Tender for a Storage & Distribution Service

The successful contractor will receive stocks of finished resources from printers and other organisations, store them in a safe location efficient for distribution across Wales, receive orders for resources from professionals and others across Wales via PHW, accurately process them in a cost-efficient manner for shipping, and arrange the timely dispatch and be accountable for delivery to a wide range of sites across Wales.

The contractor will be required to manage stock levels efficiently, either by using the current online ordering system ‘Ecwid’ or with an acceptable alternative solution which would be provided by the contractor, including identifying optimum levels for each type of stock to minimise storage costs whilst maintaining customer responsiveness, and providing regular, accurate stock reports. The system chosen will have to allow monitoring to trigger new stock/ prints for each division in PHW.

Both Health Protection and Health Improvements will be using this chosen system. In addition, the physical resources will be stored in the same place.

The specific contract outcomes being sought are that:

Resources are received by the contractor in good order and stored safely in one or more geographical location/s which allows for easy and effective distribution to our customers across Wales.

The contractor must operate an efficient stock management system which identifies and manages to the optimum level of storage for each type of resource, taking into account forecasted customer demand, print turnaround times and storage costs.

Picking and packing of resources is highly accurate and dispatched to the correct address within agreed timeframes.

Resources are received on time by the customer through an effective distribution service(s), based on agreed standards.

There is effective communication with PHW and customers via PHW’s online ordering system (or alternative offered) and other methods of communication to ensure the customer remains informed of progress against their order and to enable prevention and solution of issues and queries.

Should there be a change in contractor as a result of this process, there is an expectation that there will be a smooth transition from the existing supplier of these services to ensure full business continuity. PHW will need t be informed of this as early as possible

The overall service is delivered efficiently and economically

Public Health Wales are interested in implementing the current Ecwid system or an acceptable alternative solution that would be provided by the contractor.