DDaT23251 - Logistics In-Bound Goods system

UK Research and Innovation, The Science Technologies and Facilities Council (STFC) has a requirement to procure a system managing the inbound booking of items for different sites, with auditable tracking information of items and location, confirmation of delivery and suppliers, and purchase order details.

The logistics team are responsible for the distribution of items to our secure sites, utilising the system directory and locations to ensure safe delivery to agreed delivery points, automated confirmation emails of booking in & delivery are required for this purpose.

Current System provides an auditable booking system, utilizing, Palm digital assistants (PDAs) for deliveries and collections on site, lap tops & printers for the booking in process, generating unique booking reference & barcode, it has the ability to send automated emails to our customers on booking in.

Aims & Objectives

STFC seeks to secure a supplier that can provide products and services that enable STFC to deliver an integrated and effective approach to enable an auditable inventory of items for the below stated core business needs:

• Booking in process (couriers/suppliers/pallets)
• Delivery process on site and network (own fleet)
• Customer collection process (Front desk)
• Long term storage process (R24, storage area)
• Dewar replenishment operation (Ln2)
• MI- Dashboard provide for associated functional

Logistics Services, on behalf of STFC seeks to work with a supplier(s) in order to:

• Supply the right products, expertise, and services.
• Support resilience in response to the growth of site and demand.
• Deliver innovation and 'future proof' technology and investment.
• Provide a responsive customer focus.
• Ensure cost efficiency.

The Scope

The Scope of the procurement covers Logistics - Inbound Goods system as a solution for the requirement of STFC, initial installation at RAL (Rutherford Appleton Laboratory) site with a further extension of the services to Daresbury Laboratory (DL) as phase 2.

The service could potentially expand to another two sites, which are Boulby Mine (BM) and Royal Observatory, Edinburgh (ROE), however this is currently under review .

STFC's strategic aim is to secure a system that enables a consistent approach to booking in and management and movement of in-bound goods received by logistics at the above core sites. The successful supplier is therefore expected to have the capability to scale up to the other sites.

Requirement

The requirement is for Logistics In-Bound Goods which will be rolled out in two phases for RAL and Daresbury Site (DL) Sites for installation, initial set up and training of super users/team, the system requirement should cover:

1. Package tracking;

• Inbound
• Customer collections
• Courier & supplier collections
• Automatic email customer confirmations
• Email templates; changeable to suit times of year and changes to service
• Searchable inventory; in process/delivered/stored
• Long term storage (R24)
• Asset (Dewar management, charging and location, timeframe)
• Periodic tailored reports

2. Hardware

The service will need to include the required hardware (the Hardware can be lease or buy as an option that can be proposed):

• PDAs & docking stations
• Thermal label printers
• Scanners (Barcodes/QR)

3. Business requirement

The proposed solution Must be scalable to be able to add units, sites or update

where applicable.

The system should be able to work Off- line (Network down), including all software

licences and required updates.

• The system should provide Customer & supplier directory
• Web hosting for data storage (back up) (no single source to be considered).
• PDAs for delivery ease.
• Delivery label printing, to be configurable for easier reading and print size.

4. Licences and Ease of Accessibility

The Solution should provide Unique Log on for users, split by site/

department/individual

• Licences for RAL site - 13 user licences

5. Innovation and technology

• Able to supply latest version of PDAs
• Provide Laptop licencing & software updates
• Thermal delivery label printers

6. Training

Start-up training, in person, for super users is required for each site as per the below breakdown:

• Phase 1 - 13 users general training, with more specific training to 4 superusers.

Additional Training at DL site for users and superusers.

• Users Support in set up, email configuration, customer-supplier directory is required for both phases

7. Service and maintainability

• The supplier must provide ongoing support throughout the contract, with appropriate Service Level Agreements in place to ensure issues raised are dealt with in a timely manner.

8. Technical support

After sales management and support: Technical support and troubleshooting software challenges must be available.

• On call help - during office hours for assistance on system matters.
• Technical support, same day/remedial for any technical issues within 24hrs
• Updates - as released by system providers.
• Data retrieval - loss of data/updates/reports

9. KPI

• Auditable inventory, data available to search, length of historic search to be detailed.
• No loss of data - back of system for offline working when system is down, explain rate of download. Device performance (PDAs-printers etc.) Performance or defective equipment replacement, detail response to issues for these cases.
• Technical support, on hand, same day, remedial, issues dealt with during office hours for non-technical issues, technical issue response escalation if/when operational critical issues arise, detail response times in these cases.
• Reporting

The budget is flexible year on year, however the Bids that exceed the maximum budget of £175,000.00 for the four years in total, will not be considered.

The optional extension of the 5th Year shall not exceed £25,000.00 excluding VAT.

The total value of this requirement over the five-year period is £200,000.00 ex…