example rfp for financial software

E-Z Manufacturing Ltd.

Request For Proposal

Document ID: ****.**Version/Release: *.****Date Prepared***

E-Z Manufacturing Ltd.Statement of Requirements

CONFIDENTIALITY NOTICE

This Statement of Requirements and all supporting documentation have been prepared by and remains the sole property of E-Z Manufacturing Ltd. These documents are provided to potential Suppliers of the applications systems described therein solely for the use of the Supplier in connection with the preparation of a response to this Statement of Requirements and shall be considered to be proprietary and confidential information to E-Z Manufacturing Ltd.

The Supplier responding to this Statement of Requirements agrees by its acceptance or use of these documents not to reproduce, copy, lend or otherwise disclose or dispose of the contents, directly or indirectly, to any third party except for those of its employees who have a need to know for the preparation of the Supplier’s response, and the Supplier further agrees not to use these documents for any purpose other than that for which they are specifically furnished.

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Copyright

Copyright © E-Z Manufacturing Ltd. This document is unpublished and the foregoing notice is affixed to protect E-Z Manufacturing Ltd. in the event of inadvertent publication.

All rights reserved. No part of this document may be reproduced in any form, including photocopying or transmission electronically to any computer, without prior written consent of E-Z Manufacturing Ltd. The information contained in this document is confidential and proprietary to E-Z Manufacturing Ltd. and may not be used or disclosed except as expressly authorised in writing by E-Z Manufacturing Ltd.

Trademarks

Windows is a trademark of Microsoft Corporation.

Other product names mentioned in this document may be trademarks or registered trademarks of their respective companies and are hereby acknowledged.

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Revision History

Version/

Release Date Description of Revisions

Superseded Deliverables

This document/release supersedes the following deliverables.

Document ID Version/Release Description

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Table of Contents

1.0 INTRODUCTION

1.1 General Information

1.2 Objective of the Statement of Requirements

2.0 INSTRUCTIONS

2.1 Project Schedule

2.2 Closing Time and Date (Mandatory)

2.3 Clarification

2.4 E-Z Manufacturing’s Terms and Conditions

3.0 ENVIRONMENT


3.2 User Access Requirements

3.3 Base Platform Components

3.4 Installed Equipment

4.0 EVALUATION PROCESS

4.1 Evaluation of Compliance With Mandatory Requirements

4.2 Evaluation of Desirable and Optional Features

4.3 Evaluation of User Interface

4.4 Assessment of Supplier Viability

4.5 Supplier References

4.6 Support Capabilities

4.7 Functional Demonstration

4.8 Process Overview

4.9 Risk Minimization

4.10 Expansibility

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4.11 Maintainability

4.12 Database

4.13 Development Tools

4.14 Single Source Comprehensiveness

4.15 Impact Analysis

4.16 Conversion

4.17 Completeness Checklist

5.0 GENERAL REQUIREMENTS

5.1 User Interface

5.2 Functionality

5.3 Platform

5.4 Operational Requirements

5.5 Security

5.6 General Operational Requirements for Data Resource Management

5.7 Performance

5.8 Growth

5.9 Documentation Requirements

5.10 Training Requirements

5.11 Availability/Recovery

5.12 Reporting Requirements

5.13 Conversion Aids

5.14 Suppliers

6.0 APPLICATION OVERVIEW

6.1 Logical Structure of Named Subsystems

6.2 Operation Volumetrics

7.0 INVENTORY

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7.1 Scope

7.2 Software Requirements

APPENDIX A - GUIDELINES TO SUPPLIER RESPONSE

APPENDIX B - SUPPLIER RESPONSE TABLE

APPENDIX C = - EXCEPTION TABLE

APPENDIX D - COMPLIANCE CHECKLIST

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1.0 INTRODUCTION


1.1.1 Context

1. The objective of this process is to replace current applications by XXX, 19__.

2. The applications subsystems to be acquired and implemented during this project are:

a. Inventory Management

b. Purchasing

c. Accounts Payable

d. Production Management

e. Costing

f. Order Processing

g. Route Management

h. Sales

i. Accounts Receivable

j. Budgets

k. General Ledger

l. Fixed Assets

3. Suppliers will be expected to provide details of their ability to provide these systems in the future in their response to this Statement of Requirements.

1.1.2 Purpose

The Purpose of this Statement of Requirements is to select the hardware, systems, application software, and related support services necessary to implement and maintain computer-based systems meeting E-Z Manufacturing’s system requirements.

1.1.3 Roles and Intentions

1.1.3.1 Steering Committee

A Steering Committee, with members from E-Z Manufacturing’s senior and middle management and the project team will be responsible for the following:

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to monitor progress and provide direction;

to ensure that the project remains consistent with E-Z Manufacturing’s organizational goals;

to control the change mechanism, make major decisions, and resolve problems;

to review the project in terms of future developments, and ensure continuity between Package Evaluation and Selection (the current phase) and future phases, including Implementation.

1.1.3.2 Evaluation Team

An Evaluation Team will evaluate responses to this Statement of Requirements, attend any demonstrations and client site visits which may be scheduled, and recommend the preferred Application Software Supplier. The Evaluation Team will have the following members:

E-Z Manufacturing’s management people who have been selected to represent the user community, and who have assisted in the definition of requirements;

a full time Project-Coordinator, who has a non-technical manufacturing and distribution background with E-Z Manufacturing.

a Project Manager, engaged by E-Z Manufacturing to ensure that a structured methodology is put in place and followed.

1.1.3.3 Third Party System Integrator

E-Z Manufacturing may engage a Third Party System Integrator during this process to manage the implementation of whatever system is selected, and ensure that all hardware, environmental software, and application software components will work together satisfactorily to produce the desired results.

1.1.4 Scope

The Statement of Requirements documents the operational performance, user application and architectural requirements of information systems which are to be implemented.

1.2 Objective of the Statement of Requirements

The Statement of Requirements is intended to provide all of the information which would be required by a potential supplier of solutions to meet E-Z Manufacturing’s needs for systems. The document details:

the process E-Z Manufacturing will follow to procure the systems;

the requirements for Suppliers’ responses to this document; and

the evaluation process.



2.0 INSTRUCTIONS

2.1 Project Schedule

Critical Dates Milestones

XXX Statement of Requirements sent to Suppliers

XXX Inquiries will start to be accepted from Suppliers

XXX Letter of Intent received from Suppliers

XXX Deadline for receipt of responses from Suppliers

XXX Demonstration Package sent to Suppliers

XXX Supplier short list established

XXX Demonstrations and functional evaluation completed

XXX Supplier(s) selected

2.2 Closing Time and Date (Mandatory)

The response to the Statement of Requirements shall be submitted to E-Z Manufacturing no later than 2:00 PM local time, XXX 19__. Late submissions will be returned unopened.

2.3 Clarification

1. Inquiries should be directed by mail or FAX only to:

E-Z Manufacturing

____________________

____________________

Fax: _______________

2. Responses to inquiries will normally be provided in writing to the firm making the inquiry. Every effort will be made to provide a response within twenty-four hours of receipt of an inquiry. If it is determined that the response to the inquiry is of a substantive nature, E-Z Manufacturing reserves the right to provide the response to all firms receiving this Statement of Requirements.

3. At no time during the Supplier selection process will any oral response or clarification be binding upon E-Z Manufacturing.

2.4 E-Z Manufacturing’s Terms and Conditions

2.4.1 Form of Response (Mandatory)



Suppliers are requested to follow the format outlined in Appendix A in structuring their submissions.

2.4.2 Contact Person (Mandatory)

The Response should identify an individual in the Supplier’s organization who is to be contacted in regard to any questions or items needing clarification with respect to the response. Please provide telephone and FAX numbers for this contact.

