REQUEST FOR PROPOSAL

ERP System / Infrastructure

Grupo Industrial Saltillo

Luis Molina Bujanda, ITD

IT Director

October 29th, 2015

TABLE OF CONTENTS

Section

Content

Page

Glossary

General Information

Background

Purpose of RFP

Invitation to Propose

RFP Coordinator

Proposer Inquiries

Schedule of Events

RFP Addenda

II

Scope of Work

Project Overview

Program Goals

Deliverables/Program Objectives

Outcomes

Liquidated Damages

10

Process Monitoring

11

Technical Requirements

11

Subcontracting

12

Insurance Requirements

13

Resources Available to Contractor

14

Contact Personnel

14

III

Proposals

General Information

16

Contact After Solicitation Deadlines

16

Rejection and Cancellation

16

Award Without Discussion

16

Proposal Cost

16

Ownership of Proposal

16

Proposal Submission

16

Proprietary and/or Confidential Information

17

Evaluation Criteria

17

Announcement of Award

18

IV

Attachments

19

Service Level Agreement

GLOSSARY
GIS: Grupo Industrial Saltillo
IP: Interested Party. Entity entering into a contract with GIS to provide services
outlined in this RFP and the accepted proposal.
Must: Denotes a mandatory requirement - failure to include is grounds for
disqualification of the entire proposal
4

Redacted Proposal: The removal of confidential and/or proprietary information

from one copy of the proposal for public records purposes.
Shall: Denotes a mandatory requirement failure to include is grounds for
disqualification of the entire proposal
Should: Denotes a preference, but not a mandatory requirement
Will: Denotes a mandatory requirement - failure to include is grounds for
disqualification of the entire proposal

I. GENERAL INFORMATION
A. Background
1. The mission of Grupo Industrial Saltillo is to permanently enable the opportunities of
wellbeing and progress that improve the quality of life of everyone GIS interacts with.
Today GIS is an example of the vision and efforts of the Companys founders and a
reflection of the hard work, creativity, and performance of thousands of individuals
who have taken part in the Companys development over the course of its 80-year
history.
2. On a daily basis, they design, manufacture and deliver certain products like auto
parts, grey iron, and foundry for household components, floors, ceramic coatings,
porcelain, boilers, kitchen articles and electro domestics.
3. GIS has been a source of stability, progress and personal and economic
development for their shareholders, customers, employees, suppliers and
communities in which they operate. They seek and strive for the Groups
sustainability, conscious of the social benefits this brings.
4. GIS conducts their business based in three fundamental pillars which support all the
actions: 1) Respect for individuals that form part of the team, 2) Behave in a way
assures the observance of the principles established in the GIS code of Conduct, 3)
A sense of responsibility that drives them to reach their projects.
5. They want to be an organization with enduring success via the creation and
development of leading businesses that are viable in the long term and thus,
maintain the legacy which today they hold so dear.
6. GIS demands the highest level of professionalism from its employees, clients and
suppliers. Therefore, its Code of Ethics establishes rigorous standards of the
5

operation of the organization. GIS encourages the application of its Essential Values
policy and believes it is vital for maintaining its prestige as an ethical corporation.
B. Purpose of RFP
GIS is issuing this Request For Proposals for the purpose of selecting a qualified
ERP for their different departments as finance, multi sourcing, technical, legal,
manufacture, marketing, sales and more leave the business with wide areas of
opportunity that can be attacked with this strategy.
C. Invitation to Propose
1. GIS is extending the invitation to all the qualified entities to submit proposals for
services and infrastructure to support the business needs and manage the company
areas better, with support contracts of 24 hours a day, 7 days a week on the
premises located in Saltillo, Coahulia. Services are to be individualized and
comprehensive with interventions to develop daily skills including money
management, manufacturing efficient, better connectivity, business and sales
administration, reduction of costs, inventory administration and others.
D. RFP Coordinator
1. All the requests for copies of this RFP and any written questions or inquiries must be
directed to the RFP coordinator listed below:
Luis Molina Bujanda, ITD
Head of IT Services
Grupo Industrial Saltillo
Blvd. Isidro Lpez Zertuche No. 1495
Zona Centro Saltillo, Coahuila. C.P. 25000
Phone: +52 844-242-1200
luis.molina.b@gis.com.mx
2. This RFP is available in pdf format at the following web link:
https://www.dropbox.com/sh/8rnvny2sreq30i5/AACeSiPXPjgoCyft_tW-uLkYa?dl=0

3.

