Physical_Inventory_Services_(Addendum_#1_Revision).pdf

2025-154

PHYSICAL INVENTORY SERVICES

Mt. San Antonio College

1100 N. Grand Ave.

Walnut, CA 91789

Mt. San Antonio College

REQUEST FOR PROPOSAL

Physical Inventory Services

I. Introduction II. Scope of Work

III. Evaluation Criteria IV. Submittal Requirements V. General Provisions

VI. Vendor Questionnaire

Attachments:

A - Professional Services Agreement 10-25-2023

B - Fixed Assets - Equipment over $5000

C - Mt. SAC Campus Map_2022-04-11

D - Mt. SAC Building & Square Footages List_2025-04-11

Request For Proposal #2025-154 Title: Physical Inventory Services

1. Introduction

Request for Proposals for : Physical Inventory Services, (2025-154)

1.1. Summary

Mt. San Antonio College, a distinguished institution renowned for its commitment to academic excellence, seeks to enhance its asset management processes through a comprehensive project aimed at conducting a thorough physical inventory and modernizing its asset tracking systems. With a diverse array of assets ranging from furniture and computer hardware to specialized equipment such as aviation and fire technology gear, the college recognizes the critical importance of maintaining an accurate inventory to support financial planning, regulatory compliance, and operational efficiency.

The project aims to streamline the inventory process by leveraging modern technology, including RFID and QR code-based tracking systems, to replace outdated manual methods. By undertaking this initiative, Mt. San Antonio College seeks to not only meet regulatory requirements, including GASB 34, Code of Federal Regulations (21 CFR Part 1304), California Community Colleges Budget and Accounting

Manual (BAM), but also to enhance transparency, accuracy, and efficiency in its asset management practices. Quality vendors with expertise in asset management and ERP system integration are invited to participate in this transformative project that promises to elevate the college's operational capabilities and support its continued growth and success in higher education.

1.2. Background

Mt. San Antonio College, renowned for its commitment to academic excellence and community enrichment, stands as a beacon of higher education in California. With a diverse student body and a rich history of educational innovation, the college continually seeks to enhance its operations to better serve its stakeholders.

Central to the efficient functioning of any educational institution is the management of its physical assets. These assets, ranging from classroom equipment to administrative resources, form the backbone of the college's day-to-day activities. The vast array of assets under the college's purview include, but are not limited to the following:

A. Furniture: Classroom desks, chairs, tables, office furniture, and fixtures essential for creating conducive learning and administrative environments.

B. Computer Hardware: Desktop computers, laptops, servers, networking equipment, peripherals, and other technology infrastructure vital for academic research, instructional delivery, and administrative functions.

C. Audiovisual Equipment: Projectors, screens, sound systems, interactive whiteboards, and other multimedia resources utilized to enhance teaching, presentations, and campus events.

D. Laboratory Equipment: Specialized apparatus, instruments, and tools essential for scientific experimentation, research projects, and hands-on learning experiences in various disciplines such as biology, chemistry, physics, and engineering.

E. Aviation Equipment: Aircraft, such as airplanes, flight simulators, aircraft components, maintenance tools, and safety gear utilized by the college's aviation program to provide comprehensive training for aspiring pilots and aviation professionals.

F. Fire Technology Equipment: Fire apparatus, such as Fire engines, Fire hoses, extinguishers, protective gear, and training props essential for fire technology courses and firefighter training.

G. Athletic Equipment: Sports gear, fitness equipment, etc., utilized by the college's athletics department to support student-athletes and promote physical well-being.

H. And more: From library resources to campus vehicles, the college's asset portfolio encompasses a diverse array of resources aimed at supporting the educational mission.

Importance of the Project:

The accurate inventory of assets holds paramount importance for Mt. San Antonio College for several reasons. Firstly, it serves as a foundational baseline upon which financial planning and resource allocation decisions are made across diverse departments and programs. With an accurate understanding of the college's extensive asset portfolio, administrators can make informed decisions that optimize resource utilization and enhance operational efficiency.

Furthermore, compliance with regulatory requirements mandates conducting inventory on a biennial basis. Ensuring compliance not only demonstrates the college's commitment to financial transparency but also safeguards against potential penalties or regulatory scrutiny.

Challenges:

However, the college's existing inventory process presents several challenges. Manual methods of asset tracking are time-consuming, error-prone, and often fail to provide real-time insights into asset utilization and status. The decentralized nature of asset management across various departments further complicates the process, leading to inconsistencies and inefficiencies.

