Statement of Objectives A001.pdf

Version: 11.2

DeCA Retail Grocer Transformation Statement of Objectives (SoO) for Enterprise Business System 2.0 (EBS 2.0)

1. Introduction

The Defense Commissary Agency (DeCA or the Agency) is a component of the Department of Defense (DoD) reporting to the Under Secretary of Defense for Personnel and Readiness. DeCA is headquartered at Fort Gregg-Adams, Virginia, and operates a worldwide system of 235 commissaries in 45 states, 13 countries and two U.S. territories, supporting approximately 3,000 lanes including self-checkouts. DeCA operates globally, with annual sales exceeding $4.6 billion and employing more than 14,000 people. DeCA Commissaries sell food and related household items to Active, Reserve, and National Guard members of the Uniformed Services, retirees of these Services, service-related disabled veterans, authorized family members, and other authorized patrons (“customers”) DeCA operates five area offices that offer localized management and support for the Agency’s Commissaries. Three of these offices—East, Central, and West—manage stores in the Continental United States and Puerto Rico. The remaining two offices—Europe and Pacific—manage stores in Europe, Saudi Arabia, Egypt, Asia, and the Azores. Each of these five operational areas has an area director and twenty-five (25) zone managers who are responsible for overseeing a cluster of 9-11 stores. Collaborating closely with assigned store directors, area directors and zone managers provide leadership and guidance to ensure positive customer service in every commissary.

DeCA also operates eight (8) Central Distribution Centers (CDCs) and one (1) Central Meat Processing Plant (CMPP) located in Europe and the Pacific areas. The CDCs serve as hubs for logistical support and storage of goods.

Existing Software & Hardware:

DeCA currently relies on a combination of various retail information systems that are designed to interdependently manage DeCA’s overall retail, logistics, and financial data environment. The major systems including: Relex™, Category Analyzer/Bill Back Manager™, EPLUM™, Power HQ™, Advanced Marketing Solution™ (AMS)/(CRM), Power DAX/IM™, Emerald / Fastlane Point of Sale (POS)™, Emerald Microservices™ (Enterprise), Emerald Microservices™ (Store), Retail One-BSL™ (Business Support Layer), Freshop™ eCommerce (Commissary CLICK2GO), Central Report/NCR Analytic™, RTI Signage and Labels™, Manthan Customer 360™, Connected Payments™ (off-premise solution), Oracle Fusion™ (FIM) & WMSOS Manhattan™.

DeCA’s current hardware suite consists of NCR Government Systems, LLC (NCR) brand name hardware, software and third-party applications as further detailed in Attachment 1. These systems include interfaces, hardware and software on various infrastructures and platforms, including VMWare, Microsoft, Linux, Oracle, and SQL.

DeCA faces unique challenges in tracking and measuring progress for large-scale transformations as compared to commercial operations and entities. While commercial entities can measure impact by profit, DeCA lack an analogous “bottom-line metric” due to its structure as an appropriated fund agency. This presents a challenge for DeCA’s senior leaders to track, quantify, and prioritize DeCA resources to maximize the value of the commissary benefit and support the mission with the same level of visibility and confidence as commercial business leaders. DeCA requires a solution that empowers the agency to:

a. Re-engineer business processes by adopting commercial best practices which simplify business mission areas for the end-user while also limiting customization costs to the maximum extent possible – “Commercially Standard First” – tailored only when required by law, regulation, policy, or when in the best interest of the government;

b. Fuse (collapse and consolidate) the logistics, financials, transportation, and facilities management functions to enable more effective outcomes and obtain cost savings and cost avoidance in a manner consistent with statutory authorities and policy mandates;

c. Develop a system which serves as DeCA’s single authoritative system of record to provide data reliability, transparency, usability, and responsiveness, while reducing ownership and operational costs;

d. Provide a solution with the flexibility and functionality to adapt to changing market practices and conditions at pace with the commercial grocery industry and its supply chains, including industry scaled approaches and responsiveness;

e. Achieve sustainable audit compliance in accordance with all applicable laws, regulations, and policies;

f. Obtain and protect business and operations data to enable fully integrated decision-making so that all data remains visible, accessible, understandable, linked, trustworthy, interoperable, and secure.

g. Use modern software development practices that focus on rapid, iterative development and delivery of software with active user engagements to integrate planning, design, development, testing, security, delivery, and operations with continuous improvement to maximize automation and user value.

3. Desired Objectives/Outcomes

DeCA envisions a future where the agency has “near” real-time access to accurate, relevant, reliable, and actionable data to enable data-driven, timely decisions to maximize the value of the commissary benefit for eligible patrons. Enhancing the value of this benefit hinges on DeCA’s ability to increase sales, reduce operational costs, and integrate key “near” real-time decision-making processes. DeCA is seeking a Software Services Provider and an Integrator to provide solutions with innovative method(s) for achieving the task of running a demanding retail grocery ecosystem.

