Sales Management System Development

Tender description

Summary of the work To develop a digital Sales Management System which would automate much of the current sales process from enquiry stage through to completion. Expected Contract Length 2 years + (optional 6 months extension) Latest start date Monday 3 April 2023 Budget Range Between £150,000 to £170,000 Why the Work is Being Done The current sales process is manual and time consuming. Stonewater currently does not have an existing electronic Sales Management System. Problem to Be Solved Stonewater currently does not have a Sales Management System and would like to develop a Microsoft Dynamics solution which will allow: • Established CRM solution • Enables full functionality required • Enables full integration with other required in-house systems • Should enable integration with external systems as required • Data export compatible with other Stonewater systems • Will provide significant improvements to customer response times • Will provide significant improvements to colleague/ team wellbeing • Will provide significant improvements to void times. Who Are the Users The key users will be Stonewater’s New Homes team and Commercial Services Team, both of whom are involved in the sale and resale of shared ownership house sales to the general public. They will use the proposed system to manage and administrate the customer journey from enquiry to sales completion. Early Market Engagement There has been interaction with a 3rd party supplier during the initial stages to understand the scope of works and indicative budget guidance. Existing Team Project Sponsor, Project Manager, Sales Management & IT Teams. Current Phase Beta Skills & Experience • Implementation of Microsoft Dynamics CRM for Sales Management System (2%) • Experience of implementing bespoke IT systems (2%) • Experience of integration with Housing Management Systems (2%) Nice to Haves • Experience of delivering change management (1%) • Experience of implementing the WalkMe tool or similar (1%) • Ability to demonstrate experience of skills transfer during implementation (1%) • Experience of working within the entire Microsoft Stack (1%) Work Location Off Site – Remote working Working Arrangments To be agreed during planning stages of the project. Most of the working is expected to be conducted remotely. A collaborative team approach is expected. Additional T&Cs TBC No. of Suppliers to Evaluate 5 Proposal Criteria • Describe the capabilities of the proposed system to meet the requirements set out in the technical specification (12%) • Describe the implementation approach and methodology of delivering a workable solution including setting out key milestone. (6%) • Propose a delivery plan including a proposed timetable and describe the ease and speed with which the proposed system can be implemented and operated. (5%) • Demonstrate the ability of proposed solution to deliver the required outcomes (via demonstration). (5%) • Describe how the approach will meet the user needs and your approach to solution design. (6%) • Describe any risks and dependencies and offer approach to minimise and manage them (3%) • Describe team structure and project management including how you will adapt and support delivery of change. (3%) • Value for money and managing unexpected costs. (2%) • Describe how you will ensure relevant teams are upskilled and ready to take on operational control and support upon completion of the work (5%) • Description of approach to on-going partnership and support services. (3%) Cultural Fit Criteria • Demonstrate your ability to engage with multiple teams, sharing knowledge and delivering a successful collaborative work environment in the last 5 years? (5%) • Approach to problem solving in the past, including finding solutions, ability to negotiate, collaborate and take responsibility when appropriate. (5%) Payment Approach Capped time and materials Assessment Method • Work history • Reference • Presentation Evaluation Weighting Technical competence 60% Cultural fit 10% Price 30% Questions from Suppliers 1. Could you give more information about Stonewater's internal and external systems for understanding the integration requirements? Successful implementation is dependent on integration with a number of Stonewater in-house resources as follows:Stonewater Sales Website (customer facing) – whether this be My Property Shop, an update to the current Stonewater Homes website (rebranded to Stonewater) or a white label solution provided by the likes of RightMove, response mechanisms (enquiry forms) on the sales website must allow for recognition and importation of data into the proposed DSMS such that automated initial responses can be enabled. As well as DocuSign, Allpay, Active H, Esendex, The Mortgage People (TMP), Home Swapper and Pamwin. 2. What are the expected number of users? up to 50 users 3. Experience of delivering change management” should the answer be for change management at an organisational level or at a project level? Our assumption at this juncture is that this is an organisational change management question. Is this correct? That is correct.