Moreover, the sheer scale and diversity of assets within the college necessitate a streamlined approach that can accommodate the complexities of modern educational infrastructure. Without a robust system in place, the risk of inaccuracies, misplaced assets, and operational disruptions increases.

Hitting the Ball out of the Park:

To address these challenges effectively, Mt. San Antonio College seeks to leverage modern technology and innovative solutions to streamline its inventory process. By embracing intelligent asset management systems, such as RFID or QR code-based tracking, the college aims to transition towards a more efficient and transparent inventory process.

The successful implementation of such technologies would not only enhance the accuracy and reliability of asset tracking but also facilitate real-time monitoring and reporting. Additionally, integration with the college's ERP system would ensure seamless data flow, enabling administrators to make data-driven decisions with confidence.

1.3. Timeline

Release Project Date April 1, 2025

Pre-Proposal Meeting (Non-Mandatory) April 8, 2025, 11:00am https://mtsac-edu.zoom.us/j/87626024273?pwd=vzbqpJZBfQiFV

TfNXzpp4J8lM4yLNX.1&from=addon

Request for Information Cut Off April 15, 2025, 4:00pm

Submit Proposals No Later than: April 28, 2025, 2:00pm

Interviews (optional) May 19, 2025

Recommendation for Award June 25, 2025

Contract to Start: July 1, 2025

2. Scope of Work

2.1. Purpose

I. The primary objective of this project is to conduct a comprehensive physical inventory of all assets at

Mt. San Antonio College and update the college's ERP system, Ellucian Banner, with accurate and current asset information.

2.2. Physical Inventory

A. Inventory Planning:

1. Develop a detailed plan outlining the methodology, schedule, and resources required for the physical inventory.

2. Coordinate with relevant college departments to ensure minimal disruption to ongoing operations during the inventory process.

B. Asset Identification and Tagging:

1. Assign unique identifiers to each asset for easy tracking.

2. Implement a standardized tagging system to facilitate efficient identification during the physical inventory.

https://mtsac-edu.zoom.us/j/87626024273?pwd=vzbqpJZBfQiFVTfNXzpp4J8lM4yLNX.1&from=addon https://mtsac-edu.zoom.us/j/87626024273?pwd=vzbqpJZBfQiFVTfNXzpp4J8lM4yLNX.1&from=addon https://mtsac-edu.zoom.us/j/87626024273?pwd=vzbqpJZBfQiFVTfNXzpp4J8lM4yLNX.1&from=addon

C. Data Collection:

1. Capture detailed information for each asset, including but not limited to, location, condition, serial number, and acquisition date.

2. Ensure accurate recording of asset status, such as in-use, in storage, or disposed of.

3. Physical inventory of academic classrooms and labs are to be completed first, within the scheduled summer break for the campus

D. Verification and Reconciliation:

1. Conduct thorough verification to minimize errors and discrepancies in asset records.

2. Reconcile physical counts with existing Banner ERP system data.

2.3. ERP System Update

A. Data Entry and Validation:

1. Update Banner ERP system with the verified and reconciled asset information.

2. Implement data validation checks to ensure accuracy and consistency within the system.

B. System Integration:

1. Explore opportunities for integrating Banner with other relevant systems to streamline data flow.

2. Provide recommendations for any necessary upgrades or enhancements to the ERP system.

2.4. Asset Management System Enhancement

A. Policy Review:

1. Conduct a comprehensive review of existing asset management policies.

2. Align policies with California Community College requirements, including GASB 34 and the California

Community College Budget and Accounting Manual procedures.

B. Recommendations:

1. Provide recommendations for criteria for an enhanced asset management system that aligns with industry best practices.

2. Propose improvements to streamline asset tracking, maintenance, and reporting.

3. Provide recommendation on categorization of assets, such as Information /Technology vs. Audio

Visual Equipment as a subset.

4. Demonstrate how the recommended asset solution can provide a record of multi-component systems, and all detailed subcomponents, which must be trackable and transferrable.

C. Training and Documentation:

1. Develop training materials for end-users on the updated asset management system and policies.

2. Provide documentation for administrators on system maintenance and troubleshooting.

2.5. Reporting

A. Regular Progress Reports:

1. Submit regular progress reports to the college detailing the status of the physical inventory and ERP system update.

2. Include any challenges encountered and proposed solutions.

B. Final Report:

1. Present a comprehensive final report summarizing the completed physical inventory, ERP system updates, and recommendations for the asset management system.

2.6. Project Timeline

A. Develop and adhere to a detailed project timeline that includes key milestones and deadlines.

2.7. Vendor Qualifications

A. The selected vendor must have experience in conducting physical inventories and updating ERP systems, particularly with higher education institutions.

