Project: Request For Proposal - B2B
Copy:
Background
Our current portal and POS system is intended to be completely print-on-demand, from printed POS to wearables and displays. Each internal sales member has an account and can log in and place an order. They can also store addresses and GL codes for easier billing. This company provides the website portal, warehousing, printing, coupon set up management (traditional paper only), premiums/wearables sourcing, display creation, and minor adjustments to templated POS pieces (such as coupons).
The current system for coupons is driven by sales team needs. Coupons are ordered and set up on an as-needed basis, with each sales person managing their own budget. Marketing has little insight into the current coupons out in the market.
In terms of creative design, this is done through an agency working closely with our marketing team.
In 2023, we ordered approximately 2300 Case Cards, 45,000 shelf talkers, 140,000 coupon neckers, 183,000 other neckers, 2700 premiums/wearables, as well as mass display units. We are a sustainable company, therefore are mindful of the quantities of POS we produce.
Goal
To invest in a system that can provide a streamlined coupon process across all departments involved, allow marketing to have more insight into the use of programming materials, and provide sales a user-friendly, cost-effective platform to order POS, coupons, premiums and displays.
The Challenges
MOQ are too high and too costly- this deters the sales team from using this portal all together. They would rather print through their distributors or a local printing shop. This creates uncertainty around what imaging is out there and whether or not it is on-brand. It also makes our creative design efforts less effective.
Turnaround times are inconsistent- this creates a lack of trust that the order will arrive when it's needed.
Invoices can be unclear- this causes confusion for the person receiving the invoice.
No clear line of sight into the coupons being produced until the monthly report comes out for the previous month- this causes inefficiencies when multiple coupons are set up that are similar in value and timeframe.
No marketing approval for customization- this creates uncertainty around what messaging is getting out in the market.
Redundant approval process- currently the person placing the order is also the approver. It adds a step and usually a couple days to the turnaround time, since it is done via email.
Features Needed
Website portal with order reporting capabilities
Warehousing
Printing POS
Sourcing premiums and wearables
Creating in-store display pieces
Project Overview: The goal of this project was to create an RFP to send out to potential new print and premium vendors. It needed to include what the company was and was not looking for, with requests from both the sales and marketing teams. Since this was just a word document, I did not include a photo. Below is the copy from this project.
Challenge: There were a lot of features the company was requesting and they were on a tight budget, so the challenge was making sure everything they wanted was represented in the RFP without it being too lengthy. I also needed to research their current production, which proved to be more challenging than expected because I had to sift through multiple reports.
Solution: I began with the current system the company was using and their annual production numbers to ensure the potential new vendors understood the quantities they would likely be working with. Then, I summarized the goal of working with a new vendor and the challenges the current system presented. There was a lot of feedback from both the sales and marketing teams about why their current system did not work, so I made a list and then looked for similar complaints to craft succinct bullet points. I ended with a summary of what features were needed to ensure the recipients were clear about what was and was not needed, as some vendors have a huge list of services that this company did not need.
