MOTIBHAI & COMPANY LIMITED

MOTIBHAI & COMPANY LIMITED Head Office: C/- Motibhai Building, 1 Industrial Road P O Box 9175 Nadi Airport Fiji Islands. Telephone: + (679) 672 2477 Facsimile: + (679) 672 2105 / 672 0041 E-mail: info@motibhai.com.fj EXPRESSION OF INTEREST for Supply, Design, Development, Implementation and after Sales Services of Enterprise Resource Planning (ERP) Package 1

Table of Contents Item Particulars Page 1 Company Overview 3 2 Project Background 3 3 Purpose of the Expression of Interest (EOI) 4 4 The Eligibility Criteria 4 5 Scope, Requirements & Preliminary Costings 5 6 Other Terms & Conditions 11 7 Non-Disclosure Agreement 12 8 Desired Inputs 12 9 Selection Process 16 10 Submission of EOI Document 17 2

1. Company Overview Motibhai & Company Limited (MCL) is one of Fiji's most well-established and diversified business houses since its founding in 1931. MCL's leadership in business and commercial enterprise ranges from importation, wholesaling and retailing to manufacturing, distribution, real estate, media and hospitality. From its initial and long standing experience in grocery retailing, laid the foundation for the concept of the Airport Duty-Free in Fiji in the 1970's. This naturally developed to fine retailing with our international award-winning Prouds store chain that brings luxury retail to Fiji. Prouds stores are located all across Fiji's main towns, hotels and resorts, with two flagship stores in Suva Central and Nadi Downtown - being by far the most outstanding retail outlets in Fiji. Further stores include Prouds MHCC, Prouds Damodar City, Prouds Nausori, Prouds Sigatoka, Prouds Lautoka, Prouds Shangri La Fijian, Prouds Outrigger on the Lagoon, Prouds Warwick Resort & Spa, Prouds Intercontinental Resort & Spa, Prouds Sheraton, Prouds Westin Resort & Spa and Prouds Hilton. Having now successfully been in operation for over 80 years in Fiji, the MCL continues to build on the exemplary vision and dynamism of its founders, with renewed zeal and enthusiasm in identifying opportunities to diversify and invest in projects to both increase the company's profitability whilst continuously bringing competitive pricing and world standard products and services to the people of Fiji. To date, the MCL provides employment to over a thousand people and is committed to contributing to Fiji's economy. MCL is now a household name in Fiji and is synonymous with providing international standards of service and products to the Fijian market and everyday Fiji people. 2. Project Background Currently, MCL is using locally developed and maintained financial management system Winbiz for its key business processes for its key subsidiaries and including: Prouds Duty Free Stores and Café Outlets at Nadi Airport Prouds Retail Stores across Fiji s main Towns, Hotels and Resorts Branch/Warehouse (Wholesaling Operations) locations at Ba, Suva, Labasa and Nadi The following modules are implemented: General Ledger Debtors Ledger Creditors Ledger Inventory Control Sales Order Processing Sales Analyzer Receipting System Retails Point of Sale System Payroll 3

The existing system has limitations in its functionalities such as full automation of the integration between backend system and point-of-sale systems, real-time reporting, security and operational controls, automated controls, inbuilt auditing features, automation of financial statements consolidation. Given the technology advancement and business expansion needs, there is a need for MCL to acquire a robust business system which is fully integrated and has the capabilities to monitor the business transactions centrally and also the full audit trail. This literally demands for a serious implementation of an ERP package and building up a robust application for the entire functioning of the Company. 3. Purpose of the EOI This document is only a request for information and not a request for proposal. This EOI has been prepared by MCL 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 MCL s Business Operations capable of handling large volume of transactions along with the recommendation for necessary hardware and network items like servers, storage, connectivity, switches, etc., for efficient functioning of the ERP package with proper justification viz., efficiency, operability, features involved, maintainability, support from vendors etc. The proposed ERP solution must have the facility for data migration from the existing database to the proposed ERP database. Vendors are also 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, networking, integration software, etc., for efficient functioning of the proposed ERP is to be provided by the Vendor. Based on the Vendor s suggestion MCL will take further steps for procurement of the same. 4. The Eligibility Criteria To become eligible to respond to this EOI, the vendor should fulfil the following minimum eligibility criteria:- 4.1 The Vendor should have a well-established presence in the ERP Market for the last five years and should have a clear perception of Fiji Infrastructure and business conditions. 4.2 Vendors should have executed several large & medium ERP projects in the previous year s continuously. 4.3 Vendor shall have TIN and up-to-date tax paid details. 4

