Tender Number: ERI/2022/LS/12

Description: Scope of work Logistics Services is a business unit of Eskom Rotek Industries, its sole functions are Transportation and Warehousing. The organisations seek a best of the breed software solution package – Service Provider that will cover the operational business needs for both the Transport and Warehouse Management System, for the entire Logistics and Supply Chain. The organisation seeks a Service Provider (Software Company) that is designed to meet the day to day operational requirements of all functionalities from the inception of a notification from Eskom, to its final execution and delivery of goods. These functionalities should entail within the system of viewing volumes, number of loads, scheduling and servicing of clients (Eskom), Track and Tracing of material and documentation, receiving and despatching of material (warehousing), generating of daily, monthly and annual reports, and Invoicing through SAP Interface The Service Provider must further be designed to create operational efficiencies for the courier, break bulk and line haul industries, as well as warehouse distribution through: • Operational Management of Collections, deliveries, line-haul and return management local and nationally • Creation of trip sheet for all processes • Delivery and collections to all Regional Distribution Centres • Automotive Scheduling and Rate calculations • Control quotations to ensure accuracy and consistency through to planning trip sheets to effectively manage all types of deliveries and collections • Subcontractor management – operational and financially • Flexible and financial reporting • Maintenance functions for all data • Billing and Interfacing with SAP and other systems, scanning of documents The Process Integration Within the parameters of the Software Package (System), the Operations and Warehouse department must be allowed to capture quotations, RFT’s (Request for Transport), create waybills, transport manifests, debrief transport manifests and capture point of collection (POC) and Proof of delivery (POD) information. These functions must be further linked to the Document Management where all documents are scanned and stored (eDoc’s). The Financial side of the Software Package (System) must be allowed to rate manifests and generate subcontractor charges. Checking and verifying of rates, billing of POD’s integrate with SAP to allow POD’s to be invoiced, generate UIS reports (Uninvoiced Sales), statements, all other account related reports, other functions that will be required is a tracking and tracing function to allow document control as well as to maintain data base and security setup. The Process The system must allow the Client Liaison to liaise with all parties regarding transportation required which entails generating and accepting of quotations, Request for Transport, which includes the clients order number, description and quantity to be transported, from and to destinations, the Client Liaison also checks and verify if there is available funds on the purchase order for freight and transport charges before the RFT is captured. Scheduling The Scheduling department must be able to create multiple waybills for one RFT depending on the load requirements. Scheduling must also be able to create transport manifests and allocate the required waybills to the manifest. The manifests are created based on vehicle availability and location. Preference is given to own fleet before the subcontractors. The software must allow if there are any changes with the collection of material, whereby the supplier instructs the driver to collect material that is not on the manifest, this can be done by the scheduler in creating a new RFT (funds to be verified), and create a new waybill for the material. Changes for partial loads or when the vehicle is too small, the scheduler will amend the manifest so that the balance can be collected with the next vehicle. When creating a new manifest, the following information must be available: Route, vehicle registration no, delivery, trip date and time, odometer reading, subcontractor, PO number (Purchase Order), consignment type rate route. The above information is important for the purpose of track and tracing, reporting and daily and monthly stats. Warehousing The warehouse has its own fleet compliment which is responsible for the collection of smaller loads and also material that needs to be collected for consolidation to regional distribution centres. When loads are brought into the warehouse, the schedulers will send all notifications to the warehouse, whereby the following documentation is completed: • Check that all the RFT details captured matched to the original documentation • Amend the RFT to address to that of the warehouse • Create a waybill for the RFT • Allocate the waybills to a manifest • A pre-advise should be printed from WMS, and attached to the notification Upon collection of goods from the supplier, the goods must be receipted into the warehouse by ensuring: • POD details are captured on TMS (Transport Management System and WMS (Warehouse Management System) • Through the WMS, stock is booked in • GRN (Goods Received Note) is attached to documents that will be sent to the Controllers for rating before being billed Once the goods are ready for delivery, picking tickets are created on WMS, as well as new waybills and transport manifest. The software must systematically calculate inventory with that of on hand stock in the warehouse. Controllers Once the Scheduler’s planning has been done, the Transport manifest is captured and allocated to a Controller. The Controllers must be informed of the manifest allocated to him/her, in order to perform the following: • The drivers must be briefed of their tasks • Ensure that the Own Fleet and Sub Contractor vehicles are checked and despatched • Follow up on drivers during the trip, to ensure work is done according to schedule, and no operational issues • Capturing of POD and POC details in real time • Debrief the driver upon return to depot • Ensure all documentation has been