FEO e-Invoicing Implementation

REQUEST FOR PROPOSAL

January 2025

Page 1 of 27
 FEO e-Invoicing Implementation
REQUEST FOR PROPOSAL

Contents
NON DISCLOSURE ................................................................................................................................................................ 3
1 ABOUT FAR EAST ORGANIZATION ............................................................................................................. 4
2 BUSINESS CASE ......................................................................................................................................... 4
2.1 Regulatory Requirements from Tax Authorities ................................................................................................ 4
2.2 Productivity Improvement for Invoice Processing ............................................................................................. 5
2.3 User base, Entities, and invoice volume ............................................................................................................ 5
2.4 System Selection................................................................................................................................................ 5
3 SYSTEM INFRASTRUTURE .......................................................................................................................... 6
3.1 Current System Landscape ................................................................................................................................ 6
3.2 Future System Landscape .................................................................................................................................. 6
4 IMPLEMENTATION BLUEPRINT ................................................................................................................. 7
5 FEO IMPLEMENTATION TEAM STRUCTURE .............................................................................................. 7
6 REQUEST FOR PROPOSAL GUIDELINES...................................................................................................... 7
6.1 RESPONSE FORMAT ........................................................................................................................................... 8
6.2 ASSUMPTIONS ................................................................................................................................................... 9
6.3 QUESTIONS AND ANSWERS ............................................................................................................................... 9
6.4 INTENTION TO BID ........................................................................................................................................... 10
6.5 SUBMISSION .................................................................................................................................................... 10
6.6 EVALUATION SCHEDULE .................................................................................................................................. 10
6.7 FEO CONTACT .................................................................................................................................................. 10
7 EVALUATION CRITERIA ............................................................................................................................ 11
8 APPENDICES ............................................................................................................................................ 11
9 ATTACHMENTS ....................................................................................................................................... 11
APPENDIX A GENERAL TERMS & CONDITIONS ............................................................................................................ 13
APPENDIX B SYSTEM IMPLEMENTATION REQUIREMENTS .......................................................................................... 16
APPENDIX C PROCESS & PROFILE ................................................................................................................................ 23
APPENDIX D COST CONSIDERATIONS .......................................................................................................................... 25
APPENDIX E OTHER CONSIDERATIONS ....................................................................................................................... 27
 FEO e-Invoicing Implementation
REQUEST FOR PROPOSAL
NON DISCLOSURE
All non‐public, bid‐related information provided by either Far East Organization (hereafter referred to as FEO)
or the bidding vendor (Bidder) submitting proposals in conjunction with this Request for Proposal (RFP)
process shall be considered proprietary to such party respectively and treated as confidential in accordance
with the terms of the FEO Non‐Disclosure Agreement which has been sent to the Bidder under separate
cover. This agreement must be signed by an authorized individual for the proposal to be considered.
 FEO e-Invoicing Implementation
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1 ABOUT FAR EAST ORGANIZATION

Far East Organization is the largest private property developer in Singapore, with a growing reputation for
building innovative and functional spaces and providing enriching experiences and value for its customers.
Since its establishment in 1960, Far East Organization has been contributing to the transformation of
Singapore’s urban landscape with over 780 developments in the residential, hospitality, retail, commercial,
and industrial sectors, including 55,000 private homes in Singapore.
FEO comprises of both private and listed companies, with its listed entities namely Far East Orchard Limited,
Far East Hospitality Trust and Yeo Hiap Seng Limited. More information on FEO can be found on its website
http://www.fareast.com/

2 BUSINESS CASE

2.1 Regulatory Requirements from Tax Authorities

In 2023/2024, the Malaysia and Singapore Tax Authorities have separately announced the regulatory
requirement to transmit e-invoices to the tax authorities. With the increased access and visibility to the
invoicing details issued by the businesses, the tax authorities hope to enhance tax transparency, improve tax
compliance and reduce tax evasion cases.