Technology modernization success is defined as the full deployment of EBS 2.0 no later than 30 September 2026. These solution(s) will serve as an ecosystem of fully integrated technologies that provide improved performance; increased flexibility; enhanced employee / customer experience; and continuous, rapid, “near” real-time, cost-effective improvements.

DeCA is seeking solutions with interoperability capabilities, particularly with the ability to integrate with existing platforms (hardware) and technologies, where applicable. DeCA is seeking a commercially available innovative Retail Grocery solution(s) that can satisfy the following Areas of Interest {AoI} and deliver the specified objectives/outcomes:

{1} Financial Management (10):

• Enhanced Financial Visibility and Reporting: A primary objective is to gain “near” real-time access to key financial metrics such as sales performance, margins, cash flow, and inventory levels. This will enable the agency to make informed decisions on a daily basis and adapt to changing market conditions.

• Accounts Payable and Accounts Receivable: The solution must facilitate all accounts payable and accounts receivable functions, including creating, sending, and tracking invoices; managing payment terms; processing inbound payments; handling in-transit accounting; coding inbound invoices for the general ledger; and facilitating invoice approval workflows as needed. The solution must be able to process and transmit transactions in foreign currencies to the United States Treasury for payment issuance.

• Streamlined Financial Processes: Automates manual financial tasks, including but not limited to, accounting reconciliations, invoice processing, and financial reporting.

• Improved Budgeting and Forecasting: DeCA requires the ability to develop accurate and dynamic budgets and forecasts based on “near” real-time data and historical trends in order to plan for future expenses, resource allocation, and potential development opportunities.

• Data-Driven Cost Analysis and Management: DeCA requires the ability to identify and analyze cost drivers across all departments and operations to implement targeted cost-saving strategies and improve overall operational efficiency.

• Compliance Management with Regulatory Requirements: The solution shall ensure all financial activities are in compliance with all DoD/industry accounting standards (see “General” AoI), such as United States Standard General Ledger and Standard Line of Accounting (SLOA).

• Integrated Payment Processing and Multi-Tender Acceptance: Support implementation of a comprehensive payment processing system that accepts various payment methods including credit cards, debit cards, contactless payments, mobile wallets, SNAP EBT, WIC, coupons, custom tender (e.g., Military Star Card), and loyalty program integrations. This system must be seamlessly integrated with DeCA’s point-of-sale (POS) system for a smooth checkout experience.

• Enhanced Transaction Security and Fraud Prevention: DeCA requires a solution that prioritizes security by utilizing advanced fraud detection and prevention tools. This includes features for “near” real-time transaction authorization, monitoring for suspicious activity, and tokenization to protect sensitive customer data.

• Streamlined Reconciliation and Reporting: Automates reconciliation processes for all payment transactions to provide clear and detailed reports on daily sales, transaction fees, and chargebacks to facilitate financial management.

• Omnichannel Payment Options and Integration: The solution will offer the flexibility to accept online payments for click-and-collect or home delivery services to ensure seamless payment processing across all sales channels.

• Improved Customer Convenience and Payment Innovation: Provide a convenient and user-friendly payment experience for commissary patrons by supporting self-checkout kiosks, mobile wallet integration, and loyalty program rewards for preferred payment methods.

{2} Supply Chain Management (SCM) (8):

• Enhanced Visibility and Control: The solution will provide a “near” real-time, end-to-end view of DeCA’s supply chain from supplier to shelf. This includes tracking inventory levels, order status, and potential disruptions throughout the order, transport, delivery and sales processes.

• Improved Inventory Management: The solution will support optimization of inventory levels across DeCA’s network of stores to minimize out-of-stocks, reduce storage costs, and prevent waste due to overstocking. The solution will leverage data-driven forecasting and demand planning for better accuracy.

• Reduced Transportation Costs: The solution will support optimization of delivery routes, negotiation of favorable freight rates with carriers, and improvement of overall logistics efficiency to achieve additional cost savings.

• Increased Collaboration and Communication: In order to develop and maintain strong relationships with suppliers and distributors, the solution will facilitate transparent communication and information sharing to ensure smooth supply chain operations.

• Enhanced Risk Management / Increased Agility and Resilience: To mitigate potential disruptions caused by weather events, supplier issues, or market fluctuations, the solution will provide “near” real-time alerts and enable proactive decision-making for swift responses to disruptions.

• Integrated Supply Chain Visibility: Provide a comprehensive view of DeCA’s entire supply chain, from supplier to shelf, facilitating proactive issue resolution and informed decision-making. Provide “near” real-time insights into inventory levels across all stores, allowing for better allocation and replenishment strategies. This empowers store managers to make data-driven decisions and react swiftly to changing demands.

• Improved Product Availability: Increase and maintain consistently high product in-stock levels.

• Enhanced Quality Control and Visibility: Provide “near” real-time insights into product freshness and quality throughout the supply chain, including but not limited to, temperature monitoring, expiration date tracking, and automated alerts for potential quality issues.