2.4.3 Supplier Response Table (Mandatory)

Complete the Supplier Response Table and sign the signature page (Appendix G). For each numbered requirement marked with Mandatory or Desirable indicate the degree to which your solution meets the requirements are follows:

Y the solution meets this requirement completely without modification to the standard commercially available versions of your products;

WA the solution meets this requirement through the use of a “work around” which has been detailed, with appropriate requirements paragraph number references in the Exception Tables;

CI the Supplier will modify the standard commercially available versions of the products which comprise the solution so that the solution meets this requirement completely and these modifications are included in the quoted price of the solution;

CE the Supplier will modify the standard commercially available versions of the products which comprise the solution so that the solution meets this requirement completely and these modifications are at E-Z Manufacturing’s expense and have been shown, with appropriate requirements paragraph number references in the Exception Tables;

NA the solution does not meet this requirement.

2.4.4 Exception Table (Mandatory)

Where the questionnaire indicates that modifications or a “work around” will be required for a Supplier’s solution to be fully compliant, the Exception Table must describe the modification or work around required, including an estimated cost.

2.4.5 Receipt of Responses (Mandatory)

The response shall be sent by registered mail, or hand delivered to E-Z Manufacturing in a sealed envelope, clearly marked “Response to E-Z Manufacturing’s Statement of Requirements”:

Registered Mail addressed to:

________________________



________________________

Hand Delivered / Courier to1:

________________________

________________________

2.4.6 Proprietary Information (Mandatory)

All proposals from the Suppliers will be considered confidential during the evaluation process. Extracts of the Suppliers’ Responses to the Statement of Requirements and the costs of their solutions may be used as part of an evaluation team report. Suppliers must indicate in their responses which parts of their response, if any, are confidential.

2.4.7 Proposal Acceptance (Mandatory)

Upon receipt and evaluation of the Suppliers’ response, E-Z Manufacturing may select all or part of any supplier’s solution, or reject all responses and initiate a further search for products.

System cost will be one consideration in the selection of the preferred solution.

2.4.8 Delivery (Mandatory)

Before acceptance by E-Z Manufacturing, E-Z Manufacturing will carry out an acceptance test to confirm that the solution delivered meets the Suppliers’ claims in its response to the Statement of Requirements and any subsequent contract. The Supplier will have five days to correct any deficiencies revealed by the tests.

2.4.9 Number of Copies (Mandatory)

One copy of Volume I, III, and IV of the Supplier’s response are required. Six copies of Volume II of the Supplier’s response are required.

1 Correspondence must not be mailed to this address.



3.0 ENVIRONMENT


1. E-Z Manufacturing is a co-operative owned by a group of XXX who supply the milk for processing and sale. The dairy processing industry is both highly regulated and highly competitive. This environment, together with increasing demands for information from customers, suppliers, governments, and employees, make it essential that management is provided with accurate, timely, and useful information with which to make decisions. The appropriate use of computer technology is central to E-Z Manufacturing’s strategy for survival, growth, and continuous improvement.

2. The current computing technology environment at E-Z Manufacturing is a XXX. All applications were “in-house developed”. The following applications; Payroll, Human Resources, and Shipper’s Payroll, will need to be migrated to the new platform and interfaced with the application software.

3. Standalone microcomputers are extensively used in Accounting, and Production Management. There are extensive and undocumented Lotus 1-2-3 spreadsheet systems.

3.2 User Access Requirements

The following table contains the estimated number of users accessing each of the subsystems with privileges to read only and to update data.

Subsystem Read Only Update

Accounting 17 11

Accounts Payable 8 3

Accounts Receivable 12 6

Human Resources 8 3

Information Services 6 0

Order Entry 12 8

Production Management 9 4

Sales 18 10

Shipping 22 15



This table summarizes the number of workstations required for each department.

Department Quantity

Accounting 10

Accounts Payable 2

Accounts Receivable 5

Branches 4

Data Entry 6

Distribution 1

Executive Management 3

Human Resources 3

Information Services 7

Maintenance Parts 3

Order Entry 6

Production Planning 4

Purchasing 1

Sales 4

Shipping 5

Other 3

3.3 Base Platform Components

In addition to the application products to meet the functional needs of the core business area subsystems, E-Z Manufacturing has requirements for components to support the development and operations activities. These will include:

computer hardware,

operating system(s),

system utilities, performance monitoring, and configuration management aids,

documentation including reference manuals, user manual, training materials, operating standards and procedures, etc.,

communication facilities to support users at remote locations,

terminals/workstations,

printers,

a data base management system,



application software development languages and tools, and

applications to integrate the installed personal computers.

In this Statement of Requirements, Suppliers of applications products are requested to define the configuration best suited to the application software proposed. The system should be sized with sufficient capacity to satisfy data storage, data back-up, response times, and user access requirements as defined by this Statement.

3.4 Installed Equipment

Equipment that is currently owned and installed by E-Z Manufacturing is detailed in the table below.

Type Additional Information Quantity

Display Stations Non-Intelligent 38

Microcomputers Attached through Emulation 29

Stand-alone 18

Printers Attached (system and micro computer) 30

Print Capacities

• Computer Room - Band 700 lpm

• Computer Room - matrix 410 lpm

• Order Desk - 2 matrix 400 cps

• Shipping Areas - 2 matrix 300 cps

• Data Entry - laser 10 ppm

• Other matrix (parallel) 200 cps each

Unattached (microcomputer) 23

Print Capacities

• Matrix (parallel) 200 cps each

• 5 lasers 10 ppm

Total Printers 53

Tape Drives Reel 1600 bpi 1



Type Additional Information Quantity

Cartridge 8 mm 1

Diskette Drives 8 inch with dual magazine 1

Work Station Controllers

Local 3

Remote 4

Communication Controllers

BSC 2

SDLC 4

Cabling Network consists of twinaxial cable and unshielded twisted pair (UTP) using active hub concentrators.

Handheld Computers

45

Handheld Printers 35

Other Handheld Equipment

Modems 14

Lockboxes 4

M/C Controller 1



4.0 EVALUATION PROCESS

1. This section has been developed to guide the preparation of responses to this Statement of Requirements and the activities of the evaluation team. The evaluation of the proposed systems by E-Z Manufacturing will be conducted by an evaluation team. The evaluation process and criteria used to evaluate responses are presented in the following sections.

2. The preparation of this Statement of Requirements, the completion of the questionnaires by potential suppliers and the evaluation of these responses is a very complex process. Our primary focus will be on:

a. the ability of the proposed solution to meet the requirements specified in this statement including functionality, performance guarantees, implementation support and other services;

b. the risk to E-Z Manufacturing as measured by a track record of installation of similar systems in the Dairy Industry and the Supplier’s financial strength;

c. reliability;

d. ease of use;

e. ease of comprehension;

f. the proposed contract;

g. the resources required to acquire, install, implement, operate and support the proposed solutions; and

h. the capability for growth.

4.1 Evaluation of Compliance With Mandatory Requirements

Mandatory requirements have been deemed to be essential for the use to be made of the required system.

Suppliers must be able to demonstrate and substantiate, through references, the capability to meet requirements in the Mandatory classification before the demonstrations and functional evaluations are complete. For functionality not already implemented in existing application software, suppliers should state their undertaking to commit contractually to the availability of the required functionality at specific times.

4.2 Evaluation of Desirable and Optional Features



The team will evaluate responses on the basis of desirable requirements, e.g., those features which would improve the overall solution but which are not essential, and on the basis of optional requirements, i.e., those features that meet the specifications which may be integrated in the future.

Since some desirable and optional characteristics are more important than others, this difference will be reflected in the value of the benefit associated with having the feature.

Additional value will be associated with:

the capability of a Supplier to provide a complete solution to the needs specified in the Statement of Requirements;

the degree of integration of the package components as demonstrated by the use of shared data and process resources.

