Physical Inventory Capital Assets

SUNY Downstate Health Sciences University is requesting proposals for a complete physical inventory of movable and fixed capital assets across its 20-building Brooklyn campus, with proposals due October 14, 2026 at 2:00 PM EST and a mandatory walkthrough on September 23, 2026 at 10:00 AM. New York State contracting goals apply: 6% Service-Disabled Veteran-Owned Business, 15% Minority-Owned Business Enterprise, and 15% Women-Owned Business Enterprise; no incumbent exists.

The scope encompasses inventorying approximately 4,500 active assets from a database of 16,000 total assets across 1,176,526 square feet, reconciling physical counts with the Real Asset Management (RAM) system, and completing the full physical inventory and reconciliation within five months of project start (which occurs within two weeks of award). The vendor must use barcode inventory and optical scanning technology (Standard or RFID) and provide valuation services for new assets exceeding $5,000. Deliverables include weekly status reports, department-specific reports after each floor or department completion, a final comprehensive report organized by department, and a complete final data upload to RAM with all additions, adjustments, transfers, and disposal items. Following project completion, the vendor must provide annual property-management outsourcing and inventory perpetuation services at a price to be quoted separately.

Proposers must demonstrate a minimum of ten years' experience conducting physical inventories in similar-sized medical and educational institutions, with all inventory personnel possessing at least one year of experience in academic hospital settings and extensive IT equipment knowledge. At least one employee must be available on-campus weekly following inventory completion.

The contract term is five years with fixed rates throughout. The cost proposal will be scored on a maximum of 25 points (lowest cost), with technical proposal weighted at 55% (50% mandatory requirements, 5% vendor references) and presentation/demonstration/interview at 20%. Questions are due September 28, 2026 at 2:00 PM EST. All proposals must include a signed notarized Summary Information Form, completed mandatory requirements exhibit, and cost proposal in Excel format.