FBODaily.com | FedBizOpps: SRCSGT | 70 | Request for Information (RFI) For Gift Shop Point-of-Sale (POS) System for the U.S. Capitol, Washington, D.C.

FBO DAILY - FEDBIZOPPS ISSUE OF JANUARY 11, 2017 FBO #5528
SOURCES SOUGHT

70 -- Request for Information (RFI) For Gift Shop Point-of-Sale (POS) System for the U.S. Capitol, Washington, D.C.

Notice Date: 1/9/2017
Notice Type: Sources Sought
NAICS: 334118 — Computer Terminal and Other Computer Peripheral Equipment Manufacturing
Contracting Office: Architect of the Capitol, AOC Acquisition & Material Management Division, Acquisition and Material Management Division, Ford House Office Building, Second and D Streets, S.W., Washington, District of Columbia, 20515, United States
ZIP Code: 20515
Solicitation Number: RFI-1917-CVC-GSPOS
Archive Date: 3/31/2017
Point of Contact: Mrs. Shola Matthews-Aroloye, , Mrs. Shola Matthews-Aroloye,
E-Mail Address: smatthew@aoc.gov, smatthew@aoc.gov
(smatthew@aoc.gov, smatthew@aoc.gov)
Small Business Set-Aside: N/A
Description: I. BACKGROUND The United States Capitol ("Capitol") in Washington, D.C., is a symbol of the American people and their government and the meeting place of the nation's legislature. The Capitol also houses an important collection of American art, and it is an architectural achievement in its own right. It is a working office building as well as a tourist attraction. The Architect of the Capitol ("AOC" or "Government"), an agency of the legislative branch, manages the facilities comprising the Capitol complex. The U.S. Capitol Visitor Center ("CVC" or "Government") is the newest addition to the Capitol complex. The mission of the CVC is to provide a welcoming and educational environment for visitors to learn about the unique characteristics of the House and the Senate and the legislative process, as well as the history and development of the architecture and art of the Capitol. This is accomplished, in part, by the provision of free tours to the visiting public, educational programs, and the provision of spaces for Congressional events. The CVC provides an increased focus on visitor comfort, safety and security resulting in a seamless, positive visitor experience at the Capitol. The CVC welcomes millions of visitors to the Capitol each year. The hours of operation for the CVC are 8:30am-4:30pm Eastern Standard Time (EST), Monday through Saturday. The CVC Gift Shops provide a wide variety of items for sale to the general public oriented to the U.S. Congress with an emphasis on education. These products and gifts are often provided on an exclusive basis to the Gift Shops for retail sale. The Gift Shops operate in two locations on the first floor of the CVC. The Gift Shops are supported by an inventory storage area within the CVC. II. PURPOSE THIS IS A REQUEST FOR INFORMATION (RFI) NOTICE ONLY. This RFI is for informational and planning purposes only and it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. It is not to be construed as a commitment by the Government for any actual procurement of materials, machinery, or services. Respondents are advised that the Government will not pay for any information or administrative costs incurred in response to this RFI. All costs associated with responding to this RFI are solely at the responding parties' expense. Respondents are solely responsible for properly marking and clearly identifying any proprietary information or trade secrets contained within their response. The Government will not be liable for, or suffer any consequential damages for any proprietary information not properly marked and clearly identified. Proprietary information received in response to this sources sought will be safeguarded and handled in accordance with applicable Government regulations. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract or agreement. The Government will not be obligated to pursue any particular acquisition alternative as a result of this RFI. Responses to the RFI become Government property and will not be returned. Not responding to this RFI does not preclude participation in any future solicitation, if one is issued. Small businesses with the capability to meet the requirements are encouraged to reply to this RFI. If a solicitation is released, it will be synopsized on the Federal Business Opportunities (FedBizOpps) website. Potential responders are responsible for monitoring this site for additional information pertaining to this RFI. At this time, the Government is seeking information only from all Point of Sale (POS) system resale, software development, and/or similar companies. III. SYSTEM REQUIREMENTS The CVC currently uses a publicly accessible point-of-sale system to support its operations, providing purchasing, inventory, and accounting support. Features include, but are not limited to Accounts Receivable, Accounts Payable, Voucher System, General Ledger, Inventory Control, Billing / Invoicing, Time Cards, Recurring Invoices, POS, Check Printing, Purchase / Sales Orders, Customizable Taxes, Multi-User, Multi-Company, Audit Control, Access Control, SQL Server Database Management System (DBMS), Customizable Templates, Customers, Vendors, Chart of Accounts, Customizable Reports, Financial Statements, Administration Module, Application Interface,, Import from File (.tM,.csv,.xml, etc.). The required system must include the aforementioned capabilities, as well as additional requirements outlined below. The information requested therefore, is for an integrated server-based (as opposed to cloud based) Point-of-Sale (POS), Inventory and Accounting System for use in the Gift Shops. The system requirements are separated into four categories as follows: • Global • Inventory Control • Accounting • Reporting Global • Include a secure, user-friendly, and intuitive user-interface, and have online help • Employ a common look and feel across all functionality of the POS System • Have Hot Keys with photos of