B. Demonstrate expertise in asset management system enhancement, policy alignment, and familiarity with relevant California Community College regulations.

2.8. Deliverables

A. Detailed inventory

B. Tagging system implementation

C. Accurate and reconciled asset data in Smartsheet and Banner ERP system

D. Recommendations for an enhanced asset management system and aligned policies

E. Training materials and documentation

F. Regular progress reports

G. Final comprehensive report

2.9. Budget Proposal

A. Provide a detailed budget proposal outlining costs associated with the physical inventory, ERP system update, and asset management system enhancement.

B. Provide recommendations for a phased approach, if needed, to accomplish all the College’s objectives, along with the cost for each phase.

2.10. Conclusion

A. The successful completion of this project will result in an accurate and up-to-date asset inventory, an improved ERP system, and enhanced asset management policies aligned with California Community

College requirements.

The final scope of work is subject to approval by Mt. San Antonio College and may be adjusted based on further discussions and requirements.

3. Evaluation Criteria

The District will select the best Consultant for this project based on the following:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience

The College is requesting proposals from consultants with evidence of experience on three projects of similar scope within the last five years.

Points Based 20 (20% of Total)

2. Staff's Technical Knowledge & Expertise Points Based 20 (20% of Total)

3. Methodology/Approach

The Consultant in its response to this RFP, shall outline its methods, approach, and strategies to meet the objective

Points Based 20 (20% of Total)

4. Timeline/Duration

The Consultant is requested to propose an estimated timeline/duration needed to complete each of the activities, including an overall target completion based upon the

Consultant’s experience

Points Based 10 (10% of Total)

5. Experience with Integration of Asset

Information into Smartsheet and/or ERP

System

Points Based 15 (15% of Total)

6. Understanding of Community College

Requirements

Expertise with GASB34, California Community

College Budget and Accounting Manual

Guidelines, and applicable Code of Federal

Regulations.

Points Based 15 (15% of Total)

4. Submittal Requirements

4.1. General

It is strongly recommended that the Consultant submit Proposals in the format identified in this section to allow the District to fully evaluate and compare the Proposals. All requirements and questions in the

RFP shall be addressed and all requested data shall be supplied. The District reserves the right to request additional information, which, in the District's opinion, is necessary to assure that the Consultant's competence, number of qualified employees, business organization, and financial resources are adequate to perform according to contract. Failure to submit in the described formats and space limitations may, at the sole judgment of the District, result in a Proposal being considered as non-responsive.

4.2. Preparation

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Consultant's demonstrated capability to perform work of this type. Expensive bindings, promotional materials, etc., are not necessary or desired. Emphasis should be concentrated on completeness, approach to the work, and clarity of the Proposal.

Disqualification: Each Proposal must be complete. Incomplete statements will be considered non-responsive and grounds for disqualification. In addition, the Consultant may be automatically disqualified for any one of the following: falsification of information, lack of relevant experience, and/or lack of responsiveness.

4.3. Electronic Delivery of Proposal

To submit a proposal, the first step is to register on Mt. SAC's eProcurement Portalonline

The Company is entirely responsible for the means of all proposal documents submitted electronically via the eProcurement Portall. The Proposal Package must be completed and submitted in sufficient time to avoid disqualification for lateness due to electronic difficulties.

4.4. Evaluation and Award of Contract

Responsiveness to RFP

All Proposals shall be reviewed to verify that the Consultant has met the minimum requirements of the

RFP. Consultants are required to follow the format of the RFP in order to facilitate District review.

Evaluation and Award of Contract

It is the District's intent to select a Consultant best evidencing demonstrated competence and professional qualification to perform the described services. The District reserves the right to reject any/all Proposals, select by Proposal review only, or interview as needed.

https://procurement.opengov.com/portal/mtsac

It is the District’s intention to have the responsive Proposals reviewed by a select committee, whose intention is to short-list certain Consultants to make a brief presentation to and conduct an oral interview with the District’s Review Committee. The top finalists from this interview may be asked to make a brief presentation and conduct an oral interview. The Consultant will be selected based on information provided in the RFP, in-person presentations and interviews, and the results of the District's research and investigation. Upon selection of a Consultant, the District will endeavor to contract with the Consultant using the Agreement forms provided in this RFP. In the event that the District is unable to reach agreement, the District will proceed, at its sole discretion, to negotiate with other Consultants selected by the District. The District reserves the right to contract for services in the manner that most benefits the District, including awarding more than one contract if desired.

