Inventory Management System

The Vendor is required to provide a comprehensive POS Inventory Management System that integrates sales, inventory tracking, reporting, and analytics.
- The system should streamline operations, improve inventory accuracy, and enhance customer service and the student experience.
- Objectives
•    Implement a centralized POS and inventory management solution
•    Reporting on stock replenishment and reduce stock outs/overstock
•    Enable detailed sales and inventory reporting.
•    Integrate with the new financial and other existing systems i.e. Internal charges/sponsored students
- Functional requirements
•    Sales transaction processing (cash, credit/debit, mobile payments)
•    Barcode scanning and product lookup
•    Customer management and loyalty program integration
•    Discounts, promotions, and tax calculations
•    Off site – pop up store mobility
•    Online shopping/store front
- Inventory management
•    Real-time inventory tracking and updates
•    Stock level alerts and automated reorder points
•    Product categorization and SKU management
•    Support for serialized and batch inventory
•    Inventory transfers between locations
•    Physical inventory count and reconciliation tools
- Reporting & analytics
•    Sales reports by product, category, location, and time period
•    Inventory turnover and shrinkage reports
•    Forecasting tools for demand planning
•    Customizable dashboards and KPIS
- User management & security
•    Audit trails and activity logs
•    Secure login and data encryption
•    Compliance with data protection regulations
- Implementation
•    Project management
•    Data migration
•    System setup
•    Staff training and onboarding
•    Documentation and support materials
- Support & maintenance
•    Service level agreements (SLAS)
•    Helpdesk and technical support availability
•    Software updates and patch management
•    Warranty and defect resolution
- Technical requirements
•    Cloud-based, software-as-a-service (SaaS) model. The vendor must describe the hosting environment and architecture, including provisions for redundancy and scalability. An on premise solution does not align with our cloud-first strategy. 
•    The solution should be accessible via a standard web browser for back-office and management functions. A dedicated client application is acceptable for front-end terminals, but should be centrally managed.
•    The vendor must manage all software updates, security patches, and feature releases with minimal to no downtime.
•    The solution must be password-protected with all users assigned a unique login id and password.
•    All data must be encrypted both in transit (using TLS 1.2 or higher) and at rest (using aes-256 or equivalent).
•    The solution (for ecommerce) must support single-sign-on via standard methods (SAML 2.0).
•    The solution (for ecommerce) must adhere to web certified accessibility guidelines.
•    The solution must support integration with the college’s sis via API or direct integration in order to retrieve book lists, etc.
•    The solution must be compliant with PCI-DSS standards.

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: November 27, 2025