{3} Sales & Marketing (47):

General [11]:

• Improved Sales Performance: Ultimately, the agency goal is to achieve substantial sales growth, shelf space utilization, reduce waste, and minimize stockouts, leading to increased sales, basket size, margin generation, and patron savings. Additionally, the solution shall provide insights into product performance, allowing the agency to optimize product selection, pricing strategies and improve customer lifetime value through effective sales and marketing strategies.

• Enhanced Sales Planning and Forecasting: The agency requires a solution to facilitate data-driven sales planning and forecasting. This includes features to analyze historical sales data, market trends, and competitor activity to set realistic and achievable sales goals across all departments and product categories.

• Improved Sales Team Management and Performance Tracking: The agency requires a solution to streamline sales team management and performance tracking. This includes features to set individual and team sales targets, monitor Key Performance Indicators (KPIs).

• Effective Inventory Management and Replenishment: The agency requires a sales management solution that integrates seamlessly with inventory management systems.

This ensures optimal product availability at all times, minimizes out-of-stocks, and allows for data-driven decisions on product assortment and promotions.

• Enhanced Customer Relationship Management: The solution shall provide features to foster strong customer relationships. This includes functionality to track customer purchase history, preferences, and loyalty program integration for targeted promotions and personalized recommendations.

• Unified Marketing Platform and Customer Segmentation: The agency requires a solution to centralize all marketing activities and customer data. This includes features for customer segmentation based on demographics, purchase history, and loyalty program information to deliver targeted marketing messages.

• Omnichannel Marketing Strategy and Campaign Management: The agency requires a solution to facilitate the creation and execution of effective marketing campaigns across various channels, including email marketing, social media platforms, in-store promotions, and loyalty program integration.

• Data-Driven Marketing Optimization and Attribution: The agency requires a solution to provide comprehensive data analytics on marketing campaign performance, customer engagement, and return on investment to inform future marketing strategies and optimize campaign budget allocation based on effectiveness.

• Personalized Customer Engagement and Content Marketing: The solution shall enable the agency to personalize customer communications and content based on individual preferences and purchase behavior to foster strong customer relationships and encourage repeat business.

• Real-time Marketing Automation and Measurement: The agency requires marketing automation tools to streamline communication workflows and trigger targeted messages based on customer behavior to enable “near” real-time campaign adjustments and continuous performance improvement.

• Actionable Insights and Reporting: The agency requires a solution to empower sales team personnel with actionable data and insights. The solution shall provide reports on sales performance by department, product category, and individual salesperson.

Promotions Management [9]:

• Data-Driven Patron Centric Promotions: Develop highly targeted promotions that resonate with specific customer segments to maximize customer engagement and sales lift.

• Omnichannel Campaign Management: Effortlessly create, manage, and execute promotions across all channels for a unified customer experience.

• Real-time Performance Tracking: Real-time analysis and insights of marketing campaign performance, including sales lift, customer engagement, and return on investment to achieve continuous promotion optimization.

• Drive Increased Customer Traffic: Provide the ability to develop targeted campaigns that reach disengaged customer segments and raise brand awareness while incentivizing them to shop the commissary.

• Unified and Integrated Coupon Platform: The solution shall provide a centralized platform for managing digital coupon offerings. The platform must seamlessly integrate with our existing systems, including:

o POS system for automatic coupon validation and redemption at checkout.

o Loyalty program platform for targeted coupon promotions based on customer purchase history and preferences.

o Marketing automation software for omnichannel coupon distribution through text, email, social media, and in-store signage.

• Enhance Customer Experience with Coupons: The agency requires a solution that simplifies the couponing experience for our customers by incorporating features such as, but not limited to:

o Easy access to digital coupons through mobile app, website, or in-store kiosks.

o Ability to clip or load digital coupons directly to loyalty cards for effortless redemption at checkout.

o Clear communication of coupon terms and conditions to avoid confusion for customers.

o Personalized coupon recommendations based on individual shopping habits.

• Data-Driven Insights and Campaign Optimization: We desire a solution that provides comprehensive data analysis of coupon campaigns to inform future strategies and enable the agency to:

o Track coupon redemption rates and identify the most effective channels for coupon distribution.

o Analyze customer engagement with different coupon offers to understand preferences.

o Measure the impact of couponing on sales performance and overall return on investment.

o Optimize coupon targeting and personalize offers to maximize impact.

• Reduce Fraud and Abuse Prevention: The agency requires a solution to reduce the risk of fraudulent coupon activity. The solution shall include features such as, but not limited to:

o Secure digital coupon distribution methods with unique identifiers.

o Integration with fraud detection tools to identify and prevent invalid coupon usage.

o Set limitations on coupon usage per customer or purchase to prevent abuse.

