Opportunity Detail

Questions and Answers

Enterprise Warehouse Management System
Document #:  0A1295


Question:   Due to Covid-19 and the work from home challenges we all face, "wet" signatures on originals by individuals authorized to bind the company are very difficult to obtain. Will the State accept electronic or scanned signatures on the printed documents under the current circumstances?

Answer:   The State will accept electronic and/or scanned signatures.

Date: 9/7/2020

Inquiry: 79240


Question:   The Cost worksheet for Bill of Materials assumes a count of 50 devices. In order to calculate the annual subscription costs for Years 1 - 5, it is necessary to understand how many seats (user licenses) will be needed, and what kind. Tab 29 does not give enough information to establish this number. It is necessary to know the number of users that will be accessing the full product suite and casual users accessing the system for information query or limited functionality.

Answer:   The offeror may break the 50 users down into groups. Make sure to provide this information in the narrative box describing in detail how the costing was determined.

Date: 9/3/2020

Inquiry: 79231


Question:   Further to Inquiry 79230, are we correct in understanding our Cost Proposal spreadsheet should include our Professional Services Rates, but the not-to-exceed total cost for the services proposed on the Use Case will only be part of a future IDA and its associated Statements of Work? If this understanding is incorrect, where do we include our total services dollars?

Answer:   That is the correct understanding.

Date: 9/3/2020

Inquiry: 79234


Question:   We are headquartered in Canada. We are a market leading WMS provider in the U.S. with our software running warehouse operations for other U.S. national (e.g. HHS), state (e.g. Washington) and local (e.g. NYC) entities, national distributors and nearby at The Ohio State University and Cardinal Health in Dublin. Most of our business is in the U.S. We will utilize only U.S. sites with AWS and some of our staff are U.S. based. However, some of our staff on this project and our customer support team are based in Canada and will have to access the system from there. Is this prohibitive or can we be granted an exception to this extent or a waiver?

Answer:   There is a waiver process for such requests that would only be utilized during negotiations. Make sure to fill out the Affirmation and Disclosure form in detail providing this information.

Date: 9/3/2020

Inquiry: 79229


Question:   The cost proposal line 13 states "Provide any initial/start-up costs required. Do not include any speciffic warehouse costs such as configuration, development data transfer etc." Just to confirm, we are not to include implementation services for WMS such as Project Planning, requirements analysis, data conversion, testing, training, configuring workflows etc in the Cost Workbook response?

Answer:   That is correct.

Date: 9/2/2020

Inquiry: 79230


Question:   Will the State of Ohio be required to maintain complete and accurate records of every controlled substance received?

Answer:   Yes, we use tracetrack and paper DEA forms. The Enterprise Warehouse Management System will not need to track controlled substances any differently then non-controlled substances.

Date: 9/1/2020

Inquiry: 79199


Question:   Will the State of Ohio require a solution that adheres to the guidelines under the Controlled Substances Act (CSA) in forced by the FDA’s 21CFR Part 203 mandate for re-labeling of controlled substances?

Answer:   No, the State does not relabel controlled substances, the products are provided to the pharmacies in the manufactures packaging.

Date: 9/1/2020

Inquiry: 79199


Question:   Will the State of Ohio be required to have the new Enterprise Warehouse Management system approved by the FDA before go live of the new system?

Answer:   FDA approval of the new Enterprise Warehouse Management System is NOT required.

Date: 9/1/2020

Inquiry: 79199


Question:   What schedule (I, II, III, IV, V) of controlled substances?

Answer:   The State Orders and Sells Schedule II-V substances which are dispensed through our pharmacies

Date: 9/1/2020

Inquiry: 79199


Question:   Does the state of Ohio distribute controlled substances?

Answer:   Yes.

Date: 9/1/2020

Inquiry: 79199


Question:   To confirm, the bid materials are to be dropped of at the DAS Bid Desk, 4200 Surface Road, Columbus, OH. Also what are the operating hours of that desk? Will the desk be open for the same hours on Sept. 10th and 11th?

Answer:   Bid Desk hours are 8:00am to 4:00pm M-F except State holidays.

Date: 8/31/2020

Inquiry: 79201


Question:   We understood from the Vendor conference call on Wednesday that for the OFFEROR MANDATORY REQUIREMENT for existing customers references pertaining to DSCSA track and trace, and NDC-coded product identifier requirement could be fulfilled with references that perform similar functions for food products that had the same level of coding and track/trace such as exists for pharma products? Is this correct?