checked and verified, rated transport manifest before handover to Finance • Ensure sub-contractor invoice are checked for actual cost, and discrepancies are resolved The following reports must be created in order to manage and control the flow of manifests: Efficiency Report – created and uploaded to monitor the Controllers outstanding manifest, this report is used in daily operational meetings. Operations Financial Report – all information relevant to the financial department, such as manifest date, number, Ops verify date, user, financial verify date/user, invoice number and date and DMR number. Sub-Contractor Charges Report - which reflects all costs captured, actual costs and estimated costs as per the sub-contractor invoice. Finance Upon receipt of all documents from Operations, The Transport manifest have been rated, verified and charge sheets printed and attached to the pack with all relevant documentation from the trip i.e. the POD/POC, supplier notification, transport manifest, brief and debrief sheet and charge sheet, the finance department will receipt in all documentation by means of scanning into Document Management. The team will further conduct checks through the system to ensure all documentation and details are correct, Information and details such as correct PO numbers, description, quantity, rates, supporting documentation attached and sufficient funds. Once this information has been financially verified, the manifest will be processed for billing through the SAP integration and further submitted to Accounts Receivable for final invoicing. In the case of discrepancies, the document pack will be returned to Operations to rectify and amend. Finance is also responsible for the scanning of all documents including the DMR into document management prior to submission to Accounts Receivable. Administrators Administrators are the only users who have access to change and amend closed RFT’s, waybills or invoices. They will only open or update upon authorisation from the Regional Managers. Information needed to change or amend the RFT, will be; Account number, collection address, delivery address, order number, and quantity. No changes can be made if the document has been invoiced. Reports Management The following reports must be produced in order to manage operational efficiencies: Vehicle Utilisation Report – to reflect the vehicle utilisation and generated sales (info required – manifest number, vehicle, despatch and debrief date, vehicle capacity, manifest weight, percentage of capacity utilised, kilometres travelled, billing kilometres, diesel used and amount, sub-contractor actual cost). Income Statement – to reflect the income generated per vehicle for a specific period. (info required- vehicle, total kilometres travelled, billing kilometres, diesel litres used and amount, invoice amount for the vehicle, invoice generated). Outstanding Manifest Report – to reflect the outstanding manifests per region and expected estimated income per month, year to date (per month and year to date – Own and Sub-Contractors will be applicable to the following regions, Northern, Warehousing, Logistics Support, Durban and Cape Town, must reflect the total manifests per week, and total manifests rated and not invoiced. Diesel Usage Report – to reflect the diesel usage per vehicle (info required- manifest, date, target limit (L/KM), kilometres travelled, diesel litres and amount, consumption L/100, difference (target consumption l/100, litres lost and value, comments). Manifests Summary Report per month – to reflect the number of manifests captured per month. (Info required- a summary of the number of days, must exclude public holidays and weekends, total manifest captured for the month, Own and Sub – contractor manifests, average manifest per day. To include a line to reflect the manifests created for the same time the previous year. This is applicable to the following regions, Northern, Warehouse, LS Support, Durban, and Cape Town. Outstanding Sub-contractors Report – to reflect the outstanding subcon manifests where subcon details have not been captured and or MIGO number has not been updated (info required- subcontractor invoice info not captured – number of manifests invoiced, manifest value, number of manifest rated, value, quantity, total value MIGO info not captured – number of manifests invoiced. Sales per month Report – to reflect the sales per month per branch that is compared to the UIS that will reflect the target and the shortfall/over. (Info required- daily and monthly submission of UIS, totals sales per month, Target – must be manual input unless stored on TMS shortfall / over. Must be reflected per region and is applicable to the following regions: Northern, Durban, Cape Town, Warehouse and Sub-contractors. UIS Report – to reflect balances of uninvoiced sales daily (Info required- date, manifest number, PO number, amount, region account number, age, responsible person and HOD) System Security • User Creation and Security Setup – User setup, Linking user to a branch, Linking users to Sites: (Web Interface users only), Linking users to Accounts (Web Interface users only) • User Menu Security Setup – Creating user groups, assigning users to groups, Restrict menu items for a group. • Toolbar Security Setup – Revoking Access to a Toolbar Security Item, which refers to a specific function or function tab. Users and groups have access to all available toolbar items by default. To revoke access, access must be restricted for a user or group for a specific toolbar security item. Conclusion The TMS and WMS system is vital and therefore must be used in all departments for an efficient and effective day to day running of an operation. Systems that must be used for the running of the complete supply chain operation – SAP, TMS, and WMS.

Place where services required: THE TENDER OFFICE Eskom Rotek Industries SOC Limited House No:5 Corner Lower Germiston Road and Hunslet Road Rosherville,Cleveland Johannesburg

Special conditions: All Suppliers

Date Published: 2022-10-17T13:44:19

Closing Date: 2022-11-22T10:00:00