• Streamlined Reporting and Management: The solution shall provide efficient reporting functionalities to track campaign performance. Reports must be clear, concise, and customizable to provide insights on:

o Coupon redemption trends by product category, brand, or promotion type.

o Customer demographics associated with coupon usage for targeted marketing strategies.

o Cost analysis of coupon campaigns as compared to generated sales.

Category Management [8]:

• Enhanced Assortment Optimization: Category management tools that leverage data-driven insights to optimize the product assortment within each category. This includes identifying the right products, brands, and pack sizes to stock based on customer demand, space constraints, and balance within agency margin and patron savings goals.

• Improved Sales Forecasting and Demand Planning: The agency requires a solution that utilizes historical sales data, market trends, and promotional planning to generate accurate forecasts and optimize ordering processes to achieve efficient and effective inventory management and improved cash flow.

• Space Optimization and Planogram Development: The agency requires a solution to optimize floor planning, store layout, and shelf space allocation within each category based on sales trends and customer preferences to develop data-driven planograms that maximize product visibility and sales potential.

• Centralized Supplier Database and Performance Tracking: The agency requires a solution that provides a centralized platform to manage all supplier information. This includes features and functionality to create and maintain a supplier database of detailed contact information, product catalogs, pricing agreements, and performance history tracking (e.g., on-time delivery, fulfillment rates, quality control metrics).

• Efficient Procurement and Purchase Order Management: The agency requires a solution that streamlines the procurement process. This includes features to send and receive electronic purchase orders, automated order confirmations, and “near” real-time tracking of order fulfillment status.

• Improved / Enhanced Collaboration with Suppliers: The solution shall facilitate seamless communication and collaboration with suppliers. This includes features to send and receive messages and share documents to facilitate collaboration with suppliers and enable joint efforts to optimize product offerings, promotions, and in-store displays for mutual benefit.

• Enhanced Risk Management and Compliance: The solution shall provide tools to manage supplier risk and ensure compliance with all relevant laws, regulations, and policies. This includes features to monitor supplier certifications, track product recalls, and manage sustainability practices.

• Data-Driven Category Insights: The agency requires a deeper understanding of category performance through comprehensive analytics. The solution shall provide insights into metrics such as, but not limited to, category trends, brand and supplier performance, customer behavior, and margin analysis to inform strategic decision-making.

Patron Loyalty & Rewards [7]:

• Simplified Registration Process: Implement a user-friendly and intuitive digital loyalty card registration process across all channels (e.g., online, in-store kiosks, mobile app).

Minimize the number of required fields for registration, balancing data collection with ease of signup. Offer multiple registration options to cater to customer preferences (e.g., self-service, employee-assisted).

• Enhanced Customer Insights and Segmentation: The solution shall provide advanced data analytics to facilitate a deeper understanding of customer behavior such as, but not limited to, demographic segmentation, purchase history, brand loyalty, and channel preference (e.g., in-store, curbside pickup, delivery) to create targeted loyalty programs and marketing campaigns.

• Seamless Omnichannel Customer Experience: The solution must provide a unified customer experience across all touchpoints, including in-store visits, online interactions, and mobile app usage, with loyalty program integration across all channels for a smooth journey.

• Personalized Customer Engagement: The agency requires a solution to offer to loyalty card members personalized promotions, targeted recommendations, and rewards based on respective individual preferences and purchase history.

• Effective Loyalty Program Management: The solution shall provide a robust loyalty program to incentivize repeat purchases, increase basket size, and encourage customer engagement by facilitating a wide range of programs such as, but not limited to, tiered rewards, bonus points for specific products, optional product clubs (e.g., pet club, baby club), and personalized birthday or anniversary offers.

• Measurable ROI and Program Optimization: The agency requires a solution that will provide the ability to track customer engagement, track and manage the execution of multiple sources of promotional funding across all sales channels (e.g., internal funds, vendor trade funds), measure the return on investment, and make data-driven adjustments for continuous improvement and program optimization.

• Enhanced Brand Image: The solution shall facilitate the presentation of a consistent and compelling brand message that resonates with the greater audience and differentiates DeCA from its competitors.

Pricing [4]:

• Enhanced Price Optimization and Automation: The agency requires a solution that utilizes advanced data analytics and machine learning to automatically recommend optimal pricing strategies for all products while considering factors such as, but not limited to, product cost, mandated patron savings targets, margin generation goals, historical sales data, competitor pricing intelligence, and dynamic market fluctuations.

• Improved Demand Forecasting and Price Sensitivity: The agency requires a solution to accurately forecast customer demand for specific products at varying price points to drive retail prices that maximize sales volume and margin generation within the constraints of legislatively mandated patron savings.

• Omnichannel Pricing Consistency: The solution must ensure consistent pricing across all channels, including in-store displays, online platforms, and mobile apps.

• Improved Compliance with Regulations: The solution must be in compliance with all relevant pricing regulations and consumer protection laws to ensure ethical and transparent pricing practices.

eCommerce [8]:

• Streamlined Online Grocery Platform: The agency requires a user-friendly online store with intuitive navigation, personalized recommendations, and convenient features such as click-and-collect.