• For Malaysia, the Inland Revenue Board of Malaysia (IRBM) has begun implementing e-invoicing
progressively, starting from 1 August 2024 for large taxpayers with annual revenue of more than RM100
million. By 1 July 2025, all taxpayers are required to submit e-invoices to IRBM unless they are specifically
exempted. To help businesses adjust to the new e-invoicing requirements, a 6-month grace period from
1 July 2025 to 31 December 2025 has been granted to allow an option for taxpayers to issue monthly
consolidated e-invoices for all transactions.

• For Singapore, the Inland Revenue Authority of Singapore (IRAS) has announced the following timeline
for GST-registered businesses to use InvoiceNow solutions to transmit invoice data to IRAS for tax
administration.
(a) From 1 November 2025, for newly incorporated companies1 that register for GST voluntarily.
(b) From 1 April 2026, for all new voluntary GST-registrants, regardless of incorporation date or business
constitution.

IRAS also indicated that there are plans to progressively implement the GST InvoiceNow Requirement for
the remaining GST-registered businesses.

FEO operates in both countries:

- Malaysia: 2 entities
- Singapore: 190 entities (including 80 GST-registered entities)

Since manual submission to the Tax Authorities is both prone to human error and inefficient, it is essential to
implement a solution that ensures compliance with regulatory requirements and ensure continuity of
business operations.

1
These are companies that are incorporated within 6 months from the time they submit their application for GST
registration.
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REQUEST FOR PROPOSAL
2.2 Productivity Improvement for Invoice Processing
For FEO, The Accounts Receivable (AR) and Account Payable (AP) functions are centrally supported by FEO
Finance Shared Services team in Singapore. The implementation of e-Invoicing solution will enable FEO to
connect to the PEPPOL network and send/receive e-invoices with minimal manual intervention. This will
streamline digital payment processes and improve overall efficiency for both AR and AP.

2.3 User base and invoice volume

FEO performed a preliminary analysis to estimate the user count and invoice volume. The numbers are
indicative and subject to change.

User count at implementation:

- AP: 10 users
- AR: 10 users
- Tax: 5 users
- Financial Reporting: 4 users

Estimated volume for 2025:

Malaysia Singapore

2025 Estimation - AP B2B/B2G B2C B2B/B2G B2C

From Local Suppliers 4,415
132,193 (excluding ~70,800 property tax)
From Foreign Suppliers 203

2025 Estimation – AP TOTAL 136,811

2025 Estimation - AR B2B/B2G B2C B2B/B2G B2C

Leasing 43 2,101 39,939 29,617

Hotel (AR Billing) 5,082 - 119,218 -

Hotel (Non-AR Billing)2 24,884 1,989 391,937 69,205

SR (AR Billing) - - 27,400 -

SR (Non-AR Billing) 2
- - 1,699 13,625
ABG - - 2,025 2,475
Intercompany - - 10,000 -
Others (Corporate Functions, SLG Sales) - - 1,465 4,296

2025 Estimation – AR TOTAL 747,000

FEO also has entities in overseas countries such as Japan and Australia. Although there are no regulatory
requirements at this stage, the e-Invoicing capability should be implemented for those entities so that FEO
can choose to exchange e-invoices with partners (suppliers and customers) whenever required.

2.4 System Selection

FEO uses SAP S/4HANA as the ERP system. SAP has launched SAP Document and Reporting Compliance (SAP
DRC) module which offers e-Invoicing Solution Worldwide:

2
Includes tax payment, F&B point of sale, corporate bookings without credit facility (settled by credit card)
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REQUEST FOR PROPOSAL
- SAP DRC is built on SAP Business Technology Platform (BTP) and natively integrated with SAP ERP
- SAP DRC consists of country versions to support local regulatory requirements mandated by various
countries, including Malaysia and Singapore
- SAP DRC has the capability to connect with non-SAP ERP systems/invoicing systems

FEO will adopt SAP DRC as the FEO e-Invoicing solution to fulfil the regulatory requirements. This RFP is to
seek IT professional services from an information technology service company ("Partner”) to implement SAP
DRC for FEO and have it compliant with regulatory requirements for both Malaysia and Singapore within the
mandated timeline.