4.4 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 lifetime, including the ability to provide timely response and service to MCL over the period of the contract. 4.5 The 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 MCL can buy and install the same to facilitate to implement the ERP solution. The final decision in this regard is left to MCL. 4.6 The Vendor should have significant exposure and experience to handle ERP Projects with large amounts of data and different business processes. Experience in the Fiji Market will be an added advantage. 4.7 Preference will be given to the vendors who have executed the ERP in the Retail and Wholesaling industries like ourselves. 4.8 The above eligibility criteria for the Vendors is indicative only and neither exhaustive nor in any particular order. MCL s decision in varying or expanding these eligibility criteria is final and binding on all vendors. 5. Scope, Requirements & Preliminary Costings MCL would like to identify an existing package, off-the-shelf, modular ERP package for their business operations. Depending on the cost implication, MCL may opt for implementation of ERP system for all the following modules or only few of the following modules (see table below); 5.1 Business/Software Requirements (i.e. Modules, Functions, Features, etc.) a) Modules required Qty Cost Remarks 1) Retail Point of Sale 2) Debtors Ledger 3) Creditors Ledger 4) General Ledger 5) Sales Order Processing 6) Stock Control / Warehouse Management 7) Business Intelligence & Reporting (i.e. Alerts, Crystal Reports, etc.) 5

8) Fixed Assets / Asset Management 9) Hire Purchase Management 10) Purchase Order Control / Goods Receipts 11) Import Costing Receipting (with Cashier Controls, 12) Balancing, Banking Slips, etc.) 13) Manufacturing /Bill of Materials 14) Service Centre Management Customer Relationship Management 15) (CRM) 16) Payroll (FRCA Certified) 17) Human Resources Management (HRM) Time & Attendance (Integration, 18) customization to Payroll & HRM) 19) System Manager 20) Optional or Add-on Modules: b) Features, etc. required 1) DB Audit 2) Multi-Company 3) Multi-Warehouse / Multi-Store 4) Multi-Currency 5) GL Consolidation 6) Inter-Company Transactions 7) On-line Transactions History c) Microsoft SQL Server Database Licensing Costs Qty Cost Remarks d) 1) 2) Software Support & Maintenance Costs Support & Maintenance Fees/Charges - Year 1 Support & Maintenance Fees/Charges - Year 2 to Year 5 6

5.2 Technical Requirements Particulars a) Real Time VS Batch Processing Response Remarks (If Yes, provide details) b) Web-Enabled Yes/No c) Built-in Document Management System Yes/No d) Built-in Barcode Printing facility Yes/No e) Stand Alone VS Centralized VS Distributed Set-up f) Virtualization Ready (VMware, HYPER-V, Yes/No CITRIX) g) Fault-Tolerant / Disaster Recovery Yes/No Options available h) Windows 7 / Windows 8 / Windows Yes/No Server 2012 (64 bit) Ready i) Client/Server Architecture Yes/No j) Multi-Site Capable with Offline/Online Yes/No mode k) Integrates into Active Directory (for Yes/No Single Sign-On) l) Built-in Online DB Backup Yes/No m) Built-in Database Rebuild Facility Yes/No n) WAN Ready Yes/No o) Mobile Ready Yes/No p) MS Office Integration Support (via Yes/No ODBC, etc.) q) Output to PDF, Printer, MS Excel, MS Yes/No Access, Email, etc. r) On-Premise VS Cloud Deployment Yes/No 5.3 ERP Solution Details Provide brief overview of the Product(s)/Solution(s) proposed. 5.4 Software Application Cost Particulars Qty Cost Remarks a) User Licenses b) Database Licenses (for SQL Server) c) Multi - Company Licenses d) Multi - Site Licenses (5) MCL, SPL, PET, WDC, FFL (4) - BA, NADI, SUVA & 7