5. General Provisions

5.1. Additional Services

The District may elect, at any time, to amend any contract awarded hereunder to require the selected

Consultant to provide additional services. In this case, the selected Consultant and the District will agree mutually on the scope and fees associated with any additional services.

5.2. Addenda

The District may modify this RFP or any of its deadline dates set forth in the Introduction section of the

RFP prior to 2:00 pm on Monday, April 28, 2025 by issuance of an addendum to all Consultants following the Project via Mt. SAC's eProcurement Portal. All communications regarding this RFP, including RFI answers and Addendum’s will be sent via the eProcurement Portal to the contact email listed in the vendor profile for your company.

5.3. Alternative Proposals

Only one Proposal is to be submitted by each Consultant. Multiple Proposals will result in rejection of all

Proposals submitted by the Consultant.

5.4. Withdrawal of Proposals

Proposals may be withdrawn and resubmitted via Mt. SAC's eProcurement Portal if done so before 2:00 pm on Monday, April 28, 2025. Withdrawal or modification offered in any other manner will not be considered.

5.5. Reservations

The District reserves the right to revise the RFP. Revisions to the RFP shall be re-uploaded via Mt. SAC's eProcurement Portal. The District expressly reserves the right to extend the date by which Proposals are due.

The District reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for Proposal preparation, interview, fee negotiation, or other marketing costs associated with this RFP.

The District may reject any or all Proposals and may waive any immaterial deviation in a Proposal to be considered for further review, at the District’s sole discretion. The District's waiver of an immaterial defect shall in no way modify the RFP documents or excuse the Consultant from compliance with the other provisions of this RFP.

5.6. Disposition of Proposals

Proposals are the property of the District, and returned only at the District's option and at the

Consultant's expense. Information, excluding Consultant's financial information, contained therein shall become public documents subject to the Public Records Act.

5.7. Non-Discrimination

The District does not discriminate based on race, color, national origin, ancestry, sex, age, religion, marital status, disability, or sexual orientation in any of its policies, procedures, or practices.

5.8. Prevailing Wages

Consultants are aware of the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000 et seq. ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on certain "public work" and "maintenance" projects. The Consultant must agree to comply with and to require its sub-consultants to comply with such Prevailing Wage Laws to the extent applicable. All

Project cost estimates shall include such consideration.

5.9. Restrictions on Lobbying and Contacts

During the period beginning on the date of the issuance of this RFP and ending on the date of the award of the contract, no person (or entity) submitting a Proposal in response to this RFP, nor any officer, employee, representative, agent, or consultant representing such a person (or entity) shall contact through any means or engage in any discussion regarding this RFP, the evaluation or selection process, or the award of the contract with any member of the District, Board of Trustees, member of the

District’s Campus Master Plan Coordinating Team (CMPCT), the District’s Construction Management

Contractor, Tilden Coil Constructors, Inc., or any member of the Citizens’ Oversight Committee. Any such contact shall be grounds for the disqualification of the Consultant.

5.10. Debriefing

The District will not provide debriefing to RFP applicants who were not selected either for an interview/presentation or for recommendation of award to the Board of Trustees. This practice helps maintain the confidentiality of the selection process. The District appreciates your honoring this practice and looks forward to future opportunities for doing business with your Consultant.

5.11. Sole Points of Contact

All questions should be submitted via Mt. SAC's eProcurement Portal Q&A feature.

5.12. Contractual Relationships

The District will provide a Special Projects Director of Sustainability that will oversee, manage, and/or direct all aspects of the work of other entities engaged by the District to perform services for this RFP.

5.13. Term

This RFP term is estimated to be for 3 months from the start of the contract date being 07/01/2025.

6. Vendor Questionnaire

6.1. Please outline your experience conducting physical inventory and asset management for public agencies, preferably California Community Colleges*

*Response required

6.2. Please describe your approach to the project*

Provide a detailed plan outlining the methodology, approach, and resources required for the physical inventory.

Explain how you will coordinate with relevant college departments to ensure minimal disruption to ongoing operations during the inventory process.

*Response required

6.3. Staff qualifications*

Provide the staff that would be assigned to this project.

Please describe your staff's technical knowledge and expertise conducting physical inventory and asset management system implementation.

*Response required

6.4. Project Schedule*

Please provide the project schedule, including the timeline and duration of the project.

*Response required

6.5. Asset Management Expertise*

Describe the Asset Management System(s), including type of system (i.e RFID, QR Code, Barcode) you have utilized, and your level of familiarity with such systems.

Please provide examples of the asset management systems you have implemented with other clients.

Provide information on when the system was implemented, and how the system has improved asset tracking capability.