4.3 Evaluation of User Interface

The evaluation of the “User Interface” will be performed in hands-on sessions involving well-motivated users. Factors to be considered include:

Ease of understanding measured by the time and effort required to achieve sufficient competency to navigate all functions;

The intuitive satisfaction or level of similarity between the users’ natural modes of operation and the system;

Effort required to access desired functions and/or data;

The sufficiency and necessity of the data present to a process or function, (does the information presented meet the needs of the user? And is there unnecessary or redundant data presented? Is all of the data to be entered required?);

Availability, comprehensiveness and ease of comprehension for on-line help including features to assist in locating a function or feature whose command or menu location is not known;

Effort required to escape from an unfortunate selection or from the system in a recoverable manner;

The tolerance of user error both in terms of capabilities to prevent damage or corruption and assistance to the user in recovering from error; and

Degree to which the proposed solution fully integrates the components into a consistent presentation providing for screen layouts, keyboard functions, menu navigation, transfer of control between functional modules, return from selections and printed report layouts.

4.4 Assessment of Supplier Viability

The supplier’s response to the following questions will be evaluated:



1. How long has your firm and each sub-contractor or vendor of part of your solution been in business?

2. How long has your firm been marketing and supporting each of the product components of your proposed solution?

3. How many new customers have signed contracts for each of these specific products in the past twenty four months? Please provide names and telephone numbers.

4. How many employees does your firm and each of your sub-contracts employ?

Broken down by:

Total Organization?

Number in product development for each product proposed?

Number in customer service for each product proposed?

5. Are the people who developed these products currently employed by you or your sub-contractor?

6. How many customer service employees are available to assist E-Z Manufacturing in the following areas:

Tailoring and configuring the solution?

Loading the tables to implement the solution?

Implementation Support?

Training?

Conversion?

7. Where are customer service employees located?

8. How many customers do you have for each product component of the solution on the hardware platform proposed?

9. Is there an active user group for the products proposed?

10. Please provide the annual statements of your firm’s and sub-contractor’s financial position for each of the last three years.

4.5 Supplier References

As one of the first steps in the evaluation process, the evaluation team will conduct a telephone



survey of current users of the products in responses which are deemed complete and compliant. Please provide us with the names of at least 3 references.

4.6 Support Capabilities

The supplier’s ability to support the product during the installation and beyond will be evaluated.

4.7 Functional Demonstration

On or before XXX, 19XX, E-Z Manufacturing will deliver specifications for Demonstration Scenarios to potential suppliers who have received this Statement of Requirements. E-Z Manufacturing will make arrangements with short-listed Suppliers for these demonstrations and the opportunity for user hands-on evaluation.

4.8 Process Overview

1. All responses will undergo an initial evaluation with respect to:

a. completeness;

b. compliancy with mandatory requirements;

c. substantiation of functionality through references;

d. overall capability of the proposed solution to meet present and future needs of E-Z Manufacturing;

e. system performance, reliability, and especially the capability of the hardware to support the workload growth of both the applications to be implemented through this procurement;

f. demonstrated and declared capabilities to provide strong and effective implementation support and on-going maintenance and support for software, and product documentation; and

g. cost.

2. Solutions proposed will be ranked and a selection of not more than 3 solutions will be finalized. Discussions with Suppliers on this short-list will establish the schedule for site visits, demonstrations, and “hands-on” evaluation of the proposed system.

3. The operational scenarios, for use in demonstrating the functionality of proposed solutions, will be specified by E-Z Manufacturing. These “Demonstration Scenarios” will be delivered to all Suppliers who have received this Statement of Requirements. Only Suppliers on the short-list will be requested to demonstrate their solutions.



4. Suppliers on the short-list may be advised of specific areas of concern to E-Z Manufacturing’s evaluation team. These Suppliers will have the opportunity to respond to the specific concerns with guarantees of functionality and performance.

5. E-Z Manufacturing reserves the right to modify any and all of the requirements stated in the Statement of Requirements and to negotiate contractual terms which vary from those proposed here or in responses. E-Z Manufacturing may provide vendors who successfully reach the short-list with a list of additional requirements.

6. By their response to this Statement of Requirements, Suppliers agree to accept the decision of the evaluation team as final.

4.9 Risk Minimization

The risk reduction strategies that apply to the selection of implementation options are:

opportunities for phased modular implementation;

minimization of requirements to develop custom software;

proven solutions - the selection of products based on evidence of successful implementation in similar industries ensure that products will work and that expertise will be available for implementation and on-going support;

base platform selection that will allow for the conversion and interfacing to current E-Z Manufacturing systems that are not being replaced. E.g., payroll, shippers payroll.

base platform selection based on capabilities for growth and opportunities to incorporate future technical advances;

an architecture based on standards or capable of evolving towards them;

a single responsible integrator for as much of the solution as can be contracted; and

the minimum number of parts and suppliers.

4.10 Expansibility

It must be possible to easily upgrade the system without needing to migrate to another platform. The capability for growth is especially significant and this criterion may eliminate those options deploying small base platforms without good capabilities for expansibility.

Expansibility is important to allow for the future growth in the size of E-Z Manufacturing’s data base and processing requirements. Incremental growth capabilities permit E-Z Manufacturing to expand communications, processing and data storage capacities when more is needed. This is far more cost-effective than sizing for future needs in current acquisitions.



4.11 Maintainability

The application environment should be designed to simplify maintenance and future enhancements. This will depend on the following attributes of the proposed solution:

basic design;

number of custom applications needed;

degree of customization of products offered; and

extent to which customization and interfacing utilities can be developed which will not impact E-Z Manufacturing’s option to upgrade the software.

Basic product designs that are data driven will provide superior solutions in terms of tailoring the solution to the need without software development.

Implementation on or the capability to easily interface with a widely used Fourth Generation Language and Data Base Management System would provide an environment for enhancement of solutions and assure the availability of trained people to undertake the enhancement.

4.12 Database

The technical architecture should include a data base management component to:

enable response to unpredicted demands for information;

support the management of data, the controls on access to data, the provision of facilities to maintain data integrity and ensure recoverability of data after system failure; and

support and facilitate applications development and maintenance activities.

To the greatest degree feasible, data shared by different subsystems should share the same database structure. This facilitates interfacing and avoids duplication of the same data in different applications with consequent consistency problems.

For shared data the same file structure should also be used by the customized subsystems to minimize the number of base-platforms to be supported, enhanced and maintained.

Modification of information in one or more subsystems should automatically cause the update of related data (replicated or derived) in another subsystem. For critical data, this update should take place instantaneously, allowing up-to-date information to be made available to the users.

4.13 Development Tools

The evaluation of technical features of the base platforms will include the examination of the capability to support program code development and implementation in an integrated environment, supporting:

computer aided software engineering (CASE);

programmer data base access;



programming language generation;

source code libraries;

source and object code version management; and

automated screen manipulation and report generation.

A Fourth Generation Language and a Relational Database Management Systems (RDBMS) offer a superior development environment. Support for compatible development on a multi-user host computer as well as on a personal computer (PC) workstation provides for reduced risk and performance impacts by developing programs on PCs and later transporting these programs to the host environment.

4.14 Single Source Comprehensiveness

A critical factor in the minimization of risks and the maintainability of systems is a single architecture, consistent end-user interfaces and a high degree of application fit. E-Z Manufacturing prefers a comprehensive solution proposed by a single supplier.

4.15 Impact Analysis

The operational impact in terms of changes to the organization of work, user training, user support needs, and technical support requirements of the technical environment, base platforms and applications are key elements in the evaluation of any solution option.

4.16 Conversion

Previous experience in conversions will be taken into consideration in the evaluation. Having facilities and tools to assist in this process will also be considered beneficial.

4.17 Completeness Checklist

The following documents are required with the submission of the proposal responding to this Statement of Requirements.

1. Complete Supplier response package consisting of:

Compliance Checklist

Exception List

Supplier Response Table

Other Requested Materials

2. List of sub-contractors (if applicable)



5.0 GENERAL REQUIREMENTS

5.1 User Interface

The applications will be used by users at every level of the organization. Generally speaking the user community will include:

Management

System Administrator

End-Users with various needs for access to functionality

User Support personnel

5.1.1 Consistency (Mandatory)

All applications must present a consistent user interface with respect to function selection, data entry (decimals, dates), control keys (cursor, shift, alt, control and function keys), involving HELP, the positioning of standard data on screens and reports and the response to user error.

All dates must be entered, stored, and displayed in the same format.

