5-Receiving Software RFP SON.docx

Statement of Needs Receiving and Logistics Software Objective Salt Lake Community College (SLCC) seeks a modern receiving and logistics software solution to replace its current receiving system. The new solution must streamline intake, tracking, and distribution of packages and materials across all SLCC campuses; support surplus management; integrate with current hardware and enterprise systems; and provide scalable, user-friendly performance to improve efficiency and communication.

Specifications and Desired Features Your proposal should provide a detailed description of how your proposed product will meet or exceed the specifications/features listed below. Please include screenshots where applicable. This section is divided into sections. Your response to each section will be rated as outlined in the Technical Review section of this RFP.

1. Receiving & Intake (10 pts)

· Support for receiving packages ranging from small parcels to full truckloads.

· Barcode scanning and label printing for efficient item identification.

· Real-time data capture during intake.

2. Inventory Management (10 pts)

· Real-time inventory updates and tracking.

· Ability to categorize and tag items by department, location, or priority.

· Searchable database of received items.

3. Distribution (10 pts)

· Route planning or assignment for deliveries to multiple SLCC campuses.

· Notifications or alerts for delivery status.

· Integration with internal scheduling or dispatch systems (if applicable).

4. Surplus Management (10 pts)

· Tracking and processing of out-of-date or unneeded materials.

· Forms and Workflow for surplus approval, pickup, and disposal.

· Reporting on surplus trends and volumes.

5. User Communication (10 pts)

· Built-in messaging between Receiving staff and departments

· Ability to enter comments or notes attached to receiving records.

· Ability to set flags for special items and send notifications based on those flags.

6. Environment, Integration, and Compatibility (10 pts)

· Is the solution a hosted or on-prem solution?

· If hosted, provide information about the hosted environment, including uptime, maintenance windows, and security.

· If on-prem, provide system requirements.

· How often are new features released?

· Is there a process for customers to request new features?

· Integration with SLCC’s ERP, Ellucian Banner and eProcurement system, Jaggaer.

· Provide details on how the system integrates with the systems listed above, including the experience you have completing these integrations.

· Provide information about other ERP and eProcurement systems your solution can integrate with.

· Describe the work that SLCC personnel will need to perform to successfully integrate with your solution.

· Compatible with Azure SSO authentication.

· Ability to update location information from Azure on a set frequency.

· Fully compatible with Zebra TC51 scanners (current hardware); provide upgrade path for future devices (Cellular & WiFi enabled). Provide a list of compatible hardware that highlights recommended scanners and handheld devices.

7. Reporting & Analytics (10 pts)

· Describe the standard reports available in your solution

· Describe the cutom reporting capablities of your solutions.

· Describe any available dashboards. Can custom dashboards be created?

· Describe report export capabilities and delivery methods (direct download, scheduled email, etc.)

8. User Experience & Accessibility (10 pts)

· Intuitive, user-friendly interface for warehouse staff and campus users.

· Mobile/tablet compatibility.

· Role-based access controls.

9. Support & Training (10 pts)

· Vendor-provided onboarding and training materials.

· Ongoing technical support and software updates.

· Documentation and user guides.

10. Timeline (5 pts)

· Provide a detailed timeline for implementation. Include important milestones and deliverables.

11. Additional Features and Value Adds (5 pts)

· Provide details about any additional features and capabilities not covered in other sections.

· Provide any value added items, including products and services, that would be provided.

Cost

· Provide line item cost details listing all available modules. Provide recommended packages. The cost proposal should clearly indicate one-time costs and annual ongoing costs. Cost proposal should clearly indicate which modules and services are required and which are optional.