Army & Air Force Exchange Service. Dallas, Texas Dallas, Texas

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1 Army & Air Force Exchange Service Regular Mail: P.O. Box (SD-C/1) Express Mail: 3911 S. Walton Walker Blvd. Dallas, Texas Dallas, Texas THE EXCHANGE RETAIL FOOD, CANDY & SNACK SEASONAL PROPOSAL PROCESS The Retail Food Seasonal Candy & Food category is a year round program. The 6 seasons that make up the calendar are as follows: 26 Dec-14 Feb: Valentine s Day 15 Feb 5 Apr: Easter 4 Apr 31 May: Chocolate Fest 1 Jun 31 Jul: Summer Sweets 15 Aug 31 Oct: Halloween 1 Nov 25 Dec: Christmas The following information outlines the seasonal candy, food & snack proposal process. GENERAL INFORMATION

2 -Only proposals submitted on the attached approved forms will be reviewed. Other formats will not be accepted. -Submit published destination and/or origin price lists with item proposal forms. -All proposals must be complete and accurate. Any changes after the proposal date may result in the item being dropped from the program. This also applies to inaccurate information including UPC s, cost, weight, case pack, cube, merchandise availability date, etc. If items won't be produced by the first delivery date, please make a note of that on each form -Selection is made from hard copy proposals submitted. Please do not submit your offer via . -Mark the outside of the envelope with the proposal season (Halloween, Christmas, Valentine, etc.). -Vendors must have and EDI capabilities to do business with AAFES. -All proposals must arrive by the proposal due date specified on the SEASONAL SCHEDULE (SEE ATTACHMENT) to be considered for the 2014/2015 seasons. Item submission dates are included on this schedule. Please make a note of these dates on your calendar so you do not miss a submission date. Proposals arriving after the due date may not be considered. The schedule also outlines review time frames. Please do not send samples unless you receive a specific sample request. If you have questions concerning the schedule, please contact the buyer. -Categories to be reviewed (by season) are listed on the attachments. All proposals must include the following forms: 1) THE EXCHANGE SEASONAL ITEM PROPOSAL FORM: This form must be submitted to the buyer as a hard copy (color) for each item to be reviewed. Please do not submit offers via due to file size. The forms must be filled out completely and a digital image inserted in the open area on the first page of the form. Under the item description are five Fact bullets. Please use these bullets to provide descriptive information of the product.

3 This form may also be used to submit product assortments or shippers. If you are submitting an assortment or shipper of product, you must include a case UPC for the assortment or shipper on Page 1 of the form. Page 2 of the form provides space for information/upcs for each item included in the assortment/shipper. Please include quantities and UPC codes for each item in the shipper as well as the total units in the shipper on Page 2 of the Item Proposal Form. The seasonal item proposal forms serve as a reference for item coding and advertising proofs. If there are errors on submissions, purchase orders won t be prepared correctly. Our systems do not allow PO amendments. Errors will cause the allocator to have to re-cut the purchase orders after item coding is corrected. Errors delay receiving and are a significant burden on the team. Vendors will incur an administrative fee for corrections/changes after purchase orders are written. Please proof all submissions carefully. The abbreviation VPN stands for Vendor Product Number (Style). 2) DEAL OFFER FORM (DOF) This form will be forwarded to you with your item selection list. We expect full participation in tabloid promotions. The DOF form must be submitted with the promotional offer. In our plans for growth in 2014 & 2015 we will be aggressively advertising using multiple media channels as well as through sweepstakes, in store events and promotions. We request active participation in creating the customer experience. Please present offers that are exciting and impactful. Please fill out the form completely to avoid delays. Please submit all ad proposals as soon as you receive your list of items selected. We are unable to make accurate commitments or create buy plan purchase orders until promotion items are selected. Please make a note on the Seasonal Item Proposal Form (next to picture) of the item you are submitting a DOF for. Enter advertising coop dollars in the comments section on the DOF and on the Business Trade Agreement. Advertising coop dollars are billed after an ad is completed. 3) MULTI-CHANNEL MARKETING SUPPORT Merchandise presentation and marketing are a vital part to the success of every season. An in store multi-channel marketing campaign has been designed to support each seasonal event and enhance the customer experience. Your participation is

4 key. Marketing elements include sign kits for Main and Express stores, Exchange Radio, EXTV & Facebook. T-shirts and other collateral may be included. The Exchange policy on Seasonal Candy MCM support is that every vendor whose product has been purchased for a season will support the marketing program for that season. Estimated cost is $75K per season. Each vendor s support will be fairly & equitably determined by their share of a the season s assortment at cost. 4) SEASONAL MARKDOWN POLICY Each vendor is required to support markdown s at the end of each seasonal event period in the amount of 50% of the cost of any remaining inventory the day after the seasonal period ends. 5) EXCHANGE RETAIL AGREEMENT (ERA) We will request an updated Exchange Retail Agreement (after selection) if we do not have a current Agreement on file. We appreciate your cooperation in completing or updating this information. Exchange Retail Agreements must be up to date before purchases are made. 6) BUSINESS TRADE AGREEMENTS (BTA) We will complete a Business Trade Agreement annually for each vendor selected for a seasonal buy plan. You may have a separate agreement for everyday products and seasonal products. SELECTION: When each seasonal selection is complete, Sylvia Gudino, Merchandise Assistant, will vendors included in the buy plan a list of items selected. Please contact me or my assistant Sylvia Gudino with any questions. It is very important that proposals are filled in accurately and submitted on time. We look forward to a successful & profitable year together.. Julie Bierman Sylvia Gudino

5 Senior Buyer, Retail Food, Candy & Snacks Seasonal Candy & Food Merchandise Assistant, 3911 S. Walton Walker Blvd S. Walton Walker Blvd. Dallas, Texas Dallas, Texas