The Mysore paper Mills Ltd.,
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1 The Mysore paper Mills Ltd., Regd. Office : 16 / 4, Ali Asker Road Bangalore Karnataka State Factory : Paper Town Bhadravati Karnataka State EXPRESSION OF INTEREST (EOI) For Study, Design, Development, Implementation and after Sales Services of Enterprise Resource Planning (ERP) Package EOI for ERP for MPM Page 1 of 11
2 Table of Contents Sl Particulars Page 1 Company Overview 3 2 Project Background 3 3 Purpose of the EOI 3 4 The Eligibility Criteria 4 5 Scope & Requirements 5 6 Other Terms & Conditions 8 7 Non Disclosure Agreement 8 8 Submission & Opening of EOI Document 9 9 Selection Process Desired Inputs 11 EOI for ERP for MPM Page 2 of 11
3 1. Company Overview The Mysore Paper Mills Ltd., (MPM) is a Karnataka State Government Company having registered office at 16 / 4, Ali Asker Road,Bangalore and Factory at Paper Town, Bhadravati MPM is a continuous process industry and manufacturers of Newsprint (NP), Writing, Printing & Packing Paper (WPP) and Sugar. The approximate turn over of MPM is Rs. 400 Crore. 2. Project Background MPM being in a competitive business atmosphere of Paper & Sugar literally demands for a serious implementation of ERP package and building up robust application for the entire functioning of the Mill. The company has a work force exceeding 2000 in strength as on date. The customers of MPM are spread all over India where as the vendors of MPM spread all over the world. To have robust business application and to compete in the competitive market, MPM has a unique multi-distribution model encompassing Dealership, Direct Marketing etc., The existing computerized system in MPM is catering the partial needs of Purchase & Issue of Spares & Chemicals and payroll only supported by Oracle 7.3 on H P/UX 10.0 as the database, Win/NT Server 4.0 for Networking, SQL Server for Sugar Mill s partial function of sugarcane procurement from farmers and standalone software packages for accounting purposes. The existing system is centralized in Bhadravati and does not have dedicated leased line connection with registered office. Most of the sales, related Sales administrations are carrying out manually and sales invoice reporting functions are handled by the departmentally through FoxPro package. 3 Purpose of the EOI This document is only a request for information and not request for proposal. This EOI has been prepared by MPM to invite Expression Of Interest (EOI) from ERP package vendors for the design, supply, installation, customization and support of ERP Software for all the Modules of MPM s Business Operations capable of handling large volume of transactions along with the recommendation for necessary hardware & network items like servers, switches etc., for efficient functioning of the ERP recommended by the agency. The objective is to integrate the back office functions incorporating the major divisions like Materials, Marketing, Finance, Production, HRD & A, Forest and Sugar, database maintenance of different entities, report generation, migration from existing Oracle 7.3 / D2K Systems etc., on the back of a well defined organization structure. Agency is required to recommend the suitable backend & front end to be adapted for the ERP package implementation at MPM with proper justification viz., efficiency, operability, features involved, maintainability, support from vendors etc., New ERP must have the facility for data migration from the existing database to the proposed ERP database. EOI for ERP for MPM Page 3 of 11
4 Vendors are required to mention clearly whether they accept the responsibility for procurement, supply, installation & commissioning of hardware & network items along with ERP design & implementation or they accept only for ERP. However the details of hardware required like servers, operating platform, connected software etc., for efficient functioning of the proposed ERP is to be provided by the agency. Based on the agency s suggestion MPM will take further steps for procurement of the same. 4. The Eligibility Criteria To become eligible to respond to this EOI, the vendor should fulfill the following minimum eligibility criteria:- 4.1 The Vendor should have a well-established presence in Indian ERP Market for the last five financial years and should have a clear perception of Indian business and infrastructure conditions. 4.2 Vendors should have executed several large & medium ERP projects in the previous years continuously. Also Vendor should have executed the ERP project worth of at least Rs. 60 Lakh in the previous one year. Necessary documents to prove this shall be enclosed. 4.3 The turn over of the vendors in the past three years shall be at least Rs. 6 Crore in each year. Necessary documents to prove this shall be enclosed. 