REQUEST FOR PROPOSAL INVENTORY MANAGEMENT SYSTEM

Transcription

1 REQUEST FOR PROPOSAL INVENTORY MANAGEMENT SYSTEM ST. CHARLES COUNTY AMBULANCE DISTRICT (Herein referred to as District ) 4169 OLD MILL PARKWAY ST. PETERS, MO SPECIFICATIONS FOR Inventory Management System FOR ADDITIONAL INFORMATION CONTACT: BidQuestions@sccad.com Closing Date/Time: Wednesday, October 31, p.m. Local Time Awarded/Purchase Order Let: Within 90 days of Closing COMPANY NAME REPRESENTATIVE TELEPHONE NUMBER ADDRESS 1

2 1. INTRODUCTION AND GENERAL INFORMATION A. This document constitutes an invitation for competitive, sealed proposals for an inventory management system. Specifications are designed to improve several facets of the Districts current systems and operations. The desire of the District is to combine all features into one system in an effort to streamline current procedures. The system shall be inclusive but not limited to the specifications listed in section 5. B. District Overview ( District ) provides emergency services for the entirety of St. Charles County. Its Headquarters is located at 4169 Old Mill Pkwy., St. Peters, MO and is approximately 30 miles west of the city of St. Louis, Missouri. The District was established in 1975 as a political subdivision of the State of Missouri and is supported by a county tax. C. Organization This document, referred to as a Request for Proposal (RFP), is divided into the following parts: 1. Introduction and General Information 2. Intent to Bid Page 3. Terms and Conditions 4. Bid Submission Information 5. Specifications 6. Pricing 7. Signature Page D. Although an attempt has been made to provide accurate and up-to-date information, District does not warrant or represent that the background information provided herein reflects all existing conditions related to this Request for Proposal. E. All bidders are to include in their proposal any and all costs associated with this project including but not limited to materials, equipment, freight and labor. F. Brand Name product identifications will occasionally be used to identify quality and characteristics of an item. Proposals that incorporate specifications that are of a quality equal to or greater than those specified will be accepted as long as complete written specifications for the alternate products are enclosed with the proposal. The District will not be obligated to consider alternate proposals submitted without this documentation. G. Intent to Bid An Intent to Bid form is included immediately following this section. This must be returned either by mail or in person to 4169 Old Mill Pkwy, St. Peters, MO 63376, or by fax ( ) in order to receive any addenda to this Request for Proposal. 2

3 2. INTENT TO BID I have read this Request for Proposal and wish to express my intent to bid. Please send me any addenda regarding this RFP. THIS PAGE MUST BE RETURNED IN ORDER TO RECEIVE ANY ADDENDA TO THIS BID. RETURN TO: 4169 Old Mill Pkwy St. Peters, MO Fax: Company Company Address City State Zip Code Telephone Number FAX Number address Signature & Title 3

4 3. TERMS AND CONDITIONS A. Contract Terms: The performance of this Contract shall be governed solely by the terms and conditions set forth in the Contract not withstanding any language contained in any invoice, shipping order, bill of lading or other document furnished by the Seller at any time. The Acceptance by the District of any goods furnished hereunder accompanied by any such document shall not be construed as an acceptance by the District of any terms or conditions contained in such document which are inconsistent with the terms and conditions set forth in this Contract. Any different or additional terms, other than those contained in the Contract, which are contained in any acceptance, acknowledgment, invoice or other document transmitted by Seller to the District are hereby objected to. B. Compliance with Specifications: No payment will be rendered for items delivered that fail to meet specifications as offered in proposal and all items delivered below specifications must be completely corrected or award will be forfeited to the next lowest bidder meeting specifications. C. Sellers Warranties: Seller expressly warrants that all articles, material and work covered by this contract will conform to each and every specification, drawing, sample or other description which is furnished to or is adopted by the District and that they will be fit and sufficient for the purpose intended, merchantable, of good material and workmanship and free from defect. Such warranty shall survive delivery and shall not be deemed waived either by reason of the District s acceptance of said material or goods, or by payment for them. D. Bankruptcy or Insolvency: In the event of any proceedings by or against either party, voluntary or involuntary, in bankruptcy or insolvency, or for the appointment of a receiver or trustee or an assignee for the benefit of creditors, of the property of Seller, the District may cancel this Contract or affirm the Contract and hold Seller responsible in damages. E. Payment Terms: Net thirty days payment terms will be assumed unless otherwise indicated. 4. SUBMISSION INFORMATION The District welcomes all interested parties to participate in its competitive bid process. Bidders will be expected to submit proposals that are in compliance with the terms and conditions as outlined below: A. All awards are subject to final approval by the Board of Directors of St. Charles County Ambulance District, or their designated representatives(s). 4

