Tender Specification and Requirement

Tender Specification and Requirement

Technical Bid

The technical requirement based on our functional process is enclosed at Annexure-I (A).In addition to the Tender requirement mentioned earlier, the bidders shall furnish the required information given at Annexure-I (A) and the same is to be sent along with technical bid. Separate sheets/supporting documents should be attached wherever necessary. The bidders shall use the following answer keys when responding to the requirements in the remarks columns.

Answer keys
F / Fully provided as standard functionality
WA / Work Around (Parameter setups without changing Source Code)
CU / Customization (Requiring Changes to Source Code)
R / Provided with a Reporting Tool
TP / Third party Software required
NA / Not Available
Y / Yes
N / No

Price Bid

The revised price schedule is given Annexure – II (A). The functional areas mentioned against each module are only indicative and may vary during process study and implementation.The price bid must contain price for each module specified in Annexure – II(A). The price should cover in totality for entire solution. Other charges (if any) such asthird party tools or uploading/conversion of existing data etc. which arerequired for smooth functioning of the complete solution must be indicated separately in miscellaneous charges. The software cost should cover license, media, delivery, installation, commissioning and testing. The implementation charges should includeprocess study, gap analysis, training and customization services. The ERP solution shall be implemented module wise in different phases and order will be placed accordingly.

Annexure – I (A)

The bidders are requested to submit their responses in the remarks column.

General Requirement

S.no / Description / Remarks
1. / Annual turnover of the company for the last two years
2. / Total no. of ERP implementations
3. / No. of ERP implementation at Engineering, Contracting industries
4. / Whether the product supports multiple databases ( Sql server/ Oracle)
5. / Whether the product can support multiple OS like Windows /Linux. List all the OS supported.
6. / Whether the product has facility to add more functional areas and modules in future
7 / Whether the product has facility to link to other third party tools like Document management system, Ms-Project, E-Payment, E-Tender etc
8. / Whether the company has office, support team at Delhi
9. / Details of certifications obtained (if any)
10. / Whether the bidder has quoted all the items as per Annexure – II (A)

Technical Requirement

ERP Framework

Description / Remarks
Fully functionally integrated system
Real-time update and access of data
Accurate and flexible mapping of organizational roles in the business application
24 X 7 system availability
Robust System architecture and Scalable for future qrowth
Web enabled features
Archiving of data and retrieval of archived data
Support for Single sign-on technology
Effective audit trail
Batch interface with POS applications at EBOs.
For exchange of orders, stock and sales information,.
Should support all major EDI standards and enable easy set-up from user point of view.
Should have the facility to convert / upload the existing data. Export/Import facilities should be provided between Sql server data, Excel sheet, Foxpro etc
Event notification and interface with the e-mail and messaging solution at The Company. The solution must be capable of generating event notifications and interfacing with company Ltd.’s E-mail Solution and must support e-mail triggers as part of the solution’s workflow. The email should contain a link to the desired screen in the application to capture user's response
The business application should be able to handle large volumes of data.
Ability to track inventory with enhanced technology solutions such as Barcodes etc
Should be scalable and support variety of file formats for import and export: File format can be e.g. MS Word (and other leading document formats), MS Excel (and other leading spreadsheet formats), XML, HTML, HTML variants (DHTML, MHTML), flat files, etc.
Robust user authentication and password controls
Robust authorization and role definition capabilities
System change management
Database access protection
Integrated Mail System
Integrated Content Management System
Builtin WorkFlow definer
Integrated Business Event Manager
Integrated Interaction Manager
Integrated Task and Activity Manager
Facility to integrate to Portal
User Wise/Projectwise/Work Wise Calendar and User Definable Watch List