Answer:   The State will consider this. Make sure to provide enough detail for evaluation and comparison.

Date: 8/28/2020

Inquiry: 79195


Question:   We were unclear about the response to question number 79193. Is the time frame for response going to be extended?

Answer:   Also see 78125.

No, due to the urgency of this Project and possible funding.

Date: 8/28/2020

Inquiry: 79196


Question:   We have found in working with the State previously that for an RFP of this size and magnitude you would typically give a full month (or more). Is there a major/urgent milestone to be met? In addition due to all office locations being closed until January, 2020 related to COVID, it will take additional time to compile and outsource the printing of the documents (if that is still required). Can the state extend the timeline to allow for these extra steps? Thank you.

Answer:   Yes, initial work under this Contract may utilize federal COVID funding.

Date: 8/28/2020

Inquiry: 79193


Question:   The State has requested printed documents instead of electronic copies. Due to the C-19 virus would it not be more prudent to eliminate the number of physical touches of documents in this process and allow for electronic submissions? We can also provide electronic signatures to those documents requiring signatures.

Answer:   Paper copies are required for this solicitation.

Date: 8/28/2020

Inquiry: 79191


Question:   Can the term “Offeror” include more than one party? Are you amicable to a multiple partner response? (For example: A system integrator with a software company with an MBE partner?) and would they jointly qualify to meet all 4 of the mandatory qualifying questions.

Answer:   The term offeror as defined in the mandatory and scored requirements must be the software provider.

Date: 8/27/2020

Inquiry: 78178


Question:   Is there a third-party reviewer involved in the review of the submitted RFPs?

Answer:   The State has the option to do this.

Date: 8/27/2020

Inquiry: 78180


Question:   We recommend that the state consider adding the cost of an implementation to the cost model or as a separate addendum. The reason for this is the lowest cost software may have high end implementation costs. We would suggest you have a model warehouse for the responders to quote against. For example: 100K sq.ft warehouse, with 10K SKUS, with 50 users on one shift. You could use the this quote to give the other departments and agencies something to start with as they consider implementation and put in their budget planning.

Answer:   The state will take this under advisement.

Date: 8/27/2020

Inquiry: 78181


Question:   Supplement A is outdated.

Answer:   Supplement A has been updated on the procurement website for this solicitation.

PLEASE DOWNLOAD THE CURRENT VERSION

Date: 8/26/2020

Inquiry: 78177


Question:   Please describe the Enterprise Directory Service product used for authentication?

Answer:   The proposed solution should be capable of consuming OpenId Connect protocol, or Security Access Markup Language (SAML) 2.0 identity assertions, or be capable of consuming HTTP header identity assertions and leveraging it for SSO (Single Sign-On) for authentication services.

Date: 8/21/2020

Inquiry: 78111


Question:   Replenishment: 1. What is the process for re-balancing and replenishment for the various items in inventory? 2. Is there a safety stock employed which must be enforced? 3. Do you require time tracking on materials or supplies to reduce obsolescence? 4. Do you require LIFO/FIFO decision support at each unique location? 5. Do you require moving Inventory Items from one location to another within the warehouse based on time in inventory? 6. For shipments between warehouses and the end users, is there a requirement for tracking vehicles and drivers? Information Technology 1. If multiple sites, how do you maintain connectivity between the sites? Will this be required as part of the effort? (ex: WAN with T1-2, Citrix, Terminal Services, etc. 2. Will the reporting be required to roll up the sites (if necessary) into a single view of the enterprise? 3. If the subject of this RFP to provide hardware for the support of the Warehouse Management System? What specific equipment would be included in the cost estimates (hand held RF, Warehouse RF Antenna’s, Printers, etc)? Is it the expectation that the successful bidder will perform scoping and installation of network or RF transmitters? 4. Is there a requirement to provide other digital devices such as voice picking or mobile mount hardware? If so, what devices would be deployed? 5. Please describe 3PL (3rd Party Logistics) inventory policies. Does the state warehouse perform managed services for its internal customers, and if so does the warehouse charge for 3PL services, space, or processes on behalf of the customer? 6. Is the warehouse inventory currently segmented by owner/client? (Vendor Managed Inventory) 7. Are orders processed by the warehouse outside of standard procurement channels? 8. Is it the intention to establish inventory and order entry processes for internal requisitions? 9. What is the purpose of sequentially numbering inventory and consumable items? 10. For equipment tracking and maintenance, is this tracking limited to FS8 assets, or more broadly to any asset held by the agency? Web Connectivity 1. Will you need visibility to existing warehouse inventory levels for third parties who are outside the warehouse staff members? If yes, who and what do you anticipate they will be viewing? 2. Will you require shelf life, expiration dates, lot control, FIFO, serial control for control of containers? If yes, describe the methods used to manage these functions. 3. Do you require serial number tracking? If yes, describe what standards you are following.

