ERP Business System – Request for Quotation

ERP Business System – Request for Quotation

Requirement for integrated business system to harmonise and join up individual roles into one co-ordinated business management environment.

REFERENCE 49288

ERP BUSINESS SYSTEM

Awarding body BHM Knitwear Ltd

EST. START DATE: 01/04/2021
EST. END DATE: 31/08/2021

Description

ERP BUSINESS SYSTEM
Tender
Awarding Body – BHM Knitwear Ltd
Project Est. Start Date – 1st April 2021
Project Est. End Date ETA – 31st August 2021

About Us
BHM Knitwear Ltd has supplied fashion knitwear to the best UK and European brands and retailers for 40 years.
We operate from a unique, state of the art design and sampling facility in South Leicestershire using the latest Stoll knitting machines to produce 100 original designs every month across the gauges – 3gg, 5gg, 7gg, 10gg, and 12gg.
Our showroom has our latest collection of designs and new styles are added daily.
Production is supplied from our partner factories in:
• Romania
• Turkey
• Bangladesh
• China
All our factories are independently audited and where required linked to SEDEX. Many of our factories use BHM owned, Stoll knitting machines which match the machines used for sampling at BHM.
BHM offer 6-to-10-week lead times from Europe and Turkey and 10 to 20-week lead times from the Far East. Repeat orders are often faster.
https://www.bhmknitwear.co.uk/company.html

Project Overview
Our legacy system is not usefully aligned with the operational requirements of BHM Knitwear Ltd.
BHM Knitwear Ltd is also a rapidly growing and developing business and has reached that critical growth point where the mix of bespoke, manual, and non-integrated systems is increasingly becoming business restricting. In tandem with this, commercial pressures and increasing sophistication in the supply-chain requires the optimum use of resources and the most efficient utilisation of staff to defend and increase margins.
As the business continues to develop, the business also faces pressing challenges in how it manages its operations.
– Applying more people also adds costs, complexity, and increased coordination efforts
– Profitability and cash-flows are at increased risk as customer service and operational efficiencies may start to fall back, impacting the very growth engines of the business – quality and service
BHM Knitwear Ltd now needs one integrated business system to harmonise and join up the individual roles into one co-ordinated business management environment. This means:
– The removal of repetitive and non-value adding manual tasks
– The visibility of all real-time stock
o in the pick face and bulk locations
o Yarns/ Fabric at 3rd party suppliers
o Finished orders partially shipped
– The removal of induced errors, inconsistencies, and wasted time in delay
– Significantly increased work content and effectiveness – by the same resources
– The support of the developer to grow further, for some time, without additional indirect resource, with much improved margins
– Improved, measured, and optimised customer service for further increased sales and margins
– Reduced costs, waste, and stock holdings for better efficiency and better margins
– Increased operational performance with minimal cost increase
– Clear visibility of all cost and performance analyses for improved management and control
– Real-time business management and informed decision making from accurate, meaningful, and timely
– Business intelligence – providing enhanced competitive edge
BHM Knitwear Ltd requires a solution that provides a single coherent efficient, appropriate, and management solution to handle not just the back-office functions but also all the critical “value add” processes within the business, covering all of the supply-chain, warehousing, distribution, and sales environments. Where value is added, so are costs, and maximizing customer purchased value – with the minimum of produced and delivered cost.
A unified business system will enhance and optimise the processes in the business, joining up flows, removing errors and delays, and providing visibility and supervision for effective control. The availability of accurate, meaningful, and timely management information will enhance competitiveness and profitability in the three key areas of the business: sales, control, and purchase.

