Purchase of Order Management System

Purchase of Order Management System

We require an order and stock management system to improve the quality of our process and distribution.

REFERENCE 59847

Order Management System for Pamela Mann Ltd

Awarding body Pamela Mann Ltd

EST. START DATE: 01/07/2021
EST. END DATE: 30/10/2021

Description

Specification of Requirements

Order Management System for Pamela Mann Ltd

Prepared by Nicky Morgan 21 April 2021

Contents
1. About us (overview and background)
2. Project Overview
3. Requirements
4. General Requirements
5. Evaluation
6. Selection Process
7. Time Scale
8. Format of Response
9. Questions & Further information

1. About Us

Pamela Mann Ltd was founded in 1956. The company quickly established a partnership with fashion icon Dame Mary Quant. She was the creator of the mini skirt and one of the most iconic and revolutionary designers of her time. We are incredibly proud to have worked with her and her fashion-conscious style has allowed us to become the company we are today.

In 1975, our Hinckley distribution centre opened and we are still based here. Hinckley used to be the hosiery haven of the UK and we are proud to still be established here.

We received the Queen’s award for export in 1992 and this was presented to us by Princess Anne.
We are the largest supplier of printed hosiery in Europe, with the ability to print legwear in house resulting in fast fashion products.

We have a dedicated team who are continually designing on trend products to ensure that we are always at the forefront of fashion.

Our current MD, Rob Morris, acquired the company in 2008 and has forged ahead with the business, dealing with large corporations,however, insisting on keeping the family environment to the Pamela Mann,ensuring all staff are looked after and treated as individuals.

We trade internationally both wholesale, contract and some retail (5, and deal with customers such as ASOS, JD Williams, Seasalt, The Boohoo Group, Playful Promises, Lipsy, Lovehoney, holding well established business relationships, continuously looking to improve our processes and develop with all of our customers.

We have over 2000 sku’s and are always looking to add to. We have invested in new print paper machines and heat presses as we would very much like to grow our USP which is bespoke printed tights. This is a growing market but we need to improve our processes and give our staff time to spend on such developments and improvements.

We currently have limited use of technology, and our intended investment in digital solutions such as barcoding, order management system cloud based software is key to our planned growth.

2. Project Overview
We require an order and stock management system to improve the quality of our process and distribution. The new solution will replace our existing systems, primarily based on use of Sage, spreadsheets and manual processes.

This will enable us to supply our customer base, more efficiently and expediently, thus increasing sales.

We work within fast fashion and our stock and order management systems and currently not optimized. By implementing an order management system, we aim to speed up the most costly part of our processes and eliminate human error and enable us to manage the orders in a more efficient way.

Existing System / Infrastructure

Hardware
We have 10 PCs in the main office, 2 pcs in the warehouse office and 2 standalone pcs in the warehouse.

• The Workstations are predominantly Intel i5 (Gen 3 or 4), 256gb SSD, 8GB RAM running Windows 10 Professional x64
• The Server is a Dell PowerEdge T710 (8 Years Old) running Windows Server 2012 Essentials

We have 2 company laptops again which is not sufficient for working from home which is restricted due to this and lack of server space.

Software

SAGE – limited capacity as this is an accounts package and we do not have any CRM or OMS. Currently running Sage 50 Accounts v27 (20 Concurrent User License)

Website
Our website is currently on the Magento platform, we have invested in this over the past 2 years and have developed and built a new website sitting on the Shopify platform.

This is currently at the point of final configuration and we require an appropriate level of integration with the proposed new OMS.

www.pamelamann.co.uk

3. Detailed Requirements
We are looking for the Supply and integrations of the following:-
1. Hardware
We anticipate the software solution will be cloud based.

We will also require 6 number of laptops to facilitate remote working with secure access to our systems.

Suppliers should provide recommendations and costed details for the supply and installation of appropriate hardware and infrastructure e.g. barcode scanners, print facilities , communications server, security solutions etc. as appropriate to ensure we gain maximum benefit from the proposed solution.

2. Software
Order management system

Features and functionality required;

Sales Dashboard
Showing exactly how much sales revenue, profit and margin each income stream has turned over throughout the current day and the previous day. Showing in detail how sales channels are performing, as well as how much profit each channel has contributed towards total daily sales

Order Management
Create new customer orders (at a trade show, for example)
Search and filter orders based on shipping status and tags.
View a complete breakdown of every order – including customer name, address, order amount, shipping costs and more.
Easily add any relevant internal notes and customer notes to each order from phone.