4.4 Vendor shall have PAN no. and up to date tax paid details. 4.5 The Vendor must have staff, organization, financial resources and installed base adequate to ensure on-going ability to deliver and support the proposed total solutions throughout the system useful life time, including the ability to provide timely response and service to MPM over the period of the contract. 4.6 It is desirable that the vendor has at least three installations of its ERP Software in recent years in industries similar to our industry. Vendors must provide the reference details satisfying the condition. 4.7 Vendor must have the capability to accept the responsibility of selection, procurement, installation & commissioning of the hardware, which are suitable to their ERP. or To clearly recommend the required hardware, network items & other related facilities based on which MPM can buy and install the same to facilitate to implement the ERP. Final decision in this regard is left to MPM. 4.8 The Vendor should have significant National and International exposure and experience to handle large agency data and different processes. EOI for ERP for MPM Page 4 of 11
5 4.9 Preference will be given to the vendors who have executed the ERP at the Paper industries like The Mysore paper Mills Ltd., 4.10 The above eligibility criteria for the Vendors is indicative only and neither exhaustive nor in any particular order. MPM s decision in varying or expanding these eligibility criteria is final and binding on all agencies. 5. Scope and Requirements MPM would like to identify an existing package, off-the-shelf, modular ERP package for their business operations that broadly provides for the following. Depending on the cost implication MPM may opt for implementation of ERP system for all the following modules or for the few modules of MPM. 5.1) Production Comprising of Process, Maintenance, Work Contracts etc., 5.2) Materials Comprising of Purchase, Stores, Contracts, Work Contracts, Road Weigh bridges, Railway bridges etc., 5.3) Marketing Comprising of Marketing of Cultural paper, Newsprint, Sugar etc., 5.4) Human Resource Department & Administration (HRD & A) Comprising of Employees Administration, Welfare (Hospital, Canteen etc.,), Fire & Safety, Security, Legal, Contracts etc., 5.5) Forest Comprising of forest plantation at various places like Thirthalli, Sagara, Hosanagara etc., supply of raw material to MPM Factory, Contracts etc., 5.6) Sugar Comprising of Sugar Cane Development Department, Sugar Mill, Sugar Inventory, Sugar Cane Weigh bridge, etc., 5.7) Finance Comprising of Costing, Accounting, Internal Auditing, Establishment, Payroll, Provident Fund, Bills Payable, Sugar Accounts, Stores Accounts, Banking, etc., ERP should be able to generate various types of Management Information System Reports (MISR) for above module s functions as required and decided by various divisions of MPM and to have Kannada language software connectivity. (Submit detailed functionalities in the format given below) Sl Product Functionalities Remarks EOI for ERP for MPM Page 5 of 11
6 Note : The System should be a web based solution and the existing network of MPM shall be used for connectivity. The system should have the capability to enable MPM to provide Web-based services to the customers through Website and to have connectivity between MPM Bhdravathi and MPM Bangalore. The ERP software should support decentralized environment. It should cater to Factory at Bhadravthi as well as Registered Office at Bangalore. A complete transfer of knowledge and technology to MPM shall be required by the vendor for future maintenance and other related jobs. The vendor should provide its knowledge transfer methods and the time required for the same in person days. The vendor should indicate their willingness to provide the source code to MPM. The proposed system should integrate with the existing software system. It shall be the responsibility of the solution provider to integrate the proposed system to the existing system. If the vendor feels that the non integration of the proposed ERP to the existing software is not feasible from the point of view of redundancy of existing software / high cost of integration etc., same is to be explained in the EOI document. Even under such condition, new ERP must have the facility for data migration from the existing database to the proposed ERP database. Wherever needed the customization of ERP package shall be carried out by the agency to suit to MPM s business operation. The proposed system must have capability to service, all the requirements which are given in Scope and Requirements. The proposed ERP system should have the capability to be compatible with MPM business practices as defined in Project Background. The proposed system should adhere to advanced and up-to-date security