(HQ RM Coupon Redemption) Request for Information (RFI)
Closed Pre-Solicitation Posted
- Solicitation number
- HQC005-25-R-E002
- Agency
-
Defense Commissary Agency
Department of Defense
- Responses due
- Set-aside
- No set-aside
Opportunity facts
- NAICS code
- 561990 All Other Support Services
- PSC
- R699 Support- Administrative: Other
- Place of performance
- Fort Gregg Adams, Virginia 23801, United States
Notice details come from SAM.gov. Updated .
About this opportunity
The Defense Commissary Agency (DeCA) is seeking vendors to provide comprehensive Coupon Redemption Services for its headquarters located in Virginia. This pre-solicitation notice outlines a contract opportunity for processing paper and paperless coupons from commissaries worldwide, with specific requirements for auditing, counting, sorting, and submitting coupons to manufacturers for payment. Interested vendors must be registered in the System for Award Management (SAM) under NAICS code 561990 and demonstrate "Authorized Clearinghouse" status with major grocery manufacturers. The Request for Information (RFI) requires vendors to submit a capability statement and complete a list of provided questions by June 3, 2025, at 3:00 PM EST, with responses to be emailed to Vernon Mayfield and Diana Gross-Bendall. Notably, this RFI is strictly for information and planning purposes, with no commitment from the government to issue a solicitation or make an award.
The contract will have a base performance period from February 1, 2026, through January 31, 2027, with four potential one-year option periods that could extend performance through January 31, 2031. The estimated annual coupon processing volume is approximately 8,800 invoices and 3,000 checks per month, with a potential annual processing capacity of up to 20,000,000 coupons. There is no specific set-aside designation for this contract, and the opportunity is open to all qualified vendors meeting the technical and registration requirements. The Statement of Work requires contractors to maintain a secure, high-performance computer system compatible with DoD specifications, develop contingency plans for computer failures, and support advanced capabilities like fraud detection and machine learning models. Vendors should be prepared to demonstrate robust technical capabilities, including integration with point-of-sale and CRM systems, and flexible implementation strategies.
Notice text
The Defense Commissary Agency (DeCA) is seeking interested vendors to provide services necessary to perform Coupon Redemption Services at the DeCA Headquarters, located in VA. Interested vendors must agree to the Statement of Work, Attachment A (NOTE: this is a draft form and may change prior to solicitation publication). A list of questions pertaining to coupon redemption processes and procedures is located in Attachment B.
The anticipated Period of Performance (PoP) will be for a base period of February 1, 2026 through January 31, 2027 and will include four one-year option periods that may extend performance through January 31, 2031.
Contractors must be registered in the System for Award Management (SAM) under the specified North American Industrial Classification System (NAICS) code 561990. SAM registration must be completed at https://sam.gov/content/home .
Once made available, the solicitation and any amendments, if applicable, will be available at https://sam.gov/content/home under HQC005, DEFENSE COMMISSARY AGENCY. Potential vendors must use this website to obtain a copy of this solicitation once it is available.
The Request for Information (RFI) is issued for information and planning purposes only. Do not submit pricing information in response to this RFI. The Government does not intend to award based on responses from this RFI.
Responders are solely responsible for all expenses associated with responding to this RFI. DeCA will not pay for information received in response to this RFI.
There is no commitment by the Government to issue a solicitation, make award(s), or be responsible for any monies expended by industry responses to this RFI.
The following are attached:
- Attachment A - Statement of Work
- NOTE: This is a draft form and may change prior to solicitation publication.
- Attachment B – Questions
Please complete and return questions and a capability statement as a result of the RFI. Return via email to Vernon Mayfield (Vernon.Mayfield@deca.mil) and Diana Gross-Bendall (diana.gross-bendall@deca.mil) NLT June 3, 2025 3:00 PM EST.
Files
| File | Type | Posted |
|---|---|---|
| Attachment B.docx | DOCX document | |
| Attachment A.rtf | RTF text file |
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