Specifications include, but are not limited to:The purpose of this Request for Proposals (RFP) is to obtain the services of a qualified firm to provide a comprehensive physical inventory of Omnitrans’ bus replacement parts warehouses. A. Contractor shall conduct a physical inventory of approximately 10,000 unique stock material numbers of bus replacement parts. B. Contractor shall have a minimum of five (5) years of experience in the provision of physical inventory service and have experience in providing similar services as those being requested. C. Contractor shall conduct the physical inventory at Omnitrans’ – East Valley and West Valley Parts Warehouses. The physical inventory shall be scheduled to be conducted on a Sunday, between the hours of 6:00 a.m. and 3:00 p.m. Proposer may recommend day and time. D. Contractor and Omnitrans shall mutually agree on the date of the inventory at least 30 days prior to the physical inventory count. E. Contractor shall attend a “Pre-count Meeting” conducted by Omnitrans’ Procurement team at Omnitrans’- East Valley location. This pre-count meeting will take place prior to the physical count at a mutually agreed upon date. The purpose of this meeting is to review and clarify Omnitrans’ bus replacement parts inventory procedures that the Contractor will be required to follow during the physical inventory. Contractor’s Project Manager is required to attend this meeting. At this meeting, Omnitrans will physically identify parts not subject to the inventory. Examples include but are not limited to rebuilt parts, cores, and items which have been previously expensed; e.g. nuts, bolts, screws, and paint. F. Contractor shall provide the necessary experienced supervisory personnel and staff (e.g., managers, supervisors, and counters) necessary to complete the physical inventory at Omnitrans’ East Valley and West Valley locations in no more than one day. G. Contractor shall conduct a minimum 25% verification inventory of all items counted to insure accuracy of inventory. During the physical inventory cycle, the Contractor shall verify the count against cycle count sheets supplied by Omnitrans for the physical inventory. Should the error rate exceed 10% during verification procedures, the Contractor will be required to perform a recount of the total inventory at no additional cost to Omnitrans. H. Contractor shall ensure that a supervisor conducts a spot check for accuracy of all counters and all service parts racks. I. Contractor shall verify quantity differences between the physical count and the quantity indicated in Omnitrans records, and where such discrepancies appear, recount, if necessary, at no additional cost to Omnitrans. J. Omnitrans shall provide a physical cycle count list that will act as an inventory listing. Contractor shall have the ultimate responsibility for cycle count sheet control. K. The inventory cycle count sheet(s) shall contain the following information, which must be dated and initialed by the counter’s supervisor: 1. Page and line number 2. Stock Code/Material number 3. Bin location(s) 4. Description 5. Unit of measure L. The cycle count sheet(s) shall be collected and given to the person responsible for inventory count sheet verification. Once verified, the original cycle count sheet(s) shall be forwarded to Omnitrans’ personnel for input into the SAP Enterprise Resource Planning (ERP) software. M. Once all counts are input, Omnitrans will regenerate a new cycle count list on all items and reconcile with the database record count. III. QUALITY CONTROL To ensure the quality of inventory services required by Omnitrans, it is essential that the Contractor provide the following personnel support: A. Specialized team of experienced inventory personnel. B. Team leader(s) assigned with a maximum five-person team. C. Supervisor(s) assigned to a maximum four-person team. D. Project manager(s) assigned for the entire duration of the physical inventory project. This person(s) must be on location during the inventory counting period.