To help bidders assess the implementation scope, FEO has compiled a list of requirements in this RFP. This
list should only be used as reference, and it is subjected to change from detailed business requirement
gathering and end state process design. Bidders should highlight those requirements that standard e-
Invoicing functionality may not be able to address, recommend customization/alternative solution and
include a brief description of the rationale for that recommendation.

3 SYSTEM INFRASTRUTURE

3.1 Current System Landscape

For Accounts Payable, all invoices are processed in FEO SAP S/4HANA Release 2022, via OpenText Vendor
Invoice Management System (VIM) Release 20.4.

For Accounts Receivable, there are various systems generating invoices to FEO customers and business
partners, including inter-company invoices:
System Business Country
SAP S/4HANA FEO ERP System Singapore, Malaysia, Japan,
Australia
Opera Property Management System for Hotels Singapore, Malaysia, Japan,
Australia
HMS Property Management System for Serviced Singapore, Australia
Residences
Sitelink System for Agape Business Group’s storage Singapore
business
Laundry Management System for Agape Business Group’s laundry Singapore
System (LMS) business
Point of Sales (POS) Systems used in hotels for banquet Singapore

3.2 Future System Landscape

With the implementation of SAP DRC, FEO expects invoices, generated by SAP and non-SAP systems, are
transmitted to Tax Authorities based on their regulatory requirements. FEO should also be able to exchange
e-Invoices with partners (suppliers and customers) if they have the capability to send/receive e-invoices.

Bidders are required to provide a comprehensive Future System Landscape to elaborate the interfaces and
data flow amongst all systems and parties involved in the e-Invoicing processing.
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REQUEST FOR PROPOSAL
4 IMPLEMENTATION BLUEPRINT
The Bidder should propose an Implementation Blueprint based on their understanding and due diligence.
FEO is open to adopt parts or all the proposed Blueprint and rollout, e.g. Big Bang or phased approach (e.g.,
by countries) with the condition that all regulatory mandated dates must be met, and it introduces minimal
impact to existing systems and operations (“Business Downtime”).

5 FEO IMPLEMENTATION TEAM STRUCTURE

The core FEO implementation team consists of:

Role Summary Job Description
Finance Project Leaders • Executes the guidance from the Steering Committee
Esther Wei Ling CHUA • Champion and lead this migration project
Siew Ho YEH • Provide high level direction, authority, and resources
IT Project Leaders • Remove roadblocks
Chester Chung Ming YEW
Edmund Hock Tee GAN
User Project Managers • Provide decision-making, leadership for planning,
Siang Huey CHIA (Tax) implementation, and closing
• Advise issues / potential risks before escalation to
Chermaen Siok Hoon CHIA (AR) executive leadership
Chai Wen SOON (AP) • Resolve issues and ensure agreed timelines are met

IT Project Managers
Elaine Ying CHEN (Primary)
Yoke Peng WONG (Secondary)
Subject Matter Experts (SME) • Participate in day-to-day project activities in support of the
planning, decision-making and implementation (from
requirements gathering to UAT and go-live preparation)
• Provide subject matter expertise, ownership, and
accountability for assigned project results
• Plan and execute the project impact and change
communications
• Highlight operational activities / initiatives that may
impact project

6 REQUEST FOR PROPOSAL GUIDELINES

The goal of this RFP is to solicit proposals from system implementation partners who understands FEO
requirements, shares FEO’s vision and can propose the most appropriate solution to enable FEO to realise its
goals.
 FEO e-Invoicing Implementation
REQUEST FOR PROPOSAL
Every organization is unique, and replication of another organization’s implementation strategy may not be
the best solution for FEO. Bidders should formulate their responses based on their interpretation from the
information provided in this document including the appendixes, due diligence, and experience.
FEO is receptive to Bidders who want to partner with a third-party service or system implementors for the
subject matter expertise, subjected to the mutual agreement from FEO. Bidders shall explicitly list such
partnership in the proposal with the third-party providers' profile and expertise. The cost and timeline
affected by such partnership shall be inclusive in Bidders proposals. The awarded Bidder shall be the only
contracting party with FEO, and the single point of contact for FEO during the execution of the project and
AMS.