5.1.2 Menus (Mandatory)

Access to all applications must be through menus. Suppliers should be able to demonstrate features such as menu bars available during execution of all functions and “hot-keys” for transferring between functions.

5.1.3 Help (Mandatory)

The user must have access to on-line HELP facilities, to both assist in problem determination and to provide additional information regarding the function.

5.1.4 Key Information (Mandatory)

The system should support on-line look-ups of key field information within data entry and inquiry processes. When a key field is to be entered the user should be able to request a scrolling list of choices and selections from the list should automatically become candidates for the related processes. Whenever the key data is entered the system should immediately present all relevant attributes related to that key value.

This includes the ability to look-up key field information by description or name i.e., customer, vendor, item, General Ledger account, employee.

5.2 Functionality

5.2.1 (Mandatory) Signing Numerics



The system must automatically sign numeric entries based on the default sign for the transaction. E.g., credits should display a negative without the operator keying the minus sign.

5.2.2 (Mandatory) Unit of Measure

Global common unit of measure must be available for all finished goods products.

5.2.3 (Mandatory) Accounting Periods

User defined accounting periods must be allowed with the ability to specify beginning and ending dates for each.

5.2.4 (Mandatory) Error Messages

System must present at least two (2) levels of error messages:

1. Error - user can not proceed until error is corrected.

2. Warning - user can override the warning and proceed without making corrections.

5.2.5 (Mandatory) Implementation

Application implementation must support inherent designs of the operating system, and not attempt to override them.

5.3 Platform

5.3.1 Configuration

5.3.1.1 Mandatory The supplier will propose a configuration which will allow the running of the proposed software at the performance level specified.

5.3.1.2 Mandatory Must be designed to provide easy installation and support.

5.3.1.3 Mandatory Must be designed for use in a distributed environment that supports the use of multiple similar devices.

5.3.1.4 Mandatory Must be capable of supporting external portable terminals, e.g., handheld computers.




5.4.1 Software Support

5.4.1.1 (Mandatory) License Support

Suppliers should provide a software license support service that guarantees call back within two hours for all trouble and fault reports.

5.4.1.2 (Mandatory) On-Site Expertise

The Supplier must be able to make available technical personnel with in-depth knowledge of the products and applications to assist in implementation and upon request. Please present per diem costs for these resources.

5.4.2 Accessibility and Usage

The functional requirements of each user group are defined in the individual sections of this Statement of Requirements.

5.4.2.1 (Mandatory) The system must be accessible from remote locations over dial-up and leased lines.

5.5 Security

5.5.1 Mandatory All users must identify themselves through name and password control upon first accessing the system.

5.5.2 Mandatory Passwords should never appear on screens or printed functions, except in systems administration functions.

5.5.3 Mandatory The minimum security requirements are a combination of functional and file level security by user or user group.

5.5.4 Desirable The desired security level would be sufficient to control access by user down to the data element (field) level.

5.5.5 Mandatory The system should provide control for the type of access to data (read, write, delete, copy) at the file level by user or user group.




Solution requires integrated information resources maintained and used by many applications in a compatible technical environment. In this context the word integrated should be taken to mean:

5.6.1 Mandatory The database and database management system must be common to all applications that exist on the platform and must be relational in nature.

5.6.2 Desirable Data should not be maintained in redundant versions or through redundant processes.

5.6.3 Mandatory If redundant data is stored, the system must assure the consistency of redundant data.

5.6.4 Mandatory All subsystems must have the capabilities of delivering data to other automated systems.

5.6.5 Mandatory Modification of data in one or more subsystems must automatically update related data in all subsystems.

5.6.6 Mandatory All subsystems must have the capabilities of accepting data from other automated systems.

5.6.7 Mandatory The implementation of the systems must provide capabilities to support sophisticated queries of the information resources. Data structures must be capable of being integrated with customized software.

5.6.8 Mandatory Data entry and update processes must perform validity and consistency checks on all entered data. This includes ensuring that all mandatory data has been entered.

5.6.9 Mandatory Applications must have the capability to handle comparisons of dates through the next century. E.g., Jan 1, 2000 > Dec. 1, 1999.

5.6.10 Mandatory Any functions that require exclusive use of data files must be identified and documented.

5.6.11 Mandatory Subsystems should be designed to ensure timely updating of information. Critical data updates should take place instantaneously.

5.7 Performance



5.7.1 Mandatory Except where otherwise specified, users require online access for maintaining master and control information, entering transactions, approving the application of transactions such as, posting of journal entries, and processing inquiries. Response time requirements are 2 seconds or less for devices not using telecommunication services.

5.8 Growth

5.8.1 Mandatory The system must allow for growth capabilities to handle expansion of communications services, processing demands, and data storage, as required.


The documentation for the overall system must:

5.9.1 Mandatory Provide descriptions of how to install and maintain systems.

5.9.2 Mandatory Describe how to use each component in terms that non technical users can understand.

5.9.3 Mandatory User documentation must clearly define the procedures to be followed for all data entry, processing, reporting and other user functions.

5.9.4 Mandatory System documentation for use by application support personnel, must include all data definitions, functional specifications and procedures for application setup, conversion and integration.

5.9.5 Mandatory Source code must be provided to allow for problem determination.


Suppliers should specify the training requirements and course costs to achieve the following

5.10.1 Mandatory Personnel must become competent in all activities required for the functional use of hardware and software.

5.10.2 Mandatory Select staff will also become competent in systems administration and will also be able to train new users after the implementation of the subsystem.



5.10.3 The proficiency levels of different groups of users must be taken into account when designing and delivering the training program. The training must be delivered at the appropriate proficiency levels. Some users may have limited computer experience.

Suppliers must specify the training curricula recommended for the following:

5.10.3.1 Mandatory Basic Keyboarding skills

5.10.3.2 Mandatory Application - Interfaces

5.10.3.3 Mandatory Application - User Functionality

5.10.3.4 Mandatory Application - Systems Management


5.11.1 (Mandatory) Fault Recovery

There must be a recovery mechanism that ensures data integrity to the business function level. E.g., transaction synchronization with data logging sufficient to reconstruct the data. The computer systems must ensure that, following a computer failure, data is recoverable automatically where possible and with the assistance of an operator via a restore from backup.

5.11.2 Auditability

5.11.2.1 Mandatory The system should automatically provide audit trails for all transaction detail.

5.11.2.2 Desirable The system should be capable of enabling a logging feature that will record before and after change images and identify the operator, stations, date and time of the change.

5.11.2.3 Mandatory Reporting tools for audit trails should permit the system administrator to browse the logs and to specify inquiries based on file and record identifiers, date and time, operator, stations or a text search for a string within a log.


The detailed reporting requirements have been defined in the individual section of this report for each subsystem. In general there are standard reports, user definable reporting facilities and ad-hoc reporting facilities.



All reports should provide the following:

5.12.1 Mandatory Title, page number, report data, rundate and time must be shown consistently on all pages of all reports.

5.12.2 Mandatory All reporting modules must provide for special forms alignment, interrupting the print operation, backspacing and forward spacing specified number of pages and single page and page blocks recoveries.

5.12.3 Mandatory Tools must be provided to create user-defined reports.

5.12.4 Mandatory The system must provide the capability to be printed directly or made available for screen viewing. After viewing, the report can be printed, purged or retained for future use in its soft copy form.

5.12.5 Mandatory The system must be capable of reprinting reports.


5.13.1 Desirable Supplier should provide details on experience with conversion functionality and utilities.

5.14 Suppliers

5.14.1 Supplier Organization

5.14.1.1 Mandatory Supplier must provide responses to the questionnaire in Section 1.5.4.

5.14.1.2 Mandatory Supplier must provide a clear and concise statement of direction for their product(s).

5.14.2 Supplier References

5.14.2.1 Mandatory Supplier’s response must provide a list of reference sites for each product proposed.

5.14.3 Support Capabilities

5.14.3.1 Mandatory Implementation Assistance.

Proof of the success of the Supplier in installing the same products in a similar organization is essential.