framework in relation to functioning, flow of data across the Network etc. There should be a hierarchy of functions pertaining to different levels of job functioning with option to provide role based access levels as per the business needs to individual user(s). Also provide the details of the underlying technology including Integrated Development Environment used for development and reporting tools. If the agency is considered as suitable to bid for the ERP providing, then agency shall be able to study the existing functional aspects of MPM Business and proposed functional aspects based on the type of ERP what they offer and prepare a comprehensive Software Requirement Study (SRS) study report. This report shall be in detail. EOI for ERP for MPM Page 6 of 11
7 The vendor should be able to make AS IS study, IS TO BE Study and Gap Analysis Study and prepare the documentations accordingly and should be able to recommend Business Process Reengineering (BPR) by coordinating with various divisions / departments / sections of MPM. Agency should submit the detailed methodology proposed to be adopted for ERP implementation along with the operational & maintenance documents of ERP Vendor should be able to draft RFP (Request for Proposal) document. Vendor should be able to conduct ERP training for executives of senior, middle & junior level management along with supervisory & assistants cadre employees. The vendor should be able to share detailed design and user documentation when necessary. Vendor should carry out Data migration from existing software to new ERP system. ERP package should have facility to send automated e mails of Purchase Order, Works Contract, Product order acceptance, Product dispatch details etc., to the vendors and to receive the similar types of information from the vendors. ERP should have the facility for online order placement by the MPM customers, etc., ERP should have the security features like assigning user department pass word on their own independent of system administrator along with the facility to system administrator to access to reset user passwords. The vendor should make sizing the part of application supply. All licensed third party components and freeware components used in the application should be clearly mentioned. No commercial quotes should be submitted along with the EOI. The vendor should have valid intellectual property rights for marketing and servicing of the solution offered. Any violation of the IPR in any of the components shall be the sole liability of the vendor. The vendor should be capable of delivering the complete product with customization in a form acceptable to MPM within 12 months of the date of finalization. However agency from their end can mention the time required to complete the ERP implementation in all respect from the date of placement of order in the form of Bar chart showing all the steps and stages of the implementation. EOI for ERP for MPM Page 7 of 11
8 MPM reserves the right to accept or reject any or all offers without assigning any reasons there for. Vendors may be excluded from further consideration for failure to fully comply with the specifications of this EOI. MPM is under no obligation to acquire any or all of the solutions proposed, or to explain why any proposal is accepted or rejected. All costs incurred by the vendor in the preparation and presentation of the proposal shall be absorbed entirely by the vendors. All supporting document submitted by the vendor in response to this EOI shall become the property of MPM. 6. Other Terms and Conditions System Integration in a packaged solution is a critical aspect to the success of the implementation. One of the important issues will be integration of the proposed system to the existing system. Any vendor / provider who is offering a packaged solution should indicate clearly how it will undertake the responsibility of system integration. Also, the capabilities should be proven. If the integration with the existing system is not useful or not possible, same is to be clearly explained. 7. Non Disclosure Agreement 7.1 The vendor (and its employees) shall not, unless a prior written approval is obtained from MPM, disseminate or in any way disclose any part or whole of this EOI document or any information furnished by MPM, in connection therewith to any person other than a person employed by the vendor in the performance of the proposal. Disclosure to any such employed person shall be made in confidence and shall extend only as far as may be necessary for purposes of such performance. The vendor shall ensure that its employees or any of its agents, who would be engaged by the vendor in connection with above, maintains strict confidentiality and shall treat all the information provided by MPM with the same degree of care as it accords to its own information. A successful bidder shall be required to enter into a separate agreement to this effect. 7.2 The vendor, its employees and agents shall not without prior written consent from the Company make any use of any document or information given by the user, except for purposes of performing the contract award 7.3 In case of any breach of the above mentioned conditions, MPM reserves the right to initiate such action as it may deem fit. EOI for ERP for MPM Page 8 of 11