• Enhanced User Experience and Navigation: The solution must provide a convenient and seamless online shopping experience that keeps customers coming back. The solution shall provide a consistently positive experience by creating a user-friendly and intuitive online store that facilitates easy product discovery and a smooth shopping journey. This includes features such as clear product categorization, efficient search functionality, high-quality product images with detailed descriptions, and a streamlined checkout process.

• Inventory Management Integration: Maintain “near” real-time inventory visibility to manage the availability of product assortments across all shopping channels.

• Efficient Order Fulfillment and Delivery: The solution must facilitate efficient order picking, packing, pickup, and delivery processes, including options for click-and-collect (curbside), home delivery, and potential third-party delivery integrations.

• Personalized Shopping Experience: The solution must facilitate a personalized online shopping experience for each customer. This includes features such as personalized product recommendations based on purchase history, targeted promotions, and the ability to create and manage shopping lists for future purchases.

• Real-time Order Tracking and Transparency: The solution shall provide “near” real-time order tracking capabilities throughout the fulfillment process, offering customers transparency and peace of mind about their deliveries.

• Seamless Integration with Loyalty Program: The solution shall seamlessly integrate with the loyalty program allowing customers to earn and redeem rewards across all channels.

• Improved Patron Experience with Web/Mobile App: The solution shall implement a user-friendly and feature-rich web/mobile app available on all common operating systems. The app shall offer functions such as:

o Digital shopping lists and recipe integration for easy meal planning.

o In-store navigation and product location assistance.

o Personalized promotions and targeted offers based on purchase history and loyalty program data.

o Mobile wallet integration for seamless and contactless payments.

o Click-and-collect or delivery options with “near” real-time order tracking.

o Interactive product information displays with the ability to leverage Augmented Reality

(AR) capabilities for a more immersive shopping experience.

o Integration with in-store digital signage for personalized product recommendations and targeted promotions based on location and shopping behavior.

o Gamification elements and loyalty program rewards to incentivize mobile app usage and engagement.

o Health and Safety notifications (e.g., item recalls, etc.).

o Delivery status for online grocery orders, allowing customers to track deliveries in real-time and receive Estimated Time of Arrival (ETA) updates.

o Mobile Self-Scanning and Checkout: Provide the ability to implement a mobile self-scanning solution that allows customers to scan and bag their groceries while shopping, promoting faster checkout and reducing wait times.

{4} Store Operations (13):

• Enhanced Checkout Efficiency and Speed: The solution shall implement a POS system that facilitates faster and more efficient checkout processes. This includes features such as an intuitive user interface that reduces training time, robust barcode scanning, touch screen functionality, and integration with existing in-lane and self-checkout hardware.

• Advanced Customer Management and Loyalty Program Integration: The POS system must seamlessly integrate with the loyalty program platform to support features such as customer identification, loyalty point redemption at checkout, and personalized promotions based on purchase history.

• Enhanced Task Management and Scheduling: The solution shall implement tools to streamline task management and scheduling for all departments. This includes features for creating task lists, assigning tasks to specific employees, and tracking completion rates to ensure efficient daily operations.

• Streamlined Employee Communication and Collaboration: The solution shall provide a platform to facilitate efficient communication and collaboration between store management, department leads, and team members. This includes features such as internal messaging, task updates, and shift scheduling.

• Enhanced Customer Service and Satisfaction: The solution shall provide customer service tools that include functionality such as access to customer purchase history, loyalty program integration, and facilitate customer complaint resolution.

• Enhanced Loss Prevention Strategies: The solution shall provide advanced tools and functionality to support loss prevention. This includes features to identify and deter internal theft, shoplifting, and other sources of shrink.

• Improved Cash Handling and Cashier Accountability: The agency requires a solution that strengthens cash handling procedures and enhances cashier accountability through features such as cashier authentication, monitoring transactions for suspicious activity, and integration with cash management systems.

• Shrink Data-Driven Insights and Analytics: The solution shall provide comprehensive data and analytics on theft and shrink trends to inform targeted loss prevention strategies, resource allocation for security measures, and identify areas for improvement.

• POS Data-Driven Insights and Reporting: The POS solution shall provide comprehensive sales data analysis and reporting functionality to enable store management to analyze sales trends, identify high-selling products, track cashier performance, and make data-driven decisions on staffing levels and resource allocation.

• Improved Employee Training and Deterrence: The solution should integrate with training programs and provide features for incident reporting and investigation management.

• Streamlined Operations: Automate manual tasks associated with inventory management, such as purchase orders, receiving, and cycle counts, meat cutting tests, and meat and produce pricing.