A new system should bring more efficiency to the following key areas:
– Sales Order Processing
– Delivery Route Management- Critical path
– Warehouse Management
– Purchasing from
o Fabric, yarn, and trim sources
o 3rd Party CMT and finishing units

Requirements
We are looking to purchase an ERP system that goes beyond just replacement. The new system should streamline core functions within the business process that will create efficiency and effectiveness. The new business software will provide additional features that will enable the Company to achieve further growth. It will make the Company more competitive and operationally allow the Company to distribute into other regions.
1. Software
Sales Order Processing
– Trade Counter Application
– Picking List Printing
– Delivery Note Printing
– Goods Delivery & Route Scheduler
– Sales Invoicing
– Sales Quotations
– Sales Promotions
– Back Order Processing
– Multiple UoM
– Sales Rep Mobile Ordering
– Sales Order to PO (direct delivery) – On-Screen Order History
– Telesales Call scheduler
– Standing Orders
– Batch Control
– Credit Returns requests and approvals
– Controlled Goods Returns, with automated credit pricing
– Complex Pricing Structure
– Paperless Document Imaging
– Delivery Management EPOD application

Purchase Order Processing
– Requirements forecasting
– Suggested Purchase Order Generation
– Goods Receipting
– Purchase Reporting
– Purchase invoice-GRN Matching
– CP management aligned for factory and customers – Invoice Query Handling
– Landed Costs
– Supplier Claims Management
– Rebate Monitoring
– Multi-Currency Purchasing
– Purchase orders to Sales Orders

Inventory Management
– Stock Control
– Structured Stock Taking System
– Stock Valuation – Multi Warehousing
– Inventory Reporting
– Full Audit

CRM
– Multiple Contacts
– Complaints Recording
– Complex Pricing
– 2-3 Level Categorisation – Current & Historical Data
– Logging
– CRM Lead Management
– Segmented Email Marketing

Finance
– Nominal Ledger
– Full Profit & Loss and Balance Sheet
– Electronic Bank Reconciliation
– Business Intelligence Reporting – Cashbook
– VAT and Corporation Tax
– MTD-

Other
– Multi-Company/Department Defined Access.
– User-Defined Access
– API Web Services
– Online Merchant Integration
– 10-15 User Licences

*Suppliers must prove those not within core system can be added as an optional feature either by an additional module or third-party application or partner.
2. Configuration and Implementation
Proposals should include details of configuration and Implementation plan and timeframe of the project invested in.

3. Training
Proposals should include all aspects of training, with number of hours/days and costs associated with it. (Any other training that may be beneficial to us should be advised).

General requirements
– Confirm Analysis and Planning Documents
– Sign off specifications
– Develop and deploy
– Application servers build & configuration
– Remote access configuration – cloud-based
– Printing server / PC configuration
– Test and confirm user dialogues
– Install software
– Configure software
– Data migration
– Data cleansing
– Data input (keyed)
– Initial data load (automatic) Workshop, Training & Acceptance Testing
– Train key users
– Complete documentation
– Confirm test plans/acceptance criteria
– Complete testing and acceptance Deploy
– Train end users /roll-out plan
– Final data migration
– Go-live
– Post-go-live support
– Integration into Xero

Your Tender
Your tender will go through a 2-stage evaluation and selection process:

Evaluation and Scoring

Evaluation Criteria

At each stage of the selection process, proposed solutions will be evaluated on the criteria stated below.

We would consider all quotations received before the response by date and time. Our evaluation would consider the price and other elements as per the criteria and weightings below:

No. – Criteria – (Maximum Points/scoring) – (Weighting Factor)

1. The quotation must include the supplier’s name and full business address (this must be on a letterhead document) – (Pass/Fail) – N/A
2. The quotation to made out to us using our company’s name and full address – (Pass/Fail) – N/A
3. The quotation to includes the date issued, and the period for which the quotations is valid for (ideally for 3 months) – (Pass/Fail) – N/A
4. The quotation should clearly indicate the Payment Terms – (Pass/Fail) – N/A
5. Overall project cost – (5) – (15%)
6. Software maintenance cost – (5) – (15%)
7. Functionality – (5) – (30%)
8. Software and hardware should be aligned to the clothing and footwear industry – (5) – (15%)
9. Support, implementation, and consultancy services– (5) – (10%)
10. Value for money including ongoing costs, scalability, compatibility– (5) – (15%)

Scoring Evaluation Methodology:
The scoring for criteria will be based on the following point system.