LABASA e) Module Licenses f) 1) Retail Stores (for POS) - Stations Prouds Suva Central 10 POS Stations 2) Prouds MHCC 2 POS Stations 3) Prouds Damodar City 2 POS Stations 4) Prouds Nausori 2 POS Stations 5) Prouds Warwick 1 POS Station 6) Prouds Outrigger 1 POS Station 7) Prods Sigatoka 1 POS Station 8) Prouds Fijian 1 POS Station 9) 10) Prouds Intercontinental 1 POS Station Prouds Downtown Nadi 7 POS Stations 11) Prouds Hilton 1 POS Station 12) Prouds Westin 1 POS Station 13) Prouds Sheraton 2 POS Stations 14) Prouds Lautoka 2 POS Stations 15) 16) Prouds Airport Duty Free Store Departures 6 POS Stations Prouds Airport Duty Free Store Arrivals 3 POS Stations 17) Café s 5 POS Stations f) Payroll & HRM Provide quote for modules in the list above Number of Companies: 5 Numbers of Employees: 950 Number of Users: 3 5.5 Network / Infrastructure Requirements a) Particulars Connectivity for Remote Clients VERSUS Multi-Site Distributed Databases with Data Synchronisation options using the Internet or Data Links b) Switching, Cabling, etc. 8

5.6 ERP / Infrastructure Deployment Design Diagram a) b) Particulars Centralized set-up with Offline/Online mode (for at least (3) Locations including HQ) Distributed set-up with Data Synchronization at Intervals (for at least (3) Locations including HQ) 5.7 Recommended System Requirements Particulars Qty Cost Remarks a) System Hardware Requirements System Software Requirements (including b) Anti-Virus packages) 5.8 Project Implementation Cost a) Particulars Qty Cost Remarks Business Analysis, System Design & Documentation b) Customization & Testing c) Staff Training & Implementation d) QA & Compliance e) Installation 5.9 Project Management Cost Particulars Qty Cost Remarks a) Consultancy b) Post-implementation Project Review c) Sign-off ERP should be able to generate various types of Management Information System (MIS) Reports for the various business functions as required and decided by various divisions / departments of MCL. (Submit detailed functionalities in the format given below) Item Product/Module Function Report Name 9

Note: The System should be a web-enabled solution and the existing network of MCL shall be used for connectivity. The system should have the capability to enable MCL to provide Web-based services to the staff and customers through website and to have connectivity between MCL branches and Prouds Stores. The ERP software should support decentralized environment. A complete transfer of knowledge and technology to MCL 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 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 vendor to suit to MCL s business operations. The proposed system must have the 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 MCL business practices, procedures and processes. The proposed system should adhere to advanced and up-to-date security framework in relation to function, 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). If the vendor is considered as suitable to bid for the ERP solution, then vendor shall be able to study the existing functional aspects of MCL Business and proposed functional aspects based on the type of ERP they offer and prepare a comprehensive Software Requirement Study & Design (SRSD) report. This report shall be in detail. 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 various to divisions / departments / sections of MCL. Vendor 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 conduct ERP training for executives of senior, middle & junior level management along with supervisory & assistant s cadre employees. 10

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 for creation of master file data and transfer of historical transaction data. ERP should have the facility for online order placement by the MCL customers, etc., ERP should have the security features like assigning user department password on their own independent of system administrator along with the facility to system administrator to access to reset user passwords. All licensed third party components and freeware components used in the application should be clearly mentioned. Product costings inclusive of all Taxes and Vat should be submitted along with the EOI in Fiji Dollars. The vendor should be capable of delivering the complete product with customization in a form acceptable to MCL after finalization. However, vendor 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 Gantt or Bar chart showing all the steps and stages of the implementation. MCL reserves the right to accept or reject any or all offers without assigning any reasons therein. Vendors may be excluded from further consideration for failure to fully comply with the specifications of this EOI. MCL 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 MCL. 6. Other Terms and Conditions One of the important issues will be the 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. 11

7. Non-Disclosure Agreement 7.1 The vendor (and its employees) shall not, unless a prior written approval is obtained from MCL, disseminate or in any way disclose any part or whole of this EOI document or any information furnished by MCL, 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 MCL 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, MCL reserves the right to initiate such action as it may deem fit. 8. Desired Inputs 8.1 GENERAL INFORMATION 1 Name of Organization 2 Postal Address Name: 3 Contact Person(s) Position: Mobile: Telephone: 4 Contacts Facsimile: 5 Physical Location of Business Premises (Note that a visit to your office may be made to confirm information provided as part of the evaluation) Email: Town: Street: Building Name: 12

