2.3.2.2.1. Inventory: The VICD requires electronic inventory tracking and reporting that will report the status of the inventory of brochures and publications stored at the warehouse. Revised: November 12, 2024 Page 4 of 24 These reports consist of 1) Inventory on Hand for all registered customers, 2). Accumulative Report of Deliveries by Site (all 18 sites), 3). Site Delivery Reports, and 4). Inventory Receiving Reports on a bi-weekly basis. This bi-weekly distribution summary report must be kept in a compatible version of Microsoft Excel, Word or Access database. This inventory and database always remain the property of the State of Vermont. Contractor will be required to provide the complete database to the state upon termination of this contract. 2.3.2.2.2. Approved Subscribers: The VICD Brochure Program Administrator will provide the vendor with the approved subscribers list including designation of facilities to receive the brochures bi-weekly. Distribution records for additional subscribers will be regularly supplied by the State to be appended to the records/inventory by the vendor. The registration year for the brochures runs from 5/1– 4/30. Registration forms are sent out in March each year by the Brochure Program Manager to give businesses time to sign up and ship brochures to the warehouse so there is no lapse in time for distribution for the subscriber. Subscriber’s expired registrations will become inactive and will not be included on order forms until renewal is confirmed by the State. 2.3.2.2.3. Banding: While proper marking and banding of all print material in 100 brochure stacks is requested of all Subscribers in the Vermont Information Centers Division distribution program prior to delivery to the warehouse, this expectation is not always met (up to 50%) and vendor shall be responsible to band these brochures in stacks of 100- units. This is required as the sites order print material by the case, bundle, and/or stacks of 100-brochures. 2.3.2.2.4. Orders: Order sheets for each of the 18 centers are unique, including only the brochures/publications currently registered for that center. Depending upon the volume of individual brochures used at each Information Center brochures will be ordered by the full case, in banded stacks of 100 brochures each or by bundle (25-30) magazines with strapping around them. 2.3.2.2.5. Bi-Weekly Orders: Bi-Weekly orders for specific quantities of materials will be prepared by the local facility designated staff who have on-line capability to place orders preferably through a web-based system, if available. Alternative order systems, via fax or e-mail will be considered. 2.3.2.2.6. Low Inventory Notification: Vendor will be required to notify the brochure program administrator weekly when the inventory of individually registered brochures, newspapers, or maps etc. is reaching a point of need for restocking. This is to be done by e-mail when an item reaches the 25% level remaining. This must be done weekly.