6.1 RESPONSE FORMAT

Letter of Submission on Bidder’s letterhead must be signed and stamped by the person in charge or the
Bidder’s authorised representative acknowledging the Bidder’s agreement to the terms and conditions of
this RFP and certifying that all information offered in the submitted proposal are true, accurate, and
complete.

Bidders are encouraged to keep their RFP response succinct. Supporting documentation or details can be
inserted into the Appendix. The proposal must follow the general layout format indicated below:
a. Table of Contents, including page numbers

b. Section 1 Executive Summary shall contain a defined summary of the following:

i. Overall services offering highlighting key risks, benefits and factors that differentiate the
Bidder, including the proposed services approach/strategy, manpower resourcing,
deliverables, service level agreements (SLAs) and associated support services.
ii. Explain how the proposed services offering is geared to address FEO’s business requirements
and objectives.
iii. Pricing summary.
iv. Summary of the Statement of Compliance.

c. Section 2 Statement of Compliance as provided in Attachment 1 shall be filled in to indicate Bidders’

ability to meet the requirements provided in this RFP.

d. Section 3 Bidders Information shall provide Bidders’ Profile, Expertise, and Experience at both
organization level and individual team member level. Refer to APPENDIX C PROCESS &
PROFILE for the requirements.

e. Section 4 Proposed implementation plan including, but not limited to:

i. Implementation proposal and system sizing
ii. Project timeline and rollout plan, and key deliverables
iii. Project management plan based on FEO requirements
iv. Project team structure and profiles of key staff for the project, and RACI
v. Warranty / Post Go-Live Support
vi. Solution Architecture and Integration
vii. List of Documentation to be provided
viii. RICEFW (new and enhancements)
ix. Testing Plan (which includes functional, technical, performance, VAPT)
x. Training Plan
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REQUEST FOR PROPOSAL
xi. Data conversion/migration Plan, if any
xii. Cutover Plan
xiii. Handover Plan
xiv. Any other resources that the Bidder requires to be effective, e.g., hardware, software,
facilities, FEO business/functional/technical expertise.

Refer to APPENDIX B SYSTEM IMPLEMENTATION REQUIREMENTS for the System

Implementation requirements.

f. Section 5 Project Cost of the services in accordance with the format stipulated in APPENDIX D
COST CONSIDERATIONS. Bidders who wish to offer optional services or products shall quote
the pricing and resource requirements separately.

g. Section 6 Other Relevant Information that may include any additional information which is relevant
to the proposal but has not been requested by the RFP.

h. Section 7 Other Offer of Service that may include other services which Bidders would like to propose
as an improvement to the services provided based on the scope of work.

i. Section 8 Contracting. FEO will contract with the awarded Bidder using FEO standard IT contract.
Bidders shall review the FEO standard IT contract in Attachment 2 and inform FEO of any clauses that
are not agreeable with the FEO standard IT contract.

Bidders shall refer to APPENDIX E OTHER CONSIDERATIONS for other requirements not categorized
above.

Should the Bidder choose not to respond or accept parts of this RFP, the Bidder must state any necessary
caveats to accept and explain rejections. “Boilerplate” material which is not directly applicable to FEO’s
requirements should not be used. Bidders should not make generic references or default to “to be
negotiated” when responding. Bidders must indicate the services they can provide and where they may
need to involve a third party.

6.2 ASSUMPTIONS
FEO reserves the rights to amend this but for the purpose of the proposal, Bidders should understand:
a. FEO will provide the facilities and network access for the selected Bidder’s team onsite, based on the
mutually agreed arrangement.

b. The project team will be based in Singapore at FEO facilities. Project team members may be required
to travel to different FEO offices in Singapore. Unless specifically approved, expenses, including but
not limited to, meals and transportation, incurred by the successful Bidder because of day-to-day
project requirements such as meetings, will not be reimbursed. Travel or relocation expenses for
resources the successful Bidder’s elect to introduce to the project team will also not be reimbursed.

