Quartermaster Inventory System

Trade Agreement: NONETendering Procedures: All interested suppliers may submit a bidAttachment: NoneCompetitive Procurement Strategy: Request for ProposalComprehensive Land Claim Agreement: No Nature of Requirements: Rizwan ShahTelephone No. - (613) 943-4095Email: rizwan.shah@pps-spp.parl.gc.caRequest for Proposal regarding an Quartermaster Inventory Management Systemfor the Parliamentary Protective Service.RFP Overview:To purchase and implement a commercial off-the-shelf (COTS) solution that will enable the Quartermaster (QM) Services of the Parliamentary Protective Service (PPS) to effectively manage inventory, track assets, apply entitlements rules to transactions, track entitlement usage by client and conduct reporting.Background: The Quartermaster (QM) Service manages the goods and equipment required by Parliamentary Protective Service’s Security Divisions located in Ottawa, Canada. This requires the QM Service to requisition products, maintain a stock of products, loan out or assign product items to clients and track the location of controlled items according to business rules defined in collective agreements or through unit policies. In addition, the QM Service is required to track the valuation of inventory, provide reports on product distribution and client entitlement usage for their purpose and those of PPS Security Divisions, Finance and Procurement. The Quartermaster Service has one warehouse and two point-of-service locations, one of which is located in the warehouse. The Quartermaster Service manages over 2,400 items in stock and will provide services to up to 1,000 clients with a team of up to 10 staff. Personal client information (such as sizing) is gathered and stored to provide personalized services and forecast stock requirements. Items managed by the Quartermaster include non-controlled items such as batteries and controlled items such as weapons, protective clothing and radios. Vehicles are excluded from the Quartermaster Service. Stock is distributed according to entitlement rules set out in three collective agreements and according to business unit policies. Currently QM staff are using manual processes and spreadsheets to requisition and manage the stock, conduct client transactions and provide a financial inventory accounting. Procurement is managed through a separate system. Standard classification systems such as product, item and location codes, are not being used. As a result, inventory data is often unreliable and needs regular verification. Tracking of non-controlled items is not being done and creating a report can take more than half a day. The Quartermaster Service is therefore looking for a solution that will:

Provide reliable tracking of inventory flows and financial inventory accounting; Ensure legal compliance with entitlements set out in collective agreements and unit policies; Provide the ability to track controlled items; and  Provide process efficiencies.

To achieve that state, PPS QMS is willing to adopt the industry best practices and business processes embedded in the COTS solution. Note to RespondentsRespondents must refer to the RFP documents for the complete requirement.Delivery Date: Above-mentionedThe Crown retains the right to negotiate with suppliers on any procurement.Documents may be submitted in either official language of Canada.