Tender for the Supply and Implementation of Procure to Pay Solution Services (Catering)

The university is seeking a P2P Catering solution that includes on-site presence to effectively support the operational needs of our team members. 95% of our team members are operational and not desk-based, it is therefore crucial to have a reliable and responsive support system in place on site. The chosen solution should act as a one-stop shop to promptly address any issues that may arise. It is essential that the chosen supplier provides on-site presence as opposed to relying solely on remote support.

Fully Integrated Procure to Pay system paying particular attention to:-

i. Central E-billing

ii. Full supplier integration including small artisan supply lines

iii. Supplier catalogues must be uploaded and managed by host system;

iv. Must have capability to identify products ordered outside the approved product list (APL);

v. Credit note process to be integrated to avoid intervention by UOB staff and for issues to be resolved in a specified timeframe;

vi. Capable of holding payments to suppliers for disputed invoices with a defined process to manage this:

vii. Capable of invoice matching by line detail;

viii. Consolidated invoice batch processing;

ix. Integration capability with our current finance system ORACLE

x. Order process to be given the ability to place orders by phone or online and for item detail to be reflected without UOB intervention; The ability to restock inventory based on demand

xi. Ability to deal with VAT coding requirements of the institution.

xii. Capability to handle internal trading activity of transfers and stock movement charging to cost centres.

Reporting & Analysis

Detailed reporting required which are required are the following:

I. Procurement reporting by supplier, category, spend by hierarchy & operating unit;

II. Product, Supplier and Category spend analysis;

III. Functionality of the system to generate graphical information and dashboards for the user;

IV. Drill down facility within report suite to enable data interrogation down by overall hierarchy to item;

V. Contract compliance reporting and interrogation tool by product and delivery;

VI. Gross Profit GP and recipe cost analysis;

VII. Stock result analysis with item variance, for monthly account reporting and an accumulative to reconcile and balance to date

VIII. Accrual reports highlighting variances between delivered and invoiced

IX. Budgeting and Forecasting: Able to set targets for financial forecasting and budgetary purposes

X. Nutritional Traffic light analysis

Recipe and product management

I. System capable of taking current recipe database and utilising data and the ability to maintain that data on behalf of UOB

II. Ability to maintain product files that are the base and essential in all aspects of the system and responsible for the maintenance, and quick access to each product if required

III. Capability to handle all types of categories of recipes, bulk batch recipes, prep recipes, and multiple venue recipes linked to similar purchasing ingredient.

IV. Allergen analysis and reporting facility. Ensure real time information of allergens is correct and to ensure our allergen information to customers is accurate. The ability to integrate with any other UOB delivered catering systems and to comply with changing regulations

V. Nutritional analysis reporting tool to validate and update nutritional data for menu items or products. Conduct regular nutritional analysis of recipes to ensure accuracy and compliance and to comply with changing regulations

VI. Ability to Review and analyse recipe data to identify areas of waste so corrective actions can be taken.

VII. Menu Development: Collaborate with culinary team to create new menu offerings, considering customer preferences and current trends

Ordering Process

I. Ability to handle multiple suppliers' data in a single sign on and the ability to order avoiding multiple log ins. In accordance with supplier lead times and cut off lead times.

II. Supplier acknowledgement for order receipt, in accordance with UOB Financial procedures

III. Purchase order number use and ability to create same day orders without a restriction, via means of a telephone call or email if required to a Maximum order value of £500

IV. .Capable of handling internal site ordering in a multi unit site including some production kitchens when combined may include some external suppliers and multiple budget centres. A central in-house stores facility is available to store stock and distribute from and requires the maintenance of development to ensuring accuracy.

V. Ability to handle single and multiple orders with differing delivery times from each budget cost centre including external and internal ordering process. To include cost awareness in this facility

VI. Ability to provide suggested order quantity based off historical patterns.

EPOS Integration and Implementation Plan

I. Seamless integration with UoBs EPOS supplier to capture sales data on a real time basis (where possible) to be used in menu and cost analysis and provide last price paid costs/GP via API integrations.

II. At each trading unit an EPOS till(s) system is located. A sales data feed from the till system should deliver details of the items which have sold. This process should happen in real time (where possible).

III. Once the data is received, the system should collate the associated till sales data and present this information so that till item ID's and Recipes can be 'mapped'.

IV. The system should enable the user to 'map' till items to associated recipes, highlighting ones which haven't yet been mapped.

V. Once the 'mapping' process has been completed the system should reduce stock accordingly so the system maintains a theoretical stock holding level per menu item (or individual product).

VI. Include a detailed implementation plan outlining the key milestones, timelines, and responsibilities of both the University and the vendor

Stock Management

I. The ability to set up multiple store locations and allocat…