6.6. Understanding of California Community College Requirements* Please describe your expertise with GASB34, California Community College Budget and Accounting

Manual Guidelines, and applicable Code of Federal Regulations.

*Response required

6.7. References *

Please provide three References for projects of similar size and scope including:

• company/agency name and address

• title and dollar amount of project year completed

• contact name, title, email address and phone number

6.8. Budget Proposal*

A. Provide a detailed budget proposal outlining costs associated with the physical inventory, ERP system update, and asset management system enhancement.

B. Provide recommendations for a phased approach, if needed, to accomplish all the College’s objectives, along with the cost for each phase.

*Response required

6.9. Non-Collusion Declaration*

The undersigned declares, states and certifies that:

A. The Bid Proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization or corporation.

B. The Bid Proposal is genuine and not collusive or sham.

C. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any other bidder or anyone else to put in sham bid, or to refrain from bidding.

D. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price, or that of any other bidder, or to fix any overhead, profit or cost element of the bid price or that of any other bidder, or to secure any advantage against the public body awarding the contract or of anyone interested in the proposed contract.

E. All statements contained in the Bid Proposal and related documents are true.

F. The bidder has not, directly or indirectly, submitted the bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any person, corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid.

☐ Please confirm

*Response required

6.10. Drug Free Certificate *

I am aware of the provisions and requirements of California Government Code §§8350 et seq., the Drug

Free Workplace Act of 1990.

I am authorized to certify, and do certify, on behalf of Contractor that a drug free workplace will be provided by Contractor by doing all of the following:

A. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited in Contractor's workplace and specifying actions which will be taken against employees for violation of the prohibition;

B. Establishing a drug-free awareness program to inform employees about all of the following:

A. The dangers of drug abuse in the workplace;

B. Contractor's policy of maintaining a drug-free workplace;

C. The availability of drug counseling, rehabilitation and employee-assistance programs; and

D. The penalties that may be imposed upon employees for drug abuse violations;

C. Requiring that each employee engaged in the performance of the Contract be given a copy of the statement required by subdivision (A), above, and that as a condition of employment by

Contractor in connection with the Work of the Contract, the employee agrees to abide by the terms of the statement.

D. Contractor agrees to fulfill and discharge all of Contractor's obligations under the terms and requirements of California Government Code §8355 by, inter alia, publishing a statement notifying employees concerning: (a) the prohibition of any controlled substance in the workplace, (b) establishing a drug-free awareness program, and (c) requiring that each employee engaged in the performance of the Work of the Contract be given a copy of the statement required by California

Government Code §8355(a) and requiring that the employee agree to abide by the terms of that statement.

Contractor and I understand that if the District determines that Contractor has either: (a) made a false certification herein, or (b) violated this certification by failing to carry out and to implement the requirements of California Government Code §§8355, the Contract awarded herein is subject to termination, suspension of payments, or both. Contractor and I further understand that, should

Contractor violate the terms of the Drug-Free Workplace Act of 1990, Contractor may be subject to debarment in accordance with the provisions of California Government Code §§8350, et seq.

Contractor and I are aware of the provisions of California Government Code §§8350, et seq. and hereby certify that Contractor and I will adhere to, fulfill, satisfy and discharge all provisions of and obligations under the Drug-Free Workplace Act of 1990.

I declare under penalty of perjury under the laws of the State of California that all of the foregoing is true and correct.

☐ Please confirm

*Response required

6.11. IRAN CONTRACTING ACT CERTIFICATION (Public Contract Code § 2204)* I declare under penalty of perjury under the laws of the State of California that all of the foregoing is true and correct.

☐ Bidder’s Proposal is less than one million dollars ($1,000,000)

☐ Bidder’s Proposal is one million dollars ($1,000,000) or more, but Bidder is not on the current list of persons engaged in investment activities in Iran created by the California Department of General

Services (“DGS”) pursuant to Public Contract Code § 2203(b), and Bidder is not a financial institution extending twenty million dollars ($20,000,000) or more in credit to another person, for 45 days or more, if that other person will use the credit to provide goods or services in the energy sector in Iran and is identified on the current list of persons engaged in investment activities in Iran created by DGS.

☐ Bidder’s Proposal is one million dollars ($1,000,000) or more, but the District has given prior written permission to Bidder to submit a proposal pursuant to PCC 2203(c) or (d). A copy of the written permission from the District is included with this Contract.

*Response required

6.12. Acknowledgement*

I certify that I have downloaded, read, understood and agreed to all of the solicitation and contract documents herein

☐ Please confirm