Inventory Management System

The Vendor is required to provide inventory management system for include:
• Function both online and offline, provide asynchronous batching while disconnected, including full offline operation for inmate workstations with periodic supervised synchronization
• Support warehouse activities such as receiving, stocking, picking, issuing, adjustments, cycle counts, and product rejects
• The system must provide role-based access controls for staff and inmate groups, utilizing Microsoft ENTRA id for single sign-on (SSO) and multi-factor authentication (MFA).
• Furthermore, the solution must maintain SOC 2 certification and support data exchange via SFTP, with a strong preference for both API and web services capabilities.
• Offer an intuitive and user‑friendly interface suitable for varying literacy levels
• Include clear audit trails for all actions taken within the system
• Support modern equipment including barcode scanners, printers, label printers, and handheld devices
• Provide comprehensive training materials, onboarding assistance, and ongoing vendor support
- Inventory management requirements
• Adjust, count, and track inventory quantities
• Support multiple storage and bin locations, including movement of items between locations
• Set minimum and maximum quantity alerts
• Generate and print labels and barcodes
• Automatically assign barcodes to new inventory items
• Allow item searches using descriptions, barcodes, or custom fields
• Allow bulk import and export of inventory data
• Allow item notes, metadata, and custom fields to be added
• Support cycle counts and reconciliation processes
- Purchasing requirements
• Support both line‑item receiving and full‑shipment receiving
• Allow correction of purchase requests and invoices after they are created, with an audit trail documenting all changes
• Allow attachments such as quotes, delivery receipts, and supporting documents
• Provide alerts for outstanding payments
• Allow export of complete purchasing data, including prices, billing information, payment codes, order dates, request status, requester identity, notes, and item details
- Customer and order management requirements
• Provide internal customers the ability to view warehouse inventory
• Allow internal customers to submit warehouse purchase requests
• Allow customers to view the status of their orders or requests
• Link invoices directly to picklists
• Allow corrections to orders and invoices with tracked changes
• Track sales or internal order activity for reconciliation and reporting
- Data and reporting requirements
• Allow export of inventory, picklists, invoices, and purchase orders in standard spreadsheet formats
• Provide configurable reports for inventory movement, stock levels, order status, and purchasing activity, allowing designated warehouse personnel to independently create and modify report layouts, filters, and output criteria.
• Allow the warehouse to create complete summaries for internal accounting requirements
• The state retains sole ownership of all system data.
• Complete and usable data exports upon request at any time, including at the end of the contract, and must securely destroy or delete all state data when directed to do so in writing.
- Implementation requirements
• Provide an implementation timeline with milestones
• Assist with data migration from the legacy systems
• Provide testing, validation, and confirmation of inventory accuracy before full deployment
• Support the warehouse through system launch and stabilization.