Professional Documents
Culture Documents
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1 STATEMENT OF WORK......................................................................................................................3
1.1 PURPOSE .........................................................................................................................................3
1.2 COVERAGE & PARTICIPATION ........................................................................................................3
2 GENERAL INFORMATION .................................................................................................................3
2.1 ORIGINAL FRS DOCUMENT ............................................................................................................3
2.2 THE ORGANIZATION .......................................................................................................................3
2.3 EXISTING TECHNOLOGY ENVIRONMENT.........................................................................................4
2.4 SCHEDULE OF EVENTS ....................................................................................................................5
3 PROPOSAL PREPARATION INSTRUCTIONS ................................................................................5
3.1 VENDOR’S UNDERSTANDING OF THE FRS ......................................................................................5
3.2 GOOD FAITH STATEMENT ...............................................................................................................5
3.3 COMMUNICATION ...........................................................................................................................6
3.4 PROPOSAL SUBMISSION ..................................................................................................................7
3.5 METHOD OF AWARD .......................................................................................................................7
3.5.1 SELECTION AND NOTIFICATION ......................................................................................................8
4 SCOPE OF WORK, SPECIFICATIONS & REQUIREMENTS........................................................8
4.1 SALES ...................................................................................................................................................8
4.2 ORDER PROCESSING............................................................................................................................10
4.3 DESIGN ENGINEERING & R&D..........................................................................................................11
4.4 INVENTORY (STORES) & MATERIAL PLANNING. .................................................................................12
4.5 PROCUREMENT /PURCHASE.................................................................................................................14
4.6 PRODUCTION PLANNING .....................................................................................................................15
4.7 MANUFACTURING ...............................................................................................................................16
4.8 SUBCONTRACT ....................................................................................................................................17
4.9 MAINTENANCE....................................................................................................................................17
4.10 QUALITY MANAGEMENT ..................................................................................................................18
4.11 DISPATCHES AND REPORTING ...........................................................................................................18
4.12 JOB COSTING.....................................................................................................................................19
4.13 FINANCIALS. .....................................................................................................................................20
5 VENDOR QUALIFICATIONS AND REFERENCES.......................................................................21
6 FEATURES , BUDGET & ESTIMATED PRICING .........................................................................22
6.1 DEPLOYMENT MODELS , SOFTWARE FEATURES AND VENDOR RESPONSIBILITIES. .............................22
6.2 FIVE YEAR TOTAL COST SUMMARY ...................................................................................................24
7 VENDOR CERTIFICATION...............................................................................................................26
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1.1 Purpose
The purpose of this Functional Requirement Statement (FRS) is to invite prospective vendors to
submit a proposal to supply an Enterprise Resource Planning (ERP) system to Sreevatsa Stainless
Steel Fab P Ltd.. The FRS provides vendors with the relevant operational, performance, application,
and architectural requirements of the system.
The intended coverage of this FRS, and any agreement resulting from this solicitation, shall be for the
use of all departments at Sreevatsa Stainless Steel Fab P Ltd. along with any satellite offices. Sreevatsa
Stainless Steel Fab P Ltd. reserves the right to add and/or delete elements, or to change any element of
the coverage and participation at any time without prior notification and without any liability or
obligation of any kind or amount.
2 General Information
Sreevatsa Stainless Steel Fab P Ltd. shall retain the FRS, and all related terms and conditions, exhibits
and other attachments, in original form in an archival copy. Any modification of these, in the vendor’s
submission, is grounds for immediate disqualification.
Sreevatsa Stainless currently has a variety of standalone information systems, many developed in-
house that do not support cross-functional coordination, do not provide sufficient data for
management analysis, and are costly to maintain.
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The Management is now requesting proposals for a qualified ERP vendor to implement a new, fully
integrated information system that replaces many current systems. The scope of the project is expected
to include (a) software supporting a broad range of business functions, (b) server hardware &
Software (specification only), (c) and professional services including integration, customization and
training and to seamlessly integrate the operations in the various works and head office/ Branch
offices.
The management will consider proposals for ERP software supplemented with additional specialized
software, and will also consider proposals for integrated best-of-breed solutions. Preferred solutions
will (a) support all of the Key Business Functions outlined in section 4 Scope of Work, Specifications
& Requirements of this FRS, and (b) have a proven track record of integration.
Proposed solutions must address every function described in section 4 of this document in some
manner – through packaged software, custom programming, manual procedures, or a combination.
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The following is a tentative schedule that will apply to this FRS, but may change in accordance with
the organization’s needs or unforeseen circumstances.
In responding to this FRS, the vendor accepts the responsibility fully to understand the FRS in its
entirety, and in detail, including making any inquiries to Sreevatsa Stainless Steel Fab P Ltd. as
necessary to gain such understanding. Sreevatsa Stainless Steel Fab P Ltd. reserves the right to
disqualify any vendor who demonstrates less than such understanding. Further, Sreevatsa Stainless
Steel Fab P Ltd. reserves the right to determine, at its sole discretion, whether the vendor has
demonstrated such understanding. That right extends to cancellation of award if award has been made.
Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to Sreevatsa
Stainless Steel Fab P Ltd..
All information provided by Sreevatsa Stainless Steel Fab P Ltd. in this FRS is offered in good faith.
Individual items are subject to change at any time. Sreevatsa Stainless Steel Fab P Ltd. makes no
certification that any item is without error. Sreevatsa Stainless Steel Fab P Ltd. is not responsible or
liable for any use of the information or for any claims asserted therefrom.
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Verbal communication shall not be effective unless formally confirmed in writing by the specified
procurement official in charge of managing this FRS process. In no case shall verbal communication
govern over written communication.
Vendors’ inquiries, questions, and requests for clarification related to this FRS are to be directed in
writing to:
Applicable terms and conditions herein shall govern communications and inquiries between Sreevatsa
Stainless Steel Fab P Ltd. and vendors as they relate to this FRS.
• Errors and omissions in this FRS and enhancements: Vendors shall bring to Sreevatsa Stainless
Steel Fab P Ltd. any discrepancies, errors, or omissions that may exist within this FRS. With
respect to this FRS, vendors shall recommend to Sreevatsa Stainless Steel Fab P Ltd. any
enhancements, which might be in Sreevatsa Stainless Steel Fab P Ltd. best interests.
• Addenda: Sreevatsa Stainless Steel Fab P Ltd. will make a good-faith effort to provide a
written response to each question or request for clarification that requires addenda within
2(two) business days.
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The proposals may preferably be sent electronically With a follow-up copy by Courier.
The evaluation of each response to this FRS will be based on its demonstrated competence,
compliance, format, and organization. The purpose of this FRS is to identify those suppliers that have
the interest, capability, and financial strength to supply Sreevatsa Stainless Steel Fab P Ltd. with an
ERP system identified in the Scope of Work.
Evaluation Criteria:
4. Ability of vendor to communicate its vision and capacity for establishing a relationship that
addresses current and future needs and trends in the industry.
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Vendors determined by Sreevatsa Stainless Steel Fab P Ltd. to possess the capacity to compete for
this contract will be selected to move into the negotiation phase of this process. Written
notification will be sent to these vendors via mail.
4.1 Sales
• Create Estimate Templates From Previous Estimates
• Detailed Estimating Including Unlimited Cost Types
• Integration with Financials and Inventory
• Issue Multiple Estimates Per Project
• Maintain Job Templates for Typical Jobs
• Multi-Currency Capabilities
• Store Multiple Estimate Revisions
• Tax Computation
• All prospects to go thro approval process before submission of quote.
• All prospects turned down to be available in database with reasons to do Lost opportunity analysis
• Quotations to be approved before submission
• Discounts offered to be approved .
• Discounts offered to be recorded.
• Unlimited Levels of Detail in the Bill of Material with Full Costing
• Provision to create new part nos( tentative*) and tentative BOm for the purpose of quoting for new
products. All such tentative BOMs to be tagged/Flagged for review and approval at design
engineering stage post work order/manufacturing order release.
• Generate quote on prescribed format
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1. Amendments
2. Ageing Analysis
3. Bill Passing
4. Enquiries
5. Purchasing ( cash /Credit)
6. Purchase Order Placement
7. Purchase Order Processing
8. Quotation Analysis
9. Rate Contracts /Job Orders ( covered Under Subcontract)
10. Reconciliation
11. List of Pending PR&PO, Closed PO, Supplied but Rejected etc
12. Vendor Rating( credit, Quality Etc)
13. Vendor Payment Status ( Outstanding Ledger)
14. PDC cheque Issued – Statement
15. Provision to black list vendors
16. Inclusion of new vendors thru approval process
17. Debit note advice
18. Cash Purchase Limit.
19. Bank and cash /day book ( purchase department)
20. Cash purchases to go thro approval process
21. GIN to be prepared for Cash Purchases also
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• Bill of Material
o Effective Dates Controlled by Engineering Change Notification
o Unlimited Revisions & Alternate Routings
o Copy Bill of Materials
o Update Standard Costs With Most Recent Costs
o Change or Delete Support
o Maintain Yields for Each Component
o Checks for Recursive Items
o Records Engineering Changes
o CAD Integration
o Break-down Management ( Plan B – To achieve Production
• Capacity Requirements Planning
• Component Availability Checking & Ability to Substitute Items
• Cumulative Item Cost and Work Center Productivity Reporting
• Cumulative Lead Time Calculations
• Daily Productions Scheduling by Item/Site/Production Line
• Detailed Labor/ WIP/Sub Contract Tracking
• Engineering Change Notice
• Engineering Change Notices/Requests (ECN/ECR)
o File and Drawing Reference
o Reasons for change to be recorded and has to go thro
o approval process.
o Customer Driven Requests Responses.
o Effective by Date or Inventory Quantity & Run Rate
o Report on Affected Items & Assemblies
o Permanent Audit Trail of all Bill of Material Changes
• Break Down Slip – To be Routed thru Maintenance for Necessary action In case of Break Down.
