Web Accessible Ordering System

The Vendor is required to provide a secure, vendor-hosted web accessible ordering system.
- This system must support both individual and bulk ordering capabilities and shall track staff purchases against their assigned annual uniform allowance.
- The system must also provide functionality for staff to make additional purchases beyond their allocated budget using a personal credit card.
- Our goal is to implement a system that is flexible, user-friendly, and meets the specific needs of our diverse workforce.
- Objectives:
• Designing a uniform program that aligns with the Agency branding and values.
• Providing quality, standardized clothing uniform items for an active and diverse workforce from an ethically and environmentally responsible supplier.
• Implementing and supporting a web accessible online ordering system
• Implementing a point-based or similar system allowing employees to use monthly or yearly allotments to purchase approved uniform items.
• Ensuring compliance with all applicable safety legislation regarding PPE required for trade workers.
• Providing an option for employees to purchase additional uniform items via credit card after utilizing their points.
• Agency is aiming to work with one supplier, however Agency reserves the right to award to multiple vendors, if deemed in Agency best interest
- Web Accessible Ordering System (“The System”)
• Accessibility: The System should be easy to navigate for agency staff who have limited access to computers
• 24/7 web-based access, desktop & mobile
• Real-time inventory visibility
• Automated manager approvals
• Delivery tracking & notifications
• Ability to be updated with new articles of clothing
• Each staff member shall have access to create an online account and make individual, or multiple orders.
• Potential integration with current internal systems
- Order Processing:
• The successful proponent will be able to provide agency staff with the ability to place online orders either individually or in bulk.
• Agency staff will have a set annual budget, which will be renewed in January of each calendar year.
• Agency staff will have the option to purchase additional items on their own credit card.
- Inventory Management
• Comprehensive Inventory Tracking
• Ability to track all uniform items by style, size, color, employee, location, and status.
• Real-time visibility into stock levels across all storage and distribution locations.
- Automated Replenishment
• System must generate automated low-stock alerts.
• Must recommend reorder quantities based on usage trends and lead times.
• Ability to maintain agreed-upon minimum/maximum stock thresholds.
- Issue, Allocation & Returns Management
• Ability to allocate uniform items to individual employees with full history tracking.
• Process for handling returns, exchanges, repairs, and decommissioning.
• Tracking of annual or per-employee entitlement/allowance balances.
- Inventory Accuracy & Auditing
• Proponent must conduct regular cycle counts and reconciliation.
• Provide detailed reporting on variances, shrinkage, and corrective actions.
- Distribution & Fulfillment Capabilities
• Efficient pick/pack/ship processes with defined service levels.
• Order tracking available to both administrators and employees.
- Technology & System Requirements
• Web-based inventory management system accessible to designated client users.
• User dashboards with real-time reporting and downloadable data.
• Integration options (API/EDI) with HR or ERP systems for automated employee updates.
• Role-based access controls and audit logs.
- Reporting & Analytics
• Monthly/quarterly inventory status reports (on-hand levels, usage, forecasting).
• Spend reporting by department, employee, item category, and location.
• Trend analysis for consumption and replenishment planning.
- Quality Control & Obsolescence Management
• Active monitoring of slow-moving or obsolete stock.
• Plan for managing discontinued items and transitioning to new styles.
• Clear procedures for defect reporting and replacement.
- Sustainability & Waste Reduction (if applicable)
• Offer recycling or end-of-life programs for used uniform pieces.
• Strategies to minimize overproduction and excess inventory.
- Service Level Agreements (SLAs)
• Defined timelines for stock replenishment, order fulfillment, and issue resolution.
• Penalties or remedies for failure to meet agreed service levels.