New Inventory Management System

Request for Proposal (RFP) – Inventory Control System

TABLE OF CONTENTS

1. INSTRUCTIONS TO BIDDERS ……..…………………………………………………… 3

1.1 General Description of Work …………………………………………………….. 3

1.2 What Must Be Included with Bid ………………………………………………… 3

1.3 Schedule of Bid Period Activities ……………………………………………….. 4

1.4 Location of Work ………………………………………………………………….. 4

1.5 Pre-Bid Meeting …………………………………………………………………… 5

1.6 Owner Contact for Questions ……………………………………………………. 5

1.7 Pre-Award Surveys ……………………………………………………………….. 5

1.8 Sealed Bid Requirements ………………………………………………………... 6

1.9 Basis for Bid Evaluation ………………………………………………………….. 6

1.10 Ethical Standards ……………………………………………………………….. 7

1.11 Responsibility for Surety Bonds ……………………………………………….. 7

1.12 Proposal Format ………………………………………………………………… 8

1.13 List of Bidders …………………………………………………………………… 8

1.14 Letter of Acknowledgment ……………………………………………………... 8

2. DESCRIPTION OF WORK ……………………………………………………………….. 8

2.1 Company Overview ………………………………………………………………. 8

2.2 Mission …………………………………………………………………………….. 9

2.3 Vision ………………………………………………………………………………. 9

2.4 Purpose ……………………………………………………………………………. 9

2.5 Description of the System …………………………………………………….... 10

2.6 Objective …………………………………………………………………………. 11

3. PROPOSAL ………………………………………………………………………………. 11

3.1 Breakdown of Bid Price ………………………………………………………… 11

3.2 Revisions and Extra Work ……………………………………………………… 12

3.3 Scheduled Completion Dates ………………………………………………….. 12

3.4 List of Subcontractors …………………………………………………………... 13

3.5 Key Supplier or Contractor Personnel ………………………………………… 13

3.6 List of Bid Document Addenda Reviewed by Bidder ………………...……… 14

3.7 Notice of Conflicts or Errors in Bid Documents ………..…………………….. 14

3.8 Clarifications of Bids ………………………….…………………………………. 14

3.9 Bidder Signature ……...…………………………………………………………. 14

4. SPECIFICATIONS AND DRAWINGS ……………………………………………….… 15

5. GENERAL CONDITIONS AND CONTRACT AGREEMENTS ……………………… 16

REFERENCES ……………………………….……………………………………………… 19

Appendix A – Proposal Format ………………………………………………………….. 20

Appendix B – Detailed List of Bidders …………………………………………………. 21

Appendix C – Letter of Acknowledgment ……………………………………………… 22

Appendix D – Pricing Information ………………………………………………………. 23

1. INSTRUCTIONS TO BIDDERS

Seeds Group Inc. is a company that sells seeds from a catalog. The company is seeking proposals from experts in inventory management solutions to develop a new inventory control system that includes hardware and software infrastructure. The new inventory control system will help Seeds Group Inc. to avoid supply outages and delays that generate numerous complaints among customers. In addition, the new system will help keep the firm’s employees fully informed about inventory levels. In essence, the company is looking for a 24/7 real-time inventory control system. The purpose of this RFP is to offer a fair assessment of all candidates by providing them with evaluation criteria to determine the merits of their bids.

1.1 General Description of Work

This RFP is for a new inventory control system that will help in the daily management of inventory needs at Seed Group Inc. The goal of the new inventory tracking system is to allow real-time input of seed catalog data, which results in more accurate tracking and management of inventory. In addition, the new system must have the capability to handle supply disruptions during high seasons to prevent customer complaints because of delays. Since the implementation is likely to be handled under a different contract and at a later date, this solicitation is for the design stage only. Therefore, this RFP is essentially a concept to design production and inventory management.

