Request For Information (RFI)

Transcription

1 STATE OF NORTH DAKOTA DEPARTMENT OF CORRECTIONS & REHABILITATION PO Box 1898, 3100 Railroad Ave Bismarck, ND Request For Information (RFI) RFI Title: Warehouse Management System RFI Number: Date of Issue: April 15, 2014 Purpose of RFI: State of North Dakota Department of Corrections & Rehabilitation (DOCR) is requesting product information relating to warehouse management system software and equipment that is compatible with Oracle. Offerors are not required to return this form. Procurement Officer: Jeannine Veitz

2 TABLE OF CONTENTS SECTION ONE Introduction and Instructions 1.01 Purpose of the RFI 1.02 Contact Person, Telephone, Fax Numbers and , Return Mailing Address and Deadline for Receipt of Information 1.03 Assistance to Offerors with a Disability 1.04 DOCR Not Responsible for Preparation Costs 1.05 News Releases 1.06 Clarification of Responses SECTION TWO Background Information 2.01 Background Information SECTION THREE Scope and Schedule 3.01 Response Format and Content 2

3 SECTION ONE INTRODUCTION AND INSTRUCTIONS 1.01 Purpose of the RFI The North Dakota Department of Corrections and Rehabilitation, hereafter known as DOCR is requesting product information for the purpose of obtaining a turnkey warehouse management system software and equipment. The DOCR is currently studying the feasibility and the cost of establishing an automated warehouse management system. Goals include identifying an effective, efficient, and affordable electronic system that provides warehouse management functions and processes to include automation for processing goods movements and managing stock. The DOCR is requesting responders to provide the information on the following: A. Detailed description of warehouse management system services and equipment available. B. Description of system software to be provided and method of delivery. C. Description of product and all equipment needed, including scanners or tablets. D. Description of system software compatibility and capabilities. E. Timeline required for delivery, implementation, and go-live. F. Letter(s) of commitment from other companies or participants collaborating with your company in the delivery of warehouse management systems. G. SECURITY ACCESS CONTROL 1. Describe the capabilities provided in the solution for integration with Directory Services (LDAP, Active Directory) and describe how user groups are defined. 2. Describe any roles predefined or required for your solution. 3. Describe the method used to authorize users to specific resources. 4. Listing of other available corrections specific warehouse software or features added, if any, to include: i. Locations within each facility by housing unit and customer online ordering capabilities, including template setup for regular ordering. ii. Warehouse services to multiple DOCR facilities and possibly other state agencies. iii. Security alerts or set restrictions on specific products requested from warehouse by location in each facility. H. TECHNICAL ARCHITECTURE 1. Describe how the service is hosted including cloud-based vendor hosting. 2. Describe the architecture of the solution. Provide architecture diagrams for propose solution. 3. Is the solution a single, fully integrated application or is it comprised of multiple, separate modules? 4. Is all functionality proposed available through a thin client, browser-based interface? 5. Describe capabilities of exporting data into various PeopleSoft interfaces. I. DATABASE 1. What databases and versions are supported? 2. How is the user authenticated to the application and database? 3. Describe the ability and process that is in place to return the DOCR data upon contract termination; including type of format, file transfer, media types (if vendor hosted solution is applicable). J. SYSTEM ADMINISTRATION 1. Describe the process that will be used by the system administrators to maintain system reference type data. 2. Identify users and security profiles and who maintains that security. 3. Describe data retention period for data stored in system. K. REPORTS 1. Identify the reporting capabilities. Explain the reports included in the base product as well as the ability and process to create customized reports. 2. Provide a list and description of all included reports and examples of the 5 most commonly used reports. 3. Describe event triggered or scheduled reports. If scheduled, is a third party schedule involved? If so, which product? Is it included or is it a separate purchase? 4. Ad hoc reporting (report and query builder). Identify limitations to the available fields to report on. 3

4 1.02 Contact Person, Telephone, Fax, , Return Mailing Address and Deadline for Receipt of Information The procurement officer is the point of contact for this RFI. All vendor communications regarding this RFI must be directed to the procurement officer. Submit RFI responses by 2:00 p.m. CST, May 15, 2014 to: PROCUREMENT OFFICER: Jeannine Veitz PHONE: (701) FAX: (701) TTY Users call: Responses to the RFI must be in writing and may be mailed, delivered in person, or sent by . Please address the envelope or as instructed below. Jeannine Veitz, Procurement Director ND Dept Corrections & Rehabilitation PO Box 1898, 3100 Railroad Ave Bismarck, ND Subject: RFI Assistance to Offerors with a Disability Responders with a disability that need an accommodation should contact the procurement officer prior to the deadline for receipt of proposals so that reasonable accommodation can be made DOCR Not Responsible for Preparation Costs The DOCR will not pay any cost associated with the preparation, submittal, presentation, or evaluation of any response to this RFI News Releases The responder or its representative(s) shall not make any announcements or news releases pertaining to this RFI without the prior written approval of the DOCR Clarification of Responses The DOCR may contact a responder to this RFO to clarify uncertainties or eliminate confusion concerning the contents of their RFI response. Responders may contact the DOCR to obtain clarification of the RFI. All contacts for questions or clarifications regarding this RFI must be in writing and ed directly to the procurement officer identified in Section 1.02 of this RFI. 4