5.14.3.2 Desirable In addition to customer references, Suppliers may provide sample Implementation Plans, Training Plans, Training Materials, Software maintenance licensing and support plans and agreements.

5.14.4 Functional Demonstration

5.14.4.1 Mandatory A demonstration of the proposed system is required. E-Z Manufacturing will make arrangements with short-listed Suppliers for these demonstrations and the opportunity for user hands-on evaluation.

5.14.5 Life Cycle Resource Requirements

5.14.5.1 Mandatory The cost of the proposed solution will be an evaluation criterion. These costs will include one-time costs, recurring annual and monthly costs, incremental costs for upgrades and expansion. Please propose a contract addressing the following:

this questionnaire and all responses to questions and concerns must be written into the agreement.

payments must be based on specific delivery achievements which demonstrate that requirements have been met.

costs must be specified for all components and options proposed in your solution and include all documentation required for the use, operation, and maintenance of the products.

costs must include acquisition, customization, training, conversion assistance, licensing, and maintenance.

ownership of all components must be clearly defined.

warranties for performance.

right to terminate.

remedies for breach.

5.14.6 Acceptance

5.14.6.1 Mandatory By the supplier’s response to this Statement of Requirements, Suppliers agree to accept the decision of the evaluation team as final.



6.0 APPLICATION OVERVIEW

6.1 Logical Structure of Named Subsystems

The subsystems described in the following sections of this document represent a logical decomposition of the systems and functionality required.

The respondents should not be concerned about providing the structure indicated but rather should focus on indicating how the functionality is accomplished in the proposed solution.

6.2 Operation Volumetrics

6.2.1 Accounts Payable Operational Volumetrics and Retention

Data Flow Current Required

1 Year Volume

Active Volume

1 Year Volume

Active Volume

Suppliers 4000 4000 4000 4000

Purchase History 4000 8000 4000 8000

Transactional 28000 56000 28000 56000

Supplier Payments 28000 56000 28000 56000

Cheque Issued 20000 20000 20000 2000

Explanations for some of this volume information are detailed below:

Purchase History - current and previous year-to-date balances.

Transactional - includes vouchers and subsequent payments representing total volume.

Payments - tracking of payments: often multiple invoices per payment to supplier.

6.2.2 Accounts Receivable Operational Volumetrics and Retention


1 Year Volume

Active Volume

1 Year Volume

Active Volume

Customers 7000 7000 7000 7000

Sales History 7000 14000 7000 14000

Invoices 265000 265000 265000 560000

Payment History 200000 200000 200000 200000

Explanations for some of above data volumes are shown below:



Customers - available buyers of finished goods products.

Sales History - current and previous year-to-date sales by customer.

Payment History - detail payment transactions by invoice.

Invoices - invoices represented by one summary record.

6.2.3 Budgets Operational Volumetrics and Retention


1 Year Volume

Active Volume

1 Year Volume

Active Volume

Sales 3500 3500 3500 7000

Production 800 800 800 1600

Accounting 2500 2500 2500 5000

Manpower 800 800 800 1600

Fiscal Periods 12 12 53 106

Explanations for some of above data volumes are shown below:

Sales: period budget for finished goods products - includes values for selling unit, dollars and equivalent units; specific by selling branch.

Production: period budget for finished goods products - includes values for packages; specific by manufacturing plant.

Accounting: period budget for general ledger accounts - dollars only mainly profit and loss accounts.

Manpower: period budgets for employee hours worked - currently one record per employee.

6.2.4 Costing Operational Volumetrics and Retention


1 Year Volume

Active Volume

1 Year Volume

Active Volume

Ingredients 1500 1500 1500 1500

Formulas 9000 9000 9000 9000

Experimental Costing 31500 31500 31500 31500

Non-inventory Costs 100 100 100 100

Costing History - - 5000 10000



Explanations for some of the above data volumes are shown below:

Ingredients - inventory items required to produce a finished goods product.

Formulas - production recipes for finished goods products, including ingredients and non-inventory costs.

Experimental Costing - replicated ingredients, costs and formulas providing “what if?” experimentation - three concurrent versions supported.

Non-inventory costs - labour, overhead, direct and indirect processing costs.

Costing History - required for trend analysis of changes by ingredient over multiple periods.



7.0 INVENTORY

7.1 Scope

Inventories of raw materials, work in progress, finished goods, and supplies, and the careful management of them are critical to the operations of E-Z Manufacturing.

E-Z Manufacturing requires an integrated system control inventory levels and turnover rates, monitor security, and to provide the information required to determine the critical balance between shortages and oversupply. Inventories must be maintained and tracked in various locations. The inventory system must be able to:

maintain item information;

maintain item information by warehouse and lot;

maintain unit of measure conversion tables;

maintain branch and warehouse informational

process inventory transactions;

process physical counts;

maintain inventory transaction history;

produce user defined reports detailing inventory information; and

interface with purchasing, order processing, general ledger, and costing.

7.2 Software Requirements

Specific requirements are inserted here.


APPENDIX A - GUIDELINES TO SUPPLIER RESPONSE

1. GENERAL GUIDELINES

To aid in the evaluation process, suppliers are requested to strictly adhere to the format for response as outlined in the next section. The format for response consists of four volumes.

The supplier must be compliant with the provisions of Section 1.3.4, E-Z Manufacturing’s Terms and Conditions, in order that the supplier’s proposal in Volumes I and III must be brief and to the point. NO value is attached to the verbosity of responses.

If any of the items on the response tables have been left blank, it will be assumed that the answer to the item is an “NA”.

2. FORMAT FOR RESPONSE

A table of contents has been outlined for the supplier’s response to the E-Z Manufacturing Statement of Requirements. Suppliers are required to submit their proposals in exactly the same format, the content of their response being governed by the requirements listed in the main body of this document.

It is mandatory that the supplier provide a response to all sections of Volumes I and II. It is optional for the supplier to provide Volumes III and IV.

The supplier declaration page should be signed and include as the first page of Volume I of the response.

VOLUME I

Section 1 Executive Summary

Suppliers should highlight the noteworthy features of their response.

Section 2 Supplier Profile

The supplier must establish a profile of its organization and that of any subcontractors which are included in the response. Clear responses to the questions listed in Section 1.5.4 of this document must be provided.

Section 3 References for Proposed Solution

Suppliers should submit the name, address, contact person, telephone number, and products installed for all current users of the application software products described in this response.

Section 4 Support Commitment

The degree to which the supplier can commit resources to assist in the implementation process following this procurement and the different levels of commitment offered in terms of:

Section 4.1 Installation

The services which the supplier is able to offer at the installation stage.

Section 4.2 Training

Provides details of the supplier’s training organization capability. A brief description of the supplier recommended training courses may also be included in this section.

Additional details on training would be given in Volumes II and III.

Section 4.3 On-going Application Support

List the kinds of application support which the supplier is able to offer to E-Z Manufacturing.

Section 5 Base Platform

The base platform components which need description in this section are outlined in Sections 1.4.3 and 1.4.4 of the main document.

Section 5.1 Technical Description

Provide a brief technical description of the base platform components recommended to meet E-Z Manufacturing’s requirements including their expansibility and maintainability. Product brochures and additional documentation for each component may be included in Volume IV. It would be helpful if a diagram of the integrated hardware components of the base platform were to be included here.

Section 5.2 Sizing

Using the data volumes in Section 3, the User Access Requirements in Section 1.4.2 and the Performance Requirements Section 2.7 (along with the suppliers’ own knowledge of their recommended solution), provide a sizing for the base platform. The configuration should include a detailed Part Number, a brief description and the quantity required of each item.

Section 6 Warranties

Describe the warranty available on each component of the solution.

Section 7 Standard Form of Contracts and Agreements

Suppliers should attach a copy of each of their standard contracts and agreements which would be applicable to this procurement.

Appendix A Financial Statements

Provide a copy of the Annual Statement of your firm’s position, and that of all of your sub-contractors, for the last three fiscal years.