1.2 What Must Be Included with Bid

Bidders are advised to read this whole RFP carefully and to abide by all directives in order to avoid disqualification from an award. Bidders should provide documentation that shows their qualifications and experience in providing the inventory tracking systems specified in this RFP. The documentation should include details of any similar previous projects. For such past projects, bidders must specify the client for whom the services were provided, the type of system provided, and dates when the system was provided. In addition, bidders must specify the fee structure for the design and development of the system. While the costs/price of the system must be firm and in relation to the specifications of this RFP, any additional information should be included in the bid. Bidders’ documentation will be used for comprehensive proposal evaluations.

1.3 Schedule of Bid Period Activities

Seeds Group Inc. intends to procure the new inventory tracking system based on the following schedule though the firm retains the right to modify the procurement schedule.

Activity

Due Date

1. Release RFP to Vendors

2. RFP Questions and Release of Answers to RFP Questions

3. Proposals Due

4. Complete Proposal Evaluations

5. Vendor Shortlisting

6. Vendor Demonstrations and Reference Checks

7. Site Visits

8. Announcement of Apparent Successful Vendor

9. Contract Negotiations, Approval, and Signing

10. Work Begins

1.4 Location of Work

The location of the project site is Seeds Group Inc., 10th Street 7030, Hoboken, New Jersey. This is the location of the facility and project site. All work and shipments should be made to this address in the attention of Edel Margaret, the Procurement Officer and RFP Coordinator.

1.5 Pre-Bid Meeting

All bidders are encouraged to visit the site to obtain the necessary information for the completion of their bid proposal processes. The site visit, which will also serve as the pre-bid meeting, will be carried out on April 29, 2022, at 10:00 am EST at the project site. Bidders attending the meeting are encouraged to arrive by 9:30 am EST to allow adequate time for registration and badging.

1.6 Owner Contact for Questions

Bidders should rely only on written statements issued by the Procurement Officer. Any questions regarding requirements and RFP should be directed to the Procurement Officer & RFP Coordinator at the address listed below.

Edel Margaret

10th Street 7030, Hoboken, NJ

705-222-2222

[email protected]

1.7 Pre-Award Surveys

Pre-award surveys will be conducted once the RFP is issued to bidders and before an award. For the pre-award survey, bidders are encouraged to provide detailed presentations on the management and technical approaches they will undertake on a contract. Pre-award surveys will be carried out at the bidder’s facility site, which will also help to evaluate the adequacy of the bidder’s facility. Timing for these surveys will be determined on an individual bidder basis. The surveys will be based on the technical capability, financial capability, and quality assurance of the bidder to help ascertain their capabilities.

1.8 Sealed Bid Requirements

All bids must seal and deliver their bids to Seeds Group Inc. before the time of the bid opening. Bids not in possession of the company by the time of the bid opening will not be considered and will be returned to the vendor. Bids can be delivered by hand or mail not electronically. Sealed bids must include proposal title, the name of bidder, opening date, and delivered to the following address:

Seeds Group Inc.

10th Street 7030, Hoboken, NJ

1.9 Basis for Bid Evaluation

Bid proposals will be evaluated by the management staff and procurement officer of Seeds Group Inc. RFP evaluation criteria will include, but are not limited to:

· Qualifications and/or previous experience of the bidder.

· Ability to meet RFP specifications in terms of technical and licensing requirements and functionality.

· Qualifications and experience of proposed personnel in relation to their successful completion of a previous project with similar scope and size.

· Scope of services offered.

· Understanding of the requirements and the work required.

· Costs including fee structure.

· Reference checks.

· Demonstration and oral presentations.

· Project approach including project schedule.

· Familiarity with the project.