Any communication regarding this RFP must be directed to the GIS RFP point of
contact named above. Any communication between Interested parties and other GIS
staff members concerning any point of this RFP is under no circumstance allowed.
Failure of compliance of the requirements mentioned above may result in proposal
disqualification.
E. Proposer Inquiries

1. GIS shall consider all the inquiries in written form in regards to the RFP or the Scope
of Services before the specified date on the Schedule of Events. For an interested
6

party to be considered, all the requests and inquiries for clarification and further
development of a strategy to answer this RFP must be received by the
aforementioned person in the marked address by the date specified in the Schedule
of Events.
2. The only form of communication that comes from the coordinator of this RFP that will
be considered binding in any way is written. Any questions directed to the
coordinator of this RFP will receive an official response.
F. Schedule of Events
GIS maintains the right to slightly deviate on the dates specified on the following
Schedule of Events.
Schedule of Events

Tentative Schedule

Release of Request for Proposal for

comments

October 30, 2015

Comments of the Public

4:00 pm. CDT

November 6, 2015

Notice of RPF for Public

November 13, 2015

Written questions receipt deadline.

4:00 pm. CDT

November 20, 2015

Written questions response.

November 30, 2015

Proposals receipt deadline.

4:00 pm. CDT

December 7, 2015

Evaluation of Proposal

December 9, 2015

Announcement of Contract Awarded

December 21, 2015

Contract negotiations beginning.

December 23, 2015

Beginning of the Contract.

January 5, 2016

G. RFP Addenda
1. In the event that a new revision of any part of the RFP happens for any undisclosed

reason, GIS shall make public addenda, supplements, and/or amendments via
email.
H

II. Scope of Work

A. Project Overview
1. The purpose of the awarded contract will be to provide secure Enterprise Resource
Planning (ERP) in Saltillo, Coahuila for a maximum of twenty-four (24), seven day (7)
of capability and to satisfy customer needs with the system implemented. Its
important to emphasize that the support will be given for annual maintenance as well
as any contingency that might arise over the course of the first two years.
2.

The operations of GIS have been growing across the time, many of these are no
longer sufficient demand that operability needs, therefore its important to adapt this
8

new IT system as support and infrastructure to strengthen their entrepreneurial skills,

positioning and marketing products and services.
3.

The purpose of this contract is to provide direct care, time of response, time of
solution, spare parts, specialists certification, price and penalization and other IT
maintenance services as described below, to manage the safety and care of the
clients as well as to provide them with the skills necessary to function adequately in
a less restrictive environment as determined by their individualized person-centered
service plan.
B. Program Goals

1. To provide through the first year maintenance outsourcing of an ERP applied to the
different areas of GIS, such as finance resource management, supply chain
management, human resource management, customer relationship management
and manufacturing resource management. Hence it, start a new program of
investments, incorporate innovation to the product development and quality.
C. Deliverables/Program Objectives
The IP shall:

Provide 7x24 coverage for maintenance.

Work jointly with GIS to establish the metrics that the company will use for its
operation and set them properly on the ERP.

Create jointly with GIS the design for the best network topology and
infrastructure deployment.

Attend all meetings as scheduled.

Apply the system for solving investment program (continuous improvement).

Complete the supply chain and incorporate innovation to the quality product
development.

Maintain the fortress of the brands: CINSA and CALOREX on their

geographical regions through marketing programs over distribution channels
by taking advantage of its technological resources.

Allow GIS to implement a manufacturing strategy, which can provide more

tables and kitchen products in Central Mexico for having a strong position on
the market.

Maintain a level of profitability exceeding the industry average with focus on

the generation of flows based on operational excellence.

Centralize the database.

Unified data entry: once the information is introduced, it must be available for
the whole company.

Develop a Modular System: all the modules must be interconnected.

Customize the solution for the company needs.

