Tender for Enterprise Resource Planning System and Warehouse Management System

Tender for Enterprise Resource Planning System and Warehouse Management System

To procure a new ERP with the potential for integrated EDI links and a warehouse management system to meet the demands of an established, growing, and ambitious household textiles company.

REFERENCE JOB SERIAL NUMBER

Enterprise Resource Planning (ERP) System and Warehouse Management System (WMS)

Awarding body Home Curtains UK LTD

EST. START DATE: 01/07/2021
EST. END DATE: 28/02/2022

Description

Home Curtains UK LTD
Invitation to Tender for:
Enterprise Resource Planning (ERP) System and Warehouse Management System (WMS)

1. Introduction:
Home Curtains UK Ltd are looking to update a variety of their systems. At the forefront they would like to procure a new ERP with the potential for integrated EDI links and a warehouse management system (WMS) to meet the demands of an established, growing, and ambitious household textiles company.

2. About us:
We are a leading wholesaler and manufacturer of ready-made curtains, bedding, voiles, lace, and other home accessories. We are a second-generation business remaining family-owned since inception in 1986 when the business was built on lace and net curtain production before successfully diversifying into ready-made curtains.

We pride ourselves on our varied design-led range, market-leading service levels, and ability to create and source high volumes of great value products. Mills from Europe to the Far East work with our UK-based designers and in-house bilingual quality assurance team to ensure delivery of high quality and good valued home furnishings.

During the 1990s we acquired a larger site with the capacity to grow our direct despatch operation, facilitating same-day despatches to tens of thousands of customers per week. The site includes our showroom that displays some of our extensive product range.

In recent years, we’ve been through a substantial restructuring of our business across all levels to ensure the longevity and scalability of the business. Our ambition is to grow in all areas of our business with specific emphasis on the direct to consumer route through our own eCommerce channels.

3. Current business issues:
We currently hold over 10,000 live SKUs with a £2m+ stock holding, despatching in the region of half a million parcels every year with a limited functionality ERP and no (WMS). This means that we run the majority of our business using manual processes with little to no visibility of real-time stockholding and prevalent efficiency constraints.

Whilst we have strict processes in place, we do have inherent issues with processing inaccuracies and stock levels; a key criterion for many of our direct despatch and direct to consumer customers.

The current restrictions of our ERP system and lack of WMS, not only impede any growth aspirations but will eventually contract our current business. The automation of processes specifically in relation to real-time stock management is therefore crucial.

4. Proposal Requirements
It is the requirement of this proposal request that:
• The proposal must include the suppliers name and full business address
• Be addressed to Home Curtains (UK) Limited at our full business address
• Is duly dated
• States the period the proposal is valid for (recommended for 60 days)
• Includes a full system description along with a brochure or accompanying information
• Hosting options and browser requirements are fully explained
• Details of compatibility and integrations with other discrete pieces of software is provided
• Includes costings for up to 3 years
• Lists any warranties or guarantees
• Details of company and software accreditations are documented
• Estimated delivery timescales from the order date are laid out
• Full details of any aftercare service, support level details (and options) along with SLA’s must be presented
• Clear and distinct pricing is shown
• Payment terms must be included. It must be easy to distinguish obligations for payment between monthly, quarterly, and annual charges

If you need further clarification, please contact Stacy Clifford on 01623 446 160.

5. Specification

Specifications of the solutions we require:
ERP System
We are looking to implement a fully functional ERP system that works for our business. However, the general functions we require are:
• General ERP Functions compatible with other digital tools in the business
• General ledger
• Accounts Payable
• Procurement
• Cash Management
• Inventory
• Accounts Receivable
• Client and Supplier facing portal with EDI Links *
• Direct Interface with Couriers and Hauliers **
* At present, we have EDI links with several customers across several different integrated platforms. This allows us to download the information on a daily basis along with the required packing lists, invoicing details, shipping labels and where applicable allow us to print this on specifically branded customer stationery.
** We also use a multitude of transport providers.
To make things even more complex as well as organizing delivery of our own retail and e-commerce sales, we also direct despatch (drop ship) for several of our customers, which makes us also the main liaison for their transport details and collection. This means we deal with numerous couriers and haulage firms on a daily basis from Hermes, Yodel, Royal Mail, Parcelforce, and FedEx to name a few.
Although this proposal is split into separately identifiable milestones, it is imperative that each element is compatible and/or links with the main ERP software. It is also imperative that all suppliers are clear in their proposals about the limitations of their systems if there are any.