Multiple Inventory Locations
Get a clear view of on-hand, incoming and available inventory across multiple locations, including FBA.
Stock Takes
Perform quick, flexible cycle stock takes, based on team and warehouse – with less downtime and higher accuracy.
Purchasing
Manage end-to-end purchasing in one place – forecast when & how much to purchase, email suppliers, track and receive stock.

Barcode Scanning
Increase warehouse and fulfilment accuracy with Scanner and iOS / Android app.

Shipping
A single platform to easily ship every customer order from any sales channel – with discounted shipping rates and advanced order management

Smart Inventory Forecasting
Ability to quickly forecast inventory requirements based on previous sales history, current stock levels, delivery lead times, outstanding purchase orders, backorders, and any stock transfers in progress.

INVENTORY FORECAST
Smart inventory forecasting for Customers/retailers of any size.
Helping us to enable customers of any size to develop more accurate forecasts, help them better manage their inventory levels.

Inventory Forecast Overview
The ability to automatically forecast what stock should be purchased based on previous sales history and re-order automatically to suppliers.

Increased Accuracy
Demand forecast optimisation.

Reduced Stock-Outs
Inventory Forecasting uses data to reduce stock-out situations.

Faster Re-ordering
Purchases automatically sent by email to suppliers.

Supplier Management
Supplier records, audit trail, etc.

Smart Inventory Forecasting
Forecast inventory requirements based on previous sales history, current stock levels, delivery lead times, outstanding purchase orders, backorders, and any stock transfers in progress.

Create and send purchase orders by email
Automatically create multiple purchase orders that can then be instantly sent to suppliers by email.

Website integration – this needs to be compatible with Shopify platform

Integration with financial system – currently we use SAGE accounting. Whilst suppliers may provide costs and recommendations for alternatives, we initially need the OMS to be compatible and integrated with the existing Sage solution .

4. General requirements (if applicable)

• Data Migration / entry of existing data – we are engaging in a data cleansing exercise. Suppliers should provide recommendations and details of any relevant services as appropriate.
• Vendor must be able to implement and train onsite.

5. Evaluation and Scoring

As part of the selection process, we will score proposals based on our evaluation criteria stated below.

Each supplier will be awarded points based on their proposal.

We will use the weight scoring method to assess each proposal and the highest scoring proposal will ultimately enable us to make a decision 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’s relevant ability, understanding, experience, skills, resources & quality measures needed to meet this requirement, with limited evidence to support the response.
2
Poor – Considerable reservations of the Tenderer’s relevant ability, understanding, experience, skills, resources and quality measures needed to meet this requirement, with little or no evidence to support the response.
1
Very Poor- Does not comply or insufficient information provided to demonstrate the tenderer ability, understanding, experience, skills, resources & 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 x5)
2. Functionality and full specification (weighting x5)
3. Implementation plan and any associated costs (weighting x3).
4. Support(weighting x4).
5. additional services offered (weighting x2).
6. Details of any warranty, aftercare & SLA details (weighting x5)

6. Selection Process & Decision
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.

Timescale

Estimated project start date: July 2021
Estimated project end date: October 2021

7. Format of response

Suppliers are required to provide a written proposal, detailing the software and hardware proposed, where appropriate, 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.

The proposal should specify all costs relating to implementation, along with all associated costs for training, support, maintenance, etc. for year 1.

Hardware support and maintenance for subsequent years i.e. ongoing costs should be specified in the proposal.

Proposals should include an appropriate project plan.

Proposals should be submitted on company letterheaded 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.

Written fully costed proposals should be submitted in PDF format emailed to Nicky Morgan

Suppliers must submit their proposals by 7th May 2021

It is anticipated a decision will be made by 14th May 2021

8. Questions & Further information
For further information, please contact –
Name: Nicky Morgan
Email: nicky@pamelamann.co.uk
Office: 01455 636231
Mobile: 07761 484944

46 Upper Bond Street, Hinckley, Leicestershire LE10 1RJ
01455 636231
VAT: 931 4361 43 EORI: GB 931 4631 43 000

Additional information

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

DOCUMENT AVAILABLE UNTIL

7 May 2021

15 days

SUBMISSION RETURN BY

7 May 2021

15 days

CONTACT DETAILS

Pamela Mann Ltd
Nicky Morgan
01455 636231

 

This contract is being managed by Pamela Mann Ltd . To request documentation contact nicky@pamelamann.co.uk