RFP Physical Inventory of Fixed and Moveable Assets-August 2026 Revision.pdf

Request for proposal to conduct a complete physical inventory of Downstate Medical Center’s movable and fixed Capital assets:

Background:

• DMC campus comprises of 20 buildings with approximately 1,176,526 sq. feet, across one main campus and satellite locations.

• The last complete physical inventory with data updates, was conducted in 2024/2025 by a consultant.

• The majority of the items to be inventoried, have bar coded alphanumeric tags.

The DMC database has approximately 16,000 assets in a computerized capital asset system called “REAL ASSET MANAGEMENT (RAM)”. From that number, there are over 4,500 active assets to be inventoried. DMC’s current capitalization threshold is $10,000, but with several notable exceptions. Some asset records with lower dollar values remain on file (assets added in past when DMC had lower thresholds or requirements of the specific funding source).

Bidder Qualifications:

1. Successful bidder should have at least 10 years’ experience in conducting physical inventories in similar size and industry institutions and valuation of capital assets in a medical and educational environment. Prospective Vendor must do a walkthrough of the campus to get a better idea of the environment. At least one employee of the successful bidder should be available and on campus at least once a week, after the initial walk through and the physical inventory has been conducted, to complete the project.

2. Each employee performing the inventory should have at least one-year experience in conducting a physical inventory in an academic hospital setting, have extensive knowledge of the IT equipment being utilized and have report creating experience necessary to perform and conclude the inventory.

Scope of Work The physical inventory and its reconciliation/update of asset records in RAM is to be completed in a maximum of five months, with reports generated after the completion of every floor and/or department physical inventory. The successful bidder shall:

• Conduct Movable Equipment and fixed asset inventories simultaneously supported by bar-code inventory & optical scanning technology (Standard or

RFID).

• As part of the bid, provide examples of the individual reports that will be generated for the individual departments (Account Numbers).

• The inventory will concentrate on status “1” and “13” (active & re-inventory) assets, but all assets will be included in the inventory. The successful bidder will review the “notes” field (column) to determine if the asset is off campus and follow up with the department.

• Provide weekly status report on the inventory progress.

• Provide personal property valuation service for Fixed and Movable Equipment for new assets found during the inventory with an estimate cost >=$5,000, along with a photo.

• Request procurement documents from the department at time of the inventory for new assets found.

• Provide the inventory data in a form so that it can easily be uploaded to the Real Asset Management (RAM) State University of New York (SUNY) Software and Fixed Asset Systems Integration

• Data will look exactly like the file provided and reports will be sent directly to each department representative. The successful bidder’s staff will follow up as to the status of the reports sent out.

There will be some items that are not tagged and others with yellow DMC ownership tags. The fixed assets have a different asset numbering sequence that begin with 10BE……

Attached is an example of the DMC’s Real Asset Management (RAM) database and file definitions.

Overall, this inventory project has to be a complete, accurate and thorough one. The following reports are needed:

a) A weekly report of the areas inventoried with the name and phone number of the department representative who assisted with the inventory.

b) A report of any new, untagged assets found with all the pertinent data information, and a list of assets that were originally listed in the inventoried area.

c) The project will begin within two weeks of the bid being awarded.

At the conclusion of the physical inventory project, the following must occur:

• Property management out sourcing and inventory perpetuation services will be needed annually and a new quote should be generated.

• Generate a complete report delineating all the assets found, with all the RAM fields populated.

• The report will be in department order, listing assets that need to be updated and those assets with no action required. If the updates are to the room and floor number, please review to verify that they correspond. For example, room 1-14 should be on floor 01.

• Generate a separate report delineating all of the “unfound assets”, with all the RAM fields populated.

• Finally, process a complete data upload to RAM with additions, adjustments, transfers and items that may need be disposed (surplus).