With Copy to Planning/Works In charge.
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4.8 Subcontract
4.9 Maintenance
• Asset numbering
• Maintenance Contract Monitoring
• Maintenance Materials/Tools Management
• Preventative Maintenance
• Break down history of Machine
• Vendor List
• Ageing of List- Expiry Date tracking
• Generation of Work order for Preventive maintenance /Periodic Maintenance
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• Accounts Payable
• Accounts Receivable
• Advance License Accounting
• Agent Account
• Analysis Module
• Bank Check Book Master Control
• Bank Reconciliation
• Bill Discounting
• Budget
• Budget Check/Control
• Captive Capitalization
• Cash Flow - Actual & Projected
• Check & Bank Payment Advise/Voucher Printing
• Consolidated P&L & Balance Sheet for Group Companies
• Excise Accounting
• Fixed Asset Accounting
• Fixed Deposits Accounting
• Flexible Accounting Period
• General Ledger
• Group Company Global Master
• Inter Company Fund Transfer
• Inter Cost Center Secondary Allocation
• Interest Calculations
• Letter of Credit
• Loan Accounting/Interest Calculation/Rate/Terms/Periodic Entry
• Multi Currency Payment/Receipt
• Multiple Level Trial Balance
• On Account Adjustment Against Bill
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All vendors must provide the following information in order for their proposal to be considered:
Example:
• Income statement and balance sheet for each of the two most recently completed fiscal years
certified by a public accountant.
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7. References: Contact information for references from projects similar in size, application, and
scope and a brief description of their implementation.
8. A undertaking letter from the parent company if the vendor is an Implemetation Partner to be
provided at the time of award of contract in the parent company letter head.
Sreevatsa Stainless Steel Fab P Ltd. Is working on a fixed budget and is looking at a turnkey Licence ,
Customisation , Implemetation, integration and Training Cost.
All vendors must fill out the following cost breakdown for the implementation of their ERP system for
Sreevatsa Stainless Steel Fab P Ltd.’s project as, described in this FRS. The vendor must agree to keep
these prices valid for 60 days as of 30th November 2009. The value of the Contract will not change/escalate
during the tenure of the Project for the defined scope of work .
We are presently considering a completely web enabled Solution and the application should preferably
be accessible also through a Mobile Handset . And the User should be able to access the
database/application from remote locations and issue approvals / authorizations etc. The server of the
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The software should have features of Auto-backup of data and should not insist on offline data back-up by
personnel. Data security incase of untoward incidents like hardware or software mal functions should be
ensured by vendor.
The vendor shall active part in training of the staff and make them conversant with the software
application for the success of the implementation.
Vendor shall ensure proper implementation of Software and be proactive in bringing to the attention of the
management , any issue that may hinder the successful completion .
Vendor has to ensure defect free performance of the software post implementation and signing off . The
vendor and management to arrive at a mutually agreeable acceptance period post Signoff during which
any performance issues will be cleared by the vendor on his own accord. Any maintenance plan to come
into effect post acceptance period. The above issue to be discussed in detail by vendor and management
prior to award of contract.
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For all above deployment model listed above, provide a five year cost summary as displayed below.
Descriptions:
Hardware: List, describe, and record the cost of each piece of hardware that is required to optimally run
the software.
Software Licensing: List, describe, and record the licensing, implementation, maintenance, support, and
training fees associated with your proposed software.
Third-Party Software (Middleware): List, describe, and record the cost of each piece of software
(including operating systems) that is required to optimally run the software.
Installation: Describe any labor, equipment, supplies, or other costs associated with installing your
proposed software.
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Legacy Data Loading: Describe any labor, equipment, or other costs associated with importing legacy
data from current systems into your ERP software.
Maintenance: Describe and cost out any other ongoing costs associated with the operation and
maintenance of your proposed software.
Documentation & Training: If there are fees associated with your user or technical documentation, list
them here.
Project Management: If there are project management fees associated with your proposed software, list
and describe them here.
Miscellaneous: List and describe any other costs associated with your proposed software solution.
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This certification attests to the vendor’s awareness and agreement to the content of this FRS and all
accompanying calendar schedules and provisions contained herein.
The vendor must ensure that the following certificate is duly completed and correctly executed by an
authorized officer of your company.
This proposal is submitted in response to Functional Requirement Statement for ERP Software issued by
Sreevatsa Stainless Steel Fab P Ltd.. The undersigned is a duly authorized officer, hereby certifies that:
(Vendor Name)
agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and
provisions of the referenced Functional Requirement Statement(FRS) and any addenda thereto in the event
of an award. Exceptions are to be noted as stated in the FRS. The proposal shall remain in effect for a
period of 60 calendar days from 30th November 2009.
Person[s] authorized to negotiate on behalf of this firm for purposes of this FRS are:
Name: Title:
Signature: Date:
Name: Title:
Signature: Date:
Name: Title:
Signature: Date:
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