Appendix_A_RFI_for_Warehouse_Inventory_Management.xlsx
XLSX spreadsheet 94 KB Posted
- Solicitation number
- SFGOV-0000011902
- Issued by
- San Francisco County, San Francisco City, California
About this file
This is a Request for Information (RFI) completion guide issued by the City and County of San Francisco's Department of Technology for a Warehouse Inventory Management System. The RFI seeks vendor responses across three primary tabs: Organization Information, Requirements Response, and Cost Information. Respondents must complete all three sections and may attach supplemental materials as appendices. The requirements encompass a comprehensive warehouse management platform including receiving and put-away management, inventory management and replenishment, consumable distribution and checkout, inventory request and reservation management, inventory decommissioning and disposition, catalog and item master management, cycle counts and inventory accuracy, scanning and mobile operations, workflow and notifications, reporting and analytics, and security and compliance controls. The system must support integration with existing platforms including PeopleSoft for procurement and financial transactions and ServiceNow for request intake. Vendors are required to indicate support level for each requirement using one of four categories: Fully Out-of-the-Box, Supported with Configuration, Supported with Customization, or Not Supported/Not Available, with explanations provided as needed.
The cost information section requires vendors to provide detailed pricing models including licensing or subscription costs broken down by pricing tiers and billing frequency, development costs for customizations, implementation costs with timeline estimates, support and maintenance costs with service tier definitions, third-party application and integration costs, training costs, and contract term discount options. The RFI specifies that the City prefers a Software-as-a-Service (SaaS) solution and notes that the warehouse inventory platform will operate alongside existing systems, with PeopleSoft remaining the system of record for procurement and financial transactions while ServiceNow maintains request intake functions. No specific funding amounts, award dates, contract term lengths, or set-asides are identified in this completion guide document.
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Instructions RFI: San Francisco Warehouse Inventory Management System
APPENDIX A - COMPLETION INSTRUCTIONS
Respondents are required to complete Tabs A-C. Attach supplemental or supporting materials as appendices and cross-reference them in the relevant response.
1. Organization Information For each item, please provide a response.
2. Requirements Response For each requirement, please select the appropriate option from the Support Level dropdown. If your solution does not meet a requirement fully out-of-the-box, please provide a brief explanation in the Comments column, particularly if any configuration or customization is required.
3. Cost Information For each item, please provide a response.
A - Organization Information RFI: San Francisco Warehouse Inventory Management System
| ID | REQUESTED INFORMATION | RESPONDENT'S RESPONSE |
| A1 | GENERAL INFORMATION | |
| A1.01 | Name. Company/organization name. Identify the lead company or organization if the response includes multiple parties. | |
| A1.02 | Address. Company/organization address and location. | |
| A1.03 | Website. Company/organization website. | |
| A1.04 | Summary. Brief summary of products and services offered. | |
| A1.05 | Strengths. Description of professional strengths, core competencies, and key capabilities relevant to this partnership. | |
| A1.06 | Contact information. Provide detailed contact information for the primary contact. |
- Name
- Title
- Company
- Address
- Phone
| A2 | BUSINESS PROFILE |
| A2.01 | Company Ownership. Describe you organization's business background and ownership structure. Include all parent and subsidiary relationships. |
| A2.02 | Subcontractor & Alliance Partners. Will all of the services outlined in this RFI be performed by this legal entity? If not, which specific services will be provided by your company and which will be provided by your subcontractors or alliance partners? |
| A2.03 | Organization Tenure & Composition. How long has your organization been in business? How long have you been providing inventory services to your clients? What percentage of your revenues are comprised of these services? |
| A2.04 | Managed services employee pool. How many employees in your organization are providing inventory services? |
| A2.05 | Other Service information. |
- Number of years delivering inventory management solutions
- Number of active inventory management projects
- Current number of customers
- Public sector (city, county, state) customers
- Total number of employees
- Yearly revenue, last 3 years
| A3 | TECHNOLOGY AND SUPPORT |
| A3.01 | Technical architecture. Explain your technical architecture and customer options, including licensing/subscription model, access/download of data, maintenance, upgrade, and support. |
| A3.02 | Average timeline. Since DT prefers a SAAS solution, what is the average time from contract inception to go-live for an organization of our type (government) and size. |
| A3.03 | UI/UX flexibility. Describe the flexibility of User Interface (UI) and how User Experience (UX) is incorporated into features and functionality. How are customers involved? |
| A3.04 | Support model and service tiers. Outline your support model (service desk, live online support, etc.) and what tiers of service are offered. |
| A3.05 | Planned maintenance downtime. How much planned maintenance downtime is there per month and what offline business continuity options are available during these events as well as during unplanned downtime? |
| A3.06 | System availability. How does your solution support high availability (seamless, non-stop operations)? What targets do you set for Recovery Time Objective and Recovery Point Objective? What are the system availability statistics over the past year? |
