3590--619-20-3-4490-0301 Small Package Tracking System (VA-20-00072918)

REQUIREMENT FOR SMALL PACKAGE TRACKING SYSTEM The small package tracking system will be a free-standing system to automate the receiving and delivery functions for small packages at CAVHCS. The system will use real-time technology to record and track all inbound package arrivals, mailroom certified receiving, and internal delivery of parcel and express mail across any CAVHCS site. The contractor will provide all tools, materials, equipment, labor, professional and technician services to deliver, install, set up, test and train. The small package tracking system will increase: - Speed - Deliver packages faster to all areas from the warehouse or mailroom to where they are required - Accuracy - Reduce and ultimately eliminate errors and misplaced deliveries - Efficiency - Save time spent looking for packages - Accountability - Know when packages arrive, where they were sent and who signed for them, and create an automated and real time chain-of-custody where needed Functions of the system include: Arrival: Arriving items can be easily and accurately recorded at the dock to validate delivery from each carrier. Using mobile computing devices, inbound packages can be scanned as they are delivered by a carrier. The number of packages in a multiple package delivery is recorded and verified against the carrier s stated delivered quantity to identify any discrepancy. As each inbound item arrives, a variety of data can be captured, including the carrier, the tracking number, the date and time, the condition of package(s), and carrier detail. Information captured via the Mobile Computer device is synchronized to a package tracking system database, which initiates the "chain of custody". Receiving: Receiving items into the package tracking system would be much faster, easy, and accurate for the CAVHCS receiving staff. This process takes up to 5 minutes per item using manual procedures. With a technology package we estimate average times of less than 10 seconds per package. The shipper's label is scanned and information such as carrier, level of service and tracking number is stored in the system automatically. In the cases where there is no existing tracking number the tracking software will generate one. With just a few clicks, up-to-date recipient internal address information is retrieved from the technology package. As appropriate, delivery notes can be entered (such as "Contains XYZ, please expedite"). A label (license plate) is printed, including the customized data and format unique to each organization. The "license plate" for each package serves as a routing tag to expedite the sorting process, resulting in faster internal delivery times. Packages are sorted based on the unique CAVHCS delivery processes and policies of this organization. CAVHCS recipients could be optionally notified via email upon receipt of a high priority package. Delivery: The package tracking solution not only automates receiving, it also tracks and records internal delivery status of packages and other value items as they move through the delivery process, giving appropriate staff the ability to determine at any time the location of each item. Using mobile computing devices, Packages can be scanned in multiple locations/buildings to provide 100% visibility to where any package is at any time. As each item is delivered, a variety of data can be captured, including the purpose of the delivery ("Scan Type"), to whom or where delivered ("Scan Location"), and most importantly, a Signature. Information captured via the Mobile Computer device is synchronized to the package tracking system database, which completes the "chain of custody". Throughout delivery, authorized personnel (as determined by each CAVHCS) can use the package tracking systems to check status on any item. For extended visibility, we can option to enable selected employees to check the status of any package, through a robust history search. This minimizes customer service phone calls of "where's my package" to the CAVHCS receiving staff and allows receiving and delivery personnel to focus on their core responsibilities. D. Management: A package tracking system empowers management by offering: Proof of delivery, package history and status. Reports to objectively determine standards and review mailroom/receiving staff productivity. Analysis to help identify and implement process improvements. Tools to measure chosen compliance. Specific Items: See SOW.