ERP SYSTEM PROPOSAL
F&C FOOD DIVISION
TOR / RFP RESPONSE
Submitted by: Project Apollo LLC / Project Apollo Philippines
•ERP Platform: Odoo Enterprise
Table of Contents
1. INTRODUCTION
Project Apollo LLC respectfully submits this ERP proposal in response to the TOR/RFP issued by the F&C Food Division. This proposal presents a modular, scalable, cloud-based ERP solution designed to support the operational, financial, and customer engagement requirements of multi-branch and multi-brand food operations.
The proposed solution is built on Odoo Enterprise, delivered through a phased implementation strategy that prioritizes operational impact, risk mitigation, and long-term scalability.
2. PROJECT OBJECTIVES – EXPLICIT RESPONSE
2.1 General Objective
TOR Objective:
Identify and select a qualified ERP vendor capable of delivering an integrated and scalable platform that supports the operational, financial, and customer engagement needs of the Food Division.
Project Apollo Response:
Project Apollo proposes Odoo Enterprise as a unified ERP platform integrating store operations, commissary production, inventory, procurement, finance, and CRM into a single system. The platform is cloud-based, modular, and API-enabled, ensuring scalability across multiple branches and brands while maintaining centralized governance and reporting.
2.2 Specific Objectives
Objective 1
Integrate POS, inventory, procurement, kitchen production, and financial systems into a unified platform.
Response:
- POS transactions automatically update inventory and financial ledgers
- Commissary production consumes inventory via recipe-based costing
- Procurement replenishes stock using reorder rules
- All transactions flow into a consolidated financial system
Outcome: End-to-end operational integration from store sale to financial reporting.
Objective 2
Provide real-time analytics for sales, COGS, wastage, and menu performance.
Response:
- Real-time dashboards for sales, COGS, gross margin, wastage, and menu contribution
- Drill-down reporting from consolidated view to store or item level
- Role-based dashboards for operations, commissary, and finance
Objective 3
Enable BIR-compliant accounting, automated journal posting, and consolidated financial reporting.
Response:
- Automated journal entries from POS, inventory valuation, and production
- Configurable Chart of Accounts aligned to Philippine accounting structures
- Consolidated financial reports across branches and brands
- Audit trails, posting controls, and period locking
Objective 4
Improve CRM, loyalty tracking, and customer engagement across all brands.
Response:
- CRM module for customer profiles, feedback, and engagement
- Loyalty programs with points, rewards, and promotions
- Cross-brand customer visibility and analytics
(Delivered in Phase 2 to ensure stable core operations first)
Objective 5
Ensure integration readiness with HRIS and Payroll under Shared Services.
Response:
- API-ready integration with Shared Services HRIS and Payroll
- Option to integrate Apollo HRIS/Payroll or existing systems
- Labor cost allocation to stores and commissary
3. COMPANY PROFILE – PROJECT APOLLO
US Legal Entity
Legal Entity: Project Apollo LLC
Headquarters: Arizona, USA
Philippine Legal Entity
Legal Entity: Project Apollo Philippines
Location: Manila, Philippines
Delivery Hub: Manila, Philippines
Total Employees: 14
Project Apollo is a technology and digital operations firm specializing in ERP delivery, custom systems, AI automation, and operational governance. With legal entities in both the United States and the Philippines, we are uniquely positioned to serve the Philippine market with local presence and international expertise. We design, build, and operate enterprise systems ourselves, ensuring implementation decisions are grounded in real operational use.
