1. Summarize key facts of the case in your own words (don't copy and paste).

2. Complete the RFI-Request for Information Template. Fill in all the blanks. The RFI can vary a bit depending on the
application but should be completed with professional formatting and letter head (on each page) and include but not limited to:

a. Complete Contact information on the template

i. Who should they send the completed RFI to

ii. Who should they contact if they have any questions about the RFI

b. Complete anticipated timeframes for evaluation and processes. IE. When do you want a response?

c. Add a section to the RFI that outlines how the supplier will respond. Should it be written hard copy? Email, fax. Be
specific regarding the response method, IE. Hard copy or soft copy

d. Define business needs. Expand on your expectations of the first two business needs: Consistency of Supply and must be suitable for the application.

i. Add three additional business needs per your understanding of the industry and the case.

e. Complete the estimated MRO expenditure amount.

f. Define the cost per hour for downtime. Add this to the liability section.

3. Consider what other sections or information you would add to this RFI. Describe two sections you would add, and explain why you think they are important. Add these sections to your RFI.

Your role is that of a graduate employed as an Assistant MRO Buyer. In part two of the assignment, you will be completing an RFI to implement a supplier management outsourcing or 3PL/MRO system.

Case Study

You and Paul are on your way to Toronto Factory Supply. You go to the back of the production facility and there is the van. You are surprised by what you see a 13-year-old, twelve-passenger commercial van converted to a two-passenger van. It looked pretty rough: rusted and dented. As you and Paul are driving to Toronto Factory Supplies, the brakes squeaked and the vehicle was not driving straight. When you arrive at the suppliers’ you noticed the tires on the company van were almost bald.

The Toronto Factory Supplies facility was surprisingly large; the external grounds were well maintained. As you walked into the building, it was clear this was a very organized business. Paul was greeted by Joe Gust, who is the Sales Manager for Toronto Factory Supplies. Paul went with the suppliers’ warehouse worker to observe the gear motor being loaded into the van, so you and Joe have a chance to talk alone.

Joe was curious why we still pick up our own parts when they provide a Supply Management Outsourcing solution that is a 100% vendor managed service, which is guaranteed to save the company money. Joe ran through a list of benefits:

1. We go beyond the typical 3PL solution, we are a full Supply Management Outsourcing solution
2. Every time you generate a PO it costs you approx. $200, which would no longer be necessary with our system since we are onsite
3. We would set up a parts cage (at no expense to the Best Auto Parts Company) with a secure entrance at your facility and we would manage it ourselves. The cage would remain on our property and we would supply the personnel to manage the cage and ordering system for $30,000/year
4. Our typical cost reduction for all of your MRO purchases as experienced by most of our customers is 7% to 13%
5. We would provide one invoice per month with a detailed report on usage for your auditors
6. We would take care of everything: delivery requirements, reverse logistics, and all obsolescence and overstock issues
7. Your millwright is the most expensive delivery driver on the planet considering his hourly rate, guessing $40/hour. “I see Paul here so much I mistake him for one of our guys. He is here usually 3 or 4 times a week”.
8. Our transport vehicles are maintained to the highest standards.

Joe advises that if we seriously consider the offer he would be happy to meet with our management/implementation team members (CFT) to provide any and all additional information required. “Toronto Factory Supply is a very transparent supplier and we embrace mutually beneficial relationships”.

When you get back Susan is anxious to hear how the trip went. She was surprised to hear about the condition of the van, although she had never been in it. Susan was most interested in the offer made by the supplier; supply management outsourcing or third-party logistics/MRO suppliers have not been considered in the past. Susan thinks the timing is right for implementing some vendor-managed inventory systems for non-critical items and has asked you to start working on this project.

The RFI template that needs completion:

Request for Information-

Issue Date:__________________

Sent by:_____________________

Due Date:___________________

Introduction

This Request for Information is an invitation to a select group of companies to submit information that will be used at a later date for the selection of supplier(s) that can provide supply management outsourcing of our current and future MRO needs including all 3PL services. Services will be required to provide a seamless transition with flawless implementation. Also include any other information not outlined below that may not be directly within the scope of this RFI but which you believe is relevant such as alternative products, systems or suggestions.