VOLUME II

Section 1 Response to Software Requirements

Suppliers should fill out the appropriate column of the Supplier Response Table. Permissible answers have been provided in section 1.3.4 of the main document.

Section 1.1 Exception Tables

For any items where the reply is WA, CI, or CE, the supplier should fill out the exception table. Copies of the exception tables are available in Appendix C.

Section 2 Response to Compliance Checklist

Suppliers should fill out the appropriate columns.

Section 3 Financial Response

Suppliers should fill out the financial response table, provided in Appendix E of this document.

Complete costs should be included, and if any cost headings have been omitted, suppliers should make the necessary inclusions.

Section 4 Supplier Comments Table

If the supplier wishes to add additional comments for any item in any of the checklist, this may be done by entering an asterisk (*) in the appropriate column against the item concerned. The actual comment should then be entered in the Supplier Comments Table.

Copies of this table have been included in Appendix F of this document.

VOLUME III

Section 1 Implementation Plan

Provide details of an Implementation Plan which the supplier thinks appropriate to E-Z Manufacturing’s situation and environment.

Section 2 Training Plan

Provide details of a Training Plan which the supplier thinks appropriate to E-Z Manufacturing’s situation and environment.

Section 3 Hardware Maintenance Plan

Provide details of a Hardware Maintenance Plan which the supplier thinks appropriate to E-Z Manufacturing’s situation and environment.

Section 4 Software Maintenance and Support Plan

Provide details of a Software Maintenance and Support Plan which the supplier thinks appropriate to E-Z Manufacturing’s situation and environment.

Section 5 Documentation Plan

Provide details of a Documentation Plan which the supplier thinks appropriate to E-Z Manufacturing’s situation and environment.

VOLUME IV

Section 1 Volume Table of Contents

Since this volume is essentially unstructured, suppliers must provide a table of contents.

Section 2 Supplier Literature

The literature may consist of brochures, technical descriptions of hardware and system software components, manuals or any form of printed material which the supplier feels will significantly add to the evaluation team’s knowledge of the proposed offerings. The contents of this volume must be placed in a binder(s) and tables inserted to delineate the sections specified in the volume table of contents.


User ID Company Confidential Page 34


APPENDIX B - SUPPLIER RESPONSE TABLE



REF # CLASS DESCRIPTION Y WA CI CE NA *

2 General Requirements

2.1 User Interface

2.1.1 Mandatory Consistent User Interface2.1.2 Mandatory Menus - access to all applications2.1.3 Mandatory HELP facilities2.1.4 Mandatory Look-ups using key information

2.2 Functionality

2.2.1 Mandatory Automatically sign numeric entries2.2.2 Mandatory Global unit of measure2.2.3 Mandatory User defined Accounting Periods2.2.4 Mandatory Error Messages - 2 levels2.2.5 Mandatory Support design of Operating System

2.3 Platform

2.3.1 Configuration2.3.1.1 Mandatory Configuration meets performance level2.3.1.2 Mandatory Easy installation and support2.3.1.3 Mandatory Distributed environment2.3.1.4 Mandatory Support external portable terminals, e.g. hand-held computers


2.4.1 Software Support2.4.1.1 Mandatory Support within two hours2.4.1.2 Mandatory Supply On-Site Expertise with rates2.4.2 Accessibility and Usage2.4.2.1 Mandatory Accessible from remote locations over dial-up and leased lines

2.5 Security

2.5.1 Mandatory Name and password control2.5.2 Mandatory Passwords should never appear on terminal screens2.5.3 Mandatory Combination of functional and file level security by user or user group2.5.4 Desirable Data element (field) level security2.5.5 Mandatory Access control to data (read, write, delete, copy) at the file level…


2.6.1 Mandatory Common database and database management system2.6.2 Desirable No redundant data2.6.3 Mandatory System consistency if data redundant2.6.4 Mandatory Subsystems data interfaces2.6.5 Mandatory Data in subsystems must automatically update related data in all subsystems2.6.6 Mandatory Subsystems must be capable of accepting data from other automated systems2.6.7 Mandatory Must support sophisticated queries of the information resources2.6.8 Mandatory Must perform validity and consistency checks on all entered data2.6.9 Mandatory Must handle comparisons of dates through the next century2.6.10 Mandatory Subsystems that require exclusive use of data files must be documented2.6.11 Mandatory Subsystems should be designed to ensure timely updating of information




2.7 Performance

2.7.1 Mandatory Response time is 2 seconds or less for devices not using telecommunication

2.8 Growth

2.8.1 Mandatory Able to handle expansion of processing demands, and data storage, as required


2.9.1 Mandatory Provide descriptions of how to install and maintain system2.9.2 Mandatory Describe how to use each component in non technical terms2.9.3 Mandatory User documentation clearly defines the procedures all processes2.9.4 Mandatory System documentation, includes design and setup information2.9.5 Mandatory Source code provided


2.10.1 Mandatory Training in all activities required for the functional use of hardware and software2.10.2 Mandatory Select staff will also be trained in systems administration and "train trainers"2.10.3 Suppliers must specify the training curricula recommended for the following:2.10.3.1 Mandatory Basic Keyboard Skills2.10.3.2 Mandatory Application - Interfaces2.10.3.3 Mandatory Application - User Functionality10.2.3.4 Application - Systems Management


2.11.1 Mandatory Fault Recovery - recoverable automatically, transaction synchronization2.11.2 Auditability2.11.2.1 Mandatory The system should automatically provide audit trails for all transaction detail2.11.2.2 Desirable The system should be capable of enabling a before and after logging feature2.11.2.3 Mandatory Reporting tools for browsing audit trails


2.12.1 Mandatory Title, page number, report date, rundate and time must be shown consistently2.12.2 Mandatory Provide for special forms alignment, interrupting the print operation…2.12.3 Mandatory Tools must be provided to create user-defined reports2.12.4 Mandatory Choose to print directly or made available for screen viewing2.12.5 Mandatory The system must be capable of reprinting reports


2.13.1 Desirable Provided details on experience with conversion functionality and utilities

2.14 Supplier

2.14.1 Supplier Organization2.14.1.1 Mandatory Provided responses to the questionnaire in Section 1.5.42.14.1.2 Mandatory Provided a clear and concise statement of direction for their product(s)2.14.2 Supplier References2.14.2.1 Mandatory Provided a list of reference sites for each product proposed2.14.3 Support Capabilities2.14.3.1 Mandatory Provided proof of the success of the Supplier in similar organization2.14.3.2 Desirable Provided sample Implementation Plans, Software maintenance licensing…




2.14.4 Functional Demonstration2.14.1 Mandatory Can you provide a demonstration of the proposed system2.14.5 Life Cycle Resource Requirements2.14.5.1 Mandatory Proposed contract provided2.14.6 Acceptance2.14.6.1 Mandatory Suppliers agree to accept the decision of the evaluation team as final

4 Inventory

The Inventory System:File MaintenanceMaintain Item Information

4.2.1 Must be able to maintain information on inventory items as follows:4.2.1.1 Mandatory • item number4.2.1.2 Mandatory • description4.2.1.3 Mandatory • short description4.2.1.4 Mandatory • inventory unit of measure4.2.1.5 Mandatory • weight4.2.1.6 Mandatory • specific gravity4.2.1.7 Mandatory • equivalent units per item4.2.1.8 Mandatory • quantity per milk basket4.2.1.9 Mandatory • quantity per case4.2.1.10 Mandatory • quantity per pallet4.2.1.11 Mandatory • UPC number4.2.1.12 Mandatory • default vendor4.2.1.13 Mandatory • order multiple4.2.1.14 Mandatory • lot control flag (Yes or No)4.2.1.15 Mandatory • substitute permitted flag4.2.1.16 Mandatory • substitute item number4.2.1.17 Mandatory • backorders permitted flag4.2.1.18 Mandatory • default selling price4.2.1.19 Mandatory • economic order quantity4.2.1.20 Desirable • storage parameters (dry, cool, frozen)4.2.1.21 Desirable • shelf life4.2.1.22 Mandatory • cycle count frequency4.2.1.23 Desirable • Material Safety Data Sheet required (Yes or No)4.2.1.24 Desirable • invoice sequence4.2.1.25 Desirable • inventory sequence4.2.1.26 Mandatory • item status4.2.1.27 Mandatory • tax status, provincial tax4.2.1.28 Mandatory • tax status, GST4.2.1.29 Mandatory • tax status, other