4. PROJECT APOLLO TECHNOLOGY & PRODUCT ECOSYSTEM
4.1 Enterprise Platforms
- ERP Framework (HR, Payroll, CRM, Reporting)
- Payroll System
- HRIS Platform
- Timekeeping & Time & Attendance (geo-enabled)
- Accounting Systems
- CRM Systems & CRM Build
- Multi-branding CRM
- Lead Management
- Marketing Software
- Multi-tenant Software
- Talent Hub (workflow and performance)
4.2 AI Applications
- Lowki – AI productivity assistant
- LazyGenius – OCR and AI document processing
- Guro App – AI tutoring platform
- AI Call Center Agent
- AI Voice Outbound Calling Software
- Family Guardian App
4.3 Security & Infrastructure
- Vulnerability Assessment & Penetration Testing (VAPT)
- Cloud infrastructure and DevOps
- Audit logging and access governance
5. SCOPE OF WORK – SYSTEM FEATURES
5.1 Store Operations and POS Integration
Capabilities:
- Multi-branch POS operations
- Near real-time POS synchronization
- Automated daily sales posting
- Store-level dashboards and visibility
5.2 Kitchen and Commissary Management
Capabilities:
- Recipe costing (Bills of Materials)
- Batch production planning
- Yield tracking and variance analysis
- Wastage control
- Commissary-to-store dispatch tracking
5.3 Inventory and Procurement
Capabilities:
- Supplier master management
- Purchase requisition to PO workflow
- Stock monitoring and valuation
- Automated reordering rules
- Inter-warehouse and store transfers
5.4 Finance and Accounting (BIR Aligned)
Capabilities:
- Automated journal entries
- Expense tracking and budget monitoring
- Consolidated financial reporting
- Audit trails and posting controls
- Period locking and approval workflows
5.5 Customer Relationship Management (CRM)
Capabilities:
- Customer profiles and engagement history
- Loyalty programs and promotions
- Feedback capture and analytics
- Campaign performance reporting
5.6 Reporting and Analytics Dashboards
Capabilities:
- Real-time dashboards
- KPIs for sales, COGS, wastage, menu performance
- Role-based access and drill-down reporting
6. IMPLEMENTATION MILESTONES
- System design and scoping
- Data gathering and data migration
- System configuration and module setup
- Integration development and testing
- Pilot testing with selected branches
- User training and knowledge transfer
- Go-live and post-implementation support
7. INTEGRATIONS
Core System Integrations:
- Existing POS systems (if retained)
- HRIS and Payroll under Shared Services
- Shared Services finance and reporting systems
- Mobile-accessible dashboards and reporting tools
Our Integration, Food and Beverage, and Manufacturing Expertise:
Our team members have extensive integration experience through notable client engagements including:
- Suyen Corporation/Bench
- Roche
- Ferrero and Ferrara
- Smithfield Foods
- Marriott
- UK Post Office
- Boehringer Ingelheim
- Morgan Stanley
- IPVI Retail Group (Highlands Coffee, Gonuts)
- MightyCorp
(Note: These represent previous engagements of Apollo team members, demonstrating our collective expertise in enterprise integration, food and beverage operations, and manufacturing systems.)
8. TECHNICAL REQUIREMENTS COMPLIANCE
| Requirement | Compliance |
|---|---|
| Cloud-based platform | Yes – Odoo Enterprise |
| Browser access | Yes |
| Mobile dashboards | Yes |
| iOS / Android compatibility | Yes (browser-based) |
| Data privacy & security | Role-based access, audit trails |
| Multi-brand scalability | Multi-company architecture |
| API availability | REST APIs |
9. DATA MIGRATION STRATEGY
9.1 Migration Approach
- Data extraction from legacy systems
- Data cleansing and transformation
- Field mapping to Odoo schema
- Test migration
- Validation and reconciliation
- Production migration
9.2 Tools & Methods
- Odoo import utilities
- CSV and API-based ingestion
- Optional ETL tools (e.g., Airbyte, Talend)
- Optional AI-assisted document parsing (Apollo tools)
10. PRICING STRUCTURE (INDICATIVE)
10.1 Odoo Licensing
Purchase Date: January 31, 2026
Note: Total in USD and Total in PHP (@60 PHP = 1 USD) since we will be an Odoo reseller.
| Item | Quote 1: 5 Years Contract | Quotation 2: 3 Years Contract |
|---|---|---|
| No. of Users | 10 | 10 |
| Hosting | Odoo.sh | Odoo.sh |
| User License Cost | $8,160.00 | $4,896.00 |
| First Year Discount | -$324.00 | -$324.00 |
| Hosting Cost | ||
| Odoo.sh worker (2) | $6,912.00 | $4,147.20 |
| Odoo.sh storage (20gb) | $240.00 | $144.00 |
| Odoo.sh staging environment (1) | $864.00 | $518.40 |
| VAT | $1,902.24 | $1,125.79 |
| Total Payable to Odoo (USD) | $17,754.24 | $10,507.39 |
| Total Payable to Odoo (PHP) @60 PHP | ₱1,065,254.40 | ₱630,443.40 |
10.2 Project Apollo Services – Ala-Carte
Phase 1 – Core Operations
