Stationary and Supplies
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2.0 SCOPE OF WORK
2.1 Direct Distribution
The entity has one Central Office and 52 field locations. The Respondent will be required to ship to all of the locations shown on the map (Appendix B).
Orders submitted on-line by noon (12:00PM) that day, will be shipped pre-paid by Respondent for next day delivery to any of our locations across the province. Orders submitted after 12:00PM will be shipped in two business days.
100% accuracy and order fulfillment is expected
2.2 On-line Ordering
Respondent will be expected to have an on-line ordering system (internet) as follows:
Hierarchal system capable of having 3 levels of authority:
o Purchasing Administrators
o Order Coordinators
o Accounts Payable Administrators
Purchasing Administrators should be able to:
o Add new order coordinators
o Delete order coordinators
o Reset and change passwords
o Adjust rights for each coordinator
o Approve orders over a certain threshold
o View and have the capabilities to order all items in the Respondents order catalogue
o Order items for all offices and have them direct shipped to each office
o View all orders inputted by all order coordinators
o Create scheduled orders and have the capabilities to make revisions to them
o Capabilities to restrict certain items from order coordinators
Order coordinators should be able to:
o Search catalogue items
o Order supplies on-line
o View order status
o Track and Trace orders linked through a courier company
o Electronically approve the receiving for each of theyre orders
Accounts Payable Administrators should be able to:
o View the electronic receiving from each coordinator
o View Monthly Statements Electronically
The on-line ordering site will require the ability to:
o View order status
o Track and Trace orders
o Set scheduled orders
o Save accounts and addresses for each Office
o Electronic Receiving which may be part of electronic invoicing
o Electronic Invoicing
o Live help/chat
o Provide the opportunity to order custom stamps and seals on-line
o Section for purchasing Green products
o Status for frequently ordered items
o The Respondent will be expected to provide a monthly usage report for all offices. This is to be sent electronically to the Purchasing Administrator.
2.3 Return Policy
The Respondent will provide a description of their return policy which will include:
o The number of days the entity has to notify the Respondent until the return/exchange becomes invalid
o Confirmation that the Respondent will schedule a pick-up date with a courier company
o How the notification is completed
2.4 Implementation
The Response should contain a detailed implementation plan for a project of this nature with resource allocation from both the Respondent as well as Personnel.