Create and maintain and/or provide documentation of the installed systems

and offer support on understanding particularities of it.

D. Outcomes
1. System compliance
A system with all the requirements to perform the desired tasks is given.
Ensured reliability, integrity, and trustworthiness of the data.
A no failure policy is established with support contract with vendors.
Network topology and infrastructure deployment is optimal.
Database infrastructure is centralized logically.
Modules are interconnected between them.
2. Business strategy
The business needs are met at all times with the system provided.
Every area has the required tools to perform their tasks properly.
There is growing space for process optimization, growth, and scalable reengineering.
All meetings are attended to in time and form.
Supply chain is the main driver on the business metrics.
3. Monitoring of processes
There is little to no process that is unsupervised by at least one instance of
the system (manual processes).
There is intelligence in the design of the solution as to identify repeated
processes and time leaks.
4. Customization
Proper customization modifications are performed by certified personnel,
ensuring the functionality of said modifications.

10

Training is given to the employees that will use those customizations on a

daily basis.
As customizations are an unsupported process, there will be at least one
professional ready to debug any error that derives from those
modifications.

5. Availability and SLAs

A support plan available for any contingency that might apply.
A 99.99% availability of the systems developed annually.
A disaster recovery option implemented among the system.
Incident and request management for all the tickets provided to IP by GIS
with the appropriate times of reaction and response.
6. Payment information
The IP will provide the required payment information so that no legal
exposure is generated for GIS if it fails to comply.
The IP will shortly notify if there is no payment from GIS and will ensure
that the situation is resolved before taking any action on the availability of
the systems.
E. Liquidated Damages

1. When the IP does not meet the standards placed for performance in the Contract,
the following liquidated damages will be assessed. If approved, the liquidated
damages will reduce any payment made from GIS to the IP. In the event that the
liquidated damages exceed the amounts that GIS is paying the IP, the IP will be
required to make a payment for the amount that exceeded the GIS to IP payment.
i.
ii.
iii.

iv.

v.
vi.
vii.

Late submission of required documents.

a. $50.00 per document per working day.
Failure to fulfill required key staff positions within 90 days.
a. $500.00 per working day after day 90.
Failure to maintain the availability of the systems under the agreed
upon Service Level Agreement
a. $5000.00 per business hour after SLA breach.
Failure to respond urgent communications from GIS.
a. $500.00 per violation. Plus any monetary damages incurred for
negligence as a consequence of that failure.
Absence or lateness to a critical meeting.
a. $1000.00 late fee. $10000.00 absence fee.
Failure to comply with the official methods of communication.
a. $500.00 per violation.
Failure to have replacement hardware available on the required date.
11

viii.
ix.

a. Discount of 100% of the value of the hardware piece up to

$1000.00. Plus $100.00 per business day that the replacement
part is still unavailable.
Disclosure of company information.
a. Litigation exposure. Punitive damages may apply.
Misinformation of any kind.
a. Litigation exposure. Punitive damages may apply.

2. The aforementioned liquidated damages include consideration of at least one of the

following factors:
a. Duration of violation
b. Previous occurrence.
c. IPs history of compliance
d. Severity of violation
e. The good faith of the contractor to mitigate the violation.
F. Process Monitoring
1. With this new system GIS is capable to work in a better environment, even before
the implementation, the processes are looked into by the system with a BPM
approach and activities that are not visible for the users will be with the Business
Intelligence module of it.
2. There is guaranteed scalability of this features given that processes are a never

ending changing endeavor.

G. Technical Requirements

3.

The IPs proposal shall include the required datasheets, literature, and
documentation from all the technological solutions that it will include on the proposal. It
must also include solutions that equal or exceed the following parameters which
delineate the minimum requirements for the system to operate properly.
i.

ii.

iii.

Unique brand network deployment including an enterprise grade network

topology.
a. This field includes routing on each premise with the respective BDR,
MPLS links, and BGP. Core, distribution, and access switches with
stacking and GigabitEthernet capabilities. Fiber optics on all the links
and a wireless infrastructure with a WLAN controller scheme.
Multi node clustering on the server infrastructure with a DR plan and
capabilities of several dozens of TB of storage. Load balancing and high
availability operating systems. Unix based systems preferred.
Database management with a Business Intelligence solution, integration
with live information and data management. Data quality centered.
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iv.

v.
vi.

vii.

viii.