ERP Financials

Description / Remarks
Organisational Structure
Ability of the system to support the definition of multiple company codes
Ability of the system to club multiple company codes into a group
Ability of the system to support the extension of GL, customer and vendor master for use by more than one company code
Ability to record company details like the name, registration number, transaction currency
Ability of the system to generate financial statements at the various defined levels of the Organisation
Ability of the system to support the definition of various Organisation unit for the generation of internal reports
Ability of the system to support the definition and maintenance of alternative Organisational structures for internal and external reporting
General Ledger
Does the system allow addition/marked for deletion /modification to chart of accounts as per the requirement?
Ability to integrate G/L, accounts payable, accounts receivable with all the sub-ledgers and synchronize with the G/L in on-line, real-time manner
System should facilitate recording of transactions through sub-ledger, e.g. employee wise conveyance, LTA, etc
Ability to support the functionality of financial module to be fully integrated to the logistics and sales & distribution modules thus ensuring that the operational and financial books always reflect the same results
Ability to support park & post of documents
Does the system support automatic accounting entries for accounts payable accounting, fixed asset accounting, accounts receivables accounting?
Does the system support payroll accounting and its integration with financial accounts/ Trust Accounts? (the integration of HR & Payroll legacy system with ERP)
Ability to support budget preparation group wise/deptt. wise/ channel wise/ region wise/ location wise/ product category
Does the system support accounting for security deposit and calculation of interest on security deposit amount should be from the system?
Ability of the system to handle reporting under Accounting standards
Can system track any new general ledger created and any changes made to the existing general ledgers in the chart of accounts for audit purpose (Only authorized person should be allowed to create general ledger master data)
Can new general ledger codes be added to the existing chart of accounts?
Does the system support generation of voucher on serial number maintained for units?
Ability to reversal of vouchers with a reason code.
Does the system allow maintaining approval hierarchy and competent authority approval before the release of cash payment / receipt above the specified amount?
Can the system display individual voucher wise entry for general ledger as well as consolidated total for user specified period for current year as well as prior years? Also can the system display all outstanding, still to be cleared from the system separately
Can Inter unit transactions between Corporate office, Regional offices and projects be recorded, reported and reconciled periodically by the system?
Can the system assist users in routine vouchers entries by creating predefined sample vouchers for frequent use and can the system post documents on predefined dates automatically? (System should also identify all predefined provisional voucher, which hav
Ability of drill down available to go down to the user level documents and authorizations
Does the system allow to specify level of synchronization required for closing the financial periods by the other modules of the ERP application?
Does the system ensure that all pending activities are carried out before closure?
Ability to post adjustment entries in closed period with proper audit trail and authorization
Does the system support posting of expenses identified as 'recurring' on a pre-defined logic and should get posted automatically once the program has been executed on a specified date? Can the entry generated be reversed on the specified date?
Ability to make provisions for expenses from the system based on open items at the time of period closing
Ability to stop double payments and have the check for double invoice
Ability to create provisions for all open GR before making provisions for the period.
Ability to generate automatic reversal entries on the first day of next period for provision entries created at the period end
Can periodic and year end closing of accounts be done as per user defined closing calendar?
Can the closing balance of the financial year be carried forward as opening balance to the next financial year automatically?
Can the system facilitate year end closing process by monitoring the closing entries and closing period separately
Can the system maintain monthly accounting periods in the financial year followed by company?
Can the System facilitate blocking of entries in a particular general ledgers during the open financial period?
Can the system detect any differences between sub-ledgers and control accounts?
Can system generate contra entries automatically?
Can the system maintain audit trail of documents created in the system
(system should be able to identify the user who created the document , the user who approved the document, user who edited the document and what all has been edited)?
Can the system generate reports for audit purpose like expense for each telephone number, expenses on two wheeler and four wheeler, expense on exhibitions and employee , etc.?
Can the system support clearing of outstanding process for all outstanding entries in the general ledger (All outstanding entries pending for clearing should be identified separately and cleared entries should be displayed separately)?
Can the system facilitate online document approval process at multi levels? System should allow posting to General ledger only after final approval is received from the reviewing authority?
Can the system support document editing option and if yes then can the user restrict to specific fields as per company requirements? Also can all the change made to a document tracked specifying changes made, changes made by, date of change and sequence of
Can the system have option of compulsory data entry in selected fields as decided by company, and will the system stop the user from further processing if the required data is not entered?