1.10 Ethical Standards

This procurement transaction will be conducted in a professional way and in line with the highest ethical standards as required in procurement practices (Office of Supply Chain Management Procurement Division, 2020). Ethical standards to be followed in this procurement process include the ethical principles and practices that both Seeds Group Inc. and bidders are required to follow in their work. Corporate procurement policies will be used as the premise for ethical standards to be followed by the parties before and after the award of a contract. Seeds Group Inc. expects that once a contract is issued, bidders who won’t receive the award will not undertake any actions to interfere with or disrupt the contractual obligations of the company. Some of the ethical standards that will be followed include equal opportunity and fairness to all bidders, preventing conflicts of interests, and professional conduct throughout the process. Bidders are barred from contacting any individual associated with or at Seeds Group Inc. on any matter relating to the project except necessary contact for any ongoing business with the company. Seeds Group Inc. reserves the right to take any and all actions deemed suitable in response to any unethical conduct by any of its staff involved in the procurement process or by a bidder.

1.11 Responsibility for Surety Bonds

The successful proposer shall furnish Seeds Group Inc. with surety bonds at the time of executing the agreement. Bidders should fully execute the surety bonds and guarantee the successful performance the project and debt repayments for any expenses that may be incurred on his/her in the performance of the work. The issued surety bonds shall be acceptable to Seeds Group Inc if they are in the sum total of the full amount of the agreement unless otherwise specified.

1.12 Proposal Format

All proposals must be well organized, legible, concise, and in outline format. Necessary additional information should be referenced and included in the proposal as an appendix. The proposal should follow the format shown in Appendix A.

1.13 List of Bidders

Companies involved in Seeds Group Inc.’s competitive bidding process are shown in Appendix B and based on the top 8 inventory management firms (Scout Inc., 2022).

1.14 Letter of Acknowledgement

For a bid proposal to be considered, it must be returned with the Letter of Acknowledgment found in Appendix C, by April 29, 2022, at 5:00 pm EST.

2. DESCRIPTION OF WORK

All bidders to the RFP need to design an up-to-date inventory control system for all inventory needs of Seeds Group Inc. Currently, Seeds Group Inc. provides a wide variety of seeds to more than 50,000 customers throughout the United States. While the company has continued to experience rapid growth since its inception, it faces challenges during the high seasons. During these seasons, supply disruptions are usually frequent and customer complaints regarding delays increase. The design of the new inventory control system should focus on preventing these two major issues during the high seasons in addition to managing the firm’s inventory needs on a daily basis.

2.1 Company Overview

The company is headquartered in Hoboken, NJ, and has grown into a blossoming business. It is currently one of the fastest-growing seed companies in the U.S. Since Seeds Group Inc. sells seeds through a catalog, it provides a complete range of seeds. By providing a wide range of seeds to thousands of American gardeners, Seeds Group Inc. seeks to safeguard the agricultural foundation on which our lives depend. The company believes that providing seeds is critical to safeguarding the future by guaranteeing a stable source of food. Therefore, the company seeks to provide seeds that benefit farmers, consumers, and gardeners throughout the U.S.

2.2 Mission

The mission of Seeds Group Inc. is to promote a gardening lifestyle throughout the United States by providing natural produce.

2.3 Vision

The vision of Seeds Group Inc. is to become the leading seeds company in the U.S. known for its commitment to providing natural produce.

2.4 Purpose

Seeds Group Inc. currently uses Microsoft Excel to keep records and track seeds orders from a catalog. This system has been characterized by challenges in allowing real-time management of inventories in the company. The current system has contributed to a poor framework of inventory management at Seeds Group Inc. Moreover, the company experiences problems with the current inventory management system during high seasons. In these seasons, supply disruptions are usually frequent while customer complaints regarding delays increase. These problems threaten the long-term operations, survival, and success of the company. Without a new inventory management system, the operations of Seeds Group Inc. will likely die on the vine.

The company is in need of a new inventory management system to address these problems and improve the daily management of inventory. A new inventory tracking system is critical to the long-term survival and successful operations of Seeds Group Inc. Such a system would help avoid current problems by streamlining the tracking of catalog orders and integrating the latest web technology. Once the new inventory management system is completed, Seeds Group Inc. will assume full responsibility for its administration, use, and maintenance.