Posting Categories for the Following:4.2.1.30 Mandatory • inventory value (balance sheet)4.2.1.31 Mandatory • sales, rebates, cost of sales, in dollars4.2.1.32 Desirable • sales units4.2.1.33 Mandatory • labour and overhead earned by production (plant cost absorption)4.2.1.34 Desirable • production units4.2.1.35 Mandatory • materials cost of manufacturing4.2.1.36 Mandatory • cost of usage

User Defined Category Codes, which may include the Posting Categories listed above, as follows:

4.2.1.37 Mandatory • major classification code




Within each major classification:4.2.1.38 Mandatory • one category containing two additional levels of nested sub-categories4.2.1.39 Mandatory • one category containing one additional level of sub-category4.2.1.40 Mandatory • 1 category containing 1 additional level which contains 2 sets of unrelated ones4.2.1.41 Mandatory • four additional unrelated categories4.2.2 Mandatory Must be able to consolidate transactions for items which differ only by flavour4.2.3 Must update the following item information as a result of system processes:4.2.3.1 Mandatory • standard cost4.2.3.2 Mandatory • weighted average cost4.2.3.3 Mandatory • last cost4.2.3.4 Optional • LIFO cost4.2.3.5 Optional • FIFO cost4.2.3.6 Desirable • ABC classification, based on movement, according to user-defined rules4.2.4 Mandatory Must be able to perform mass updates to posting categoriesMaintain Item Information By Warehouse and Lot4.2.5 Must be able to maintain information by item and warehouse as follows:4.2.5.1 Mandatory • location4.2.5.2 Mandatory • lot location4.2.5.3 Mandatory • safety stock (minimum stock)4.2.5.4 Mandatory • maximum stock4.2.5.5 Mandatory • picking sequence4.2.5.6 Desirable • default "transfer from" branch4.2.5.7 Mandatory • buyer4.2.5.8 Desirable • planner4.2.6 Mandatory Multiple locations for an item in a warehouse with quantities per loc.4.2.7 Must update the following item by warehouse and lot information…4.2.7.1 Mandatory • quantity on hand4.2.7.2 Mandatory • quantity expected4.2.7.3 Mandatory • quantity committed4.2.7.4 Mandatory • date of last physical count4.2.7.5 Desirable • lot expiry dateMaintain Unit of Measure Conversion Tables4.2.8 Must allow global units of measure (UOM) to be maintained as follows:4.2.8.1 Mandatory • UOM code4.2.8.2 Mandatory • description4.2.8.3 Mandatory • base UOM (e.g. kilograms, litres, or centimetres)4.2.8.4 Mandatory • conversion factor4.2.9 Must allow item specific units of measure to be maintained as follows:4.2.9.1 Mandatory • item number4.2.9.2 Mandatory • UOM code4.2.9.3 Mandatory • UOM description4.2.9.4 Mandatory • base UOM (e.g. kilograms, litres, centimetres, eaches)4.2.9.5 Mandatory • conversion factorMaintain Branch Information4.2.10 Must be able to maintain information on branch locations as follows:4.2.10.1 Mandatory • branch ID code4.2.10.2 Mandatory • branch name4.2.10.3 Mandatory • branch addressMaintain Warehouse Information4.2.11 Must be able to maintain information on warehouses as follows:4.2.11.1 Mandatory • warehouse ID code4.2.11.2 Mandatory • warehouse name4.2.11.3 Mandatory • branch IDMaintain Transaction Types4.2.12 Must be able to set up inventory transaction types, including the following:4.2.12.1 Desirable • transaction ID4.2.12.2 Desirable • description




4.2.12.3 Desirable • required entry screen elements4.2.12.4 Desirable • default entry screen elements4.2.12.5 Desirable • inventory effects4.2.12.6 Desirable • posting activityProcess Transactions4.2.13 Must have the ability to enter inventory transactions including the following:4.2.13.1 Mandatory • dumps, with reason, for unsaleable product4.2.13.2 Mandatory • transfers between warehouses4.2.13.3 Mandatory • movement between locations4.2.13.4 Mandatory • sundry sales4.2.13.5 Mandatory • write-offs, with reason4.2.13.6 Mandatory • adjustments, with free form comments4.2.13.7 Desirable • changes in identity, with adjustment transactions based on comparative values4.2.14 Mandatory Must maintain history on inventory transactions4.2.14.1 Mandatory • history must identify the source of the transaction by subsystemProcess Physical Counts4.2.15 Mandatory Must be able to print physical inventory count sheets…4.2.16 Mandatory Must be able to enter and store physical counts…4.2.17 Mandatory Must be able to report on physical vs. theoretical inventory levels…4.2.18 Mandatory Must be able to edit physical counts4.2.19 Mandatory Must have the ability to post physical counts, creating transactions…4.2.20 Must have the ability to select items for cycle counting by:4.2.20.1 Desirable • system generated ABC code4.2.20.2 Desirable • cycle count frequency and date of last physical count4.2.20.3 Mandatory • user defined item group4.2.20.4 Mandatory • warehouse4.2.20.5 Optional • expiry date4.2.21 Desirable Must display transactions for an item since it was selected for cycle counting…4.2.21.1 Desirable • must allow for selected transactions when calculating adjustment qtys to postInterfaces of Other SystemsPurchasing4.2.22 Mandatory Quantities must be updated by receipts and returns4.2.23 Mandatory Item information must be available for purchase orders and for look-upOrder Processing4.2.24 Mandatory Quantities must be updated by loads and other transactions4.2.25 Mandatory Item information must be available for orders and for look-upGeneral Ledger4.2.26 Mandatory Transactions must create appropriate journal entries4.2.27 Mandatory Item information must be available for budgets and posting category informationCosting4.2.28 Mandatory Item costs must be updated by loads, receipts, etc.4.2.29 Mandatory Item information must be available for the costing of production ordersInquiries and Reports4.2.30 Must be able to produce all reports and inquiries with any combination… etc.4.2.30.1 Mandatory • Note: selection criteria must have range capability4.2.30.2 Mandatory • item4.2.30.3 Mandatory • user defined item group4.2.30.4 Mandatory • warehouse4.2.30.5 Mandatory • lot4.2.30.6 Desirable • date of manufacture4.2.30.7 Optional • expiry date4.2.30.8 Mandatory • transaction type4.2.30.9 Mandatory • transaction date4.2.30.10

Mandatory • buyer

4.2.30.11

Mandatory • planner




4.2.30.12 Desirable • ABC code4.2.30.13

Mandatory • value of on-hand

4.2.31 Mandatory Must be able to product a Reconciliation Report, showing the following info:opening inventory

+ purchase receipts+ production receipts+ transfers in+ returns to stock- loads out- transfers out- production issues- dumps- write-offs- adjustments= theoretical on-hand- physical count= variance

4.2.32 Must be able to report the following inventory information:4.2.32.1 Mandatory • valuation4.2.32.2 Mandatory • turnover rate4.2.32.3 Desirable • weeks' stock on hand4.2.32.4 Mandatory • usage4.2.32.5 Mandatory • loads out4.2.32.6 Mandatory • variance4.2.32.7 Mandatory • lot disposition based on raw material or finished good lot number4.2.33 Must provide inquiries and reports of the following general types:4.2.33.1 Mandatory • as of this date or period end compared with last year4.2.33.2 Mandatory • for any portion of this fiscal year compared with prior year4.2.33.3 Mandatory • trend information, over two fiscal years4.2.33.4 Mandatory • exception information based on certain user supplied parameters.