6.3 QUESTIONS AND ANSWERS

Bidders are requested to consolidate their questions using ATTACHMENT 4: RFP QUERY LOG
and submit by email to the FEO Contact. FEO reserves the right to summarise and share questions and
responses, without disclosing the source, if FEO deems it will clarify common questions from all Bidders.
 FEO e-Invoicing Implementation
REQUEST FOR PROPOSAL

Bidders can request for private meetings with FEO to clarify any questions they have. These meetings should
be scheduled with at least 3 business days’ notice (including proposed agenda/questions). The last day for
such meetings will be 3 business days before the submission deadline. Schedule permitting, FEO will
endeavour to include all relevant FEO parties at these meetings. FEO reserves the right to grant or deny
additional meeting requests.

6.4 INTENTION TO BID

Bidders must notify FEO of their intention to bid or not to bid, all or parts of this RFP, no later than the date
indicated on the Evaluation Schedule in this document. Bidders must notify FEO if they choose to partner
with a third party when responding to the Intent to Bid.

6.5 SUBMISSION
Completed proposals and any supporting documents must be submitted by email no later than the date
indicated on the Evaluation Schedule in this document. Late submissions will not be entertained.

6.6 EVALUATION SCHEDULE

Activity By this day
-17:00 SG Time-
Bidders sign Non‐Disclosure Agreement 17 January 2025
FEO issues RFP 20 January 2025
Bidder declares Intent to Bid 22 January 2025
Bidder submits questions to FEO 24 January 2025
FEO responds to Bidder questions 7 February 2025
Bidder submits response to RFP 21 February 2025
Bidder presents proposal to FEO 24 February 2025 – 7 March 2025
FEO announces RFP results 31 March 2025 (Subject to Changes)

6.7 FEO CONTACT

All contacts with FEO should be initiated by email to Elaine, with a copy to Siang Huey, Chermaen, and Chai
Wen. Any attempt to communicate directly with any unauthorized FEO employees in reference to this RFP
is strictly forbidden and may result in the disqualification of the Bidder.
Elaine Ying CHEN Siang Huey CHIA Chermaen Siok Hoon CHIA Chai Wen SOON
IT Project Manager Senior Manager, Tax Senior Manager, Finance Manager, Finance Shared
Shared Services Services
[email protected] [email protected]
[email protected] [email protected]
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REQUEST FOR PROPOSAL

7 EVALUATION CRITERIA

Each Bidder’s proposal will be evaluated by an Evaluation Committee, using a comprehensive set of criteria
before arriving at an award decision. The basis for any award will be the absolute discretion of FEO.
The evaluation criteria, in no order, include but not limited to:
1) Meeting Functional Criteria
To help bidders assess the implementation scope, FEO has compiled a list of Implementation Requirements
in APPENDIX B SYSTEM IMPLEMENTATION REQUIREMENTS. This list should only be used as reference, and
it is subjected to change from detailed business requirement gathering and end state process design. Bidders
should highlight those requirements that standard SAP DRC functionality may not be able to address,
recommend customization/alternative solution and include a brief description of the rationale for that
recommendation.

2) Implementation Approach and Risk

• Project team structure with the required expertise
• Dedicated project manager with relevant experience in managing a similar implementation.
• Implementation approach and project management plan
• Project Timeline
• Documentation
• Testing
• Training
• Go-Live, Hypercare, and Handover to support
• Contract, Key Terms & Conditions
• Transition

3) Cost
• Competitive pricing with performance guarantees
• Competitive Manday rates for change requests

8 APPENDICES

This RFP contains the following Appendices:

• Appendix A - GENERAL TERMS & CONDITIONS
• Appendix B – SYSTEM IMPLEMENTATION REQUIREMENTS
• Appendix C – PROCESS & PROFILE
• Appendix D – COST CONSIDERATIONS
• Appendix E – OTHER CONSIDERATIONS

9 ATTACHMENTS

This RFP contains the following attachments:

• ATTACHMENT 1: STATEMENT OF COMPLIANCE
• ATTACHMENT 2: FEO IT CONTRACT TEMPLATE
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• ATTACHMENT 3: FEO PDPA REQUIREMENTS
• ATTACHMENT 4: FEO’S INTEGRATION STANDARD AND TEMPLATE
• ATTACHMENT 5: RFP QUERY LOG
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APPENDIX A GENERAL TERMS & CONDITIONS

