The vendor is required to provide bank services for inventory management, facilitating product pickup, and packing and shipping seafood products both in the us and internationally.
- Maintain online inventory management system
• Institute will identify and establish the inventory management database that the successful offeror must utilize
• The online inventory management system may be maintained and remain updated and accurate by the offeror.
• All inventory changes must be recorded in the inventory management database within 72 hours of receipt or distribution.
o The offeror must track the expiration date for each product lot received, dispose of and/or donate expired or unusable seafood products appropriately, and update these changes in the inventory database system.
• The offeror will receive a list outlining the minimum number of items required per species and product format that must always be available in inventory.
• The inventory management system must detail species, product format, and available inventory by number of individual seafood items (i.e. fish or crustacean) and employ a tracking system of products received from state seafood suppliers.
• The inventory management system must be capable of separating and itemizing products for each Institute program that utilizes the product, including international, domestic, and communications programs.
o The successful offeror is responsible for tracking which program utilized which product for invoicing purposes.
- Store seafood product samples
• The successful offeror will be required to coordinate the storage of seafood products and work with Unisea cold storage
o minimum total amounts of required products will be identified by Institute HQ team members from the international, domestic, and communications teams.
• the offeror will occasionally receive last-minute requests to fulfill shipments and must display flexibility and adaptability for quick turnaround on projects as assigned by Institute.
• the offeror may have cold storage capacity to store the product temporarily for the international, domestic, and communications teams before shipping; however, no additional charges will be incurred as a separate cost.
• The offeror will ensure that all state seafood suppliers from which Institute is sourcing products are authorized to ship to all international destinations, including Asia, the EU, and Latin America.
- Coordinate shipments of display and sample products
• INSTITUTE staff will create a proforma document detailing the quantity, species, and product type required for specific shipments.
• The successful offeror will be responsible for obtaining the items from Institute cold storage, packing the order, and compiling the display product for Institute international, domestic, and communications teams promptly.
o The winning proposal is responsible for shipping the order with enough lead time to ensure that the product clears customs before the event or trade show, depending on the specific customs requirements of the country.
• Package all orders to ensure the product arrives in as high-quality, frozen condition as possible, including sufficient dry ice and appropriate packing materials.
• The offeror will ship all orders using the most cost-effective service provider unless otherwise specified by Institute.
• Accurately prepare all NOAA health certificates and export documentation required for seafood products upon entry into the foreign country.
o This may require communication with the receiving country’s government officials, overseas marketing representatives (OMRS), consignees, importers, and Institute.
• Track the shipment until it is received in-country and is successfully cleared through customs.
• Freight costs must be actuals with no markup. documentation supporting the freight cost must be part of the invoice back up.
- Have extensive knowledge of creating health certificates and export documentation for export of seafood products
• Certificate of origin (COA)
• Proforma invoice(s)
• NOAA health certificates
• Invoices
• Halal certification documents
- Work with Institute to establish samples banks internationally
• Offeror will work with Institute to establish a samples bank in the following, but not limited to, regions: southeast Asia, middle east, north Africa, eastern and southern Europe, and Latin America.
o Institute and their overseas marketing representatives (OMRS) will identify importers with cold storage capacity who can receive shipments for storage in the region.
o The offeror will work with the consignee to coordinate the shipment and receival of the products at various locations and times throughout the fiscal year.
• Offeror will be responsible for tracking the inventory sent to each Institute samples bank site, reporting the inventory to Institute upon request, and replenishing the inventory as necessary.
- Annual budget of between $150,000 and $200,000 dollars for completion of this project.
- Contract Period/Term: 2 years