-page response?

See revised DeCA EBS 2.0 CSO W58P05-24-S-C001 R1, dated 15Oct24 for page count of offeror solution brief, and revised DeCA Statement of Objective A001 v2 for specified objectives / outcomes. The Government requires one 10-page solution brief IAW DeCA EBS 2.0 CSO W58P05- 24-S-C001 R1, dated 15Oct24 and AoI-01 EBS W58P05-24-R-C001

Please clarify whether the ten (10) pages is for the entire EBS 2.0 response (inclusive of all AoIs) or ten (10) pages for each AoI within EBS 2.0 such as AoI {1} Financial Management, AoI {2} Supply Chain Management, AoI {3} Sales and Marketing, AoI {4} Store Operations, etc.

See revised DeCA EBS 2.0 CSO W58P05-24-S-C001 R1, dated 15Oct24 for page count of offeror solution brief, and revised DeCA Statement of Objective A001 v2 for specified objectives / outcomes. The Government requires one 10-page solution brief IAW DeCA EBS 2.0 CSO W58P05- 24-S-C001 R1, dated 15Oct24 and AoI-01 EBS W58P05-24-R-C001

Does the offeror need to have personnel security clearances, facility clearances, and other infrastructure requirements prior to the award or provide a commitment that they will have them prior to the start of the project?

The Offeror shall ensure each contractor employee (including any subcontractor or agent) will be designated to an IT position category (i.e., IT-I, IT-II, or IT-III) based on level of access in accordance with Government criteria. Access to classified information is not required. Foreign Nationals are permitted Level I access only with command sponsorship and submission of DD 254. Only US citizens are allowed Level II and above.

Due to the size and complexity of the solution and implementation, would the government consider extending the due date by 2 weeks?

Submission date extended to 5:00 PM (1700 hours) on 22 October 2024

What is the latest day that the government will accept questions about this solicitation prior to submission?

No further questions will be accepted after the 17 October 2024 posting by the Government.

While we understand the importance and urgency of this project, we kindly request an additional two-week extension to provide a more thorough response. In summary, will your organization allow for submissions no later than October 25?

Submission date extended to 5:00 PM (1700 hours) on 22 October 2024

Can the government clarify if they are expecting the companies referenced in the following clause to be a prime contractor, and be responsible for organizing and priming the teaming arrangements? "Companies that have an innovative approach to specific aspects of the AOI are encouraged to submit proposals. Such companies, if selected, may be asked to arrange a prime/subcontract relationship to other submitters to ensure the delivery of an integrated solution."

To address the question,section 8.0 - "Preference will be given to submissions that present a comprehensive and compelling solution to the entire AoI-01. Submissions should identify whether the submitt er will employ su bcontractors and, if so, which companies for which capabilities.

Companies that have an innovative approach to specific aspects of the AOI-01 are encouraged to submit proposals. Such companies, if selected, may be asked to arrange a prime / subcontractor relationship with other submitters to ensure the delivery of an integrated solution." The prime / subcontractor relationship may be proposed by the Government in the case of a preference to work with submitter(s) having innovative approach(es) to specific aspect(s) of the AoI-01, meaning perhaps, not all objectives, but perhaps it could a comprehensive and compelling solution with a prime / subcontractor agreement between two or more innovative approaches together.

Would the government consider decoupling the SaaS/PaaS solution licensing from the System Integration provider’s implementation services, and form two separate agreements; one for licensing and one for services, rather than combining both as a single contract award? This gives your organization the greatest flexibility and value and allows you to maintain ownership over the SaaS/PaaS licensing agreement and data rights at the onset to ensure that the government has the maximum control and visibility over its operations.

The SoO A0001 v2 states that "DeCA is seeking a Software Services Provider and an Technical Integration Provider (Integrator)"

Would the government clarify whether this will be awarded via FAR Part 12 or via OTA? If this will be a FAR Part 12 opportunity, can the government share the applicable terms and conditions?

The Government intends to award via COMMERCIAL SOLUTIONS OPEN (CSO) IAW DeCA EBS

2.0 CSO W58P05-24-S-C001 R1, dated 15Oct24.

Based on the extension request above, would the government consider extending the evaluation period for each phase to ensure a full and equal evaluation of all solutions?

The Government intends to award via COMMERCIAL SOLUTIONS OPEN (CSO) IAW DeCA EBS

2.0 CSO W58P05-24-S-C001 R1, dated 15Oct24.

Can the government clarify what they mean by "DoD FedRAMP and industry-standard data security protocols"? Would the government accept products that are on the government cloud but don't have authorization yet?

Yes, FEDRAMP is required. A minimum of FEDRAMP (IL2), though higher security requirements may be required based on: Impact Level, System Characteristics, Existing Security Controls, System Connectivity, and Data Sensitivity. Ultimately, if the OEM's offering has not attained FedRAMP Moderate or higher, the Government is open to providing Agency sponsorship to the awardee. The awardee must be able to attain, at a minimum, FedRAMP Moderate In-Process status within nine (9) months. The Government understands that navigating the authorization landscape for commercial software within the DoD requires a collaborative effort. By understanding the strengths of FedRAMP and Risk Management Framework (RMF), consulting relevant DoD resources, and carefully considering the factors mentioned above, the Government will make an informed decision about the most appropriate authorization approach.

Can the government clarify what they mean by "2.1.1 CSO Number"? See the Revised 2.1.1 in the AoI-01 EBS W58P05-24-R-C001. The CSO number is given in the page 1 header - COMMERCIAL SOLUTIONS OPEN (CSO) = W58P05-24-S-C001.

Requests an extension to the due date for the Area of Interest (AoI) 01 – Enterprise Business Systems (EBS) written solution brief from 11 October 2024 to 25 October 2024, in order to provide a complete and compliant response.

Submission date extended to 5:00 PM (1700 hours) on 22 October 2024.

Do software costs need to be included in the submission? Yes, if costs are part of Offeror recommended solution(s) to meet the Statement of Objective, any specific costs should be detailed i.e., software, licenses, etc., in the provided ROM.

Can you confirm that submission for DeCA Commercial Solutions is all due on October 11, 2024.

Submission date extended to 5:00 PM (1700 hours) on 22 October 2024.

The Commercial Solution Opening (CSO) for the Area of Interest (AoI) - Enterprise Business System (EBS) W58P05-24-S-C001 states that the Solution Paper should not exceed ten (10) pages. Please clarify if the Rough Order of Magnitude (ROM) section is included or excluded from the ten (10) page limit.

The ROM is excluded from the ten (10) page limit. Refer to the DeCA CSO W58P05-24-S-C001 R1 Page 7 of 11, under section 3.2.1

The Government states that the fferors must possess all required personnel security clearances, facility clearances, and other infrastructure requirements necessary to perform any proposed classified work in accordance with the Contract Security Classification Specification (DD Form 254) without reliance on Government resources. Will the govt please confirm if a DD FORM 254 will be required for EBS 2.0? If so, will the government provide clearance expectations for contractor resources?

The Offeror shall ensure each contractor employee (including any subcontractor or agent) will be designated to an IT position category (i.e., IT-I, IT-II, or IT-III) based on level of access in accordance with Government criteria. Access to classified information is not required. Foreign Nationals are permitted Level I access only with command sponsorship and submission of DD 254. Only US citizens are allowed Level II and above.

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