1.1 DISCLAIMER AND RIGHT OF REJECTION

This Request for Proposal (RFP) document is only an informal solicitation of data and information, and is not
intended nor should it be construed as a formal offer to contract capable of acceptance by the Bidder, nor is
it to be considered a part of any agreement or contract between the Bidder and FEO. Acceptance of a
proposal submitted pursuant to the RFP process neither commits FEO to negotiate with the Bidder nor to
award or execute a contract to the Bidder and is subject to and conditional upon the negotiation and
execution of a definitive, final, written contract by both parties (Contract). FEO shall have the sole and
absolute discretion to reject or accept any responses submitted pursuant to the RFP process, to add, waive,
or make exceptions to any requirements, to negotiate or enter into discussions with any Bidder(s), or non‐
Bidder(s), at any time or to withdraw from negotiation of the potential transaction described in this RFP
document, without having to give reasons for doing so. FEO reserves the right to request for, consider and/or
accept any other proposals, quotations and/or other information from any other party for any reason. FEO
reserves the right not to accept the lowest priced or incomplete proposal and shall not be bound to provide
any reason. FEO shall not entertain any request made by the Bidder after the RFP has closed or submission
of additional quotes for items left out in the original submission on any ground whatsoever.

1.2 CONFIDENTIALITY
The Bidder acknowledges that the Non‐Disclosure Agreement (NDA) executed between FEO and the Bidder
remains binding for the periods set forth in the NDA. This RFP document contains confidential information
as defined in the NDA and is disclosed for the sole use of the Bidder’s preparation of proposals and all
subsequent discussions and negotiations. The terms of the NDA shall govern this RFP document, the RFP
process and all matters related thereto; provided that FEO hereby authorizes the Bidder to disclose to the
subcontractors that it would propose using only as much information in this RFP document as is necessary
for such subcontractors to provide sufficient information to the Bidder for the Bidder to make its proposal;
provided further that prior to the Bidder disclosing information to any subcontractor, such subcontractor
must execute a non‐disclosure agreement with the Bidder that contains at least the same degree of
protection for FEO with respect to confidential information as contained in the NDA.

1.3 OFFER PERIOD

Due to the duration of the evaluation, approval, and procurement processes at FEO, any proposal submitted
pursuant to the RFP process is required to comply with the Evaluation Schedule in Section 8.6 of this RFP
document. Unless the Bidder completely withdraws from the RFP process, the Bidder may not partially
withdraw, modify or cancel a submitted proposal (including any offer) for a ninety (90) day period following
the deadline for submission of the proposal. Bids submitted with offer expiration dates less than 90 days
from submission shall be considered non‐compliant and not eligible for consideration.

1.4 TIMELINES
Timelines provided herein are subject to change at the sole and absolute discretion of FEO. Any Bidder who
requests a waiver from the timeline must make the request in writing and receive FEO’s written consent.

1.5 COST OF RFP PREPARATION

In no event will the Bidder’s selection to submit a proposal pursuant to the RFP process, or any subsequent
discussions or negotiation give rise to a claim or billable obligation, or reimbursement obligation on the part
of FEO for any costs or expenses incurred by the Bidder in connection with its evaluation of this RFP document
and/or the preparation and submission of the Bidder’s proposal, nor shall FEO be liable for the same. For the
avoidance of doubt, all costs incurred by the Bidder in relation to the RFP process shall be borne solely by the
Bidder concerned, at no cost to FEO.

1.6 COMMUNICATION WITH FEO EMPLOYEES

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All communications relating to the RFP process must be directed to the FEO Contact(s) identified in Section
10.7 of this document. Any attempt to communicate directly with any unauthorized FEO personnel in
reference to the RFP process is strictly forbidden and may result in the disqualification of the Bidder.

1.7 REVISIONS TO RFP

If it becomes necessary to revise, amend, modify, or delete any term in this RFP document, or to provide
additional information, an amendment, revision or supplement reflecting such revisions or amendments will
be issued to all Bidders. No revisions to this RFP document shall be valid unless authorized in writing by an
authorized representative from FEO.

