GreenLeaf Distribution seeks a qualified technology partner to design, implement, and deploy a comprehensive cloud-based inventory management system across our three distribution centers and 12 retail locations. The selected vendor will deliver a scalable solution that integrates real-time inventory tracking, automated reordering, multi-location synchronization, and robust analytics capabilities. This system must reduce inventory discrepancies by 40%, decrease stock-out incidents by 60%, and provide mobile accessibility for warehouse and retail staff. The successful implementation will modernize our current legacy system, which has become inadequate for our 35% year-over-year growth, and position us for continued expansion into new markets over the next five years.

About GreenLeaf Distribution

GreenLeaf Distribution has served the Midwest region for 14 years as a premier distributor of specialty food products, connecting local artisan producers with retailers and restaurants. Our commitment to sustainable supply chain practices and technology-driven efficiency has enabled us to grow from a single warehouse operation to a multi-location enterprise serving over 400 clients.

Goals and Objectives:

• Achieve 99.5% inventory accuracy across all locations by Q4 2026

• Reduce operational costs by 25% through inventory optimization

• Scale infrastructure to support 50 locations by 2028

• Maintain industry-leading same-day fulfillment rates above 95%

Company Philosophy:

"Technology-enabled sustainability meets artisan excellence." We believe that sophisticated logistics systems should empower—not replace—the human relationships that make specialty food distribution unique. Our operations blend cutting-edge automation with personalized service, ensuring that small-batch producers receive the same attention and efficiency as large-scale manufacturers.

Industry Context:

The specialty food distribution sector faces mounting pressure to modernize aging infrastructure while managing razor-thin margins (typically 2-4%). According to the Specialty Food Association, companies that implement advanced inventory systems see average margin improvements of 1.8 percentage points and customer retention increases of 22%. With e-commerce channels now representing 34% of specialty food sales, real-time inventory visibility has shifted from competitive advantage to operational necessity.

The selected vendor shall provide the following deliverables and services:

Phase 1: Discovery and Design (Weeks 1-4)

• Conduct comprehensive needs assessment across all locations

• Document current workflows, pain points, and integration requirements

• Develop system architecture and technical specifications

• Create detailed project timeline with milestone deliverables

• Present preliminary design for stakeholder approval

Phase 2: Development and Configuration (Weeks 5-14)

• Configure cloud-based inventory management platform

• Develop custom integrations with existing ERP system (Microsoft Dynamics 365)

• Build interfaces for POS systems (Square and Lightspeed)

• Create mobile applications for iOS and Android devices

• Implement barcode/RFID scanning capabilities

• Develop custom reporting dashboards and analytics tools

• Configure automated reordering algorithms with vendor-specific parameters

Phase 3: Testing and Quality Assurance (Weeks 15-18)

• Conduct unit, integration, and user acceptance testing

• Perform load testing for peak transaction volumes (5,000+ daily transactions)

• Execute security and penetration testing

• Document all test results and remediation actions

Phase 4: Training and Deployment (Weeks 19-22)

• Develop comprehensive training materials and documentation

• Conduct on-site training for 45 staff members across all locations

• Execute phased rollout beginning with pilot location

• Provide on-site support during initial deployment period

• Complete data migration from legacy system with zero loss tolerance

Phase 5: Post-Implementation Support (Weeks 23-26)

• Provide dedicated support team for 30 days post-launch

• Monitor system performance and user adoption metrics

• Address any issues or optimization opportunities

• Deliver final project documentation and knowledge transfer