Points Quality of Response
5 – (Excellent) – Exceptional demonstration by the Supplier of the relevant ability, understanding, experience, skills, resources, and quality measures needed to meet this requirement, with evidence to support the response.
4 – (Good) – Above average demonstration by the Supplier of the relevant ability, understanding, experience, skills, resources, and quality measures needed to meet this requirement, with evidence to support the response.
3 – (Average) – Demonstration by the Supplier of the relevant ability, understanding, experience, skills, resources, and quality measures needed to meet this requirement, with evidence to support the response.
2 – (Fair) – Some minor reservations of the Supplier’s relevant ability, understanding, experience, skills, resources & quality measures needed to meet this requirement, with limited evidence to support the response.
1 – (Poor) – Considerable reservations of the Supplier’s relevant ability, understanding, experience, skills, resources, and quality measures needed to meet this requirement, with little or no evidence to support the response.
0 – (Very Poor) – Does not comply and/or insufficient information provided to demonstrate that the Tenderer has the ability, understanding, experience, skills, resource, and quality measures needed to meet this requirement, with little or no evidence to support the response

Formulas for Final Scoring:

All proposals will be evaluated based on the delivery of the project, against a weight and scoring model, based on an importance scale scored between 0 to 5 points; (point system mentioned above), which will be awarded to those that meet our specific project criteria. Each criterion has a weighting factor, that will enable us to calculate a weighted score, against each criteria score. The weighting scoring method will enable us to decide on a suitable supplier based on the proposal achieving the highest score.

Highest scored supplier demonstrating their ability to fulfill our project requirement will be awarded the tender.

NB: The quotations would be considered null if it does not meet the essential criteria (1-4).

Selection Process

Written Proposals
Suppliers will submit a costed proposal in pdf format.

Stage 1
Proposals will be evaluated based on the criteria as detailed in this document. Suppliers are required to provide a written proposal, detailing the software and hardware recommendation or proposals indicating whether each element of the functionality requested is a standard feature of the proposed solution, and can be demonstrated now, or would need to be developed. The proposal should identify all costs related to software, hardware, consultancy, and training services, and include details of any ongoing costs including support, licensing, etc.

Where third parties are used e.g. to provide hardware or optional software extras, it is expected that responsibility for those items/services will lie with the primary supplier both for managing implementation of the item/service/project and for ongoing support. Proposed arrangements should be documented within the proposal.

Proposals should be submitted on company letter headed paper, dated, and address to the company with full address. These must be valid for the proposed panel date and/or must have a sufficient valid date period. Prices must be clearly indicated inc./exc. vat

Selected proposals will be shortlisted for further discussion and may be invited to provide demonstrations of proposed solutions as appropriate. We will follow up with reference sites prior to the final decision.

Stage 2
Following an initial evaluation shortlisted vendor will be contacted by BHM Knitwear Ltd to arrange a formal presentation/demonstration of the software/application to our senior management team.
Suppliers will have an opportunity to revise initial proposals as appropriate to take into account and changes resulting from discussion/presentation and will submit the final proposal by the agreed data at presentation.
Written fully costed proposals should be submitted in PDF format emailed to philip@bhmknitwear.co.uk no later than
24-2-2021.

Timescale

Closing dates for proposal submission – 24/02/2021
Project Start – W/C 5/4/2021

Development / Initiation / Training – within 3-5 months.

Expected Go-Live date by – W/C 05/08/2021 or earlier

DECISION
All requests for the specification must be made by 22-2-2021, all proposals must be recited by 24-2-2021.

Following the evaluation criteria and selection exercise, it is anticipated a final decision will be made by 31-3-2021.

Additional Information
Contract Type One-off

Document Available Until
Wednesday 24 February 2021

Submission Return By
Wednesday 24 February 2021
Questions & Further information
For further information, please contact –
Name: Phillip Worral
Email: philip@bhmknitwear.co.uk

 

Additional information

Contract Type One off
Procurement Process Open Tender
Estimated ValueTEXT DESCRIPTION
Category Online Services, Information Communication Technology,
CPV codes 48000000,
Suitable for SME YES

DOCUMENT AVAILABLE UNTIL

24 February 2021

12 days

SUBMISSION RETURN BY

24 February 2021

12 days

CONTACT DETAILS

BHM Knitwear Ltd
Phillip Worral
philip@bhmknitwear.co.uk

 

This contract is being managed by BHM Knitwear Ltd . To request documentation contact philip@bhmknitwear.co.uk