Aviation Fuel Accounting Software

1. INTRODUCTION

This Sources Sought Notice is issued solely for information and planning purposes. It does not constitute a solicitation or a commitment, implied or otherwise, by the Government. The purpose of this notice is to identify qualified sources capable of providing commercial-off-the-shelf web-based software for the Executive Resource Branch (A3/ER), Air, Space, and Information Operations Directorate (A3), located at Scott AFB, IL. This notice serves as an effort to conduct thorough market research to determine the availability and technical capability of large and small businesses (including the following subsets, Small Disadvantaged Businesses, HUBZone Firms; Certified 8(a), Service-Disabled Veteran-Owned Small Businesses and Woman Owned Small Business) to provide the required products and/or services.

2. BACKGROUND

The AMC AD AIR CARD Program (A3E) oversees the aviation fuel accounting program reconciliation process IAW AFI 11-253.  The requirement is for an enterprise level software to account for aviation fuel transactions conducted by AF crews globally.

Previous Efforts:

• N/A

3. SCOPE OF REQUIREMENT

This program oversees the management of fuel receipts and bill reconciliation, and fuel transaction and alert validation.  The requirement is for a scalable, web-based program to manage the Aviation Fuel Program including the AIR Card and DoD fuel purchase reconciliation and in flight refuel management for 12 months starting 30 September 2026.   The requirement is for an enterprise-wide IT software capable of reconciling aviation fuel transaction conducted by AF crews globally and provide command-wide visibility, auto matching, sales receipt transaction importing, data and metrics collection.  If a vendor responds and wins, the vendor must obtain a Department of the Air Force (DAF)  Authority to Operate (ATO).”

The software should provide the ability to scale enterprise-wide, automatically manage fuel transactions, and provide automatic in-flight program management.  Specific capabilities should provide:

• I. Core System & SaaS Scalability

  • Scalable Enterprise SaaS Architecture: Must be an enterprise-wide, web-based Software as a Service (SaaS) solution capable of accounting for all aviation fuel transactions conducted globally by Air Force crews.
  • Capacity Beyond Current Footprint: The platform's SaaS architecture must possess the inherent capacity to scale and support operations  beyond the currently identified 11 CONUS Document Control Officers (DCOs), allowing for seamless expansion to additional users, units, and commands without system degradation or custom code rewrites.
  • End-to-End Reconciliation: Must organize, automate, and manage the entire aviation fuel accounting reconciliation process in strict compliance with Air Force Instruction (AFI) 11-253.
  • Legacy System Interoperability: Must natively interface with and pull data from legacy and external Air Force systems (including EEBP, CRIS, and REMIS) to compare, validate, and audit transaction data.
  • Command-Wide Visibility: Must provide real-time, command-wide visibility of fuel transactions and execution metrics across the entire enterprise.

• II. Fuel Transaction Program Manager (FTPM) Capabilities

  • Automated Business Rules: Must utilize automated validation rules to instantly identify and flag:

    • Duplicate fuel billings.
    • Errors in unit cost charges.
    • Invalid fuel charges (e.g., fuel billed to an aircraft no longer assigned to that specific wing).
  • Automated Matching & Data Import: Must automatically ingest sales receipt data and match transactions to streamline the reconciliation workload.
  • Analytics & Reporting: Must aggregate historical transaction data and operational metrics to generate reports and support end-of-year closeouts (such as tracking unbilled charges across fiscal years).
•  

  III. Fuel In-flight Program Management (FIPM) Capabilities

  • Electronic Flight Bag (EFB) Integration: Must be fully approved to operate on government-issued EFBs, enabling aircrews to electronically record in-flight secondary sales.
  • Electronic DD Form 791 Workflows: Must provide an electronic process for generating, routing, and sign-off on the DD Form 791 (Inflight Refueling Transmitter Sheet).
  • In-Flight Tail Validation: Must perform real-time aircraft tail number validation during flight to ensure billing accuracy for tanker offloads.
  • Immediate Ground-to-Air Synchronization: Must interface seamlessly with the ground-based FTPM module to provide Home Station personnel with immediate, worldwide visibility of in-flight offloads.
  • Multi-Role Coordination & Digital Signatures: Must support role-based workflows (Boom Operator, FMS, POL, WRDCO) and secure digital signatures, specifically for the verification of Foreign Military Sales (FMS) transactions.

4. REQUESTED INFORMATION

Interested parties are invited to submit a capability statement that clearly demonstrates an ability to meet the stated requirements. Include the following elements:

• Company name, address, and point of contact information.
• Company CAGE Code, Unique Entity Identifier (UEI), and System for Award Management (SAM) expiration date.
• Business size and socioeconomic status under NAICS 513210 (Small Business, 8(a), HUBZone, SDVOSB, WOSB, etc.).
• Highest security clearance your company holds
• Relevant experience providing distributed account management for global aviation fuel transactions.
• Past performance references (contract numbers, agencies, points of contact).
• Ability to perform work in accordance with the attached Salient Characteristics.
• Any comments or recommendations regarding the draft requirement

5. OTHER INFORMATION

The reference number for tracking purposes only is FA4452-26-AFAS-SS and shall be used to reference any written responses to this SSN. Interested parties are responsible for ensuring they have the most up-to-date information regarding this acquisition.

6. SUBMISSION DETAILS

Responses shall be limited to 5 pages or fewer and submitted electronically in PDF format to the point of contact emails below. Late responses may not be reviewed.

Due date:

4 SEP 2026 @ 17:30 CST

Submit To:

melanie.achdjian@us.af.mil and kristy.daugherty@us.af.mil

Subject Line:

FA4452-26-AFAS-SS Response – Aviation Fuel Accounting Software, CAGE Code

7. ORGANIZATIONAL CONFLICT OF INTEREST (OCI)

Organizational Conflict of Interest (OCI) is defined and discussed in Federal Acquisition Regulations (FAR) Subpart 9.5, Organizational and Consultant Conflicts of Interest. It is critical for the Government to assess any potential OCI issues as early as possible for an acquisition to allow ample time to evaluate and address potential organizational conflicts prior to contract award. Respondents are requested to identify any potential organizational conflicts and provide a mitigation plan, if applicable.

8. DISCLAIMER

This notice is for market research only and does not obligate the Government to award a contract. No reimbursement will be made for any costs associated with providing information in response to this notice. The Government shall not be liable for or suffer any consequential damages for any improperly identified proprietary information.

Attachment:

1. Salient Characteristics