1.8 CONTRACT NEGOTIATIONS

The Bidder agrees to provide all necessary resources, including business decision maker(s) and legal counsel
for Contract negotiations with FEO.

1.9 RETURN OF MATERIALS

Any specifications, drawings, diagrams, technical information or data, written verbal or otherwise, furnished
to the Bidder hereunder or in contemplation hereof shall remain FEO property, and is deemed confidential
information that is subject to the NDA. FEO reserves the right to retain, and shall not be required to return,
the proposals, documents, plans, drawings, and information and/or other materials submitted pursuant to
this RFP process by the Bidder to FEO for future reference. The Bidder confirms and acknowledges that all
information and/or particulars sent or submitted by it in its proposal may be used by FEO in any manner. FEO
may in its absolute discretion require that any or all its documentation and materials be returned or
destroyed by Bidder. If such documents and materials are destroyed by the Bidder, the Bidder shall provide
FEO with written confirmation of such destruction.

1.10 CODE OF ETHICS

Upon receipt by the Bidder of the RFP document through the final selection by FEO, the Bidder shall not
engage in any conduct that could be seen as improperly influencing FEO’s decision. The exchange or offering
of any money, gift item, personal service or unusual hospitality by either party is expressly prohibited. This
prohibition is equally applicable to either party’s officers, employees, agents or immediate family members.
Failure to comply with this policy will disqualify the Bidder from participation in the RFP exercise. In
submitting a proposal, the Bidder represents and warrants that its proposal is not made in conjunction with
any other entity that is also responding to this RFP, and that its response is without collusion or fraud. The
Bidder further represents and warrants that it did not participate in the RFP development process, has no
knowledge of the specific contents of the RFP document prior to its issuance, and that no employee of FEO,
or its agents involved in this RFP process, participated directly in the Bidder’s proposal preparation.

1.11 COMPLIANCE WITH APPLICABLE LAWS

The Bidder represents through submission of a proposal pursuant to this RFP process that it is in compliance
with any and all applicable laws and that its response and any Contract negotiations will comply with all
applicable laws as well as judgments, orders, decrees or consent agreements with any governmental agency
or court relating to the manufacture, promotion, advertising, marketing, sale or pricing of any product or
service to be furnished to FEO.

1.12 OWNERSHIP OF PROPOSAL

The proposal submitted by the Bidder pursuant to this RFP process is the sole property of FEO; provided that
FEO will treat proprietary information of the Bidder contained in the proposal as confidential pursuant to the
terms of the NDA.

1.13 DUE DILLIGENCE

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REQUEST FOR PROPOSAL
This RFP document is intended to provide the Bidder with information for it to prepare a proposal, but it is
the Bidder’s responsibility to obtain any additional information it deems necessary in accordance with the
terms of this RFP document. FEO will continue to compile additional information appropriate for further due
diligence. The selected Bidder must complete its due diligence prior to entering a Contract with FEO. The
Contract will not contain provisions for post‐signing due diligence or any related pricing adjustments. FEO
makes no representations or warranties regarding the accuracy or completeness of the information
contained in this RFP document (including the Appendices) and will have no liability with respect thereto.
The Bidder is responsible for making an evaluation of the information and data contained in this RFP
document and in preparing and submitting a response. The Bidder shall be deemed to have satisfied itself of
all matters and things necessary for the proper submission of a response pursuant to this RFP process and
performance of all works for FEO in the event its proposal submitted pursuant to this RFP process is accepted.
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APPENDIX B SYSTEM IMPLEMENTATION REQUIREMENTS

To help Bidders assess the implementation scope, FEO has compiled a list of system implementation
requirements. This list should only be used as a reference, and it is subjected to change from detailed
requirement gathering and end state process design.

1.1 PROJECT GOALS AND OBJECTVES

The goal of this implementation is to implement SAP DRC as the FEO e-Invoicing solution by the mandated
dates from Malaysia and Singapore tax authorities.