Can the system allow the user to review the document before final posting?
Can system monitor closing provisional entries separately?
Ability to define functional / base currencies of the respective companies.
Ability to calculate transaction profit/ translation loss on forex.
Can Foreign currency transactions be viewed in foreign currency as well as in local currency?
Can the system calculate foreign exchange fluctuation at the time of financial statement closing process as per the prevailing exchange rate?
Ability to support the calculation and accounting of foreign exchange rate variation at the year end as per accounting standards applicable?
Can the budget, once entered in the system be revised and can the system maintain revised versions for future reference. Can the system track of all the changes made to the budget like date of change the authorized person who changed it and with reason co
Ability of the system to block and delete GL accounts not in use?
Does the system create an audit trail for the GL account created and amended?
Can the sales be mapped to the related purchase?
Ability of the system to generate report on 'goods received but not invoiced' and on 'invoice received but goods not received' and the goods rejected during a period.
Accounts Payable
Can the system, check and stop creation of duplicate vendor master accounts. (The system could check for duplicate address, PAN numbers or bank account details to avoid duplicate vendor master creation)
Can the system generate ageing analysis for the outstanding invoices?
Can the system make payments as per schedule payout dates automatically?
Can the system reflect invoice wise outstanding for a particular vendor and for group of vendors?
Can part payment be made against an invoice and balance payment process on a subsequent date?
Can system make payment on account to a vendor and later link it to vendor specific invoice or invoices received?
Can the system facilitate centralized payment for all the purchases made for the various different project from the same vendor?
Can payment approval process be mapped in the system as per the company requirements, and can the approval be given through system? (Payments voucher will be prepared by junior staff, for final payments it will be reviewed by the approving authority)
Can deductions from invoices be recorded under various accounts like cash discount, rebates, charges etc. with reasons for intimating to the vendor / contractor?
Can the separate Priced Stores Ledgers be maintained for every stores item with quantity and total value details? Can system calculate inventory cost as per FIFO basis/moving average?
Does the system supports three way checking process for processing of invoices. (Three way check process specifies that goods are received on the basis of purchase order and invoice is accounted on the basis of goods received in the system)?
Can the system block invoices and vendors for payment along with reason codes?
Can system maintain track of semi-finished goods sent out for processing, return of the goods and the booking of the related vendor invoice?
Is it possible to record and account discrepancies arising out of physical verification of inventories?
Can the various kinds of material issues for work / material returns from work be valued as per user defined logic?
Can transfer of material from one work to another be traced for adjustments in accounts?
Can normal loss and abnormal losses of material issued to a project be treated according to user defined logic?
Can the system support claim management with respect to material loss/ short supply either to the account of supplier or transporter?
Can system track different kinds of advance payments made to vendors in the vendor sub-ledger?
Can foreign currency transactions record values in both the currencies (foreign currency and the Indian currency)?
Can advances be given to vendors on the basis of purchase order?
Can the system calculate contingent liability for open bill of exchange and open capital accounts?
Can the system manage payments, advances and deductions to employee vendors?
Does the system support the functionality of account for purchases and categorising the purchases?
Does the system support direct or purchase order (PO) based invoice entry with payment schedules?
Does the system allow to enter invoices for adhoc purchases, regular and service PO?
Does the system support associate PO-based invoices with corresponding transactions like Purchase order and / or goods receipt note (GRN)?
Does the system support debit/ credit note for rate differences
Does the system support to capture vendor TIN number, NSS and PAN numbers mandatory fields and further provides for type of transactions where such mandatory fields are to be filled up.?
Does the system support different rates (tax as well as purchase) for different line items for the same PO?
Does the system support automatic generation of accounting entries for PO-based invoices from PO / GRN details?
Does the system provide reference and match PO-based invoices with the PO / GRN?
Ability to record details of the associated tax and miscellaneous charges.
Ability to specify if taxes / charges are to be calculated for each item in the invoice or the entire invoice.
Ability to define payment schedules for invoices together with associated discounts and penalties.
Ability to indicate if discounts are based on individual invoice values or gross invoice value.
Ability to specify if payments are to be made to third parties in case of PO-based invoices.
Ability to view vendor addresses and modifying them in case of one-time vendors.
Ability to capture additional details like vendor’s invoice number and date.
Ability to raise item based credit and debit notes.
Ability to track over-invoicing, return of goods and increase in prices.
Ability to record advances against vendor with reference to a general reference, multiple purchase orders or multiple proforma invoices.
Ability to provide for regular and automatic adjustment of invoices / credit notes with prepayments/ debit notes.
Does the system support online processing of payment vouchers, bulk payment and payment across multiple bank accounts and authorization through work flow?