Los Angeles World Airports MANDATORY AND OPTIONAL REQUIREMENTS FOR INVENTORY MANAGEMENT SYSTEM
Response Due Date: All responses shall be submitted, in five (5) hard copies, no later than 2:00 pm PST, January 21, 2014 to: ATTN: Kathy Kim 6053 West Century Boulevard 3rd Floor, 314-J Los Angeles, CA 90045
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Los Angeles World Airports Inventory Management Software Project System Mandatory Requirements Document Introduction The City of Los Angeles (City), Department of Airports, also known as Los Angeles World Airports (LAWA), seeks information from qualified firms to provide a Software-as-a-Service (SaaS) solution for an enterprise inventory management system. The service must be capable of a full range of enterprise inventory management functionalities. LAWA in its entirety has seven operating groups, 3-5 of which require the use of inventory management software. LAWA is seeking a single inventory management system which can be adapted to a variety of uses and inventory types. Each instance of the database shall be separate and will be administered centrally by LAWA’s Information Management and Technology Group (IMTG) and utilized individually by various LAWA operating groups. Section 3.0 lists LAWA’s minimum mandatory requirements. If you wish to participate in the software evaluation process, please send all required information as outlined in this RFI, to the address on the cover page by January 21, 2014 at 2:00 PM PST. Submissions must be in hardcopy form, and include five (5) copies.
1.0 Organizational Environment The Information Management and Technology Group will constitute the first instance of implementation, followed by the Airport Police Division, and Airports Development Group. Additionally, several operational divisions could subsequently require the software solution.
1.1 Information Management and Technology Group (IMTG) LAWA’s IMTG maintains an extensive warehouse of information technology equipment and supplies. The warehouse is located on airport property and managed full time by IMTG staff, using Excel. The inventory includes approximately 2,500 unique items such as: desktop computers, network and telephone equipment, tools, cable, video monitors, and server/data center hardware. Inventory is added and removed on a daily basis. One of the primary objectives of implementing a new system is to utilize equipment before it becomes obsolete.
1.2 Airport Police Division The LAWA APD has been using Fishbowl Inventory Software for several years, although its operational use is limited and redundant. Inventory must be counted, and data entered, manually. A new system would ideally include electronic signature capture capability, and barcode scanners for accurate tracking and faster deployment of equipment at incidents.
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The APD inventory includes: normal stock as well as emergency equipment, issuance and/or return of officer uniforms, protective/ safety equipment (pepper spray, tasers, cpr masks, batons, helmets, flashlights, etc.), keys for specialized unit & supervisory personnel, items deployed to checkpoints (tents, heaters, etc.), items deployed at incidents to AP personnel, items deployed to outside agency personnel (radios, chargers, etc.), police vehicle trunk equipment (cones, line tape, first aid/trauma kits, animal handling poles, etc.), and police and loaner vehicles during extended emergency incidents.
1.3 Airports Development Group LAWA’s Airports Development Group maintains an equipment database which manages the temporary and longterm assignment of various computer and technical equipment to professional and technical staff. This database is currently managed on Excel. A feature allowing the tracking of check in/check out activity would be useful for this group. Additionally, ADG maintains a database of project trailer locations also on Excel. The ability to upload associated documents into the database (such as trailer registration documents) would be useful feature for our purposes.
2.0 LAWA Desktop Environment The software must be able to operate efficiently on the LAWA technical environment described below: Operating system: Microsoft Windows XP Professional SP3, Windows 7 Typical desktop computer configuration: Intel Pentium 4-processors, minimum 512 MB RAM Productivity software: Microsoft Office 2010 Internet browser: Microsoft Internet Explorer 8 LAWA is in the process of refreshing the desktop computer environment with a migration to Microsoft Windows 7 and Intel Core microprocessor based workstations. This desktop and desktop OS refreshing project is expected to be completed in 2015 at the latest.
