The vendor is required to provide comprehensive maintenance and management services for existing warehouse facilities across three locations, using a forward-looking strategy that includes potential consolidation.
- Warehousing implementation services
1. Design, setup, and prepare for inbound inventory
• These services include but are not limited to design of warehouse layout, implementation of an inventory management system, and provision and installation of all necessary equipment.
• The state will hand over the warehouses in their current layout with any state-owned equipment in their current format and condition.
2. Identify and staff key warehouse personnel: single point-of-contact
• Serve as the single point-of-contact for the state on matters related to all managed warehouses.
• Be available (directly or through a designee) 24 x 7 x 365 by phone or email.
• Provide updates on all requests and incidents as requested.
• Any requested change of the designated single point-of-contact over the term of the contract must be approved by the state.
3. Warehouse design and storage solutions
• Given inventory data and building designs, the contractor must be able to provide up to date computer-aided design (cad) diagrams of warehouse layout and design upon request.
- Ongoing warehousing services
1. Staff and manage day-to-day warehouse operations
• The contractor is responsible for day-to-day warehouse operations.
• Day-to-day warehouse operations include but are not limited to receiving inbound deliveries, picking, packing, and loading outbound deliveries, confirming current inventory amounts including potential inventory recounts, and providing recycling/trash removal for the managed warehouses
2. Storage requirements
• No storage requirement: approximately 95 percent of the stockpile contains materials with standard warehouse storage requirements. for example, n95 respirators can be stored anywhere from -4 °f to +86 °f and at.
• Temperature control and humidity control requirement: items in the stockpile requiring temperature and humidity to be within a narrow band will be stored in the 60,000 sq. ft. air-conditioned building 210 in the Hopewell junction warehouse or its successor facility.
• Temperature control data and reporting: in order for the state to comply with the shelf-life extension program (SLEP) and emergency use authorizations (EUA), the contractor must have data loggers tracking temperatures in the managed warehouses.
• Using the summary report of the current temperature monitoring system in place at the warehouses, the data loggers must show that products remained within their acceptable temperature ranges, as well as the duration of any excursion from that range.
3. Track expiration of PPE batches and prioritize outbound accordingly
• The contractor must track the expiration date of all materials and prioritize the use of materials closest to expiration while fulfilling outbound pick orders.
4. Ensure deployment readiness of ventilators with periodic charging of batteries
• The contractor must understand and track the battery charging requirement of each ventilator under its care.
• For example, LTV 1200 ventilators require charging for 24 hours every 2 months.
• Most ventilators require periodic recharging of the battery.
• The contractor must ensure that its staff obtain the necessary qualifications to perform this task, as specified by manufacturers.
- Facility change considerations
• Logistical and facility planning: the contractor shall provide for and complete all administrative arrangements, logistical planning, digital and personnel set up, as well as any and all other related tasks required for the setup of a new warehousing facility, or the consolidation of previously existing facilities into one.
• Warehouse decommissioning: the contractor shall perform all disassembly, packing, cleanup, origin point shipping processing, and all other tasks involved in the decommissioning of a warehouse facility.
• Material transit: the contractor shall perform the shipping of materials from one facility to another in the execution of facility change projects.
• Warehouse commissioning or consolidation: the contractor shall perform the assembly, unpacking, setup, destination point shipping processing, and all other tasks involved in the commissioning or consolidation of a warehouse facility.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: June 11, 2025