products, Bundle and Gift options and square foot analysis • Configurable coupons and discounts (including employee, promo by date, % off) • Ability to run e-commerce • Employee rights hierarchy – printable • Loss prevention capabilities to include (Voids, No Sales, Returns, Discounts, and No receipt returns • RTV capabilities with tracking and location and an online catalogue with photos • The system shall support ten (10) point-of-sale, two (2) Mobile POS systems, and ten (10) inventory and administration workstations • Compliant with U.S. Generally Accepted Accounting Principles (GAAP) as promulgated by the Federal Accounting Standards Advisory Board (FASAB). It shall also be in compliance with the U.S. Standard General Ledger promulgated by the Department of Treasury (eight digit fields) and classify expenses using Office of Management and Budget (OMB) object code classification. • Compliant with Payment Card Industry (PCI) Data Security Standard (DSS) including EMV and Apple, Google, and Samsung Pay. • Support a UPC code system for the purposes of completing point of sale transactions, inventory functions, and shipping and receiving. The POS System shall support sales by cash, credit card, check, and non-prepaid account. The POS System shall support secure transactions for credit card approval at the point of sale. The POS System shall support secure Internet/Intranet credit card transactions. • The AOC requires the Contractor to provide an inventory coding system • All Contractor-provided software and hardware shall be Section 508 (Rehabilitation Act, 29 U.S.C. 794d.) compliant or shall demonstrate a process for becoming compliant. • Support and accommodate AOC-customizable streaming banners, with messages that are customizable and appropriate to the state of the transaction. Easily configurable at the Gift Shop office. Employee daily messaging. • The POS System administrative interfaces shall function on a standard PC with an MS Windows 10 operating system. Other standard PC software programs, such as Microsoft Office 10, Microsoft Internet Explorer 10, must be able to run simultaneously with the POS System on the user and administrative workstations. • Immediately support ten (10) of POS appliances and up to twelve (12) user and administrative workstations. • Support redundant processing on the individual POS appliances, PC administrative workstations, and intranet, so that if the network is down, the POS System records sales and tracks inventory until the network is once again functioning. At that time, the POS System shall synchronize with the database and reconcile sales transactions that took place during the network outage. • The POS system (or as configured by the vendor) shall incorporate an automatic SQL data backup and recovery routine. • Track transactions and inventory by store, and provide information related to volume and product sales by location. The POS System shall enable independent inventory management by each location. The POS System shall be able to track the transfer of inventory from one store location to another. • The POS System currently stores product, vendor, customer, and financial information in a relational database (Microsoft SQL 2008). Vendor will install database on SQL 2014 and perform data migration from SQL 2008 to SQL 2014. • The POS System hardware shall be provided by the Contractor. The hardware shall include appliances, barcode scanners, and credit card authorization scanners, and check printing through the point of sale register. The AOC will own all hardware, software and data comprising the POS system. The POS System shall provide different levels of security access (Administrative Access, Reports Only, and POS User (cashiers) depending on job requirements. • Support the generation of online ad hoc queries and reports • The Contractor shall specify the type of interact connection the POS system will require in order to make secure credit and debit transactions. The AOC will provide and maintain the connection. • The backend system must run on Windows Server 2012 in VSPHERE 6.0 virtual environment. • Ability to create and print receipts, purchase orders, vouchers, and reports. The Contractor-supplied print system should support networked laser printer technology and POS barcode printer configurations, ability to print labels and tags in the store. • Generate hardcopy and electronic versions of all purchase orders. The purchase orders shall be able to be transmitted electronically, specifically IITML, XML, PDF, and a Microsoft Excel format. All purchase orders shall be able to be stored for monitoring and tracking of active purchase orders and backorders. • Support a special orders function that includes non-prepaid special orders and the associated Accounts Receivable functionality. The POS System shall support the customization of purchase orders to include special instructions such as multiple shipping addresses (one PO for each ship address) and engraving/personalization instructions. Purchase orders for special orders must be able to be transmitted electronically to the manufacturer for fulfillment. • Ability to provide and track return authorization requests for customers. This requirement shall include the ability to charge restocking fees. • Ability to track shipping transactions, so that the AOC can ship a single purchaser’s multiple purchases to multiple addresses and exclude certain information from the packing slips. The AOC requires the ability to ship directly from manufacturer to customer and to track the transactions. Invoice and method of payment information must be able to be tracked and supplied to the original purchaser. • Support shipping and receiving functionality that enables the Gift Shop to ship by multiple shippers. The Gift shop shall be able to track the shipping of packages and record the costs associated with shipping across all shippers, preferably FedEx. Inventory Control • Receive inventory • Validate the inventory against purchase orders • Generate bar code labels including product labels, bin labels and store shelf labels for bin to bin • Match orders to invoices • Generate vouchers that authorize the disbursing office to generate a check to pay the invoice • Ability to use handheld devices to transfer items from warehouse to locations as well as location to location with a batching system that users have to scan to receive and detail items received • Ability to use third party inventory service for physical inventory • Support reorder reports and reorder functions Accounting • Ability to interface with the AOC’s financial management system by exporting data in a standard electronic file format such as.csv,.text. or.xml, that can be retrieved by the AOC s financial management system, and retrieved from the system as needed by the system administrator. • Enable the AOC to track Accounts Payable and Vendor Payment History. • Enable the AOC to generate daily sales reports by salesperson and by location. It also requires the ability to generate daily transaction inventory reports. • Provide financial reports to include daily, monthly, and year-end financial statements. Ability to project sales based on date not day of week. The POS System shall provide subsidiary ledger information (detailed records for general ledger balances such as inventory) to summarize G/L account balances to be uploaded into a mainframe system (e.g., inventory balance, cost of goods sold, accounts receivable, obligations). The POS System shall provide for online general ledger account inquiries. Open to Buy • Enable the AOC to track Accounts Receivable for returning inventory to the vendor and for miscellaneous transactions. • Include, at closing process, the ability to print out drawer totals based on currency count (i.e. How many coins, bills) Reporting • Provide the ability to view and print out standard and customizable reports associated with Accounting, Sales, Inventory, Re-order, Purchasing, Shipping, Receiving, Customer Relationship Management, and Mail Order, zero on hand, weeks of supply, (PO) On order report, Sales goals (daily, weekly, monthly view) and indefinite sales histories. • Dashboard capabilities with real time data that can have remote viewing. • Enable the AOC to report on sales, cost of sales, and year-end revenues, and provide additional analysis tools to generate ad hoc reports on specific, user-defined criteria IV. IV. INSTRUCTIONS FOR RESPONDING TO THIS RFI Responses Are Due Via Email to Mrs. Shola Matthews-Aroloye, Contract Specialist, at smatthew@aoc.gov by Friday February 02/10/2017, Time 5:00p.m. Eastern Standard Time. The response should be written as a White paper describing a proposed solution(s) to the requirements outlined. Please limit your response to a total of 20 pages. Responses should be in PDF format. All responses should be submitted as an email attachment. Include in your response the following information: 1. Proposed Solution – Describe the system your company offers that will best meet the needs of AOC based on the information contained in this RFI 2. Please provide a comprehensive System Architecture which illustrates secured data communication flow between components including TCP ports while running transactions on registers, closing procedures and day end process. 3. Please provide steps performed for: a. Store Closing Procedures b. Day End Processes 4. What is your nightly scheduled maintenance plan as it relates to database and register maintenance? 5. What Platforms are available? (Windows, MAC, Linux, Android, iOS) 6. What hardware do you provide? 7. Do you offer a cloud or server based application? 8. How will data be migrated? 9. Will registers be capable of having hot keys? 10. Do you have a shipping module that integrates with Fed-Ex shipping? 11. Do you have a relationship with Tender Retail and/or Fifth Third Bank / Vantiv for credit card processing? 12. How are sales processed in the event registers go offline? 13. Describe inventory processes and how transfers work for warehouse to Store to Store 14. Is E-commerce integrated in your software? 15. Does the system support a back of the house merchandise buying program including Open-to-Buy? 16. Who are your major clients? Other U.S. Federal Customers? 17. What are the hours of support? 18. What are the top fifteen issues in your helpdesk log and their fixes? 19. Are you a GSA / 70 Holder? 20. Business Point of Contact (POC) including name; phone number; email, physical address; mailing address; identification of other key individuals who collaborated on the RFI response; and web site address. This notice closes on February 10, 2017 at 5 PM EST. V. QUESTIONS Questions regarding this announcement should be submitted in writing by e-mail to the contact listed in Section IV. Verbal questions will NOT be accepted. Questions will be answered by posting answers to the Federal Business Opportunities (FedBizOpps) website; accordingly, questions should NOT contain proprietary or classified information. The Government does not guarantee that questions received after February 10, 2017 at 5 PM EST will be answered. PLEASE NOTE THAT TELEPHONE REQUESTS FOR THIS RFI WILL NOT BE ACCEPTED. ALL RESPONSES HAVE TO BE ATTACHED TO AN EMAIL TO smatthew@aoc.gov
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/AOC/AOCPD/WashingtonDC/RFI-1917-CVC-GSPOS/listing.html)
Place of Performance: Address: Visitor Center of The United States Capitol, East Capitol St, NE & 1st St NE, Washington,, District of Columbia, 20515, United States; Zip Code: 20515
Record: SN04366521-W 20170111/170109234019-8db63d70ca6da041690643dba79b7507 (fbodaily.com)
Source: FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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70 -- Request for Information (RFI) For Gift Shop Point-of-Sale (POS) System for the U.S. Capitol, Washington, D.C.