3.0 Mandatory Data and Functions The following data fields shall be available in the software: Item identifier and description, incl. PO (Purchase Order) number Item receipt date Item UPC (Universal Product Code) code Item cycle count frequency Item minimum quantity on hand amount Item safety stock and reorder amounts Item unit of measure types Item manufacturer and manufacturer item SKU designations Item physical attributes: dimensions, size, color, style, stock weight, and ship weight Item default warehouse and bin location Item valuation amount Electronic signature capture capability
3.1 Required Data Functions:
Item quantity volume pricing Lot number Discontinued (Y/N) Track by serial numbers, including LAWA-generated identifier Track by PO number 3
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Special storage instructions Shelf life, use by, and reorder by dates Owned by Deliver date, deliver to Salvage items: received date, out date, salvaged by Item missing date Item designates preferred vendor Comments
3.2 Required Transaction Processing Functions:
Inventory salvage records Inventory module permits inventory adjustment transactions and processing (e.g. for inventory shrinkage or spoilage) Inventory adjustment transactions include adjustment reasons and designated GL (General Ledger) accounts Inventory adjustment transactions can be applied to projects or jobs (for project accounting or job costing) Inventory adjustment transactions automatically adjust inventory quantities by warehouse and bin locations Inventory adjustment transactions automatically create GL journal entries Inventory module permits inventory location transfers, and adjusts inventory quantities by warehouse and bin location Inventory module permits in-transit inventory management Inventory module permits the creation and management of inventory work orders Barcode scanning capability Inventory tracking of check in/check out activity
3.3 Required Process Automation Functions:
New inventory items can be configured to automatically default to any field for accelerated data entry Inventory Economic Order Quantity (EOQ) display allows reordering, and creation of new purchase orders to replenish quantity balances Inventory items can be configured to automatically apply a deferred revenue schedule on the invoice document Inventory items can be configured to automatically default a warranty type on the purchase order or invoice document Inventory bill of materials can be configured Documents can be uploaded into software database User can perform mass modification to change an incorrect attribute on item customer records at one time (e.g. change warehouse or GL account)
3.4 Required Reporting Functions:
Online audit trail displays all inventory transactions created, edited, and deleted by date, user, and specific field changes Inventory quantity and value by warehouse and bin location report Inventory quantity report which includes quantities on hand, committed to distribute, on PO, and on back order including the value of each 4
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Inventory Economic Order Quantity (EOQ) report by item Low stock inventory report Serialized inventory report which includes all serialized items by location Inventory warranty report by customer (e.g. which customers have warranties) Inventory warranty report which includes all warranties by start date and end date Inventory reports by type and other item segmentation Inventory adjustments report Inventory age, value, and salvage reports Reports may be exported to Excel, Word, CSV, PDF and XML native file types Reports include search function Reports include drill-down investigation Ad hoc reporting allows user to create custom reports, including column, table and graphical chart formats Dashboard views of accounts payable metrics Data warehouse and OLAP (Online Analytical Processing) of Accounts Payable information Data warehouse OLAP views can be displayed in tables or graphical charts Data warehouse OLAP views permit ad-hoc searching and filtering Data warehouse OLAP views can be exported for offline analysis
4.0 Optional Functions The following functions are desirable, when available without substantial software modification: Hazardous material Indicator Item RFID (Radio Frequency ID) code Item EPC (Electronic Product Code) code Item tax code
5.0 Required Documentation All vendors who wish to be considered must submit the following information, including five (5) hard copies, by Tuesday, January 21, 2014, 2:00 PM PST. A vendor may submit any additional information they deem appropriate, however LAWA reserves the right to evaluate only those factors it considers essential. Failure to provide the information as outlined, will impact LAWA’s product evaluation.
5.1 Company History and References Provide background information on the proposing company, including:
Company size, financial status, and experience in inventory management software Company history in providing SaaS, and SaaS client references Business model: Does the vendor own or lease its infrastructure? Relevant technical (e.g., software or hardware) information Location of company headquarters and branch offices in proximity to Los Angeles, CA
5.2 Data Security LAWA has determined that all enterprise software products must meet its internal standards for security. Failure to meet these standards will disqualify the product from consideration. Once the requirements are met, LAWA will further evaluate the product on the strength of its security environment. 5 System
LAWA will use the following documentation and criteria to determine the level of security offered by the prospective vendor: SAS 70 II or ISO 27001/27002 compliancy or have similar certification. Data access control solution. Data protection strategy (encryption methods) Business continuity and disaster recovery plan. Security incident response solution, including any costs to client Ability to provide immediate notification to LAWA on all security breaches Ability to provide application/data audit logs and reports upon request. Ability to provide data retrieval/removal solution when contract terminates. Provision for clients to test physical or digital security measures The applicant may submit additional documentation to describe its security status. Failure to provide the above information totally or in part will impact LAWA’s evaluation of the product.
5.3 License Pricing Information LAWA will likely utilize the software for 2 – 5 separate inventories. For estimation purposes, these assumptions apply for one instance of the software: 3 system administrators 5 users with read/ write access 120 users with read-only access 3,000 separate inventory items In Table One, please provide the estimated cost for Year One of operation, including: System start-up and configuration Training of all users, with additional training for administrators, and ‘train-the-trainer’ Support costs: please describe the levels of support In Table Two, please provide the estimated cost for ongoing operations.
5.4 Initial Data Load LAWA is seeking a turnkey approach to inventory data collection and loading. Vendors will be required to perform these functions, either internally or in partnership with a provider. To facilitate accurate estimation of cost and time, LAWA will conduct two IT warehouse walk-throughs for interested parties: Dates: Monday, January 6 and Tuesday, January 7, 2014 Time: 9 AM; allow approximately 2-3 hours Warehouse Address: 6060 Avion Street Los Angeles, CA 90045 (cross-street is Century Blvd.) Parking is available in Lot F Contact Kathy Kim at
[email protected] to confirm preferred date.
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