| A3.07 | Sensitive data. How do you protect sensitive data from cyberattack and inappropriate disclosure? Is data encrypted both at rest and in transit? |
| A4 | SERVICE MODEL |
| A4.01 | Product Description. Describe how your solution would deliver services to meet this project's needs, including but not limited to the following: |
| A4.02 | Solution Architecture and Capabilities. Provide a description of the platform, its design, and how it is differentiated in the marketplace. |
| A4.03 | Vendor Integrations. Provide a description of data transfer integrations with telecom vendors as described in the requirements above. |
| A4.04 | Software Integrations. Provide a description of how third-party software integrations would be accomplished. |
| A4.05 | Reporting Capabilities. Describe the platform’s reporting capabilities. If customizations for reports are sometimes required, an explanation of when customizations are required and what information is needed for report creation. Provide a description of possible third-party linkages to presentation layer tools (e.g., Microsoft Power BI). |
| A4.06 | Training. What roles and types of training are required of customers to operate and maintain the solution? |
| A4.07 | What is on the horizon? Describe the next five-year platform/solution lifecycle, including product roadmap and update frequency. What improvements do you see on the horizon? (Note: DT staff will not be signing non-disclosure agreements) |
| A4.08 | Resource demand. What are the minimum customer commitments (FTE) required to implement, support, and optimize your solution? |
| A4.09 | Implementation Approach. Describe your implementation model and lay out a high- level project schedule with typical milestones based on the information provided in the RFI and Tab B. Be sure to include y data migration. |
| A5 | Other Information |
| A5.01 | Additional relevant information. Please provide any other relevant information to assist in this market research regarding your firm or organization’s solution. |
B - Requirements Response RFI: San Francisco Warehouse Inventory Management System
Fully Out-of-the-Box: The requirement is met by the vendor’s solution natively with no customization or development needed. (The functionality is available by default configuration.) This is the ideal response, indicating the solution can immediately fulfill the requirement.
Supported with Configuration: The requirement can be met with configuration of the solution. This implies low to no coding is required, only setting changes or simple scripting/workflows. The vendor should briefly describe what configuration is needed (e.g., “This is achievable by enabling a module or adding a custom field”).
Supported with Customization: The requirement can only be met with customization or development effort (beyond what is typically done for implementation). This might involve substantial coding, use of additional modules or third-party tools, or architectural changes. The vendor must describe how they would accomplish this and outline the extent of the effort (for example, “This would require a custom module to be developed specifically for your environment”).
Not Supported/Not Available: The vendor’s solution does not currently support the requirement and would not be able to meet it even with customization, or the vendor chooses not to include this functionality in their offering. If a feature is planned for a future release, the vendor can note that here, but for scoring purposes it is treated as not currently supported.
| ID | REQUESTED INFORMATION | SUPPORT LEVEL | RESPONDENT'S EXPLANATION |
| B1 | RECEIVING AND PUT-AWAY MANAGEMENT | ||
| B1.01 | Purchase Order Retrieval by Barcode: The platform shall support scanning of packing slips or barcodes to automatically retrieve associated purchase orders and display open purchase order line items for receiving. | ||
| B1.02 | Manual Purchase Order Lookup: The platform shall allow manual entry of purchase order numbers when barcode lookup is unavailable. | ||
| B1.03 | Line Item Receiving (PO-Based): The platform shall support receiving processes that are based on approved purchase orders. The system shall require association of all received items to a valid purchase order and corresponding line items, allow warehouse staff to select line items, enter quantities received, and automatically decrement quantities from open purchase orders. | ||
| B1.04 | Warehouse and Sub-Location Selection: The platform shall require the selection of a warehouse and associated sub-location (e.g., receiving dock, storeroom) prior to receiving inventory. | ||
| B1.05 | Discrepancy and Variance Recording: The platform shall allow staff to record discrepancies between received items and packing slip details, including quantity mismatches, damaged goods, or incorrect items. | ||
| B1.06 | Discrepancy Resolution Workflow: The platform shall support workflows to track and resolve discrepancies identified during receiving. | ||
| B1.07 | Digital Signature Capture for Receiving: The platform shall support capturing digital signatures on packing slips and receiving confirmations. | ||
| B1.08 | Barcode Label Generation: The platform shall generate barcode labels for items when needed, including internal labels for warehouse tracking. | ||
| B1.09 | Transfer from Receiving to Storage: The platform shall support digital transfer of received inventory from receiving areas to designated storage locations within the warehouse. | ||
| B1.10 | Invoice Upload and Approval Workflow: The platform shall support uploading vendor invoices and routing them through an approval workflow process. | ||
| B1.11 | Shipment Receipt Documentation: The platform shall generate digital or printable receipts documenting receipt of shipments. | ||
| B1.12 | Receiving Notifications: The platform shall notify requesters or designated staff when ordered items have been received and are available. | ||
| B1.13 | Partial Receipt Tracking |
The platform shall support tracking of partial deliveries against a single purchase order, including the ability to record multiple receiving events over time.
