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 electronic...