Warehouse Management System (WMS)
It is ESSENTIAL new WMS has the ability to:
• Link directly to the main ERP to manage invoicing to clients from despatch
• Link directly to the main ERP to match receipts against open orders
• Link-in to 3rd party transport management systems (see ERP for further details)
• Provide real-time data and heat maps of the warehouses
• Be able to contend with more than one stock location (i.e. satellite warehouse) as well as quarantine and returns locations
• Ability to deal with different levels of stock i.e. individual items and boxed stock
• Ability to deal with rolls of nets (voiles/organza) in meters in length and width.
• Ensure allocation of stock to orders can be both automatic and manual and provides a notification for verification where required.
• Allocate stock by both manual and automatic procedure including FIFO, LIFO, Use by date, batch code and other usual standards
• The system must be able to manage a barcode, RFID or QR code system and support remote RF picking techniques and equipment such as hand-held scanners
• Ensure allocation of stock can be automated or manual
• Option to offer alternative products if product out of stock (either with or without customer consent)
• View stock locations to identify empty locations
• Allow customer-specific product codes in addition to internal SKU codes
• Allow ring-fencing of stock
• Ability to manage returns, including quarantine, write-off, etc.
• Periodic stock counting and stock take facility
• Integrated pricing option, revaluation, and automated posting to the ERP
• Diary management features to manage consignments, inward and outward deliveries and warehouse operative planning.
• Full suite of real-time and historical reports to include on-screen real-time KPI reports and audit report regarding stock aging, sales, and purchases
• Integration to an eCommerce platform or ability to (including denoting out of stocks)
• Allow invoices to be editable (despatch notes/pick lists) to allow key customers to brand (must be editable by HC)
• Integration into EDI software:
• – two-way flow of data e.g. orders in and order status updates (see ERP for further details).
• Configuration of parent and child SKU’s
• Backorder/pre-order stock allocations
• Full training for our staff and support costs for the software
• Hand-held scanners that are compatible with the system are required for the warehouse operatives
• Label Printers

It is PREFERABLE that new WMS is:
• Based on a software platform that is flexible, has longevity, and is able to be enhanced in the future
• Provide predefined pick runs based on orders for despatch
• Identify empty stock locations and/or recommend where to unload stock
• Ability to enforce minimum order quantities on certain SKU’s or against certain customers
• Ability to manage manufactured stock, WIP, costing, and resourcing

The system should be able to grow with us as our demands grow – such as having a front-facing client portal so they can place orders, see order history, and check inventory directly in the future.

6. Evaluation & Scoring Process
Proposals will be evaluated based on the criteria as detailed in this document. As part of the selection process, we will score suppliers based on 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 make a decision on a suitable supplier to implement each of our system requirements.
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

All proposals will be scored out of 5 against the following-

(i) The price (weighting x 4, equal to 20%).
(ii) The supplier’s level of experience (weighting x 3, equal to 15%).
(iii) Product description and functionality (weighting x 5, equal to 25%).
(iv) Compatibility with other system requirements (weighting x 5, equal to 25%).
(v) Level of support service being proposed (weighting x 3, equal to 15%).

7. Decision and Project Timeline
Closing dates for proposal submissions: 09/06/2021
Final decision to be made w/c 21/06/2021 or sooner.

All requests for the specification must be made by the closing date of proposal submission

Start Date of Project – 1 July 2021 or earlier
End Date of Project – 28 February 2022

8. Proposals Submission & Contact
Proposals received after the response date and time will not be considered.
The proposals must be emailed to stacy.clifford@homecurtains.com
For further information, please contact Stacy Clifford on 01623 446 160.

Additional information

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

DOCUMENT AVAILABLE UNTIL

9 June 2021

8 days

SUBMISSION RETURN BY

9 June 2021

8 days

CONTACT DETAILS

Home Curtains UK LTD
Stacy Clifford
01623 446 160

 

This contract is being managed by Home Curtains UK LTD . To request documentation contact stacy.clifford@homecurtains.com