RFP No: RFP-002/IT/2023-24 Date: 10.01.2024.

Request for Proposal (RFP) for (i) ERP Software and (ii) ERPimplementation, management, and maintenance

KGA has embarked on project ‘Digital KGA’ to revamp its entire Information Technology infrastructure and software applications to improve departmental efficiency, enhance transparency with prompt financial accounting MIS and dashboards.

We are looking for an integrated ERP package which should encompass the various disparate software currently in use for member billing & collections, golf play & handicapping, food & beverage sales, stores inventory tracking, financial accounting, online approvals, document management systems, bulk SMS & emails to members, communication through digital LED notice boards & website, etc.

To further elaborate the comprehensive ERP package should cover the following modules (but not limited to):

(A) Member administration which includes tracking application flow ( registration, entrance fee, interview scheduling, golf tests, membership confirmation); different membership categories & conversions, issue of the RFID smart cards for members, guest debit cards with limited validity & recharges, billing for different services including monthly subscription, terminations, refunds, affiliated clubs & their members using KGA services, attendance in AGM and SGM, etc.

(B) Optional – online & manual Golf play time slot booking, tee off attendance, pace of play monitoring, score card entries, handicap calculations, golf tournament manager software module which includes registration of teams , scheduling matches, fee collections, results, etc.

(C) Golf Management – Desktop & Android mobile applications, Course green fee collections, sale of golf balls at Driving Range, guest fee collections, coaching fees, member-student & guest-student training under Junior Golf Academy, short game practice, packages for Corporates & groups, etc.

(D) Point of Sales (POS) billing – Desktop touchscreen, android mobile applications (wi-fi tabs) at multiple locations- huts, bar, swimming pool, driving range, gym, physiotherapy clinic , food & beverages sales to members & guests on the lines of restaurant billing, liquor & bar stores inventory management, takeaway services,kitchen display systems integration, etc.

(E) Human resources : payroll, attendance & leave management systems.

(F) Financial accounting with department-wise MIS, analytics dashboards,inventory management (goods receipts, consumptions, adjustments, etc), fixedassets register, indents & purchase ordering, GST compliances ( e-invoice , HSN / SAC mapping, reports like GSTR1 / GSTR3B/ others, uploading to government portal, income tax compliances, etc.

(G) Banquet & party hall bookings, hire of hoardings, income from gym, swimming pool receipts, outsourced services like spa, physiotherapy clinics, laundry services,

(H) Events (entertainment) ticket booking – online , walk in, distinguish member/ dependants/ guest tickets, event wise statistics of collections, expenses, etc , including footfalls, beverage & food items sold, etc.

(I) Optional- Integrated parking management system with identification of occupied & vacant parking bays, monitoring EV charging stations billings, etc

(J) Single mobile app (KGA member self-portal) for monthly billings, online payments, event ticket booking, merchandise purchase, online table reservations, access to digitised member directory, updating member profiles, notices & communications from KGA management, etc 

Interested ERP vendors and implementation partners should submit their Expression of Interest by clicking on the link below, filling up all requested information and submitting before 5pm on Friday, 19th January 2024.

Roopa Pratap