| B1.14 | Purchase Order Reconciliation and Tracking: The platform shall support reconciliation of received items against purchase order quantities, including tracking cumulative quantities received across multiple deliveries, associating packing slips with purchase orders, and identifying outstanding items that have not yet been delivered. | |
| B1.15 | Receipt Completion Status: The platform shall provide visibility into receipt completion status for each purchase order, including indicators for partially received, fully received, or outstanding deliveries. | |
| B1.16 | Support for Final Receipt Coordination: The platform shall support workflows or reporting that enable coordination with PeopleSoft for final receipt creation once all items associated with a purchase order have been received. | |
| B2 | INVENTORY MANAGEMENT AND REPLENISHMENT | |
| B2.01 | Centralized Inventory Catalog: The platform shall maintain a centralized catalog of consumable inventory items stored within warehouse locations. | |
| B2.02 | Inventory Location Tracking: The platform shall track inventory quantities by warehouse, storeroom, and storage location. | |
| B2.03 | Minimum and Maximum Inventory Thresholds: The platform shall allow configuration of minimum and maximum stock thresholds for each item. | |
| B2.04 | Automated Low-Stock Alerts: The platform shall generate alerts when inventory levels fall below defined thresholds. | |
| B2.05 | Replenishment Request Creation: The platform shall allow warehouse staff to initiate replenishment requests when inventory levels fall below thresholds or when manual replenishment is required. The system shall support workflows that notify warehouse staff or trigger the creation of Buy Requests in ServiceNow. | |
| B2.06 | Multi-Level Procurement Approval Workflow: The platform shall support configurable approval workflows for replenishment requests including roles such as Division, Budget, Procurement, Department Head, and Accounting. | |
| B2.07 | Approval Decision Tracking: The platform shall record approval decisions, comments, timestamps, and user actions for all approval workflows. | |
| B2.08 | Purchase Order Creation Integration: The platform shall support integration with PeopleSoft to create purchase orders once replenishment approvals are completed. | |
| B2.09 | Procurement Notifications: The platform shall notify relevant stakeholders when procurement actions are completed or purchase orders are generated. | |
| B2.10 | Multi-Location Warehouse Support: The platform shall support management of multiple warehouse locations and sub-locations, including the ability to define and manage warehouses, storerooms, receiving docks, storage zones, and bin-level locations. The system shall support inventory tracking, transfers, and reporting across multiple locations while maintaining accurate location-level inventory visibility. | |
| B3 | CONSUMABLE DISTRIBUTION AND CHECKOUT | |
| B3.01 | Warehouse Staff–Managed Inventory Issuance: The platform shall support inventory issuance processes in which warehouse or storeroom staff issue consumable materials to technicians or requesters. The system is not required to support full technician self-service checkout as the primary workflow. | |
| B3.02 | Scanner-Based Inventory Transfers: The platform shall support issuance of inventory through handheld scanning devices operated by warehouse staff, including selecting source location, scanning items, and associating the transaction with the receiving user, division, or destination. | |
| B3.03 | Transaction User Identification: The platform shall associate each inventory transaction with the employee or operational unit receiving the items. | |
| B3.04 | Budget Line Attribution: The platform shall support assigning inventory transactions to budget lines, divisions, or project codes. | |
| B3.05 | Signature Capture for Issuance: The platform shall capture digital signatures when items are issued from the storeroom. | |
| B3.06 | Transaction Receipts: The platform shall generate digital or printable receipts for all issued inventory. | |
| B3.07 | Manager Review and Financial Verification: The platform shall support review workflows and alerts for managers or finance staff to verify inventory transactions and associated budget allocations. | |
| B3.08 | Same-Day and Walk-Up Requests: The platform shall support walk-up and same-day inventory issuance workflows, allowing warehouse staff to issue materials without a pre-existing reservation while still capturing transaction details, user attribution, and required approvals. | |
| B4 | INVENTORY REQUEST AND RESERVATION MANAGEMENT | |
| B4.01 | Online Inventory Request Portal: The platform shall provide a web-based portal allowing employees to submit requests for consumable inventory prior to pickup. | |
| B4.02 | Inventory Reservation Management: The platform shall reserve inventory against available stock once a request is submitted or approved. | |
| B4.03 | Double Allocation Prevention: The platform shall prevent multiple reservations from allocating the same inventory items. | |
