The vendor is required to provide for the inventory that is assigned to their unit by using multiple excel spreadsheets and access databases, including the quarter masters (QM) accountability application.
- This requires the tracking of inventory intake, issuance of inventory, disposal of inventory, the maintenance of inventory, the reporting of inventory and much more.
- It represents the most basic level of inventory tracking. it provides limited reporting and virtually no opportunity to capture the complete picture of our state-wide inventory levels.
- The ability to have a transparent way to centrally view individual transactions or overall inventory levels in real-time.
- Implementing a new web-based inventory system will provide a centralized inventory system that the entire agency will use state-wide.
- Include for services:
• All items found on the genl-43, member inspection form
• Furniture that is only issued due to reasonable accommodations (sit-stand desks/chairs)
• Create an efficient centralized application that will assist quartermasters and other section heads to effectively track and maintain inventory
• Merge existing excel spreadsheets and access databases into the new inventory system
• Create approval workflows
• Provide two environments, test (non-prod) and production
- Project dependencies
• Network and connectivity being in place in a timely manner
• Confirm that all involved personnel have been interviewed by PMO to deliver their feedback and suggestions
• Resources being available internally to learn and support the system
• Azure gov infrastructure being in place before going live
• The ability to migrate existing data from multiple excel spreadsheets and access databases
• The ability to interface with state police active directory and other state applications
- Functional requirements:
• The application shall integrate with state active directory for user log in
• The application shall create individual profiles for members prior to their start date, refer to tr4
• The application shall have the ability to upload existing tracking applications such as excel spreadsheets and an access database
• The application shall create and track parent and sub assets
• The application shall capture the funding sources of items, such as grant funded, state general fund, etc.
• The application should have the ability to generate barcodes for inventoriable items
• The application shall have the ability to establish each employee in the system including various data field elements (location, state employee id, rank/title, date of entry, date of rank, supervisor, official station, uniform sizing information and separation date)
• The application shall capture all available details of items, such as size, variations, serial numbers, location, quantities, maintenance, cost, warranties, expirations, certifications, calibrations and corresponding photos
• The application shall have the ability to change the location and status of items with a drop-down of selections: received, stock, inventory, dry cleaners, destroyed, repair
• The application shall have the ability for users to update their sizes from within their inventory management profile
• The application shall have the ability to track the sizing history of each item assigned to every member
• The application shall have the ability to track size quantities by utilizing a SKU
• The application shall have the ability to assign items to a special event (state fair, funerals, press conferences, emergencies, deployment)
• The application shall have the ability to track equipment that is loaned out to outside agencies
• The application should have the ability to track the assignment of items to employees and report on the same using various data field parameters
• The application shall have the ability for users to request new or replacement items
• The application shall have the ability to transfer requests from one requestor to another
• The application shall have the ability to allow users to request items not previously issued to them through drop-down selection and have each item filtered by category type
• The application must have the ability to track replacement or repaired items
• The application shall have the ability to create workflow approvals
• The application shall have the ability to mass upload all serialized data as an alternative to manual entry of individual items
• The application shall have the ability to interface with state police systems as needed through an API call
• The application shall establish minimum and maximum inventory levels for uniforms and other inventoriable items
• The application shall have the ability to track expiration, discard dates and life cycle of an item
• The application shall provide an alert for upcoming items that are about to expire
• The application shall provide an alert or notification for depleted stock
• The application shall have the ability to limit the issuance of items based on job, title, unit or certifications
• The application shall provide an alert or notification for exceeded requests
• The application shall provide the ability for quartermasters (QM) to see other QM’s inventory to reduce over-ordering
• The application shall provide the applicable security settings to restrict the access of confidential units and assets
• The application shall have the ability to attach order forms, requests, receipts, etc. to the related item in pdf, word or excel format
• The application shall provide an audited method for conducting a physical inventory count of all items assigned to a particular location and/or person
• The application must be accessible remotely through phone, tablet, laptop, etc.
• The application shall have the ability to input or generate, store and track barcode information for each piece of state equipment
• The application shall have the ability to track inventory in real time using a barcode and having the ability to manually search items in a lookup
• The application shall have the ability to electronically sign for inventory items
• The application shall have the ability to complete a member inspection electronically
• The application shall have the ability to generate a qm-19 to be electronically forwarded to finance
• The application shall have the ability to include functions for inventory replenishment, the ordering process, receiving, issuing, adjusting, transferring and inventory count management
• The application must have the ability to log and track all updates to capture audit trail
• The application must have the ability to produce receipts that can be printed out or sent through the application and emailed, as needed
- Fleet requirements
• The application must have the ability to maintain all inspections and maintenance records of state police fleet (vehicles)
• The application must have the ability to maintain vendor, manufacturer and
warranty information
• The application must have the ability to import fuel and other expense records
from the wright express (WEX) fuel tracking system
• The application must have the ability to import with automotive resources international (ARI) global fleet
• The application must have the ability to maintain fleet accident information
• The application must have the ability to maintain fleet parts inventory
• The application must have the ability to track fleet parts
• The application must have the ability to transfer fleet parts to different locations as needed while maintaining tracking
• The application must have the ability to notify troops when vehicles are in need/scheduled for preventative maintenance work
• The application must have the ability to submit fleet work orders
• The application must have the ability to monitor work in progress on fleet vehicles from initiation through completion
• The application must have the ability to mass-generate fleet work order or service requests (recalls, software updates, projects)
• The application must have the ability to track unscheduled work (ex. operators will notify the appropriate supervisor about maintenance issues on equipment.
• The supervisor initiates the repair order through work orders)
• The application must have the ability to prioritize fleet work in production queue
• The application must have the ability to assign a specific technician to a fleet job
• The application must have the ability to build workflows within the inventory management system for various work processes
• the application must have the ability to decommission vehicles out of inventory, as needed
• The application must have the ability to maintain historical information (including purchasing information, date, vendor, contract number, purchase order, funding source, date in service) of fleet even after vehicles have been decommissioned for reporting purposes
• The application must have the ability to integrate with fleet parts ordering system to process orders
• The application must have the ability to look up and locate a fleet part in stock or on demand
• The application must have the ability to maintain part warranty information
• The application must have the ability to maintain fleet technician time and materials used
- Firearm requirements
• The application must have the ability to track the assignment/deployment of all firearms and firearm accessories to members/troop
• The application must have the ability to track when firearms need to be decommissioned
• The application must have the ability to track ammunition
• The application must have the ability to maintain all inspection and maintenance records of firearms
• The application must have the ability to maintain all repair records
• The application must have the ability to order, track and organize firearm parts inventory
• The application must have the ability to order, track and organize firearm supplies such as rags, oil, grease and gun cleaning supplies
• The application must have the ability to notify officers when their firearms are due for annual maintenance
• The application must have the ability to track the life to death of a firearm to include everyone the firearm has been assigned to
- Reporting requirements
• The application must have the ability to run existing reports or create custom reports
• The application must have the ability to run reports on a recurring basis
• The application must have the ability to run inventory audits on demand, daily, weekly, monthly, quarterly or annual basis
• The application must have the ability to report on items waiting for approvals
• The application must have the ability to include item details, such as sizes, variations, cost and reporting
• The application must have the ability to track, query and report on historical transactions for all employees, locations and inventoriable items
• The application must have the ability to generate reports about the physical whereabouts of agency equipment • The application must have the ability to generate reports of items assigned to a particular person
• The application must have the ability to export all reports to microsoft excel.