• Optimized Production Planning and Inventory Management: The solution shall provide production planning and inventory management for deli-bakery and prepared food operations. This includes features such as, but not limited to:

o Data-driven demand forecasting to minimize overproduction and spoilage.

o Streamlined recipe costing and portion control to ensure cost effective operations and reduce food waste.

o Real-time inventory tracking to avoid stockouts and optimize ordering of ingredients.

o Automated reordering processes for frequently used ingredients.

• Optimized Product Identification and Tracking: The solution shall include tools for efficient identification and tracking of products nearing their expiration date or considered damaged but still fit for consumption. This includes features such as:

o Automated alerts based on expiration dates and designated thresholds.

o Mobile app integration for easy product scanning and condition assessment by store personnel.

{5} Acquisition Management (5):

• Streamlined Contract Creation and Negotiation: The agency requires a solution to simplify and streamline the creation of standardized branded and non-branded item resale contracts for various vendor types, including pre-populated templates, automated clause selection, and collaborative editing tools to facilitate efficient negotiation and approval workflows.

• Centralized Contract Repository: The agency requires a secure cloud-based platform to store all resale contracts in a central location, enabling easy access, retrieval, and version control for all authorized personnel. The repository must be compliant with all relevant laws, regulations, and policies for records storage.

• Automated Alerts and Reminders: The solution shall provide automatic system generated alerts and reminders of key resale contract milestones, such as expiration dates and renewal windows.

• Enhanced Data Analytics and Reporting: The solution shall provide robust data analytics and reporting capabilities to gain insights into resale contract terms, pricing trends, and vendor performance to foster informed decision-making when negotiating future contracts.

• Improved Compliance Management: The solution shall include tools to assist in ensuring all resale contracts adhere to relevant legal and regulatory requirements, including risk identification and mitigation features.

{6} Facilities (Assets) Management (8):

• The agency requires a comprehensive and integrated approach to facilities management, engineering services, and project management.

• Centralized Asset Management and Inventory: The agency requires a solution that provides a centralized platform for managing all facilities and equipment. This includes features for creating a comprehensive asset inventory with detailed information about each asset, location, warranty information, and maintenance history.

• Preventative Maintenance Scheduling and Tracking: The agency requires a solution to schedule and track preventative maintenance tasks for all equipment to prevent unexpected breakdowns, minimize repair costs, and extend equipment life.

• Work Order Management and Streamlined Repair Processes: The agency requires a solution to facilitate efficient work order creation, assignment, and tracking for maintenance requests and repairs. This includes features for prioritizing work orders, assigning technicians, tracking repair progress, and managing spare parts inventory.

• Building Automation and Integrated Systems: Implement a Building Automation Systems (BAS) and Refrigeration Monitoring and Control System (RMCS) to optimize energy use, improve comfort control (lighting, temperature), and automate building functions. Integrate BAS/RMCS with program management systems for “near” real-time equipment monitoring and fault detection to prevent potential breakdowns. Explore opportunities for smart technologies (e.g., sensor-based occupancy controls) to further enhance efficiency.

• Project Management Capabilities: The agency requires a project management solution for all aspects of commissary construction, renovation, and expansion projects, ensuring on-time and on-budget completion. This includes project planning, scheduling, resource allocation, risk management, and stakeholder communication. The solution must track budget execution across multiple colors of money and funding sources.

• Energy Efficiency and Sustainability: The agency requires a solution that can assist with comprehensive energy audits to identify areas for improvement and implement cost-saving measures to reduce energy consumption. Integrate energy-efficient technologies such as Light-emitting Diode (LED) lighting, Heating, Ventilation, and Air Conditioning (HVAC) optimization systems, and smart appliances. Establish and track progress against clearly defined sustainability goals to minimize environmental impact.

• Data-Driven Insights and Reporting: The solution shall provide comprehensive data and analytics on equipment performance, maintenance costs, and energy consumption.

• Improved Compliance with Regulations: The solution shall assist in tracking compliance certifications, warranties, scheduling inspections, and documenting maintenance activities.

{7} Data-Driven Insights, Advanced Analytics, and Reporting (10):

• Unified Data Platform and Centralized Data Management: Establish a centralized data platform that integrates data from various sources, including POS systems, inventory management software, customer loyalty programs, external syndicated market data sources (e.g., Nielsen and Circana), and marketing campaigns to ensure data consistency, accessibility, and facilitate comprehensive analysis.

• Advanced Analytics Capabilities: The agency requires a solution that offers advanced analytics functionalities, including Machine Learning (ML) and Artificial Intelligence (AI), to gain deeper insights into all data. This includes features for customer segmentation, churn prediction, demand forecasting, price optimization, and personalized marketing strategies.

• Actionable Insights and Reporting: The solution shall provide clear, concise, and actionable reports and visualizations that translate data into actionable insights for various departments. Reports must be customizable to specific needs and cover areas such as sales performance, customer behavior, inventory management, operational efficiency, and marketing campaign effectiveness.

• Improved Decision-Making Across Departments: The solution shall empower all levels of the agency with data-driven insights to enable informed decision-making by department leads.

