Inventory Management Software

The vendor required to provide web-based inventory management system will also track preventative maintenance data for all assets.
- Requirement:
•    The inventory system must include licenses to track inventory and assets on 24 vehicles, patient movement devices, patient care devices etc. 
•    The inventory solution shall be included at no additional cost to the county and should be hosted by the vendor and accessible by the county through the internet. 
•    The system should be web based, manage inventory and assets, manage preventative maintenance data, manage multiple facility locations for ordering, manage inventory at the truck level as well as the supply room level, provide multi-level reporting, password protected, barcode process enabled, provide multi-level authorization of orders, and have an auto-replenishment feature that can be turned on or off. 
•    The system must be in a hosted environment by the vendor. 
•    No onsite computer servers or it support will be provided. 
•    Data back-ups shall be provided by the vendor however, in the event that the awarded respondent should lose the contract in the future, the county reserves the right to retain any and all data placed into the system prior to and up to contract termination.
•    The cap devices should check multiple forms of id and will prompt for station or dispatch specific data. 
•    All withdrawals are cataloged, time stamped and regulated by tech clearance and training level. 
•    The cap aggregates all dispensing history and alerts for low stock position, expiring product and creates a pick list for restocking.
- Web-based ordering and inventory management system:
1. Web enabled ordering from any pc, laptop, tablet PC or PDA using wireless or cabled internet access
•    Ordering from any vendor to replenish a supply room is available on any computer or device with internet connectivity. 
•    An electronic “check sheet” may also be used to allow a “unit” or internal point of usage to request items for restock from a supply room. 
•    The check sheet application can be run on any device (windows, android, or iOS operating systems). 
•    It is recommended that the device screen size be no smaller than a tablet for best performance.
2. Ability to load multiple facility locations for ordering and reporting
•    System allows for unlimited supply rooms or physical locations that are replenished by receiving an order or from receiving inventory transferred from another supply room. 
•    Supplies are managed through the supply rooms and out to the points of usage (“units”). 
•    Another option to easily manage inventory in outlying facilities is to create an electronic check sheet where a facility (known as a “unit”) can periodically inventory what is on-hand and request replenishment for items that are below par level from the warehouse. 
•    Reporting is available on all transactions.
3. Password protection for multiple users for different locations
•    System is secure with customizable roles and access that can be dynamically assigned to unlimited employees. 
•    The agency can define and assign security rules to permit or restrict access to components of the system and supply rooms. 
•    Each crew member will have unique log in credentials to gain access to the allowed components using their logon id and password. 
•    System does not display passwords when being entered for security purposes; agency administration can reset a password or forgotten password emails may be sent from the system if crew emails are available. 
•    Active directory is also available, and the same login and password can be used to access operative IQ as done to login to windows.
4. Ability to manage inventory levels at multiple locations
•    An agency may set up unlimited supply rooms for the account regardless of how many unit licenses are enabled. 
•    Each supply room allows each product to have its own re-order and par level. 
•    Each supply room profile has a section for name, address, contact and manager, and whether supply requests sent to the room should be managed by a supervisor in the back office or set to auto accept to track requested inventory leaving a supply room if crew members restock unit themselves. 
•    Additional units can be added as needed as well.
5. Ability to add more locations as needed
•    An agency may set up unlimited supply rooms for the account. 
•    Import, export and cloning available to help with mass amounts of data. 
•    A specific location in a supply room is available to assign items for exact location within a location. 
•    Additional units may be added as well (license fees are based on the number of units)
6. Ability to generate orders for all locations
•    Any supply room may generate an order (requisition or po) to any vendor via pdf (that may be printed and faxed) or via email. 
•    Because the system is tracking live inventory counts the system can also recommend the items that should be ordered to bring each supply room up to its fully restocked par levels. 
•    Orders can then be received against the po in the system and the ability to then receive the orders electronically into each supply room closes the po and updates live inventory counts in the room. 
•    A “unit” or point of supply usage may also generate and “order” or request for restock from a supply room using an electronic check sheet.
7. E-mail alert notifications to vendors and the system manager
•    Email purchase orders directly to suppliers from inventory solution and receive order confirmation from vendor. 
•    There is an option to add approvers based off monetary levels where they would receive an email to approve a purchase order after the save draft button has been selected. 
•    When a purchase order is created and ready for approval, a notification will be sent via e-mail to the appropriate approver at agency. 
•    Manage recipients for notifications based on supply room and location.
•    Notifications are sent for supply requests and when a response to a question on the questionnaire is flagged to notify a supervisor. 
•    When a supply request is submitted from the electronic check sheet after a user performs an inspection or checks all inventory, a notification will be sent to appropriate administrators. 
•    When a supply request is fulfilled the check sheet will notify the approval. 
•    Configurable questionnaires allow users to perform unit and station inspections. 
•    Notifications can be routed via email to anyone in organization.
8. Auto-replenishment features utilized by all locations and automatically sent to the system manager
•    Each supply room can be set up to choose how inventory for that location is to be managed. 
•    Auto-accept allows the system automatically update inventory quantities based on supply requests allowing crew members to pick up their own supplies. 
•    The electronic check sheet will show the accepted items. 
•    A supply request will always be sent to the system manager if their e-mail(s) is in the settings for the supply room replenishing the stock.
9. Web based equipment and asset tracking system
•    The web-based equipment and asset tracking system program shall collect data at point of issue (check out) for any equipment or supplies (including narcotics) at the beginning of each shift. 
•    This information would include the employee to which the product is to be assigned, date and time of issuance and the truck they are assigned. 
•    The items would be subject to ‘check in’ or returned to the supply area until needed again. 
•    To facilitate this tracking, one utilizes barcodes and barcode scanners to enter the issuance and item return. 
•    The program will also track any permanently assigned items for each employee or vehicle.
•    When an asset is tagged and ready for deployment, managers and supervisors and crew members will have option to ‘check out’ assigned equipment through the web-based back office or integrated crew member check sheet based on management preferences. 
•    Crew member accountability is greatly increased when agency knows who is responsible for specific equipment.