Answer:   The result of this RFP is to establish a Contract with a Contractor that has an existing cloud-based Warehouse Management System solution capable of providing services to a diverse set of Ohio warehouse operations. Once awarded, a warehouse operation would utilize the Interval Deliverable Agreement (IDA) process to gain access to the Contractor’s services. The warehouse operation specific requirements (answers to these inquires) would be defined within the negotiated IDA for that specific warehouse operation.

Date: 8/21/2020

Inquiry: 78111


Question:   Integrations 1. What is the nature of the integration to the procurement system? What software application manages procurement for materials moving through the warehouse? 2. What 3rd party integrations will be required to bring the new WMS system live? 3. What is the format for data transferred to and from the IMATS system? Warehouse Operations – Inventory Management: 1. What is the current method and schedule for Physical Inventory Counts? 2. How do you process Product Holds and Returns? 3. For items in inventory, how is Lot & Serial Controls enforced? 4. Do you quality test and quarantine materials, food, or supplies? 5. Do you track or have specific locations set aside for hazardous materials? 6. Do materials expire or are made obsolete with newer versions or releases? 7. What is the mechanism for tracking and reporting inventory that may be stored in the third party or non-warehouse locations if necessary? 8. How many hand-held RF devices are currently employed in the warehouse? 9. How many desktop computers are in use in the warehouse? 10. What are the interior dimensions of the main warehouse? 11. How many bar code printers are currently in use in the warehouse? Receiving Materials 1. Are all items delivered to, and pass through, the warehouse process, or are some drop shipped to the end user at remote locations? 2. Do most vendors deliver products on pallets or containers with “license plate” bar codes for identifying mixed pallets? 3. Do you have future “to be” receiving Processes that define how materials will be received with the automated WMS received? 3. Do you employ interdepartmental Services Billing? (Do you charge back services (labor, storage space, etc.) to user departments, do you have descriptions of this process and itemization of the services and billing methods?) 4. Is there a provision for quality inspections on incoming goods and materials? 5. Can you receive materials into inventory without prior documentation? 6. Are goods received mapped to specific locations within the warehouse? 7. How are locations defined? 8. How many orders are processed (picked and shipped) in a given day? 9. How many line items are processed on a typical order? Put Away 1. Are items assigned to specific areas, or put away randomly? 2. Are put away locations defined? How? 3. Do you allow multiple item types in one location? 4. Are you anticipating the use of directed put away processes for warehouse staff? 5. How are mixed pallets handled? 6. What is the process for returning unused product to storage locations? 7. Do you support forward pick areas to put items into? 8. Do you process hazardous materials to specific locations? 9. Do you process frozen packaged items? Picking Items 1. Do you have a approved Pick Slip? Are the item locations displayed on the pick slip? 2. Are the items stored loosely, in cases, containers, and/or pallets? Are pallets or containers are broken down for use or returns? 4. How is carton identification handled currently? 5. How do you handle serial #’s, lot, hazardous materials, certifications, and vendor compliance? 6. Do you allow short picks? 7. What equipment are you currently using to support picking operations? 8. Is the facility divided by walls or other dividers which may impede RF radio waves? 9. How many users will require access to the system at any given point in time? Total Users across the enterprise? Remote users for query only purposes? 10. How many RF devices would be in use during the highest usage periods of the day?

Answer:   The result of this RFP is to establish a Contract with a Contractor that has an existing cloud-based Warehouse Management System solution capable of providing services to a diverse set of Ohio warehouse operations. Once awarded, a warehouse operation would utilize the Interval Deliverable Agreement (IDA) process to gain access to the Contractor’s services. The warehouse operation specific requirements (answers to these inquires) would be defined within the negotiated IDA for that specific warehouse operation.