| B4.04 | Pick and Staging Workflow: The platform shall support workflows for warehouse staff to pick and stage items prior to requester pickup. | |
| B4.05 | Pickup Notifications: The platform shall notify requesters when items are ready for pickup. | |
| B4.06 | Pickup Confirmation and Signature: The platform shall require confirmation and capture digital signatures when reserved items are picked up. | |
| B4.07 | Budget Attribution for Reserved Items: The platform shall associate reserved inventory transactions with budget lines or projects for financial reporting. | |
| B5 | INVENTORY DECOMMISSIONING AND DISPOSITION | |
| B5.01 | Aging Inventory Analysis: The platform shall provide reports identifying inventory items that have not had transactions within defined timeframes. | |
| B5.02 | Obsolescence Approval Workflow: The platform shall support workflows for determining whether items are obsolete. | |
| B5.03 | Inventory Removal for Obsolete Items: The platform shall allow obsolete items to be removed from active inventory records. | |
| B5.04 | Surplus Inventory Evaluation: The platform shall support workflows to evaluate whether items should be posted to surplus or virtual warehouse systems. | |
| B5.05 | Disposal Tracking: The platform shall support routing items to e-waste or property disposal processes when appropriate. | |
| B5.06 | Disposition Recordkeeping: The platform shall maintain records documenting item disposition, including reason codes, dates, and responsible personnel. | |
| B6 | CATALOG / ITEM MASTER MANAGEMENT | |
| B6.01 | Catalog Item Request Submission: The platform shall allow users to submit requests to add new items to the warehouse catalog. | |
| B6.02 | Catalog Approval Workflow: The platform shall support multi-level approval workflows for catalog additions. | |
| B6.03 | Item Master Management: The platform shall maintain and manage the item master catalog for consumable inventory and serve as the system of record for item definitions and attributes. The system shall update item master records upon approval of catalog additions. | |
| B6.04 | Item Master Attributes: The platform shall support item attributes including SKU, description, unit of measure, barcodes, vendor references, and commodity codes. | |
| B6.05 | Barcode Management: The platform shall support storing and managing multiple barcode identifiers for inventory items, including vendor barcodes and internally generated barcodes. | |
| B7 | CYCLE COUNTS AND INVENTORY ACCURACY | |
| B7.01 | Scheduled Cycle Counts: The platform shall support scheduled cycle counts with configurable frequencies. | |
| B7.02 | Scanner-Based Inventory Verification: The platform shall support performing cycle counts using barcode scanning devices. | |
| B7.03 | Automatic Variance Detection: The platform shall identify discrepancies between counted quantities and system quantities. | |
| B7.04 | Variance Resolution Workflow: The platform shall support workflows for recounts, supervisor review, and inventory adjustments. | |
| B7.05 | Adjustment Reason Codes: The platform shall capture reason codes and corrective actions for inventory adjustments. | |
| B7.06 | Cycle Count Audit Trail: The platform shall record details of cycle counts including user, date, location, variance, and resolution. | |
| B7.07 | Threshold-Triggered Counts: The platform shall allow automatic triggering of cycle counts for high-risk items or threshold breaches. | |
| B8 | SCANNING AND MOBILE OPERATIONS | |
| B8.01 | Handheld Scanner Support: The platform shall support handheld scanning devices for receiving, transfers, labeling, and cycle counts. | |
| B8.02 | Barcode Support: The platform shall support scanning packing slip barcodes, item barcodes, and internally generated labels. | |
| B8.03 | Mobile Signature Capture: The platform shall allow digital signatures to be captured directly on handheld devices. | |
| B8.04 | Offline Scanning Support: The platform shall support offline scanning workflows that synchronize once connectivity is restored. | |
| B9 | WORKFLOW, NOTIFICATIONS, AND TASK MANAGEMENT | |
| B9.01 | Workflow Engine: The platform shall support configurable workflow processes for approvals, discrepancy resolution, and procurement. | |
| B9.02 | Event-Based Notifications: The platform shall generate notifications for events such as item receipt, reservation readiness, low inventory levels, and approval requests. | |
| B9.03 | SLA Monitoring and Reminders: The platform shall support configurable service level timers and reminders for approvals and operational tasks. | |
| B9.04 | Inventory Search Capability: The platform shall provide robust search capabilities allowing users to locate inventory items by SKU, description, barcode, location, or vendor. | |
| B9.05 | Package Tracking Capability: The platform should support basic package tracking and notification workflows for items not managed as inventory, or provide integration options with third-party mailroom or package management systems. | |
