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Functional Requirement For Software Implementation - ERP

Sreevatsa stainless Steel Fab P Ltd

Functional Requirement statement (FRS) for an ERP System

16th nov 2009

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Sreevatsa Stainless Steel Fabricators P Ltd. 2009


Table of Contents

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 Statement of Work

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.

1.2 Coverage & Participation

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

2.1 Original FRS Document

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.

2.2 The Organization

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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In reviewing the scope for upgrading current systems, the company realized the need for
interdepartmental coordination of systems planning. The management has since been reviewing and
restructuring the existing system so as to make the transition from the existing to the new system as
easy as possible. This effort included the identification of the Scope of Work, Specifications, &
Requirements, and a Request for Information aimed at software solution vendors. The Information
Systems Master Plan was finalized in March 2007 and since then has gone through a series of
revisions. This Functional Requirement Statement (FRS) is the result of all those efforts.

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.

2.3 Existing Technology Environment

The following is a listing of our current technology environment.

Telephony hardware & software : Broadband Connection From Bsnl.


LAN type : Lan Thro Network Switches with Cat 5 Cable.
Server operating system : As Per Vendor Requirement
Desktop operating system : Windows Xp

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2.4 Schedule of Events

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.

Issuance of Functional Requirement November 20, 2009


Technical Questions/Inquiries Due November 25, 2009
Complete Initial Evaluation December 05, 2009
Final Award Notification December 15, 2009*

3 Proposal Preparation Instructions

3.1 Vendor’s Understanding of the FRS

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..

3.2 Good Faith Statement

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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3.3 Communication

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:

Sreevatsa Stainless Steel Fab P Ltd.


174 G, Habibullah Road,
T.Nagar.
Chennai 600 017
Attention: C.S.Srirangan
Telephone: +91 94443 80802
Fax: +91 44 43502454
E-mail: sreevatsa.stainless@gmail.com

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.

Formal Communications shall include, but are not limited to:

• 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.

• Inquiries about technical interpretations may be sent by email

• 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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3.4 Proposal Submission

Proposals must be delivered sealed to:

Sreevatsa Stainless Steel Fab P Ltd.


174 G, Habibullah Road,
T.Nagar.
Chennai 600 017
Attention: C.S.Srirangan
Telephone: +91 94443 80802
Fax: +91 44 43502454
E-mail: sreevatsa.stainless@gmail.com

The proposals may preferably be sent electronically With a follow-up copy by Courier.

3.5 Method of Award

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:

1. Capability of vendor to meet or exceed requirements set forth in Scope of Work.

2. Expressed interest in working with Sreevatsa Stainless Steel Fab P Ltd..

3. Confirmation to work within the stipulated budget.

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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5. Apparent likelihood and desirability of proposed software.

3.5.1 Selection and Notification

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 Scope of Work, Specifications & Requirements


The below mentioned scope of work is as perceived by the management in accordance to the suitability
and functional requirement in each department. The vendors will have to match

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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• EMD and Performance Bank Guarantees issued along with quotations/government tenders to be
linked with finance* and maturity of such instruments to be highlighted to people concerned.
• Provision to scan customer drawings and upload into database for future reference.
• Such scanned data to be made available as a link in the necessary user interface windows
• Performance/track record of Customer in terms of payment etc to be available (highlighted) in the
UI of the quotation approval Window.
• Provision to cancel , amend exisiting /current workorders based on customer feedback. To be
routed thro divisional head.
• Provsion to reopen closed work orders . reasons for the same to be recorded . To go thro approval
process by divisional head .

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4.2 Order Processing
ƒ Orders can be for ;
ƒ New Workorder which will be billed /invoiced
ƒ For internal use ( will not be billed but costing will be done)
ƒ R&D ( will not be billed , but will be accounted for taxation purpose)
ƒ Amendments to existing work order
&
ƒ For new product with old part nos
ƒ For new product with new part nos
ƒ For standard product
ƒ For customer Samples.
ƒ Job work .( labour only , material supplied by party)
ƒ New orders to specify
ƒ Quantity
ƒ Quality/grade of material
ƒ Expected delivary period
ƒ Delivary address
ƒ Spl instruction like , sample approval before bulk production etc
ƒ Attach customer or approved general arrangement drawings as PDF to the
Database and enabling other users to view the same from the User screen.
ƒ New order alerts to be given to all department heads. And alerts needs to be seen and
accepted by viewer to ensure knowledge of same
ƒ New orders to be routed to Works through Works In Charge and Planning

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4.3 Design Engineering & R&D

Design Engineering will


ƒ Review all work orders received from Planning and sales
ƒ Review part numbers and associcated drawings from data base .
ƒ Incorporate any revisions to existing drawings / part numbers based on requirement
ƒ Prepare drawings for new parts and components and register new components . to upload
new drawings as PDFs into the database and should be available for the users to see.
ƒ Based on feed back from planning and production, any changes to drawings from the
process / fabrication point of view need to be incorporated
ƒ All such amendments needs to go thru an approval process ,
o in some cases they may need approval from sales if cost implication /or change to
design intent is there .
o In some cases , production head may approve the deviation
ƒ Will co- ordinate with Production planning and Finalise Process chart( production stages)
at drawing board level and incorporate the same in the design

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4.4 Inventory (stores) & Material Planning.