• Real-Time Data Visibility and Alerts: The solution must provide real-time or near real-time data visibility into Key Performance Indicators (KPIs) across all departments for proactive identification of trends, potential issues, and opportunities for improvement.

• Enhanced Data Exploration and Analysis: The solution shall provide a variety of data visualization tools (e.g., charts, graphs, heatmaps) to facilitate clear and insightful data exploration. Allow users to drill down into data sets to identify trends, patterns, and root causes of performance issues. Integrate data filtering and segmentation capabilities to enable analysis of specific customer groups, product categories, or store locations.

• Actionable Insights and Collaboration: Support the creation of shareable reports and dashboards to foster data-driven communication and collaboration across departments.

Enable users to export data insights for further analysis or integration into existing reporting workflows. Promote a culture of data-driven decision making by empowering employees to identify and act upon actionable insights.

• Empowerment Through Self-Service: Implement a self-service reporting and visualization platform that allows users to access and analyze data independently, without relying on IT support. Provide an intuitive and user-friendly interface that caters to users with varying levels of technical expertise.

• Improved Data Accessibility and Visibility: Integrate the self-service solution with existing commissary data sources (e.g., POS systems, inventory management systems, loyalty programs) to provide a centralized view of Key Performance Indicators (KPIs).

Offer pre-built dashboards and reports focusing on critical areas like sales performance, inventory management, customer trends, and marketing campaign effectiveness. Enable users to create custom reports and visualizations tailored to their specific needs and departmental responsibilities.

• Data-Driven Insights and Analytics for Web/Mobile App Optimization: The solution shall incorporate data collected through the agency website and mobile app to gain actionable insights. This includes features such as:

o Tracking customer app usage patterns and identifying areas for improvement.

o Analyzing web/mobile shopping behavior to personalize promotions and product recommendations.

o Measuring the effectiveness of web/mobile marketing campaigns and optimizing site/app features accordingly.

{8} Software Services Provider (OEM) (7):

• Commercially Available (OEM): The innovative solution must be a commercially available cloud hosted / Software as a Service (SaaS) product or service with a proven track record in the retail grocery industry. This includes a cloud hosted SaaS, Platform as a Service (PaaS), or a hybrid-cloud approach as defined by the solution that meet the DoD RMF cybersecurity requirements. If a PaaS or Hybrid solution is offered, DeCA requires a solution hosted in an approved DoD enterprise cloud environment. The agency requires a mature and reliable solution that can be implemented quickly with minimal disruption and manual interventions.

• Cyber Security: The solution(s) must adhere to applicable DoD FEDRAMP and industry-standard data security protocols for safeguarding sensitive customer and product information, and must otherwise be compliant with the Privacy Act and all other applicable laws, regulations, and policies related to privacy and data security. This includes robust measures for access control, data encryption, and disaster recovery.

• Configuration/Customization: The solution must be adaptable to DeCA’s specific business needs, as well as statutory and regulatory requirements specific to DeCA operations, and integrate seamlessly with the agency’s existing systems. A certain degree of customization may be necessary to ensure the solution aligns with any unique agency workflows and data infrastructure.

• Centralized Document Management Repository: Document storage capability in a secure, cloud-based platform and compliant with all relevant laws, regulations, and policies for records storage. The solution shall incorporate and user-friendly and intuitive user-interface, user access controls, versions controls, and robust search functionality for easy document access and retrieval.

• Agility Layer for Simplification and Integration: Provide a modern open architecture to seamlessly integrate with all systems. Enable embedded AI, ML, and Business Intelligence (BI) solutions (enterprise and self-service) for “near” real-time decision support and optimization. Establish a bridge between legacy infrastructure and the new modern digital capabilities. Extend the functionality of existing systems without costly and disruptive overhauls. Integrate new technologies seamlessly, even if they were not originally designed to work with legacy platforms. Accelerate innovation and experimentation by providing a platform for rapid development and deployment of new applications and features. Improve User Interfaces (UI) by enabling the creation of more modern, intuitive, and personalized interfaces, using low-code / no-code solutions.

• Training & Education: The solution shall incorporate, embedded insights, training and education tools, that effectively support the adoption and utilization of SAAS/Cloud-based solutions within the organization. These tools will empower employees at all levels to acquire the necessary knowledge, skills, and competencies to leverage the full potential of the solutions. Provide access to customer “self-sufficiency” learning solutions.

• Scalability and Integration: The solution shall be scalable to accommodate future growth (Continuous Integration / Continuous Delivery (CI/CD)). Additionally, it should integrate seamlessly with applicable existing hardware/systems, such as point-of-sale (POS). Solutions shall provide embedded services for prototyping, testing, integration validation, volume performance, & optimization services.

