Attachment C Warehouse System Technology and Reporting Requirements.docx

ITB S-DASOBO-00015789– USDA Food Carrier and Warehouse Services

ITB S-DASOBO-00015789 – USDA Food Carrier and Warehouse Services

ATTACHMENT C

warehouse System TEchnology and reporting Requirements

Bidder must review, confirm, and certify via signature below that Bidder meets the below technology and web-based computer system requirements and reporting requirements set forth below.

Technology and Web-based Computer System Requirements

1. Contractor shall use the most current version of Google Chrome web browser and maintain a high speed internet with a minimum of 100 Mbps download and 20 Mbps upload speed for connection accessing USDA’s WBSCM website.

2. Contractor’s computer system must have the capability to scan documents, create pdf files, download and upload reports in excel format, communicate and send attachments and files via email to the RA and/or Agency as needed.

3. Contractor’s shall have and maintain a comprehensive web-based inventory management system that includes the following functionality requirements:

a. Allocate received and upcoming Inbounds inventory items to RA accounts (i.e. RA allocations)

b. Transfer inventory between RA accounts.

c. Post inventory movements including posting date, case quantity moved, RA name, inventory item code and description, received shipment identification number, shipments, positive and negative adjustments, and returns.

d. Provide inventory movement history by month and over one school year (July-June).

e. Provide delivery order history in RA accounts.

f. Provide delivery order status in RA accounts.

g. Provide Agency access to all accounts, delivery ordering, and reporting functionalities.

h. Generate automated physical inventory, inventory on hand, inventory movements, and RA allocation reports. (Software generated without manual intervention.)

i. Provide the ability to print or export data reports to Microsoft Excel.

4. Contractor shall have and maintain a web-based portal for RAs to use that includes the functionality to provide RA access to do the following:

a. Place delivery requests for items, item quantities, delivery dates, and delivery locations.

b. Place delivery orders to release inventory to RA delivery location sites.

c. View account inventory (current on hands and upcoming Inbounds).

d. View account delivery history.

e. View account delivery status.

f. Print or export inventory reports to Microsoft Excel.

Reporting Requirements

1. Contractor shall report received Inbounds (good quantity received) to USDA ) to the USDA’s WBSCM system within two business days of delivery to the warehouse and export the completed WBSCM received shipment report in .pdf format.

2. Contractor shall report all inventory movement including shipments received, shipments delivered to RA, positive and negative adjustments (with adjustment reasons), and returns by submitting an inventory movement report to Agency after each delivery period. Upon written request, Contractor shall provide a current inventory movement report to Agency within two business days. The inventory movement report shall include the following information:

a. Received shipment identifier (USDA Foods sales order number).

b. Transaction date.

c. Item code, description, and quantity allocated to RA.

d. Transaction/entry type (i.e. shipments received and delivered to RA, positive and negative adjustments with reason, returns).

e. RA identification number and name.

f. Item quantity remaining in RA allocation.

3. Contractor shall report physical inventory and inventory on hand based on cycle counts to Agency prior to Agency’s mid-year inspection in December/January and end of year inspection in May/June by submitting a physical inventory report to Agency. The physical inventory report shall include the following information:

a. USDA material code

b. USDA material description

c. Quantity on hand

d. Storage type/zone.

4. Contractor shall report the excess inventory by December 31 due date to the Agency by providing the Excess Inventory-on-Hand report to ensure Agency compliance with the annual USDA FNS-155 reporting requirement. The excess inventory on-hand report shall include the following information:

a. USDA material code

b. USDA material description

c. Quantity on hand

d. Quantity shipped year-to-date (YTD)

e. Quantity received YTD

f. Months of inventory on hand

g. Reason for excess inventory, if known.

BIDDER, Authorized Representative

Signature: _______________________________________________________________________

Print Name and Title: _______________________________________________________________

Date: ____________

DAS State Procurement Services, Version 2.0 – July, 2025 2

DAS State Procurement Services, Version 2.0 – July, 2025 2