2.5 Description of the System

The new inventory control system for Seeds Group Inc. should be designed in a manner that it’s a flexible and informative system that can be easily maintained. In addition, the system should be user-friendly and allow the management of inventory levels. This implies that the system should allow capturing of manual input of orders as well as the input of new inventory purchases from suppliers. Automatic assignment of purchase order numbers should be a key feature of the new inventory management system. In this case, the system should allow the tracking of due dates of supplies as specified by the Procurement Officer. To improve inventory management at Seeds Group Inc., the new system should maintain current quantities of inventories in real-time. It should maintain real-time information of inventories received, issued, returned, or transferred while supporting automatic inquiry of the levels/quantities of inventory. The system should have the capability to track the sales value and cost of each inventory item and classify it into the respective user groupings. The system should also list low inventory and items to be reordered from the suppliers and the due dates for inventory.

2.6 Objective

Our primary objective is to provide an efficient inventory management tools for our employees to use in the following ways:

a) Track inventory usage.

b) Track current levels/quantities of inventory.

c) Run inventory and scheduling reports.

d) Enhance order process efficiency.

e) Lessen supply disruptions and customer complaints over delays.

f) Add custom line items to an order.

g) Regular updates of inventory status.

3. PROPOSAL

Seeds Group Inc. solicits fixed price proposals that show material, labor, and upfront costs in addition to the costs of development. By providing this type of bid proposal, the vendor accepts all benefits and risks associated with the cost of the project. A fixed-price bid implies that the bidder is contractually bound to complete the work without asking for extra funds. On the other hand, Seeds Group Inc. will be contractually bound to pay the full amount for the work as agreed in the event that the bidder completes the work at a lower cost. Seeds Group Inc. did not include the costs of handling overruns because this RFP is only for the design phase rather than the implementation stage. Therefore, the bidder is only contractually bound to the design phase of this project rather than implementation.

3.1 Breakdown of Bid Price

Bidders are required to provide a price breakdown that itemizes all aspects of the design within the specified time. Any proposals for the modification of the contract in terms of the timeframe for each activity should be provided to Seeds Group Inc. The price breakdown for the bids should include the following information:

i. Details that allow an assessment of the costs of material, equipment, subcontracts, and labor.

ii. All work involved in the project including any modifications.

iii. Price breakdowns of any amounts claimed for subcontracts.

iv. Justifications of any proposed time extension.

Additional information to be included in the price breakdowns of the bid proposals are shown in Appendix D.

3.2 Revisions and Extra Work

Bidders are required to submit and obtain approval for any necessary changes that could result in overall delays in the completion of the work. When submitting the proposal, bidders should specify the extra work to be completed and the required time. In addition, such proposals should include details on the reasons for the changes and the total estimated costs of the change. However, the costs of the additional work will be handled on a reimbursable basis since this is a fixed-cost project.

3.3 Scheduled Completion Dates

The projected completion dates and times for the project are as follows:

Activity

Date

Time

Announcement of Successful Vendor

3:00pm (EST)

Complete Contract Negotiations

3:00pm (EST)

Contract Approval

5:00pm (EST)

Signed Contract Delivered to Vendor

5:00pm (EST)

The start date for the development of the inventory management system for Seeds Group Inc. is August 15, 2022. While tentative completion dates are required in the proposals by bidders, the duration of the entire project has been set to 6 months.

3.4 List of Subcontractors

Bidders are required to provide a list of any subcontractors that they intend to enlist in the completion of the project. In such an instance, bidders should use the format below to provide information regarding the subcontractors they intend to incorporate into the project. The format should be used to provide information for each subcontractor to be enlisted in completing the project.

Subcontractor #1

Name & Address

Specialty/role with this project

Previous work with lead firm

Year firm established

Years of experience

3.5 Key Supplier or Contractor Personnel

For each of the key supplier or contractor personnel, the format below should be used to provide information.