• Handle Export/Import documentation (Statutory)


• Handle Excise documentation(statutory)
• Handle Subcontract documentation ( statutory)
• Inventory Control
ƒ Purchase Requisition (Indent generation)
• PR can be raised by all HOD’s ( Quality , maintenance , Stores,
Production, Purchase ,Admin ) Respective User Windows to be
customized as required.
ƒ Goods inward ( stock to be updated after qc pass)
ƒ Gin print out. To have Provision for Customised comments
ƒ Issues & returns
ƒ Issues to be flagged if Balance Material has to be returned to stores
ƒ EOD report to be generated showing all unclosed issues
ƒ EOD report for Material Received But Not Inspected
ƒ EOD report for Material Inspected and rejected
ƒ Material Receipt alert to be sent to Purch./Prod./Quality/Planning Prior to QC
Pass.
ƒ Stock Adjustments
ƒ Re-order levels (Dynamic)
ƒ Economic Order Quantity (EOQ)
ƒ Stock Management
ƒ Stock locations
ƒ Stock audit
ƒ To codify rawmaterial, tools , consumables and spares.
ƒ Tools to be issued to production under suspense and to be collected back at the
end of day. ( Tools Issue Note)
ƒ Stores to maintain Min and Max levels for tools ( specific) also
ƒ Scrap to be accounted in Kgs/suitable Units and shown as separate item code.
Salvage to be done against cash invoice .

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ƒ GIN to be routed to finance through purchase after verification
ƒ Issues to be mapped against BOM quanity.
ƒ Deviations to be sent thro approval process
ƒ Provision to block available material against Work orders based on instruction
from Planning/purchase /Sales
ƒ Physical verification of Material to be undertaken and system to capture the same
prior to blocking- ( to avoid Blocking of Unusable Material)
ƒ Block Tags to be System Generated.
ƒ Stock Register to Disallow Issue of Blocked Material
ƒ Diversion of Material for One WO to another to be captured and has to go thro
approval Process
• Storage and accounting of Customer /or Returnable material to be handled by system with
necessary statutory documents
• Finished goods stores and accounting.
• Multiple Locations.
• Stock statement as per bank norms.

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4.5 Procurement /Purchase

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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4.6 Production Planning

• Manufacturing Order Processing


• Infrastructure Augmentation plan Based on New Process or Capacity enhancement of Particular
Process due to Bottle neck Condition.
• Provision to Divert In House material to Subcontractors based on Priority/Machine Brk dwn.
• Manufacturing Standards
• Master Schedule
• Batch card generation
• Materials Requirements Planning
• Optional Pick List for Stocking Point-of-Use in Discrete or Repetitive Environments
• Product Structure Routing Copy
• Production Data
• Production Monitoring & Control
• Production Statistic & Costing
• Project Monitoring
• Rough Cut Capacity Planning
• Scrap Factors for Use by Materials Requirements Planning
• Shop Floor Control ( tracking Of batch Cards Material Planning for Work centers based on master
schedule.
• Provision to Divert Material For Priority Work Orders from Current Work orders . In case of
Diversion, Batch cards to be Re mapped to Diverted Work Order to have effective costing figure.
• Specific Manufacturing Support
1. Discrete Repetitive Process Support
2. Mixed-mode Process Support
3. Batch Processing Support
4. Process Manufacturing Support
• Technical Documents
• Where-used Inquiry

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4.7 Manufacturing

• 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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• End of day report to be logged on to the system with status of each batch card to have a real time
status of work order ( Batch card Progress Report)

4.8 Subcontract

• Job order generation


• Job order tracking
• List of vendors
• Vendor rating
• List of pending jobs with vendors
• Job orders to go thru approval process
• To receive alerts on receipt of material from vendor at stores
• To do list based on planning inputs
• Scrap accounting ( balance material from vendors)
• Access to approved drawings from user interface
• Batch cards to be generated for subcontract items also and mapped to jo’s
• EOD on batch cards to be generated.
• Bill Passing
• Other features deemed pertinent from Purchase features.

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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• Recording of Breakdown Slips and Corrective action to be captured/handled by system
• System to Flag / Highlight all such Breakdown with Pending Corrective action
• Provision to raise pr for spares/ replacement etc . to go thru approval process.