Respondents who are selected for further consideration will be:

• Visited by our supplier selection cross functional team
• Required to make an on-site presentation to our management team
• Demonstrate your SCL philosophies and systems
• Cost reduction proposal

All questions and inquiries regarding this RFI should be directed to:

• ,

Anticipated Time Frames for Evaluation and Selection Process:

• Issue RFI to Suppliers
• Questions on RFI due
• Responses to RFI due
• On Site Supplier Presentation
• Finalists Selected
• Site Visits and Reference Checks
• Final Evaluation and Selection

Confidential Information

The information contained in this Request for Information is proprietary and confidential to “our company name” and may not be used, reproduced or disclosed to others except for the employees, agents and contractors of the Supplier who may have a need to know for the purpose of preparing a response to this RFI. By receiving this RFI, the Supplier agrees to keep all information contained therein in strictest confidence.

Information submitted to in response to this request and evaluation of all submitted documents will be considered proprietary and confidential information, and will not be disclosed, except where disclosure is required by a court or regulatory authority of competent jurisdiction.

The Business Needs

Three business needs must be listed in addition to: To secure a consistent supply and Item must be suitable for the application

Volume

Detailed item list is attached. Overall MRO expenditure is estimated at $______________.

Pricing and Payment Terms

Pricing must be in Canadian Dollars. All pricing must include total costs and be reflective of the invoice price. All other costs must be highlighted for consideration.

Regular payment terms are Net 30.

Contact Information

Provide a list and all contact information including inside Customer Service Representative, Customer Service Manager, Outside Sales Representative, Sales Manager, and General Manager. Please include any additional contacts required.

Lead-time

Include the lead-time required to set up a supplier managed inventory system including the installation of a “Stores” facility within our location. A restricted access system must be included.

Liability

Ensure your lead-times are accurate since any unreasonable costs incurred by the due to failure to deliver contracted products that are suitable for the application, meet our specifications or implied quality standards will be the responsibility of the supplier.

Union Status

Advise union status, name, local, contract date and duration.

DRP

Confirm if you have a Disaster Recovery Plan in place to avoid or mitigate any interruption in supply. Advise primary and secondary supply locations.

Supplier Profile

• Identify the company name, address, city, province, postal code, telephone, and fax numbers
• Identify the name, title, address, phone and fax numbers, and e-mail address of the primary contact person for this project
• Provide a brief overview of your company including number of years in business, number of employees, nature of business, and description of clients.
• Identify any parent corporation and/or subsidiaries, if appropriate.
• Give a brief description of the evolution of your supplier managed/3PL services. Include the date of the first installed site and major developments which have occurred. Describe any previous ownership, if appropriate.
• List any industry awards/recognition that you have received, the awarding party, and the date received.
• Indicate the total number of installations in the last 3 years by the year of installation and the total number of current users for the proposed system.
• Provide a summary of your company’s short term and long term goals and strategic

Implementation

• Describe and attach your typical implementation plan
• Describe the experience and qualifications of your installation team
• What kind of client communication and implementation planning is done prior to the installation?
• Describe the training provided. Include a training outline
• What are your hours of operation and for support?
• Describe the qualifications of your staff
• Describe the organization and structure of your services
• How are customer requests for improvements or change handled?

Stores Proposal

Provide a “Stores” proposal that includes:

• Detailed listing of hardware provided
• Detailed listing of software provided
• Description of all training provided, including location and time commitment
• Description and cost of ongoing support

• Cost of proposed “stores” facility

Criteria for evaluation of responses:

• Meet the functional and technical requirements described in this RFI as evidenced by the RFI response and demonstration of competence

• Provide a cost-effective solution that meets the financial goals of
• Provide timely solutions and upgrades in response to changing industry needs, regulatory requirements, and advancing technology

• Demonstrate expertise and functionality as evidenced by client references and site visits
• Provide a superior level of customer service and technical support as evidenced by references