Downstate Medical Center Asset Inventory Checklist (1).pdf
PDF 128 KB Posted
- Attached to
- Physical Inventory Capital Assets
- Solicitation number
- 2138049
- Issued by
- Kings County, New York
About this file
This is a Proposer Requirements Checklist for a complete physical inventory of movable and fixed capital assets at SUNY Downstate Health Sciences University (SUNY-DHSU), located at 450 Clarkson Avenue, Brooklyn, New York. The Request for Proposals solicits qualified vendors to conduct a comprehensive capital assets inventory cycle for the institution. A mandatory walkthrough is scheduled for Wednesday, September 23, 2026 at 10:00 AM at the specified location, with participants requested to arrive by 9:50 AM. The physical inventory and reconciliation of asset records must be completed within a maximum of five months from project initiation, which shall begin within two weeks of bid award. Proposers are required to use barcode inventory and optical scanning technology (Standard or RFID) to conduct simultaneous inventories of movable equipment and fixed assets, concentrating on status "1" and "13" assets while including all assets in the inventory.
The checklist establishes specific bidder qualifications, including a minimum of ten years of experience conducting physical inventories in similar-sized institutions, demonstrated experience in valuing capital assets in medical and educational environments, and employees with at least one year of experience in academic hospital inventory settings. Proposers must provide weekly status reports identifying inventoried areas and department representatives, generate reports after each floor and department completion, provide personal property valuation services for new assets exceeding an estimated cost of $5,000, and deliver a final comprehensive report organized by department with all assets requiring updates or no action clearly identified. The procurement includes minority/women business enterprise contracting goals of 15 percent for both MBE and WBE, and a Service-Disabled Veteran-Owned Business goal of 6 percent. No service-disabled veteran-owned businesses or businesses with identical or substantially similar contracts within the past five years have been identified as incumbents.
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Other files
| File | Type | Posted |
|---|---|---|
| Exhibit C - Cost Proposal 7-9-26.xlsx | XLSX spreadsheet | |
| RFP Physical Inventory of Fixed and Moveable Assets-August 2026 Revision.pdf | ||
| RFP 26-189 Physicial Inventory - RFP Released on 08.12.26.pdf |
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Text version
PROPOSER REQUIREMENTS CHECKLIST
Complete Physical Inventory of Downstate Medical Center’s Movable and Fixed Capital Assets
Proposer/Vendor Name: ___________
Date: ________
Instructions
Proposers shall review the requirements below and indicate whether they can meet each requirement by selecting Yes or No. Use the Explanation / Comments column to provide any necessary clarification regarding the response.
BIDDER QUALIFICATIONS
# Requirement Yes No Explanation / Comments
Proposer has at least ten (10) years of experience conducting physical inventories in institutions of similar size and industry.
Proposer has experience in the valuation of capital assets in a medical and educational environment.
3 Proposer will complete a walkthrough of the DMC campus. ☐ ☐
At least one employee will be available and on campus at least once a week, after the initial walkthrough and physical inventory have been conducted, to complete the project.
Each employee performing the inventory has at least one (1) year of experience conducting a physical inventory in an academic hospital setting.
Employees performing the inventory have extensive knowledge of the IT equipment being utilized.
Employees performing the inventory have the report-creation experience necessary to perform and conclude the inventory.
SCOPE OF WORK
# Requirement Yes No Explanation / Comments
Physical inventory and reconciliation/update of asset records in RAM will be completed within a maximum of five (5) months.
Reports will be generated after completion of every floor and/or department physical inventory.
Movable Equipment and Fixed Asset inventories will be conducted simultaneously.
Inventory will be supported by bar-code inventory and optical scanning technology (Standard or RFID).
Examples of individual reports that will be generated for individual departments (Account Numbers) will be provided as part of the bid.
Inventory will concentrate on status “1” and “13” (Active and Re-inventory) assets, while including all assets in the inventory.
The RAM “Notes” field/column will be reviewed to determine whether an asset is off campus.
Proposer will follow up with the applicable department regarding assets identified as being off campus.
16 Weekly status reports on inventory progress will be provided. ☐ ☐
Personal property valuation services will be provided for new Fixed and Movable Equipment assets found during the inventory with an estimated cost of $5,000 or greater.
A photograph will be provided for applicable new assets found during the inventory with an estimated cost of $5,000 or greater.
Procurement documents will be requested from the applicable department at the time of inventory for new assets found.
Inventory data will be provided in a format that can easily be uploaded to Real Asset Management (RAM), SUNY Software and Fixed Asset Systems Integration.
21 Data will be formatted exactly like the file provided by DMC. ☐ ☐
22 Reports will be sent directly to each department representative. ☐ ☐
Proposer's staff will follow up regarding the status of reports sent to department representatives.
Explanation / Comments
Proposer can account for items that are not tagged and items bearing yellow DMC ownership tags.
Proposer can account for Fixed Assets with the different asset numbering sequence beginning with “10BE.”
REQUIRED REPORTING
# Requirement Yes No Explanation / Comments
26 Weekly report will identify the areas inventoried. ☐ ☐
Weekly report will include the name and phone number of the department representative who assisted with the inventory.
A report will identify any new, untagged assets found and include all pertinent data information.
A list of assets originally listed in the inventoried area will be provided.
Project will begin within two (2) weeks of the bid being awarded.
PROJECT COMPLETION REQUIREMENTS
# Requirement Yes No Explanation / Comments
Proposer can provide annual property management outsourcing and inventory perpetuation services and generate a new quote for such services.
A complete report delineating all assets found, with all RAM fields populated, will be generated.
33 Final report will be organized in department order. ☐ ☐
Final report will identify assets requiring updates and assets requiring no action.
Room and floor number updates will be reviewed to verify that they correspond (e.g., Room 1-14 should be on Floor 01).
A separate report delineating all “unfound assets,” with all RAM fields populated, will be generated.
Explanation / Comments
37 A complete data upload to RAM will be processed. ☐ ☐
RAM data upload will include applicable additions, adjustments, transfers, and items that may need to be disposed of (surplus).
PROPOSER ACKNOWLEDGMENT
The Proposer acknowledges that the responses provided in this checklist represent its ability to meet the requirements identified above.
Proposer/Vendor: ___________
Authorized Representative: ________
Title: _________
Signature: ___________
Date: ________
| PROPOSER REQUIREMENTS CHECKLIST |
| Instructions |
| BIDDER QUALIFICATIONS |
| SCOPE OF WORK |
| REQUIRED REPORTING |
| PROJECT COMPLETION REQUIREMENTS |
| PROPOSER ACKNOWLEDGMENT |
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