RFP Title:

RFP Solicitation No.:

Name of Key Personnel:

Name of Project:

Project Owner:

Project Value:

Project Role:

Project Status:

Availability per Month:

Month 1 __________________

Month 2 __________________

Month 3 __________________

Month 4 __________________

Month 5 __________________

Month 6 __________________

3.6 List of Bid Document Addenda Reviewed by Bidder

Seeds Group Inc. may make changes to the RFP before the fixed submission date by mailing, posting, or emailing an addendum to the potential bidders interested in submitting a proposal. If an addendum creates unprecedented limitations on a vendor’s ability to bid, written notifications should be sent to Seeds Group Inc. no later than 7 days before the submission of proposals. For bid document addenda issued after the issuance of RFP, all bidders are required to list the reviewed addenda. This will help ensure that the bidders have reviewed all critical documents for the bid.

3.7 Notice of Conflicts or Errors in Bid Documents

Bidders are required to provide a written notice to Seeds Group Inc. to clarify or modify the RFP if any discrepancies, conflicts, ambiguities, omissions, or other mistakes are discovered in the bid documents. The written notice should be provided immediately upon discovery of the errors. The bidder shall bear the risks for any errors that were discovered prior to the fixed date for submissions if he/she failed to notify Seeds Group Inc. of the error. In such a scenario, the bidder shall not receive any additional compensation or extensions for the completion of the project if awarded the contract.

3.8 Clarifications of Bids

Seeds Group Inc. may make changes to the bid documents in the form of an addendum and send it to all bidders who received the RFP. The addendum will be sent to all bidders without disclosing the source of the request for modifications or clarifications and before the fixed date for submissions of bid proposals.

3.9 Bidder Signature

Bidder signature is a requirement for all bid proposals. The signature shall be included with the Letter of Transmittal, which must be signed by an authorized individual from the Company. The authorized individual must have the capacity to bind the Company to all terms and conditions of the proposal.

4. SPECIFICATIONS AND DRAWINGS

Seeds Group Inc. intends to provide part of the contractual and technical aspects of the project to all bidders. The one set of contract drawings and specifications will be provided to all bidders on April 25, 2022, without charge. All bidders are required to:

a) Check all drawings provided to them upon receipt.

b) Compare the drawings and ascertain the figures.

c) Provide prompt notifications of any errors to Seeds Group Inc.

d) Assume responsibility for errors that were avoided even after discovery.

e) Reproduce specifications and drawings of the contract as necessary.

Bidders’ specifications and drawings will be reviewed. To ascertain whether the bidder has acceptable and suitable deliveries, Seeds Group Inc will require the following documents:

· Business Requirements

· Work Breakdown Schedule

· Data Flow Diagrams

· System Design

· Technical Requirements

· Risk Assessment

· Proposed Project Schedule

Seeds Group Inc. considers these documents to be critical during the design phase of the project. Therefore, a review of the document would help provide insights into the capabilities of potential bidders to complete the project. Bidders are required to ensure that these documents have a high level of content and are detailed.

5. GENERAL CONDITIONS AND CONTRACT AGREEMENTS

Seeds Group Inc. will receive sealed bid proposals from interested and qualified companies to design a new inventory management system. The proposals should focus on improving the daily management of inventory at Seeds Group Inc. as well as avoiding supplier disruptions and increased customer complaints over delays during high seasons. Bidders are required to submit a proposal that covers all the specifications and requirements documented in the RFP package. Bid proposals that do not cover all the RFP requirements and specifications will not be considered. Seeds Group Inc. will carefully examine all bid proposals to ascertain if all the RFP requirements and specifications can be met by the bidder.

Bid proposals that are submitted to Seeds Group Inc. must be the original product of the bidding company. Two (2) original copies of bid proposals should be submitted by each bidder in sealed envelopes and clearly marked with the name “SEALED PROPOSAL FOR A NEW INVENTORY CONTROL SYSTEM.” Proposals should be submitted to the Procurement Officer & RFP Coordinator at Seeds Group Inc. They should be delivered to the following address by 6/1/2022, 5:00 pm (EST):