9 8. Desired Inputs 8.1 Company Profile Sl Financial Information Financial Year Turn Over in Rs. Crore Net Profit Rs. In Crore Copies of Audited P & L A/c and Balance Sheet for the above three years to be attached with the EOI response. Sl Particulars Response 01 Name of the Company/Firm 02 Country and Date of Incorporation 03 Head Quarters address 04 Communication Details of Contact Official(s) Name : Phone Number : Fax Number : E Mail Address : Mobile : 05 Ownership structure (e.g. Inc., partnership) a. Details of primary shareholders. b. In case of limited companies, names of major shareholders with percentage holding. Total number of offices in India and list thereof : 06 If the company/firm is not engaged in only providing IT Solutions, major activities to be listed significant work done) 07 Experience in software development (no. of years with details of significant work done 08 Experience in IT solutions specific to ERP Packages (Number of years with details of significant work done) 09 Number of software professionals having requisite domain specific knowledge (brief resumes of such persons to be furnished) 10 Tangible Net Worth and Total turnover for the last three financial years in Rupees in Crore 11 Furnish information relating to the Clients as per contact list enclosed. 12 Furnish details of pending / past litigation within the last 3 years, if any. 13 Independent analyst report about your Company / Firm (if any) 14 Brief Bio data of the key personnel to be associated with the proposed project 15 Name and address of Indian representative / office, if any (indicate: own or joint venture) EOI for ERP for MPM Page 9 of 11
10 8.2 Reference Contact List Sl Name of the Client with Contact Address Nature & year of Assignments performed for the clients with respect to the details mentioned in the EOI Value of the Assignments in Rs. As on today, status of Assignment 8.3 Other Inputs Sl Type of Input Vendor Response 1. Product Related 1.1 Current Version 1.2 Number of relevant implementation in India 2 Specific Inputs 2.1 Implementation Support Plan (At Bhadravati & Bangalore) 2.2 People Distribution roles 2.3 ERP domain expertise 9. Selection Process A Pre bid meeting is scheduled on at 11 AM at MPM Bhadravathi , Shimoga District, Karnataka State. Interested vendors can attend to seek any information and / or clarification about the requirement of MPM. Interested companies/firms are requested to submit their responses in the format enclosed. They may also provide documents in support of their achievements / claims made in the profile. Based on the information provided in the profile and such other information as would be considered reasonable by MPM, a shortlisted companies / firms will be prepared and only thoe companies / firms will be called upon to make a presentation to MPM, at short notice, for further evaluation. If any information provided by the respondent is found to be inaccurate at any stage of the selection process, MPM may, at its discretion, reject the offer of the respondent and no correspondence will be entertained in this regard. Submission of wrong and / or false information may also disqualify the vendor from any future work from MPM. Request For Proposal (RFP) shall be issued to only those vendors, who are found technically suitable after evaluation of the responses to the EOI. MPM s decision in this regard will be final and binding. EOI for ERP for MPM Page 10 of 11
11 10. Submission & Opening of EOI Document 10.1 The EOI document (company profile, contact list, functionalities list and other supporting documents) in both hard copy and soft copy in CD should be furnished in a sealed cover, in three sets, super scribed Expression of Interest for ERP Package for MPM Ltd., which should be submitted to the under mentioned official by 25 th March before 5.00 P.M. Manager (Industrial Engineering) The Mysore paper Mills Ltd., Paper Town Bhadravati , Karnataka State 10.2 The EOI document shall be submitted in three sets in both hard & soft copy The EOI document must be submitted in an organized and structured manner. No brochures / leaflets etc. should be submitted in loose form and just sending only brochures / leaflets / catalogues will not be considered as EOI. EOI for ERP for MPM Page 11 of 11
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