Tender for MRP System

Tender for MRP System

The new system should streamline core functions within the business process that will create efficiency and effectiveness. These should be compatible with Sage 200 platform.

REFERENCE 61023

Tender – MRP System

Awarding body Quorn Country Foods Ltd

EST. START DATE: 01/06/2021
EST. END DATE: 31/10/2021

Description

Awarding Body – Quorn Country Foods Ltd
Project Est. Start Date – 1st June 2021
Project Est. End Date – 31st October 2021

About Us

Quorn Country Foods Ltd is a privately owned company established in 1995, focusing on the manufacture of snacking cakes, bars, and biscuits.

Our growth has been driven by a passion for supplying the finest quality products, through continued investment in product development, technology, and food safety whilst maintaining a flexible approach to today’s consumer requirements.

Working from purpose-built premises, centrally located within the UK, we continue to honour our commitment to deliver quality, value, consistency and above all service.

Project Overview

At Quorn Country Foods Ltd, though we have continually invested in our manufacturing processes over the last 25 years, we are restricted by our current I.T. Systems and Processes.

Our plan is to revolutionise our business connectivity by linking together its many functions with the introduction of:

MRP – Material Requirement Planning (MRP)
Automated Stock Control
Warehouse Management
Barcoding
Automated Intercompany Transactions

Quorn Country Foods Ltd requires a solution that with integrate the business management environment, streamline our processes, increase our efficiencies, remove error and inconsistencies, support the development of future growth, and improve our competitive positioning.

Requirements

The new system should streamline core functions within the business process that will create efficiency and effectiveness. These should be compatible with Sage 200 platform.

The new business software will provide additional features that will enable Quorn Country Foods Ltd to achieve further growth. It will make us more competitive and operationally allow us to penetrate new markets.

1. Software:
Sage 200 Compatible:
• MRP System –
– Works Order Processing
– Material Requirement Planning
– Capacity Planning
– Shop Floor Data Capture

• Stock Control System –
– Multi-Location
– Cycle Stock Counting
– Manage Stock Take
– Batch & Serial Number Traceability

• Warehouse Management & Barcoding System –
– Receive Purchase Orders
– Pick & Dispatch Sales Orders
– Pick Stock for Works Orders
– Perform Stock Take
– Supports Multiple Barcode Formats
– Wireless Connectivity and Handheld Device Options

• Automated Intercompany System –
– Remove Double / Triple Entering of Data
– Instant Postings
– Journal Entries
– Purchase Orders/Invoices/Credits
– Sales Orders/Invoices/Credits

• Document Management –
– Electronically stored documents at transaction level
– Fast & easy access to documents with permissions
– Automatically generated barcodes directly onto documents
– Outgoing documents auto filed as part of send process

NB. Suppliers must prove those not within the 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.

3. Training:
Proposals should include all aspects of training, with the number of hours/days and costs associated with it.

4. Hardware:
The supplier should be able to assist with the following equipment:

4 x PC and Operating System (HP 290 G2 Desktop or equivalent minimum spec i5-8500 8GB 256GB SSD, Win 10 Pro 64-bit, inc Mice and keyboards)

4 x Monitor (HP Prodisplay 21.5” or equivalent)

2 x Label Printer (Zebra ZD420 Desktop Printer or equivalent, 4” Thermal Transfer, 200dpi, with USB, USB Host, BTLE, WLAN (802.11ac) & Bluetooth v4.1.)

4 x Barcode Scanners (5.2 inch, JM-C1 with 2D Barcode Scanner, 5.2inch IPS touch screen,
Octacore processor, 2GB/16GB(RAM/ROM), Wi-Fi, Bluetooth, 4G, GPS, GSM, Camera, NFC, IP67 and Android 5.1)

All hardware supplied must be configured by the supplier.
Proposals should include details of the hardware infrastructure required/recommended to operate the software in an appropriate manner in terms of performance, access, and reliability, along with recommendations and costs. (if applicable)

Where hardware and related services are to be provided via a third party as part of the proposal, it should be clear in terms of responsibility for the role of primary supplier, and project management arrangements.

NB. Please quote hardware requirements separately. Hardware may be purchased directly through the discretion of the management team.

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 supplier’s name and full business address (this must be on a letterhead document), include your Company Reg No. and Vat. No. – (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 implementation plan. – (5) – (10%)
9. Support, implementation, and consultancy services. – (5) – (15%)
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 make a decision on a suitable supplier based on the proposal achieving the highest score.

Highest scored supplier demonstrating their ability to fulfil 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 fully costed proposal in PDF format and emailed to the contact stated in this tender.

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 Quorn Country Foods 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 consider and changes resulting from discussion/presentation and will submit the final proposal by the agreed data at presentation.

Timescale

Closing dates for proposal submission – 19/04/2021
Final decision to be made by: 30/04/2021
Project Start – W/C 01/06/2021

Development / Initiation / Training – 3-5 months or less.

Expected Go-Live date by or earlier – 01/12/2021

DECISION
All requests for the specification must be made by 16 April 2021, all proposals must be recited by Monday 19 April 2021

Following the evaluation criteria and selection exercise, it is anticipated a final decision will be made by 30 April 2021

Additional Information
Contract Type One-off

Document Available Until
Monday 19 April 2021

Submission Return By
Monday 19 April 2021

Questions & Further information

For further information, please contact –
Sharon Bird
sharon.bird@foodconnections.co.uk

 

Additional information

Contract Type One off
Procurement Process One off Purchase
Estimated ValueTEXT DESCRIPTION
Category Online Services, Information Communication Technology,
CPV codes 72000000,
Suitable for SME YES

DOCUMENT AVAILABLE UNTIL

19 April 2021

6 days

SUBMISSION RETURN BY

19 April 2021

6 days

CONTACT DETAILS

Quorn Country Foods Ltd
Sharon Bird
sharon.bird@foodconnections.co.uk

 

This contract is being managed by Quorn Country Foods Ltd . To request documentation contact sharon.bird@foodconnections.co.uk