- • POS Integration: ₱875k – ₱1.125M
- • Inventory & Procurement: ₱750k – ₱1.0M
- • Commissary/Kitchen: ₱625k – ₱875k
- • Finance & Accounting: ₱875k – ₱1.25M
- • Dashboards: ₱375k – ₱625k
Phase 2 – Integrations
- • CRM & Loyalty: ₱500k – ₱750k
- • HRIS/Payroll Integration: ₱750k – ₱1.0M
Phase 3 – Enterprise Scale
- • Franchise & Multi-Brand Management: ₱1.5M – ₱1.875M
11. PROJECT TEAM & RESOURCE ALLOCATION
Dedicated Delivery Pod (6 People):
- Project Manager – Full-time
- Functional Consultants (2) – Full-time
- Technical Developers (2) – Full-time
- QA & Training Specialist – Shared
- Security Oversight – Shared
- Odoo Solutions Expert – On-demand
12. KEY PERSONNEL
Executive Sponsor – ERP & Operations Leadership
Core Expertise:
- ERP and POS modernization across 70+ food and retail outlets
- LS Retail + Microsoft NAV implementation and management
- 700+ retail stores operations and systems experience
- Commissary and supply chain optimization
- Oracle EBS (Financials, Inventory, Process Manufacturing)
- Large-scale multi-location operations experience
Notable Client Engagements:
- Suyen Corporation / Bench (Retail & Fashion)
- Roche (Pharmaceuticals)
- Ferrero and Ferrara (Confectionery & Food)
- Smithfield Foods (Food Processing)
- Marriott (Hospitality)
- UK Post Office (Government Services)
- Boehringer Ingelheim (Pharmaceuticals)
- Morgan Stanley (Financial Services)
Service Desk & Transition Experience:
• Ferrero and Ferrara Service Desk, Project Manager
• Smithfield Service Desk, Project Manager
• OMNI Application Support Service Desk, Transition Lead
• Runway IT Service Desk, Service Desk Lead
• Hilo Applications Managed Services, ITSM Lead
• Marriott SD, Service Integration
• GSC-IT, IT Shift Manager
• GCSM Service Desk Transition, PMO Lead
• NGES F&A Transition, PMO Lead
• NGES F&A Due Diligence, PMO
• UK Post Office On-Boarding projects, Transitions Lead (Multiple towers including Network, EUC, Supply Chain, Finance Systems, Digital Platform)
• UK Post Office SISD Transition, Transitions Lead
• Boehringer Ingelheim Veeva Pod Support & Manila Service Desk Transitions
• CFG Level 2 Support Transition, Transitions Lead
• McGraw-Hill Manila Service Desk Transition
• Multiple GOSS-NSC Global Transitions (Spain, Great Britain, Japan, New Zealand, Australia)
• CHESS IT Manila Service Desk Transition, Transitions Lead
• Morgan Stanley 60/40 Project
13. TRAINING & KNOWLEDGE TRANSFER
- Role-based training sessions
- Key user and administrator training
- Documentation and user manuals
- Knowledge transfer for internal support teams
14. POST-IMPLEMENTATION SUPPORT
- Hypercare support post go-live
- Named support contacts
- Incident and escalation management
- Optional managed services retainer
- System updates and optimization support
15. SERVICE LEVEL AGREEMENT (SLA)
1. Service Coverage
Standard Support Hours:
Monday to Friday, 9:00 AM - 6:00 PM Manila Time
Critical Operations Window:
Monday to Sunday, 7:00 AM - 10:00 PM Manila Time
2. Incident Priority and Response Targets
| Priority Level | Definition | Response Time (Ack) | Resolution Target |
|---|---|---|---|
| P1 - Critical | System Down / Business Halted. Examples: POS Offline, Server Inaccessible, Cannot Process Major Functionality Impaired. | Less than 30 Minutes | Less than 4 Hours (Workaround or Fix) |
| P2 - High | Examples: Inventory sync failed, Kitchen Display System (KDS) lag. Recipe Minor error / Workaround Available. | Less than 2 Hours | Less than 1 Business Day |
| P3 - Normal | Examples: Report generation bug, single user login Inquiry / | Less than 1 Business Day | 3-5 Business Days |
| P4 - Low | Cosmetic / Request. Examples: "How do I change color?" | Less than 2 Business Days | Scheduled Release / Next Patch |
3. Uptime Guarantee
Target: 99.9% Monthly Uptime for the Odoo Cloud Platform (excluding scheduled maintenance)
4. Escalation Matrix
Level 1:
Service Desk/Functional Consultant - Immediate
Level 2:
Project Manager - if P1 not resolved in 2 hours
Level 3:
Operations Leadership/Solution Expert - if P1 not resolved in 4 hours
16. TOTAL COST OF OWNERSHIP (TCO)
TCO includes:
- Odoo licensing
- Implementation services
- Data migration
- Training
- Support and maintenance
Final TCO will be confirmed post-discovery.
17. CONCLUSION
Project Apollo proposes a practical, scalable, and risk-managed ERP solution that addresses all TOR objectives and requirements. Through phased delivery, modular pricing, and experienced leadership, we position ourselves not merely as a vendor, but as a long-term operational technology partner for the F&C Food Division.
Odoo provides the platform.
Project Apollo delivers continuity.