Inventory Tracking System

New York State Police (“NYSP”) intends to procure an inventory tracking system pursuant to its discretionary purchasing authority under State Finance Law 163(6). This procurement opportunity is limited to businesses certified pursuant to Article 3 of the Veterans’ Services Law.

Background

New York State Police (“NYSP”) is seeking a vendor to provide an “out-of-the-box” Cloud solution for an efficient, user-friendly and consolidated agency-wide inventory management system.

Currently, NYSP Members track millions of items total—such as, uniforms, firearms, AED devices, tasers and medical bags—for various units throughout the state. Most inventory is stored at a central location, which is the hub that supplies uniforms for each Troop.

The current inventory process is manual, paper-based and includes the physical counting of inventory. There are multiple fillable forms, spreadsheets and access databases, which are used agency-wide to maintain, track, transfer, replenish and dispose of inventoriable items. Some of these tracking mechanisms are integrated with other NYSP systems.

Project Overview

NYSP is initiating this project to streamline inventory tracking for the agency. This solution should increase efficient tracking of agency inventory and maintenance, as well as decrease or eliminate the manual, paper-based process.

Inventory updates should be made in real-time, allowing the agency to have a more accurate count of uniforms and sizes. Transactional reporting will allow NYSP to accurately place orders, help guard against waste, fraud, abuse, and ensure that the issuance of items is truly necessary.

The system should also provide a solution for tracking and reporting on specialty items, such as fuel purchases, warranties, maintenance and repair logs/schedules for fleet and firearms.

NYSP would like to implement this project in phases, with uniforms being the first priority. Currently, there are 18,447 uniform items across all NYSP locations.

One of the last phases will be to implement a fleet module. NYSP tracks up to 6,400 vehicles at any given time.

Minimum Qualifications

The proposed solution must meet the following minimum requirements:

Must be able to demonstrate past performance of implementing an efficient solution for medium- to large-scale companies, preferably with law enforcement.

1. Must be able to provide private and secure connectivity to Cloud platform. Must be able to create a private and secure separation of data from other companies on the Cloud.
2. Data must reside and be only accessible from within the continental United States.
3. Must have the ability to restrict user access to specific inventory built on role-based permissions.
4. Must have the ability to establish security roles for transactions, as well as approval for certain transactions.
5. Must be able to deliver a scalable solution, where NYSP can add items and functionality for different departments over time.
6. Must be able to integrate the solution with NYSP Active Directory for user log-in.
7. Must be able to interface with other NYSP systems through an Application Programming Interface (API).
8. Must have the ability to log transactions and user activities within the system.
9. Must be able to work within an aggressive timeline to “stand up” phase 1 (i.e., uniforms). Proposer can be assured that NYSP will respond and provide materials in a timely manner.

Vendors should read about NYSP business drivers, project scope, project dependencies and business requirements outlined within the document attached to this ad.

At any point during this procurement process, NYSP may request a demo to learn more about the product.

NYSP requires a background check on all vendor employees who work on this project.

Preferred Vendor Qualifications

In the event that more than one proposer or in the event that the proposer is partnering with another firm, meets all of the minimum qualifications as described in the NYS Contract Reporter Ad, NYSP reserves the right to invite the proposers or in the event that the proposer is partnering with another form, to interview either in person at NYSP’s location at 1220 Washington Avenue, Building 22, Albany or via video conference.

NOTICE: This is a set aside procurement. Respondents are limited to NYS Certified SDVOBs. For information on the New York State Service-Disabled Veteran-Owner Business Program, including how to become certified, please refer to https://ogs.ny.gov/veterans

Submission Requirements

Vendors responding to this solicitation must submit the following:

• Attachment 1 – Bidder Certified Statements
• Attachment 2 – Cost Proposal
• Attachment 3 – Questionnaire

Interested vendors must submit all three submission requirements in an email with “Inventory System” listed in the subject line to:

contracts@troopers.ny.gov

Designated Contacts:

Michelle Thomas

contracts@troopers.ny.gov

Claudine Costello

contracts@troopers.ny.gov

NOTE: Procurement documents may, from time to time, be amended. It is the proper’s responsibility to become aware of such amendments and/or addenda prior to submission of a response. All amendments and/or addenda to procurements will be posted to this ad.

Submission documents listed above must be received by NYSP no later than the deadline contained in this advertisement.

The proposer must be willing to enter into an agreement substantially in accord with the terms of the Draft Contract posted to this ad should the proposer be selected for the contract award.

All inquiries concerning this procurement must be addressed to the designated contacts listed on this procurement.

Questions regarding this procurement opportunity must be received by NYSP by 5 p.m. ET on 5/23/2025. The comprehensive list of questions and responses will be posted to this ad on or about 5/30/2025. The listing will not include the identities of the vendors submitting the questions; those vendors will remain anonymous to the extent allowed by law.