{9} Technical Integration Provider (TIP) (13):

• Successful Implementation of New Technologies: The primary objective is to select a provider who can implement a suite of innovative commercially available retail grocery technologies across various departments within the commissary agency. This includes:

o Identifying the optimal technology solutions based on a thorough needs assessment and industry best practices.

o Manage the integration of chosen solutions with existing systems (POS, inventory management, etc.)

o Oversee the technical implementation process to ensure smooth system deployment and data migration.

o Provide ongoing technical support and maintenance for the implemented technologies.

o Establish and implement a robust agile testing framework that aligns with the overall agile development methodology that enhances product quality, reduce defects, and accelerates time-to-market.

• Technical Integration Provider (TIP) Support: The contractor must provide ongoing technical support and training for DeCA staff. Reliable and responsive technical support is essential for ensuring the smooth operation of the system and maximizing its benefits.

• Minimized Business Disruption: The contractor must minimize downtime and disruption to daily operations during the migration process. This includes:

o A well-defined migration plan with clear timelines and milestones.

o A phased migration approach to minimize data loss and ensure business continuity.

o Strategies for data synchronization between old and new systems during the transition period.

• Successful Organizational Change Management (OCM): The agency requires a robust

OCM strategy to ensure employee adoption of new technologies and processes. This includes:

o Development and execution of a comprehensive change management plan with clear communication strategies.

Data [5]:

• Accurate and Complete Data Transfer: The contractor must migrate all essential data from current systems to the new platforms with the highest level of accuracy and completeness. This includes data related to:

o Products (product information, pricing, inventory levels) o Customers (customer profiles, purchase history, loyalty program data) o Suppliers (supplier information, contracts, purchase orders) o POS transactions (sales data, customer interactions)

• Data Integrity and Quality Management: The agency requires a data migration strategy that prioritizes data integrity and quality throughout the process. This includes:

o Data cleansing and standardization procedures to eliminate inconsistencies and errors before migration.

o Data validation techniques to ensure the accuracy and completeness of migrated data to the new systems.

o Processes to identify and resolve any data quality issues that arise during or after migration.

• Data Security and Compliance: The contractor must provide a data migration strategy that prioritizes data security and complies with all relevant data privacy laws, regulations, and policies. This includes:

o Secure data transfer protocols and encryption methods to protect sensitive customer and business information.

o Compliance with data privacy regulations throughout the migration process.

o Maintain robust access controls and data security measures within the new systems.

• Post-Migration Data Validation and Support: The contractor must provide a plan for ongoing data validation and support after the migration is complete. This includes:

o Procedures to monitor data quality and identify any lingering issues in the new systems.

o Ongoing support from the data migration vendor to address any post-migration challenges.

o Conduct workshops and training programs to equip employees with the necessary skills to utilize new systems effectively.

o Address employee concerns and resistance to change through open communication and support channels.

o Monitor progress and measure the success of OCM initiatives.

• Improved Operational Efficiency and Customer Experience: DeCA desires to leverage technology and a well-trained workforce to achieve significant improvements in its operations and customer experience. This includes:

o Streamlined business processes across departments (e.g., inventory management, checkout procedures).

o Enhanced data-driven decision making for optimized resource allocation and promotions.

o Elevated in-store and online customer experience through innovative solutions (e.g., mobile apps, self-checkout kiosks).

o Increased employee engagement and productivity through improved workflows and training.

Training [4]:

• Enhanced Employee Transition:

o Offer a blend of learning methods, such as, embedded training insights, self-help, online modules, interactive videos, and practical demonstrations, to cater to different learning styles.

• Role-Specific Skill Development:

o Implement targeted training programs focused on the specific tasks and responsibilities associated with each department (e.g., cashier training, customer service training, inventory management training).

o Develop clear and concise training materials that are easily accessible to employees through a centralized Learning Management System (LMS) or mobile app.

o Emphasize hands-on learning through practical exercises and role-playing scenarios to reinforce knowledge retention.

• Continuous Learning and Development:

o Provide access to microlearning modules or short training videos on emerging trends, product updates, or new company initiatives.

o Encourage skill development by offering cross-training opportunities to broaden employee knowledge and adaptability within the commissary environment.

• Simplified Delivery and Accessibility:

o Prioritize concise and engaging training content that is delivered in bite-sized modules or microlearning formats.

o Leverage technology to offer flexible training options, such as embedded help insights, online modules, mobile learning apps, or self-paced training programs.

o Encourage access to training materials outside of scheduled training sessions to accommodate individual learning schedules.

{10} General (13):

• Deployment Timeline: The solution will be implementable within twenty-four (24) months of contract award. Time is of the essence for this procurement as a rapid deployment timeline is crucial to minimize disruption to DeCA operations and maximize the value to the government.

• Compliance, Food Safety Regulations, and Quality Control: The system will prioritize, directed compliance, food safety, and operate consistently with all relevant laws, regulations, ordinances, and other governmental food safety requirements for handling and resale of products. This includes, but is not limited to:

o Food Safety Modernization Act (FSMA) Rule 204, also…