Security that includes several layers ranging from a single Firewall solution
to multiple DMZs with application interfaces servers to only read the
information.
a. VPN with IPsec tunneling is desired.
b. Cost is a factor; IP must be ready with multiple options.
IPS and IDS systems.
a. Cisco made preferred.
Systems management solution that includes patching, updating,
upgrading, and AV protection of the workstations that are in touch with the
ERP system.
Scalability to support at least twice the operational infrastructure during the
next 3 years.
a. Servers
b. Database storage
c. Network
d. Workstations
Licensing solution to comply in all aspects of software leasing, buying and
testing. No vendor preferred.

H. Subcontracting

1.The IP is allowed to make subcontracts with companies when they are unable by
staff to meet the requirements of the solution sold to GIS. Nonetheless, there is a
set of requirements in order for those companies to be part of the approved list of
GIS.
i.

ii.
iii.

To comply with security standards such as ISO 27001 or ISO 32000.

a. Audits can be performed with notice of up to a month.
b. Failure to comply will be a violation of the contract, part of the
liquidated damages mentioned on section E.
To demonstrate a high competence grade on the assigned outsourced
tasks by having an overall good evaluation on the SLAs that GIS requires.
To have at least one IT certification of the following. ITIL, COBIT, similar.
a. Audits can be performed with notice of up to three months.

2.GIS will not hold a direct legal contractual responsibility with the outsourced
company, any exposure to litigation provoked by the outsourced party will be the full
liability of the IP that subcontracted the company.
I. Insurance Requirements

1.As a condition of performing work for the Client, IP must provide satisfactory
evidence of insurance coverage as follows:

13

A. A minimum umbrella policy of $3,000,000;

B. Cyber Liability coverage of at least $2,000,000.
C. Any and all additional requirements as noted in Insurance Exhibit below:
2 It is hereby agreed and understood that the insurance required by GIS is primary
coverage and that any insurance or self-insurance maintained by GIS, its officers,
council members, agents, employees or authorized volunteers will not contribute to a
loss. All insurance shall be in full force prior to commencing work and remain in force
until the entire job is completed or the length of time that is specified in the contract.
3. Professional Liability
A. Limits:
Professional Liability or Errors and Omissions Insurance with the provision to
purchase an unlimited tail and a limit of $2,000,000.
B. Must continue coverage for 2 years after final payment for service/job
4. General Liability Coverage
A. Commercial General Liability
(a) $1,000,000 general aggregate
(b) $1,000,000 products - completed operations aggregate
(c) $500,000 Personal injury and advertising injury (d) $500,000 each occurrence
limit
B. Claims made form of coverage is not acceptable.
C. Insurance must include:
(a) Premises and Operations Liability
(b) Blanket Contractual Liability
(c) Personal Injury
(d) Explosion, collapse and underground coverage (e) Products/Completed
Operations
(f) The general aggregate must apply separately to this project/location
5. Workers compensation and employers liability
$100,000 Each Accident
$500,000 Disease Policy Limit $100,000 Disease - Each Employee
6. Other insurances

14

A. Public Liability insurance in amount not less than $1,000,000 for any
occurrence involving bodily injury, and not less than $1,000,000 for any
occurrence involving property damage. This coverage shall include contractual
liability, broad form property damage, independent contractors, and personal
injury.
B. Information in the IPs proposal that is company confidential must be clearly
identified in the proposal itself. GIS will be free to use all information in the
Vendors proposal for GISs purposes.
C. Any information, including material, documents and other property of data,
disclosed to the proposal responder shall not be used, reproduced, appropriated,
or otherwise disseminated to anyone that GIS.
D. IP shall not advertise or publish the fact that GIS has placed this order without
prior written consent from GIS, except as may be necessary to comply with a
proper request for reference information from an authorized representative of a
governmental unit or agency.
J. Resources Available to Contractor
2. Three staff members will be available to the IP for contractual legal and technical
information in order to clarify every piece of information exchanged bidirectionally
since the RFPs publication to the signature of the contract. These points of contact
will ensure the IP will be fully informed of all the clauses of the contract.
3. The IP will have the same staff members to get to know GIS premises as well as the
current infrastructure, and will have a dedicated space next to the office of the DTI to
hold meetings of any sort for the project.
K. Contact Personnel:
1. All the work made by the IP will be under the direct supervision of:
Luis Molina Bujanda, ITD
Head of IT Services
Grupo Industrial Saltillo
Blvd. Isidro Lpez Zertuche No. 1495
Zona Centro Saltillo, Coahuila. C.P. 25000
Phone: +52 844-242-1200
luis.molina.b@gis.com.mx