5 SECTION TWO BACKGROUND INFORMATION 2.01 Background Information The DOCR is interested in exploring opportunities to enhance the overall effectiveness of warehouse services it provides to the prison facilities for the North Dakota Department of Corrections & Rehabilitation (DOCR) by utilizing a warehouse management system to plan, track, possible procure, receive, store, pick, transport and deliver products from the warehouse. We believe that by implementing a turnkey warehouse management system at the DOCR Warehouse to provide services to three adult correctional facilities (NDSP, MRCC, and JRCC) and the juvenile facility (YCC) will expedite and improve warehouse services, including stock visibility, planning, and more efficient storage and distribution processes. We believe that we can reduce administrative time needed to procure and project stock levels, process warehouse requests, picking and receiving, eliminate dual entry, and reduce inventory on-hand errors or out-of-stock occurrences. The Warehouse staff includes one full-time warehouse manager/buyer and two full-time warehouse employees and serves the following DOCR facilities: North Dakota State Penitentiary (NDSP), located in Bismarck, ND James River Correctional Center (JRCC), located in Jamestown, ND Missouri River Correctional Center (MRCC), located south of Bismarck, ND Youth Correctional Center (YCC), located in Mandan, ND Currently, the DOCR Warehouse uses PeopleSoft finance, purchasing, and inventory modules. Purchase orders are issued from PeopleSoft for payment and processing, and the inventory information, tracked by the NIGP numbers, included in the purchase order adjusts the inventory information. In addition to purchase orders, the warehouse utilizes purchasing cards (credit card) to purchase stock for the warehouse and these items are manually entered into the PeopleSoft Inventory Module by express put-away utilizing the NIGP numbers. The DOCR accounts payable department access the PeopleSoft Finance Module to pay purchase orders as items are received and reallocate credit card transactions. Multiple staff from each of the DOCR facilities access PeopleSoft Inventory Module to enter warehouse requests. The warehouse manager generates picking slips on a daily basis for warehouse staff to pick orders, prepare for delivery, and adjust inventory accordingly. Tracking by location and utilizing department id s (cost code) is necessary for month-end billing to each housing unit or location. The DOCR warehouse is 14,400 sq ft and handles over 2,300 items including: Paper Products Janitorial Supplies Food (canned, dried, frozen, refrigerated) Inmate Clothing Hygiene Products Office Supplies Staff Uniforms Ammunition Weapons 5

6 SECTION THREE SCOPE OF WORK 3.01 Response Format and Content Responders to the RFI are asked to use the following format: Section 3.01 Introduction Section 3.02 Vendor Experience and Qualifications Section 3.03 Response to RFI Numbered Bullets Identified in Section 1.01 Section 3.04 Additional Vendor Information and Recommendations Section 3.01 Section 3.02 Introduction Include the complete name of responder along with mailing address and telephone number of the person whom the DOCR should contact regarding the RFI response. Vendor Experience and Qualifications Include experience that the vendor has in providing warehouse software specific to the prison industry or other institutional setting. Identify other agencies or companies utilizing the warehouse management system. Section 3.03 Response to RFI Numbered Bullets Identified in Section 1.01 Responders are asked to provide comprehensive rezones to numbered bullets in Section 1.01 Purpose of RFI. Section 3.04 Section 3.05 Additional Vendor Information and Recommendations Use this section to provide any additional information that the vendor feels the DOCR should consider relevant to this request. The DOCR is also interested in vendor information and recommendations including, but not limited to: Information the vendor would need to respond to a solicitation relevant to the scope of this RFI. Additional options the vendor(s) may have to deliver along with the original RFI. Cost Estimate Provide a Budget detailing direct and indirect costs required to implement warehouse management system. Include any applicable purchase options, hourly labor charges, and site visits that would be billable in conjunction with the proposed solution. Include all associated costs for equipment, hardware, software, implementation, training, customer service, and annual maintenance agreement. Disclaimer Responses to this RFI will be used by the DOCR for the purpose of completing its feasibility and cost benefit analysis. Responders will not be held to price estimates provided as part of this RFI should the DOCR later decide to issue a Request For Proposal (RFP). This RFI does not constitute as an invitation for bid, request for proposal, or request for quotation, nor is it to be construed as a commitment by the DOCR. 6