AFNAF Purchasing Office, 9504 IH 35 North, Ste 370, San Antonio, TX 78233-6636

D -- REQUEST FOR SOURCES FOR DEVELOPMENT OF INTERNET/INTRANET COMPUTER APPLICATION SOL F41999 DUE 062397 POC George Woodard, 210-652-6931 E-MAIL: George Woodard, Systems Analyst, WoodardG@agency.afsv.af.mil. The Air Force Nonappropriated Fund Purchasing Office (AFNAFPO) is looking to identify sources, alternatives, development time frames, and approximate funding requirements to convert the functionality of an existing DOS-based computer application to an internet/intranet operating environment. The existing system was developed by Loren Data Corp. It is written in Clipper and uses MHS (SMF-70) formatted e-mail transaction processing for communications. The Air Force has standardized on Infinite Technologies' Connect 2 MHS product for this communications backbone. It provides LAN based communications on DOS compatible LAN's (i.e., Novell, Banyan, Windows NT), and dial-up (modem to modem) communication to stand-alone facilities. The system supports approximately 110 bases, 1000 activities, and 5000 users. The resulting system must additionally provide end-user transparent electronic interfaces with point-of-sale systems, accounts payable and inventory, as well as an electronic means of acquiring NAF Impact (Visa) credit card purchase transactions from Rocky Mountain National Bank. These transactions need to be distributed to their appropriate base and activity. They must be reconciled with the originator, tracked, and disputes logged and maintained. The internet version must be year 2000 compliant. Finally, the resulting system must additionally provide internet-based transaction processing with external users (vendors, base contracting offices, etc.) using the latest version of ANSI X-12 formats. The existing system provides the following functionality: Multi-level processing and reporting of purchasing transactions between activity, base, major command, and headquarters level. Transactions are initiated at any level, routed for approvals and funding certification, then sent to the proper (base, major command, headquarters) NAF purchasing office to determine the disposition of the request. Requests may result in the award of any contract type: purchase orders, delivery orders, individual service contracts, etc. Processing of awards may take place at the base, major command, or headquarters NAF purchasing office, at the host base's Service Contracting Office (SCO), or at AFNAFPO. Certain transactions (i.e. BPA calls, entertainment contracts, ticket consignment contracts, etc.) can be delegated to activity managers for direct award at the activity. All other transactions must be awarded by authorized (warranted) contracting officers at the proper NAF accounting office or base SCO. Security in the system is maintained by the use of an encrypted 4-digit PIN in the user record. This PIN provides an electronic signature for the purchasing transactions. Printed forms print the signers full name along with the message "Signature on File". The PIN identifies fund custodian rights and warrant levels as well as system access levels. Certain access levels provide varying capabilities within the system (i.e., System Administrator rights provide a utility option not available to any other access level). Vendors are maintained separately from their price lists. Any one vendor may have several different contracts or no contract. These are maintained in the vendor price lists (NAF contract, GSA contract, open market, special sale prices, etc.). Line item information is maintained in the price list upon user request (trade-ins, discounts, one-time purchase items, etc.) do not have to be added to price lists. Line item records maintain the vendor's stock number, an item category, the item description, standard pack, unit of issue, and unit price, along with file attachments (similar to e-mail) and line item history data (YTD count of purchases, YTD sum of purchase prices, date of last purchase). Price lists are able to be exported as catalogs. The hallmark of the DOS-based ECPS is the ease of generating purchase requests. These features must be maintained in the internet/intranet version. Recurring PR's can be saved as templates, removing dates and signatures, to be recalled when next needed. Dates can then be reestablished, line items and quantities can be modified, and signatures reapplied. Line items can be recalled by the vendor's stock number, chosen from a pick list based on category, or selected like an on-line shopping cart from a price list catalog. Line items can also be inserted (prior to existing line items), deleted, split, duplicated (if only a small portion of the line item changes, i.e., a color or size). Special shipping instructions, notes, or contract clauses can be added to the line item description area as information. File attachments can be associated with line items. These may be further text-based descriptive information (i.e., a Word document) or graphic images (i.e., faxed or scanned). When all approval and funding certification signatures have been associated with a purchase request and it has been issued to a purchasing office, it can then be either copied to a working purchase request or awarded without change. PR's cannot be modified after they have been signed. PR's can be unsigned prior to routing, allowing additional modification. The working PR (copy of original) can then be modified by the contracting officer to change the source, descriptions, prices, or to establish a solicitation (RFQ, RFP). Solicitations allow a contracting officer to provide any number of possible vendors, copying the PR contents for each vendor added with "NO BID" placed in the unit price field. An abstract of the solicitation can be printed, and CBD postings can be automatically generated. Groups of PR's can be consolidated to a single award with multiple ship-to addresses designating where to deliver the associated line items. The system supports project "folders" which allow certified funding from the aggregate of PR's in the project folder to be shared for awarding purposes. The ECPS supports creation and maintenance of NAF contracts (NPA's), as well as a number of fill-in-the-blank type contracts. The system notifies the creator prior to expiration of contracts to remind them if renewal is necessary. Awards can be sent back to the requesting facility for receiving. The receiving process allows for partial or final receipt of goods. Receiving reports are used by the NAF accounting office to identify items to put in inventory and to designate an obligation to make payment on the associated invoice. Partial receipts create a receiving report, final receipts create a receiving report and add the receiver's electronic signature to the receiving block of the award. Reporting of all purchasing activity at any location is available. Additionally, copies of orders and receiving documents are sent to all higher levels (major command and headquarters). This allows major commands to report purchasing activity from any or all of their bases, as well as internally generated purchasing transactions. Also, headquarters is able to report all purchasing transactions made through the system. All forms and reports can be either printed, viewed, copied to an ASCII file, or faxed automatically through a fax server atAFNAFPO. The resulting system must operate using all industry standard internet browsers, and must support all industry standard internet features, i.e., hot-links to vendors web sites, etc. (0155)

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