5 B. Proposals must be sealed and delivered to District Headquarters on or before the time and date stipulated in the Request for Proposal document. All late proposals will be rejected. C. The District reserves the right to accept or reject any or all proposals or parts of proposals, waive technicalities, adjust quantities and to purchase from any or all vendors. D. State of Missouri Sales Taxes are not applicable to sales made to St. Charles County Ambulance District and must be excluded. E. Any changes in specifications will be sent to all bidders in the form of a written addendum. All addenda become a part of the Request for Proposal. F. Results may be obtained by faxing a request to St. Charles County Ambulance District at Please include the name and closing date of the proposal when requesting this information. G. Bid Closes: Proposals must be submitted by 2:00 P.M. local time October 31, Proposals may be submitted in person, by mail, or by . Only original proposals will be accepted. No copies or facsimile transmissions will be accepted. If delivering in person or via mail: Proposals must be placed in a sealed envelope, and plainly marked Inventory Management System RFP #1146 and must be delivered or mailed to: 4169 Old Mill Parkway St. Peters, MO If delivering via Proposals should contain the subject line Inventory Management System RFP #1146 and ed to sealedbid@sccad.com. PROPOSALS RECEIVED AFTER THIS DATE AND TIME WILL NOT BE CONSIDERED. H. Inquiries: All inquiries should be directed to: BidQuestions@sccad.com 4169 Old Mill Pkwy St. Peters, MO (636)

6 I. Signature: All proposals must be signed by a duly authorized representative of the person, partnership or corporation offering the proposal. Failure to sign the Request for Proposal document could result in automatic disqualification of that proposal. The District reserves the right to request written confirmations of persons authorized to sign all proposals on behalf of a company. J. References: Bidders should attach a list of references in the area that we may have the option of contacting regarding their sales and service experience with your company. References should include contact names and phone numbers. K. Contract Negotiations District reserves the right to negotiate all elements that comprise the apparent successful proposal, in order to ensure that the best possible consideration is afforded to all concerned. The District and the selected Vendor will review, in detail, all aspects of the requirements and proposal. During the review of the most favorable, apparent successful proposal, the Vendor may offer and the District may accept revisions to the proposal. 6

7 5. SPECIFICATIONS The system shall be inclusive but not limited to the following list of the District s needs. A. Inventory Management 1) Supply Center Inventory, Receiving and Ordering 2) Ambulance Station Inventory, Receiving and Ordering 3) Ambulance/Vehicle Inventory, Receiving and Ordering 4) Product Expiration Monitoring 5) Inventory Par Level Notifications B. Controlled Substance Management Separate reporting system for controlled substance inventory to include: 1) Expiration Monitoring Chain of Custody Log Digital Usage Log Receiving to end of life tracking 2) Custom Reporting 3) Expiration Monitoring 4) Par Level Notifications C. Fleet Management 1) Fleet Maintenance Scheduling 2) Fleet Maintenance Reporting 3) Fleet Tele-metrics Mileage and Hour Report 4) Fleet Maintenance Records D. Facilities and Equipment Maintenance 1) Repair Requests IT Fleet Equipment Facilities 2) Repair Reporting 3) Work Flow Reporting E. Equipment Tracking 1) Radio frequency identification (RFID) Capable System RFID Readers RFID Tagging 2) Barcode Scanning Bar Code Tagging Bar Code Readers F. User Interface 1) Computer Based 7

8 2) Cellular Application Smart Phone/Tablet 3) Checklists for Internal Inventory Ordering and Inspections 4) Customizable Listings G. Licensing and Access Minimums (Expansion Capable) 1) 300 Individual users 2) 1 Master Inventory location 3) 20 Satellite Locations 4) 90 Vehicles 8

9 6. SIGNATURE PAGE I have read and understand this Request for Proposal and certify that I am a duly authorized representative of the person, partnership, or corporation offering this proposal: Company Company Address City State Zip Code Telephone Number FAX Number address Federal Tax Identification Number Signature & Title 9