IT Asset Inventory Field Coordinator

The State of IL, seeks a qualified resource to support a short-term statewide IT asset inventory initiative within a designated geographic region. The resource will be responsible for conducting on-site physical inventories of IT equipment located at State-owned and leased facilities, utilizing State-provided barcode scanning equipment and inventory management tools.

The objective of this project is to verify the existence, location, and status of State-owned IT assets through physical inspection and barcode scanning. Inventory data collected during site visits will be uploaded directly into a State-provided database designed specifically for this initiative.

The anticipated project duration is six (6) months.

Scope of Services

IT Asset Inventory Field Coordinator who will perform the following services:

Asset Inventory Activities

1. Travel throughout an assigned geographic territory to conduct physical inventories of IT assets located within State facilities.
2. Coordinate and schedule site visits with agency representatives and facility contacts.
3. Physically locate, identify, and scan State-owned IT assets using State-provided barcode scanning equipment.
4. Verify asset information including, but not limited to: + Asset tag number + Device type + Physical location + Assigned user (when applicable) + Operational status
5. Upload and validate scanned inventory data within the State-provided inventory database.
6. Investigate and document discrepancies including: + Missing assets + Unidentified assets + Duplicate records + Incorrect asset locations + Assets requiring further review
7. Maintain accurate records of completed inventories and provide status updates as requested.

Project Coordination and Supervision

The Contractor’s resource shall:

1. Coordinate inventory activities within the assigned region.
2. Provide day-to-day direction and oversight of temporary inventory support staff, including interns or other personnel assigned by the State.
3. Develop and maintain inventory schedules to ensure timely completion of all assigned locations.
4. Monitor inventory progress and communicate risks, delays, and resource needs to the State Project Manager.
5. Operate independently with limited supervision while maintaining regular communication with State management.

Reporting Requirements

The Contractor shall provide:

• Weekly progress reports.
• Site completion reports.
• Inventory discrepancy reports.
• Resource utilization updates.
• Final project summary report documenting completed locations, assets scanned, unresolved issues, and recommendations., * Successfully pass a Criminal Justice Information Services (CJIS) background investigation.
• Comply with all State security, confidentiality, and data protection requirements.
• Execute any required confidentiality or non-disclosure agreements.

Equipment and Materials

State-Provided Equipment

The State will provide:

• Laptop computer.
• Barcode scanner(s).
• Access to the inventory database.
• Inventory procedures and training.
• Site contact information.

Contractor-Provided Equipment

The Contractor shall provide:

• Reliable personal vehicle suitable for daily travel.
• Vehicle insurance as required by Illinois law.
• Mobile phone for business communications.
• Any incidental supplies necessary to perform field operations.

· Travel costs will not be reimbursed

Work Schedule

• Normal working hours shall be Monday through Friday, 8:30 a.m. through 5:00 p.m.
• Work will generally be performed during standard State business hours.
• Occasional schedule adjustments may be required to accommodate facility access requirements.
• Overtime is not anticipated unless specifically authorized by the State.

Deliverables

The Contractor shall provide:

1. Completed physical inventory of all assigned facilities within the designated geographic area.
2. Accurate and complete asset scan data entered into the State inventory database.
3. Weekly status reports.
4. Discrepancy tracking logs.
5. Final inventory completion report.

Performance Expectations

The resource shall:

• Maintain a high level of accuracy in inventory data collection.
• Complete assigned inventory locations according to project schedule.
• Demonstrate professionalism when interacting with agency personnel and facility staff.
• Proactively identify and resolve inventory issues.
• Successfully manage assigned support personnel and inventory activities with minimal oversight.

• Minimum two (2) years of experience performing physical inventories, asset management, field operations, logistics, or related work.
• Experience identifying and handling IT equipment, including desktop computers, laptops, monitors, printers, network devices, servers, and related technology assets.
• Experience utilizing barcode scanners, inventory systems, or asset management software.
• Strong organizational and project coordination skills.
• Ability to work independently and manage competing priorities with minimal supervision.
• Experience supervising, coordinating, or directing temporary staff, interns, or project team members.
• Proficiency with Microsoft Office applications and data entry systems.
• Valid driver’s license and reliable personal vehicle available for daily travel.
• Ability to lift and move equipment weighing up to 25 pounds.
• Ability to travel extensively throughout the assigned geographic region.