Date: 8/21/2020

Inquiry: 78110


Question:   General Questions 1. How many other locations may need to be supported beside the central warehouse(s)? (Vehicles, temporary storage, job site, etc. in the first phase? 2. Are any of the warehouses, locations, or other places currently equipped with RF networks? If so, do you currently have hand-held RF guns in use? 3. How many people will require access to the system at each location to handle materials in total? 5. How many people in the organization will require access at the same time? 4. How many remote users may need access to the system for query, order placement, or tracking purposes that would be connected remotely by intelligent devices (phone or pads)? 5. How many different items types (or SKU’s) are in the various locations? 6. What is the inventory value for each location on average? 7. How are you managing your warehouse operations and inventory currently? What software application, or manually? If software, is it on premise or Cloud Based? 8. How many shipping doors are used in the warehouse for receiving? Shipping? 9. How many trucks are loaded and leave on a given day? 10. What items, materials, supplies, mobile, or controlled assets are stored in the warehouse? 11. How large is each warehouse in square feet? 12. Is it the expectation that the WMS will include rate comparison and shopping as part of the proposed solution? 13. When distributing and tracking federal and state procured medical material state-wide to local jurisdictions and state agencies, will the proposed system be required to include the local inventory as part of the federated system? 14. For the overall application footprint, are the end locations in agencies, clinics, and other locations, will the proposed solution be required to track and manage materials stored at those locations as part of a federated application? 15. Does the State maintain kits of supplies? (Kits are generally assembled in the form of go-packs which are a collection of items used for a specific purpose and tracked under a unique kit id). 16. What is the current system of record for warehouse operations and reporting? Is it AMATS? 17. What support software is currently installed to support shipping operations and rate shopping at this time? 18. Does the state currently own hand-held devices that could be incorporated into the overall solution? Operations Questions Order Entry 1. How do your orders for materials and supplies get posted to the WMS system? (Manual entry, interface link, XML message, etc.) 2. Approximately how many orders do you process per year that flow through the inventory and warehouse? 4. Do you have items that are serialized or under lot control? 5. Does the warehouse process food items? If so, what kinds? 6. How many line items are on a typical order that is shipped to the warehouse? 7. Do you anticipate that employees will be able to place requisitions against existing inventory? 8. Do you hold and release materials against Work Orders or Projects? 9. How does the State currently process shipments from central distribution centers to remote sites?

Answer:   The result of this RFP is to establish a Contract with a Contractor that has an existing cloud-based Warehouse Management System solution capable of providing services to a diverse set of Ohio warehouse operations. Once awarded, a warehouse operation would utilize the Interval Deliverable Agreement (IDA) process to gain access to the Contractor’s services. The warehouse operation specific requirements (answers to these inquires) would be defined within the negotiated IDA for that specific warehouse operation.

Date: 8/21/2020

Inquiry: 78109


Question:   Do all of the potential locations have access to the internet via a local area network?

Answer:   Yes.

Date: 8/21/2020

Inquiry: 78111


Question:   OAKS (the State’s financial system), what financial software package is used in OAKS?

Answer:   Oracle Peoplesoft Financials.

Date: 8/21/2020

Inquiry: 78110


Question:   The Cost worksheet indicates that there will need to be 50 hand-held scanners but no printers. How many locations will require printers to create bar code labels for location and item identification?

Answer:   The evaluation of cost only includes the 50 scanners. Any additional hardware required for a particular warehouse operation would be determined at a later time.

Date: 8/21/2020

Inquiry: 78109


Question:   When scoring Attachment 9 – Cost Worksheet will the scoring be based on one-year costs or five year costs?

Answer:   five-year costs.

Date: 8/21/2020

Inquiry: 78109


Question:   Attachment 7 describes Offeror Mandatory Requirements and Offeror Scored Requirements. Please describe the difference between Mandatory and Scored.

Answer:   Mandatory requirements must be met before a Proposal is formally evaluated and scored.

Date: 8/21/2020

Inquiry: 78109


Question:   Are you anticipating installing the software on-premise or accessing the application in the cloud?

Answer:   The State is requiring a cloud-based solution.

Date: 8/21/2020

Inquiry: 78109


Question:   We are very interested in submitting a proposal to this RFP. Would OH DAS consider extending the response turnaround time and revising the due date to some time later than September 14th?

Answer:   No, due to the urgency of this Project and possible funding.

Date: 8/21/2020

Inquiry: 78125


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Inquiry period ended:  9/8/2020 8:00:00 AM