15

III. PROPOSALS
A. GENERAL INFORMATION

This section of the RFP outlines all the provisions that will contain the compliance
of each one of the responses by the IPs to the RFP. GIS will determine, at its own
discretion, if the requirements of the proposal have been met on its entirety.
Omission of information is grounds for disqualification.
16

B. Contact After Solicitation Deadline

There shall be no communication between the responder of the proposal and the
creator of the RFP after the delivery deadline is met. Communication will only be
resumed when the contract is awarded to one of the IPs. GIS is under no
obligation to elaborate on the reasons for awarding an IP over the rest of them.
C. Rejection and Cancellation

The issuance of this document does not establish a commitment between GIS
and any IP to award the contract of the proposal. GIS reserves the right to
decline to all of the proposals that are received as a response to this Request for
Proposal.
D. Award Without Discussion
GIS acts on its right to determine the award of the contract without presenting the
IP and to reject any discussion proposal.
E.

Proposal Cost

The IP will assume the all the responsibility for all costs associated with the
preparation and presentation of the proposal that they submit as a response to
this document. They are bind to exclude any preparation and presentation costs
from the final budgeted price of the contract.
F. Ownership of Proposal
All the proposals that are received by GIS become part of its property and will not
be returned under any circumstance to the proposer. GIS reserves the right to
use any of the ideas contained on the proposal without notifying the relevant IP.
G. Proposal Submission
1. The proposals received by the candidate IPs must be received at the due date and

time specified on the Schedule of Events. Proposals received long before (two
weeks before) or after the due date and time will not be considered for participation.
It is responsibility of the IPs to ensure that the proposal is sent to the indicated
location prior to meeting the deadline. All the proposals that are not delivered for any
reason shall not be considered.
2. The IP that proposes shall submit one hard copy and one electronic copy sent by email. It should also provide 6 hard copies for the members of the board in whatever
17

formal presentation the IP defines. If mailed, everything must be shipped into one
single container.
3. Proposals must be submitted via mail, courier or hand delivered to:
Luis Molina Bujanda, ITD
Head of IT Services
Grupo Industrial Saltillo
Blvd. Isidro Lpez Zertuche No. 1495
Zona Centro Saltillo, Coahuila. C.P. 25000
Phone: +52 844-242-1200
luis.molina.b@gis.com.mx

H.

Proprietary and/or Confidential Information

1. When delivering, to protect the integrity of the data, each page of the proposal that
contains sensitive data shall be specifically identified and marked CONFIDENTIAL.

I. Evaluation Criteria

1.

The evaluation will be conducted by the board, with the DTI as main leader of the
team.

2.

The evaluation of the financial components of the proposal, as well as the

statements of the IP to determine their financial position will be conducted by the
CFO as the leader of the team.

3.

The maximum score for this RFP is of 100 points and the awarded one will be the
one that obtains the most points.

4. Evaluation Criteria
i.

The criteria and assigned weights are:

Evaluation Criteria
Introduction/Understanding
Scope of Work

Points Total
of

15

Work Plan

40

Corporate Experience

10

18

Financial Condition

Qualifications of Personnel

15

Cost

15

Total Points

100

J. ANNOUNCEMENT OF AWARD
1.

GIS will award to the IP with the highest graded proposal and the one of best interest
to the board the contract specified as the purpose of this RFP. All IPs will be notified of
the awarding of the contract. The successful IP will be contacted by GIS to negotiate
the terms of the contract.

IV. ATTACHMENTS
See document: Service Level Agreement

19