Request for Proposal (RFP): Odoo ERP Implementation
Trade Trade
Gulberg, Lahore
Feb 10, 2025
1. Introduction
Terra Trade is a trading organization in Lahore, Pakistan engaged in sale and purchase of products. We are issuing this Request for Proposal (RFP) for the implementation of Odoo ERP to manage our core business operations. We have Odoo Online Custom plan licenses available and seek a qualified and experienced Odoo implementation partner to deliver a comprehensive solution that meets our specific requirements outlined below.
2. Project Scope
The project scope includes the implementation, customization, training, and ongoing support of Odoo ERP. The selected vendor will be responsible for:
- Requirements Gathering and Analysis: Detailed understanding of our business processes and specific needs.
- Solution Design and Customization: Configuring and customizing Odoo to meet our unique requirements.
- Data Migration: Migrating existing data from our current system (excel sheets) to Odoo.
- Training: Providing comprehensive training to our staff on using Odoo.
- Testing and Quality Assurance: Thorough testing of the implemented solution to ensure it meets our requirements.
- Deployment and Go-Live Support: Deploying Odoo and providing support during and after the go-live phase.
- Ongoing Support and Maintenance: Providing ongoing support and maintenance services – to be quoted separately as an optional service.
3. Key Requirements
The following are our key requirements for the Odoo implementation:
3.1 Customization:
- Forms and Reports: We require customized forms and reports tailored to our specific business processes. This includes, but is not limited to, sales orders, purchase orders, invoices, delivery notes, and inventory reports. Vendors should detail their approach to understanding our reporting needs and the tools they will use to develop these custom reports.
3.2 Single Page Invoice and Delivery Notes:
- Dual-Section Documents: Invoices, delivery notes, purchase orders and delivery receipts must be designed as single-page documents, split into two distinct sections: one for the customer and the other for our internal record-keeping. The content and layout of each section may differ. Vendors should provide examples of how they can achieve this within Odoo.
3.3 Inventory Management:
- FIFO (First-In, First-Out): Inventory management must strictly adhere to the FIFO methodology. The system should automatically track and allocate inventory based on the FIFO principle.
- Inventory Locations: We operate across three distinct inventory locations:
- Main Store: Primary sales location.
- Backoffice: Main inventory storage, order fulfillment, and administrative functions.
- Transit: Virtual location for tracking goods in transit between locations.
The system must accurately track inventory levels and movements across these locations. The RFP response should describe how the inventory module will be configured to handle inter-location transfers and real-time inventory updates.
3.4 HS Code:
- Tax Invoice Integration: The Harmonized System (HS) Code field must be included in tax invoices. This is essential for customs and tax compliance.
3.5 Localized Taxation:
- Sales Tax: The system must handle localized sales tax calculations for both registered and unregistered customers and vendors. This includes generating appropriate tax invoices and reports. Vendors should demonstrate their understanding of local tax regulations and how they will configure Odoo to comply.
3.6 Withholding Tax Reporting:
- Vendor Payments: The system must generate a report detailing withholding taxes deducted from each payment made to vendors. This report should be easily exportable and include all necessary information for tax reporting.
- Pending Withholding Tax Report: The system must generate a report of pending withholding tax payments (i.e., taxes that have been calculated but not yet paid to the tax authority).
- Automated Emailing: The system must automatically generate and email the pending withholding tax report at the end of each month to [Designated Email Address]. The RFP response should detail how this automated emailing functionality will be implemented.
3.7 Sales Order Approval:
- Management Approval: A mandatory management approval step must be implemented before an order can be delivered. This should occur after the sales order is booked. The workflow for this approval process should be clearly defined in the proposal.
4. Vendor Requirements
Vendors responding to this RFP should provide the following information:
- Company Profile: Overview of the vendor’s company, including experience with Odoo implementations, particularly for trading businesses.
- Proposed Solution: Detailed description of the proposed Odoo solution, including modules, customizations, and integrations. Specifically address how automated email reporting will be implemented. Vendors should also acknowledge our existing Odoo Online Custom plan licenses and describe how their proposed solution will leverage these licenses.
- Implementation Plan: Detailed project plan outlining the implementation phases, timelines, and resources.
- Team: Information about the project team, including their experience and qualifications.
- Pricing: Detailed breakdown of all costs, including implementation fees, customization costs, training costs, and ongoing support fees. Clearly differentiate costs related to customization (if any).
- References: Contact information for at least three clients for whom the vendor has performed similar Odoo implementations, preferably within the trading sector.
5. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
- Understanding of Requirements: Demonstrated understanding of our specific requirements, including the automated reporting requirements and our business as a trading organization.
- Proposed Solution: Completeness and suitability of the proposed Odoo solution, including the automated reporting implementation, and how it leverages our existing Odoo Online Custom plan licenses.
- Implementation Plan: Clarity and feasibility of the implementation plan.
- Vendor Experience: Experience and qualifications of the vendor and project team, particularly in the trading industry.
- Pricing: Cost-effectiveness of the proposed solution.
- References: Positive feedback from client references.
6. Submission Instructions
Proposals must be submitted electronically in PDF format to WhatsApp +92-300-8450437.
7. Contact Information
All inquiries regarding this RFP should be directed to TekkPak Technologies at WhatsApp Number +92-300-8450437
8. Timeline
- RFP Release Date: Feb 10, 202
- Proposal Submission Deadline: Feb 12, 2025
- Vendor Selection: Feb 13, 2025
- Project Start Date: Feb 13, 2025
- Project Go-Live Date: Feb 27, 2025
9. Confidentiality
All information contained in this RFP and any subsequent proposals shall be treated as confidential.
This RFP serves as an invitation for vendors to submit proposals. It does not constitute a binding agreement for Terra Trade to award a contract. Terra Trade reserves the right to accept or reject any or all proposals received.