APPENDIX C = - EXCEPTION TABLE



ITEM NUMBER COMPLIANCE LEVEL

MODIFICATION COST

COMMENTS



APPENDIX D - COMPLIANCE CHECKLIST



Reference Number

Description Compliance (Y/N)

Comments

1.3.1 Project Schedule

1.3.2 Closing Time and Date

1.3.4.1 Form of Response

1.3.4.2 Contact Person

1.3.4.3 Supplier Response Table

1.3.4.4 Exception Table

1.3.4.5 Receipt of Responses

1.3.4.6 Proprietary Information

1.3.4.7 Proposal Acceptance

1.3.4.8 Delivery

1.3.4.9 Number of Copies

1.5.4 Assessment of Supplier Viability

1.5.7 Functional Demonstration

1.5.17 List of Subcontractors



APPENDIX E - FINANCIAL RESPONSE



1. INSTRUCTIONS

Please take the time to read these instructions carefully before filling out the Financial Response Cost Table. A copy of these instructions must be included with the Financial Response, duly initialled to indicate that the supplier has read and fully understood these instructions.

The Financial Response as 10 columns. The following is a description of each column.

Category (Cat)

The response has been divided into 9 categories which are of interest to E-Z Manufacturing. Some of these will make up the cost to E-Z Manufacturing for the supplier’s recommended solution. Other categories have been included for E-Z Manufacturing’s information and imply that the supplier will make available the service/product, at the cost specified, if E-Z Manufacturing wishes to place an order for the same.

Serial Number (#)

A running serial number within a category to denote headings of interest.

Description

The supplier should provide a brief description of the product/service. E-Z Manufacturing has indicated the headings of interest.

Quantity

The quantity of the product/service which the supplier recommends to meet E-Z Manufacturing’s requirements. For a number of categories, the quantity will be 1.

Unit Cost

The cost per unit of the product/service specified. Please indicate in which currency the costs are quoted.

Extension

A calculation of Quantity x Unit Cost.

Modification

If any cost is associated with modifying the proposed item for use by E-Z Manufacturing, this reflects the cost to E-Z Manufacturing. This is especially relevant for Application Software and Optional Application Software.

Total

A calculation of Extension + Modification.

Warranty Period



The number of months the item is covered by the supplier’s warranty.

Maintenance

This is the monthly charge for maintenance and/or support for the item. The maintenance charge will be applicable after the warranty for the item has expired. If maintenance charges are applicable during the warranty period, these charges should be specified as a separate item at the end of the Cost Table.

The following is a brief description of the appropriate response for each category.

A: Base Platform

The supplier should enter all products required for the base platform, including the manufacturer’s part number and description. This includes all hardware except that which is listed in the Optional Devices category.

If system software and utilities are not bundled with the hardware, then indicate these prices separately.

It is up to the supplier to indicate if the proposed solution requires the purchase of language processors or a Data Base Management System by E-Z Manufacturing.

B: Growth Capability

Specify unit prices for each component specified. These prices will not be carried forward to the total.

C: Optional Devices

Unit prices for the following optional devices have to be specified:

1. Printers

E-Z Manufacturing may require printers as outlined in paragraph 1.4.4, Base Platform Components.

2. Terminals

E-Z Manufacturing may have a requirement for between 50 and 100 terminals. The supplier should specify the unit price per terminal keeping in view the volume requirements. The terminals suggested should be appropriate to the solution proposed and should be capable of using all features built into the software in terms of function keys, etc. Also, they should be capable of supporting directly attached printers which may be defined as system printers.

The solution proposed should have the capability of attaching 160 asynchronous devices in this phase. The supplier should quote for connectivity of these devices (terminals, PCs) or indicate whether this cost is included in the base platform.

3. Microcomputer Interface / Software



E-Z Manufacturing has a requirement to attach up to 60 PC devices to the proposed hardware. The supplier should quote for the interface cards, if any, connectors, and software required to achieve this objective.

D: Application Software

The supplier should quote the price for each module separately. If a special price is available for buying the software as a package, all such combinations should be entered at the end of the Cost Table. A note to this effect should be placed in this section.

E: Training

Training cost should be indicated on a per student basis, assuming a class size of 8 or less. E-Z Manufacturing’s preference is to have training conducted on site, and suppliers should indicate if this is not the basis for the cost indicated.

In addition to the application courses, please indicate all other recommended “general” courses, such as User Interface, Ad Hoc Report Generator, System Administration and Security, Material Requirements Planning Concepts, Operating System Software training, etc.

F: Installation

Specify the costs for installation of Hardware, System Software and Application Software. Costs should include cabling for the main system units.

G: Optional Application Software

Indicate the costs for the optional application software listed, if available. Also, indicate additional application software not listed which may, based on supplier’s prior experience with dairy processors, be of interest to E-Z Manufacturing.

H: Conversion

For those suppliers with previous experience in converting data from an IBM System/38 environment to their application subsystems, E-Z Manufacturing is interested in knowing the approximate cost, keeping in mind E-Z Manufacturing’s data volumes.

I: Implementation Support

Quote per diem rates for the categories of staff indicated. E-Z Manufacturing may be interested in having members of the supplier staff on the implementation project team.



Cat # Description Warr. Period

Qty Unit Cost

Extension Modification Total Maintenance

A BASE PLATFORM

1. Base Configuration 1

2. Operating System

3. System Utilities

4. Languages

a.

b.

c.

5. Data Base Management System

6. 4GL

7. Utilities

A SUB-TOTAL, BASE PLATFORM




Qty Unit Cost


B GROWTH CAPABILITY

1. Additional Memory

a.

2. Additional Disk Capacity

a.

3. Addition I/O and Controllers

a.

b.

c.

C OPTIONAL DEVICES

1. Printers

a. High Speed Printer 1

b. Local Printer 6

2. Terminals

a.

b. Connectivity for devices

3. Microcomputer Interface/Software

a. PC Hardware Interface (if required) 60

b. Terminal Emulation software 60




Qty Unit Cost


D APPLICATION SOFTWARE

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

D SUB-TOTAL, APPLICATION SOFTWARE




Qty Unit Cost


E TRAINING Per Trainee

1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

21. General Courses

a.

b.

c.

d.

F INSTALLATION

1. Total Installation, Hardware and Software

TOTAL COST A + D + F

TOTAL MAINTENANCE COST A + D




Qty Unit Cost


G OPTIONAL APPLICATION SOFTWARE

1. Canadian Payroll

2. Human Resource Information System

3. Fleet Management

4. Automated Time and Attendance

5. Milk Shippers’ Payroll

6.

7.

8.

SUB-TOTAL, OPTIONAL APPLICATION SOFTWARE

H CONVERSION

I IMPLEMENTATION SUPPORT Per Diem

1. Programmer

2. Programmer/Analyst

3. Systems Analyst

. Project Leader/Manager

5. Technical Analyst

6. Trainer



APPENDIX F - SUPPLIER COMMENT TABLE



ITEM NUMBER COMMENTS



APPENDIX G - SUPPLIER DECLARATION



This page has to be completed by an officer of the corporation responding, who has been vested with signing authority for that corporation.

Please indicate that all of your responses are correct by signing the declaration below.

I, __________________________________, on behalf of _________________________ _______ do hereby certify that all responses made in this response to the Statement of Requirements, including but not limited to indications of the current and modifiable capabilities of the applications software, the capacity and response time of the hardware, and the estimated costs of providing the goods required under this response to the Statement of Requirements, are true and correct and available to E-Z Manufacturing Ltd.

____________________ ____________________

Signing Party Date

____________________

Title

____________________

Name of Organization

____________________

____________________

____________________

Address



APPENDIX H - INTENT TO RESPOND



This page should be completed and faxed to E-Z Manufacturing “Name”, “Title”, Fax number (---) --------, by ____________ if the supplier intends to respond to the request for proposal.

Organization Name: _______________________________________________

Organization Address: _______________________________________________

_______________________________________________

_______________________________________________

Contact Name: _______________________________________________

Telephone Number: _______________________________________________

FAX Number: _______________________________________________

_______________________________________ _____________________

Signing Party Date

_______________________________________

Title


example rfp for financial software

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