Floor: Nature of organization 6 (e.g. Sole proprietorship, Public Limited 7 8 9 Company, Partnership etc.) Name(s) of the Proprietor, Directors or Partners Geographical Area of Operations Business Operations 1. 2. 3. Year Established: Duration of Business Operation: 10 Company Registration (Attach Copy) Number: 11 12 State Credit Account period (minimum proposed is 45 days) Registration with relevant regulatory bodies Registration Body: Category of registration: Country: 8.2 ELIGIBILITY 8.2.1 Have you or your principals been subject of legal proceedings for insolvency, bankruptcy, receivership or your business activities suspended for related reasons? YES NO 8.2.2 If yes, when (If yes, you must present legal documentary evidence that you are cleared and your business is now solvent) 8.2.3 Have you fulfilled your obligations to pay taxes and employee contributions for the last three years? YES NO 8.2.4 Are you or your servants or agents subject of legal proceedings for corrupt or unethical business practice or offered any inducement to any procurement entity so that you can be considered for award of a tender? YES NO 8.2.5 Is the firm making this application or any of its directors been debarred or suspended from participating in public procurement or have any procurement entity 13

initiated proceedings of that nature against the firm or one of its directors, for any reason whatsoever? YES NO 8.2.6 Have you had any contracts terminated for poor performance in the last five years, or any contracts where damages have been claimed by the contracting authority/client? YES NO 8.3 TRADE REFERENCES Provide contact details for at least three (3) referees for previous/current work carried out that is similar or same to the one applied for. Note that the referees may be contacted without further references to you. (Attach documentary evidence of the existence of the contract) (a) How many references sites are you proposing? 0 1 2 3 4 5 (b) Organization Name: Contact Name & Position: Office & Mobile Telephone Numbers: Email Address: Name of Project & Location details: Service(s) provided: 8.4 INDUSTRY INFORMATION a) Company Licenses Provide a list of registration certificates with relevant bodies. b) Project History Provide a list of projects undertaken (include Customer, Solution, etc.) by your firm in the last three (3) years. c) Completed Projects List the information on projects completed over the last five (5) years No Client Project Title Location/Town Start Date End Date Project Cost/Value Sub-Contractors-If Any- 1. 2. 14

3. 4. 5. d) Ongoing Projects List the information on up to five ongoing projects No Client Project Title Location % Complete Expected completion date 1. Project Cost/Value Source of Funding 2. 3. 4. 5. e) Experience i) Describe the nature of work performed by your firm (core business). ii) iii) How many years has your firm been engaged in the business of Supply and Installation of ERP products? State the labour force engaged at any one time with your organization. Maximum: Minimum: 8.4 PROPOSED ERP SOLUTION (i.e. Application Software/Modules) Describe the type of ERP you wish to deploy and the features of each module giving their indicative costs, which cover the software, customization, installation, applicable licenses and training (among other costs). You are free to attach brochures on the features of the solution. 8.5 TRAINING Describe the methodology of carrying out the training for the Project Team, User Group and Executives. 15

8.6 CERTIFICATION I/We do hereby certify that the above information is correct in all respects. Full Name: Designation/Position: Signature: Date: Company Stamp: 9. Selection Process 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 MCL, a shortlist of companies / firms will be prepared and only those companies / firms will be called upon to make a presentation to MCL, 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, MCL 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 MCL. Request For Proposal (RFP) shall be issued to only those vendors, who are found technically suitable after evaluation of the responses to the EOI. MCL s decision in this regard will be final and binding. 16

10. Submission of EOI Document 10.1 The EOI document (inclusive of company profile, contact list, functionalities list and other supporting documents) in both hard copy and soft copy via email should be furnished in a sealed cover, in three (3) sets, super scribed Expression of Interest for ERP Package for Motibhai & Company Ltd., which should be submitted to the under mentioned on or before 4.00pm on Friday, 24 th October, 2014. Manager Information Technology Motibhai & Company Limited C/- Motibhai Building 1 Industrial Road P O Box 9175 Nadi Airport Fiji Islands. Telephone: + (679) 672 2477 Facsimile: + (679) 672 2105 / 672 0041 Email: naveen@motibhai.com.fj 10.2 The EOI document shall be submitted in three (3) sets in both hard & soft copies via email. 10.3 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. ---End--- 17