Purchase and Implementation of ERP System

Purchase and Implementation of ERP System

We are looking to purchase a full ERP system that can help us to secure new prospect contracts.

REFERENCE 59609

FULL ERP SYSTEM IMPLEMENTATION

Awarding body Amaira Holdings Limited

EST. START DATE: 01/08/2021
EST. END DATE: 31/12/2021

Description

SPECIFICATION OF REQUIREMENTS FOR
FULL ERP SYSTEM IMPLEMENTATION

Date: 08/04/2021
Prepared By: Mr. Neer Modha & Steve Brighty
Company: Amaira Holdings Limited

1. About Us
Amaira Holdings is a business that is currently predominantly wholesale. We sell FMCG goods within the toys industry to a variety of wholesalers and drop shippers. Just to name a few, we are the sole distributors of various brands such as Arcade1Up, Hover-1, Subsonic, and quite a few other commercial brands. Our main business is within the UK and some of our current trading partners include Maplin, Freemans, Robert Dyas, Office Depot & Studio. The business has seen significant interest from toy manufacturers wanting Amaira Holdings to distribute products throughout the UK. The challenge we are having is the ability to take these new partners on board and expand the business due to not having any ERP system in place and way too many manual processes within all areas of the business.

Amaira Holdings is situated in central Leicester, with a current yearly turnover in the region of £2.6m and currently recruits approx 15 full-time employees. We currently have no business-related website for Amaira Holdings, as new business is mainly secured through reputation, and internal contacts secured through our experienced sales team.

2. Project Overview
We are looking to purchase a full ERP system that can help us to secure new prospect contracts. We currently have no ERP system in place and carry out too many manual processes in the business which is ultimately holding the business back.

We have spent a considerable amount of time researching potential ERP systems and engaging with several potential suppliers to understand exactly what the business needs. We are now at the stage where we are ready to procure a solution and based upon our research we believe the most suitable solution for our business would be SAP B1.

Existing System / Infrastructure
Currently, all parts of the business is carrying out processes manually. There are lots of manually created spreadsheets used, as well as MS Access databases storing data. The Business is growing rapidly, and we cannot continue to operate in this way. We wish to introduce a solution that facilitates all parts of the business to help us with growth. This includes Sales Order processing as well as a full warehouse management system. Our preferred solution here is SAP B1 based upon any perpetual licensing options.

Current Hardware & Internal IT Infrastructure
Currently, we are mainly using Windows-based PCs and have no internal IT team and limited IT infrastructure. Any proposed solution needs the full support of the selected partner as well as a fully hosted solution off-site.

3. Detailed Requirements
We currently have a wide variety of product range, totaling around X600 which equates to around X2000 orders\ despatches per month. Obviously, our busiest time of the year in the run-up to Christmas with our products being within the toys sector.
Any business submitting a proposal must have knowledge and experience of implementing systems in a similar business environment to ourselves. We are looking for an ERP solution that fully meets our business requirements to grow and after considerable research, we believe SAP B1 can deliver against our requirements as follows:

Sales & Customer Management (SOP & CRM)
We need to be able to oversee the entire sales process and customer lifecycle more efficiently – from initial contact to final sale, after-sales service, and support.

Financial Management
Ideally, we want to Improve margins, reduce errors, and drive more profitable decision-making with a complete set of tools for streamlined financial operations.

Full Purchasing & Inventory Control
Optimise purchasing practices and control costs by managing the complete order-to-pay cycle including receipts, invoices, returns, and payments.

Reporting & Business Intelligence
Ideally, we would need some “out of the box” business reports for all aspects of the business. This will help us have invaluable insights into the business to make the correct decisions. There are currently a lot of crucial financial related reports missing within the business to make the decisions needed to make the business more profitable in certain areas.

Pick / Pack / Despatch
We need to be able to pick/pack & despatch orders utilising barcode scanners. Ideally, we need an add-on module like Produmex or similar to facilitate this part of the business. If this solution is on a license basis, can we please have the perpetual option here.