| B10 | REPORTING AND ANALYTICS | |
| B10.01 | Operational Reporting: The platform shall provide operational reports including daily inventory transactions, receiving activity, discrepancy logs, and approval cycle times. | |
| B10.02 | Financial Reporting: The platform shall provide reports showing inventory transactions by division, project, and budget line. | |
| B10.03 | Inventory Health Reporting: The platform shall provide reports identifying inventory shortages, aging items, and reservation backlogs. | |
| B10.04 | Audit Logging: The platform shall maintain an immutable audit log recording inventory transactions, system changes, user actions, and timestamps. | |
| B10.05 | Dashboards: The platform shall provide configurable dashboards displaying inventory levels, replenishment alerts, and operational metrics. | |
| B10.06 | ServiceNow Request Integration: The platform shall support integration with ServiceNow to receive or reference Buy Requests initiated by users, enabling alignment between request intake and warehouse fulfillment processes. | |
| B10.07 | PeopleSoft Procurement Integration: The platform shall integrate with PeopleSoft to reference purchase orders and receiving records. PeopleSoft shall remain the system of record for procurement and financial transactions. | |
| B10.08 | PeopleSoft Receipt Alignment: The platform shall support alignment between warehouse receiving transactions and receipt creation in PeopleSoft, ensuring consistency between operational and financial records. | |
| B11 | SECURITY, CONTROLS, AND COMPLIANCE | |
| B11.01 | Role-Based Access Control: The platform shall support role-based access permissions controlling which users may receive inventory, approve requests, or modify records. | |
| B11.02 | Document Retention Controls: The platform shall retain invoices, receipts, signatures, and transaction records according to defined document retention policies. | |
| B11.03 | Data Validation Controls: The platform shall validate transaction data including quantity checks, purchase order matching, budget availability, and duplicate invoice detection. The platform will not be required to perform budget validation, enforce budget availability, or execute financial approval workflows, as these functions will remain within existing systems such as PeopleSoft and ServiceNow. | Fully Out-of-the-Box |
C - Cost Information RFI: San Francisco Warehouse Inventory Management System
| ID | REQUESTED INFORMATION | RESPONDENT'S RESPONSE |
| C1 | PROJECT COSTS | |
| C1.01 | Cost estimate. What is the ballpark estimate of total cost ownership for your solution over ten years? Components of the project costs should include, but are not limited to the following. | |
| C1.02 | License and/or subscription costs. Please provide a detailed overview of your solution’s licensing or subscription model, please include: |
- All applicable pricing tiers (e.g., by user count, asset volume, or functional modules)
- Indicate whether pricing is flat-rate, usage-based, or tiered
- Specify the billing frequency (monthly, annual, etc.)
- Any one-time licensing fees, if applicable
- Your policies for a reduction in license quantities
| C1.03 | Development costs. Describe any anticipated development costs associated with tailoring your solution to meet the City’s stated requirements. Identify whether these costs would cover custom features, data model extensions, or specialized interfaces. Specify Custom Development Hourly Rate. |
| C1.04 | Implementation costs. Provide a breakdown of expected implementation costs, including system configuration, data migration, testing, project management, and go-live support. Indicate the estimated implementation timeline and identify any assumptions that may affect cost (e.g., number of departments, users, or data volume). |
| C1.05 | Support/maintenance costs. Outline your support and maintenance model, including ongoing fees for access to technical support, software updates, and system monitoring. Specify service tiers (if applicable), included support hours, response times, and what is covered under the various tiers. |
| C1.06 | Third-party applications/licensure costs. List any third-party applications or platforms required to support your proposed solution (e.g., reporting tools, middleware, cloud services). For each, indicate whether licensing costs are included in your pricing or billed separately, and provide estimated costs per year. |
| C1.07 | Third-party integration/API costs. Indicate any costs associated with integrating your solution with third-party platforms. |
| C1.08 | Training costs. Describe and provide cost estimates for training services. |
| C1.09 | Contract term discounts. Provide details on how contract length affects pricing on these services. |
| C1.10 | Other comments and recommendations. Do you have any other comments specifically related to pricing that might help inform the City as it explores its options with inventory management Services? |
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