Physical Inventory Services

Mt. San Antonio College is seeking a comprehensive physical inventory services provider through RFP #2025-154 to conduct a detailed asset management project in Los Angeles County, California. The primary objectives include developing a comprehensive inventory plan, identifying and tagging assets, collecting asset data, verifying records, and modernizing the college's asset tracking systems using technologies like RFID and QR codes. Vendors must demonstrate extensive experience in physical inventories within higher education institutions and expertise in integrating asset information into Ellucian Banner ERP and Smartsheet systems. The evaluation criteria will assess vendors across six key areas: experience (20 points), staff technical knowledge (20 points), methodology/approach (20 points), project timeline (10 points), asset information integration experience (15 points), and understanding of community college requirements (15 points). Critical project dates include a pre-proposal meeting on April 8, 2025, proposal submission deadline of April 28, 2025 at 2:00 pm, potential vendor interviews on May 19, 2025, and a recommended contract award on June 25, 2025. The project is scheduled to commence on July 1, 2025, with an anticipated duration of approximately three months.

While no specific set-aside designations or restrictions on vendor types are explicitly mentioned, the RFP emphasizes the need for vendors with specialized expertise in higher education asset management. The project will require integration with the college's existing Ellucian Banner ERP system and Smartsheet platform, suggesting a preference for vendors with demonstrated technical compatibility and integration capabilities. The physical inventory will cover a diverse range of assets across the college's 167-acre campus, including furniture, computer hardware, specialized equipment in aviation and fire technology programs, and infrastructure spanning 83 buildings constructed between 1931 and 2024. The project aims to support regulatory compliance with GASB 34, Code of Federal Regulations (21 CFR Part 1304), and California Community Colleges Budget and Accounting Manual. Though a specific budget range is not disclosed, the comprehensive nature of the inventory and technological integration suggests a substantial investment in modernizing the college's asset management processes.