4.10 Quality Management

• Auto-Prompts for Test Results in Shop Floor


• Certificate of Analysis for Lots Passing All Tests
• Complete History of Each Test
• ISO 9000 Requirements & Documentation Support
• Manufacturing and Purchasing Quality Tracking
• Master Specifications Define Standard Testing Procedures
• Multiple Steps in Procedures Supported
• Quality Order Tracking
• Real-Time Notification of Out-of-Tolerance Conditions
• Sampling Patterns for Quality Orders
• Test Result Entry in Shop Floor Control, Repetitive, or Quality Management
• Unlimited Quality Comments on Each Test/Report

4.11 Dispatches and Reporting

• All dispatches to be Notified to Sales and approved by them


• Statutory Documents for Dispatches to be captured / handled by system
• Dispatches against Work orders to be mapped against Issues of Rm & BOM . To ensure
Production does not Divert Material Issued against one Work order to another with out the
Knowledge of the stores. Any deviations to be brought to the Attention of the
Management.
• Dispatches - returnable and Non Returnable to be handled
• EOD Report of Pending Returnable Dispatches to be Constantly Monitored
• Short Closing of Returnable dispatches to be allowed but to be authorized by top
Management

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• Packing instructions to be followed based on sales instruction
• Packing slip to be generated by system
• Mode of transport to be finalized . External mode of transport to be approved prior to
dispatch
• To maintain Log book of all sorties of Co Owned Despatches with Mileage of Vehicle
• Responsible for Maintenance of Co Vehicle.

4.12 Job Costing

• Individual Expenditure Allocation To Job


Production Cost Information Capture
Costs Summarized by Cost Group
Exception Reporting
• Cost Overrun Reporting
Job Problem Flagging
Revenue Recognition and WIP Schedule Worksheet
Unlimited Job Cost Categories
Change Order Management System
Estimates, Purchase Orders, Work Orders & Invoicing by Project
• Machine hours to be Mapped to Work Orders.
• Labour expenses to be captured based on time cards and mapped to work orders
• All issues of Rm/ Consumables to be Mapped to Work Orders
• Subcotract items to be issued to Work orders with value addition.
• Finished Goodes to be issued to Work orders with Value addition

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4.13 Financials.

• 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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• Parameterized Cost Allocation
• Parameterized Integration with Inventory & Payroll*
• Party - Currency Assignment
• Party Credit Days & Credit Limit control fro Credit Management
• Post-Dated Checks
• Reversal of Voucher
• Sales Tax Set Return
• Tax Accounting
• Tax Summary
• TDS Accounting wile Payment/Receipt Transaction
• Transaction Authorization Multiple
• Transaction History Log
• Transporter Bill Passing
• Voucher Entry/Authorization/Payment
• Voucher Replication
• WIP/Shop/SC Value Added Accounting

5 Vendor Qualifications and References

All vendors must provide the following information in order for their proposal to be considered:

Example:

1. A brief outline of the vendor company and services offered, including:

• Full legal name of the company.

• Year business was established.

• Number of people currently employed.

• Income statement and balance sheet for each of the two most recently completed fiscal years
certified by a public accountant.

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2. An outline of the product line-up they currently support.

3. A description of their geographic reach and market penetration.

4. An outline of their partnerships and relationships to date.

5. An outline of their current and future strategies in the marketplace.

6. Information on current software clients, including:

• Total number of current clients.

• A list of clients with similar needs using the same software.

• Evidence of successful completion of a project of a similar size and complexity.

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.

6 Features , Budget & Estimated Pricing

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 .

6.1 Deployment Models , Software Features and Vendor Responsibilities.

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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configuration specified by the vendor shall be installed at the Buyers choice of location and the vendor
shall provide in writing all necessary features/ peripheral equipments ( Like Firewalls etc) that needs to be
installed for the proper functioning of the application. The Vendor also shall advice the board on a suitable
Networking/cabling scheme to ensure accesses speed , post implementation .

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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6.2 Five Year Total Cost Summary

For all above deployment model listed above, provide a five year cost summary as displayed below.

Five Year Total Cost Summary


Costs Total Year 1 Year 2 Year 3 Year 4 Year 5
Hardware
Software Licensing
Third Party Software
Application Software
Documentation & Training
Maintenance
Installation
Integration
Legacy Data Loading
Project Management
Misc.
Other (specify)
Total:

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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Integration: Describe any labor, equipment, supplies, or other costs associated with integrating your
software into our current architecture and back-end systems.

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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7 Vendor Certification

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:

Signature of Authorized Officer:

Name: Title:

Signature: Date:

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Sreevatsa Stainless Steel Fabricators P Ltd 2009


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Sreevatsa Stainless Steel Fabricators P Ltd. 2009