SAP B1 Hosting
Ideally, due to lack of internal IT infrastructure we would want a fully cloud hosted solution for our ERP system. Ideally on a multi-tenanted basis.

Third-Party Integrations
We need to be able to integrate to our current shipping couriers and EDI trading partners X10 using Transalis as our preferred EDI partner.

Infrastructure
We will require recommendations and costed solutions for the infrastructure required to operate the solution proposed. This should include supply, implementation, support, and maintenance.
4. Additional General Requirements
• Small Amount of Data Migration.
• Integration with our main shipping couriers being Royal Mail / Amazon Shipping & Yodel.
• Integration to our current selling partners for Sales Order Processing utilising EDI technologies.
• Boyum B1 Licensing based upon 10 users on a perpetual basis.
• Warehouse Pick, Pack & Scanning module like Produmex or similar.
• X1 Android based RFID scanner for Scanning module to operate.
• BPA Solution with tasks to facilitate main couriers and Transalis Integration.
• Any proposed solution will need to be a cloud-hosted solution with full support.
• Vendor must be able to train and implement onsite.
• Provide full support within working hours for the next 36 months.
• Provide a suitable Service Level Agreement that meets industry standards.

5. Evaluation
As part of the selection process, we will score suppliers based upon our evaluation criteria stated below. Each supplier will be awarded points based on their proposals.
We will use the weight scoring method to assess each proposal and the highest scoring proposal will ultimately enable us to decide on a suitable supplier to implement our project. All proposals will need to demonstrate that the supplier has understood our requirements and further discussion may follow prior to making our final decision.

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

The proposed solutions will be evaluated on the following criteria –

1. Overall proposal/quote cost (weighting x4)
2. Functionality (weighting x5)
3. Implementation plan (weighting x4).
4. Support, and additional services offered (weighting x4).
5. Additional Services (Weighting x2).
6. Value for money including ongoing costs, scalability, compatibility etc. (weighting x4)
7. Experience of supplier in successfully implementing solutions in a similar business and operational environment (weighting x4)
6. Selection Process
Proposals will be evaluated based on the criteria as detailed in this document. Selected proposals may be shortlisted for further discussion and may be invited to provide a demonstration of proposed solutions as appropriate.

Evaluations and selection will be carried out by: Mr. Neer Modha on 30th April 2021.

7. Format of Response
Suppliers are required to provide a written proposal.
The proposal should identify all costs related to any software, hardware, consultancy, and training services, and include details of any ongoing costs including support, licensing, etc.

Proposals must include an appropriate project plan, with full details of how the project will be managed from the supplier’s perspective. Any proposal must also mention milestones, including sign-off stages, testing, and training.

Proposals should be submitted on company letterheaded paper, dated, and addressed to the company. All prices must clearly indicate all costs as being inclusive or exclusive of vat. All written proposals with costs should be submitted in PDF format and sent to the following email address by the closing date of 22nd April 2021.

Email Address for proposals: steven@amairaholdings.net
It is anticipated that a final decision will be made by Friday 3rd May 2021.

8. Timescale for delivery and installation
Ideally, we expect the initial phase of the solution to be implemented around 1st August 2021. The main reasons for this is to ensure we do not lose any potential substantial partner contracts that are already in the pipeline. Ideally, the selected vendor needs to meet this deadline for completion.

9. Questions & Further Information
For any further information, please contact:
Name: Mr. Steven Brighty or Mr. Neer Modha
Email: steven@amairaholdings.net or neer@amairaholdings.net
Office: 0116 218 2445

Additional information

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

DOCUMENT AVAILABLE UNTIL

22 April 2021

9 days

SUBMISSION RETURN BY

22 April 2021

9 days

CONTACT DETAILS

Amaira Holdings Limited
Mr Steven Brighty
0116 218 2445

 

This contract is being managed by Amaira Holdings Limited . To request documentation contact steven@amairaholdings.net