This implementation must meet the following objectives:

1) All invoices, including credit notes, debit notes, etc, can be transmitted to the Tax Authorities at the
required timing and in the appropriated format according to the regulatory requirements, with
minimal human intervention.
2) S/4HANA system is enhanced to connect to SAP DRC, and able to fulfil the required functionality on
e-Invoicing.
3) Non-SAP systems, including Opera, POS, HMS, Sitelink and LMS, are connected to SAP DRC, and able
to fulfil the required functionality on e-Invoicing.
4) FEO entities are registered in the e-invoicing (PEPPOL) network and able to exchange e-invoices,
including credit notes, debit notes, etc, with other parties (suppliers and customers) who are also
registered in the network
5) FEO Finance users are trained and able to use the solution to support their processes including but
not limited to reconciliation and tax reporting.

1.2 To-Be System Landscape

The project scope includes the implementation of SAP DRC and necessary enhancements in S/4HANA to
connect to SAP DRC. The scope also includes to connect all non-SAP systems to SAP DRC to enable e-Invoicing.
Bidders are required to provide a comprehensive To-Be System Landscape to elaborate the interfaces and
data flow amongst all systems and parties involved in the e-Invoicing processing.

1.3 FUNCTIONAL REQUIREMENTS

Bidders shall propose necessary reports to support the operations including but not limited to the invoice
processing, reconciliation, and tax filing.

Below are the key functional requirements categorised by processes.

1.3.1 Tax
S/N Requirement Description
1 System control to check the e-invoicing data E-invoicing data should reconcile with the
transmitted reconciles with the records in SAP records in the SAP and non-SAP invoicing
and non-SAP invoicing systems. systems.
There should be checks to ensure the data
are consistent.
In the event of discrepancy, system should
flag and highlight the deviations.
2 Retrieval of e-invoicing details submitted based To facilitate reconciliation of details between
on criteria specified such as period /suppliers info submitted and GST returns filed or to
details/ tax codes etc attend to queries, if any.
3. System can support re-submission of e-invoicing If there is a need to re-submit information to
details to IRAS due to tax code reclass, or other IRAS due to tax code reclass, or other causes
causes if required. if required, when preparing GST returns (i.e.,

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not due to revised invoice or credit note) –
how does system deal with this?
4 For invoices / credit notes in foreign currency – Ability to address scenarios where value of
system to transmit the relevant e-invoicing data taxable supplies and GST of foreign currency
based on the equivalent SGD amount as per invoices are auto calculated by SAP despite
vendor’s invoices / credit notes vendor’s stated rate being entered. These
calculations may result in rounding
differences when compared to the amounts
stated in the vendor’s tax invoices / credit
notes. How does the system deal with this to
ensure correct e-invoicing data is
transmitted?

1.3.2 Accounts Payable (AP)

S/N Requirement Description
1 Mandatory E-Invoicing Submission - Malaysia Ability to submit all taxable overseas
purchase invoices (self-billing) electronically
to the Inland Revenue Board of Malaysia
(IRBM)
E.g.
1) Ability to submit overseas purchase
invoice with IRBM, by retrieving from SAP
Business Partner and billing data at invoice
level.
2) Ability to handle Table A invoices (e.g.,
IWK). Currently these invoices require
validation in VIM and use Table A to post into
SAP.
3) Ability to submit consolidated self-billed
e-Invoice during interim relaxation period.

2 Mandatory E-Invoicing Submission - Singapore Ability to categories and receive and submit
all taxable purchase invoices (i.e. B2B, C2B
and G2B) electronically to Inland Revenue
Authority of Singapore (IRAS).

Support Peppol PINT where data standard

for e-invoice enabling seamless cross-border
transactions.

Integration of Peppol Directory to SAP for

vendor registration status, full name, Peppol
IDs, and the type of Peppol document they
can receive / send.

Ability to handle Table A/B invoices (e.g.,

MCST, SP, Singtel, Keppel, Nets, LTA, etc).
Currently these invoices require validation in
VIM and use Table A/B to post into SAP.

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Ability to segregate invoices received via
InvoiceNow and Non InvoiceNow in SAP VIM.
3 Monitoring of e-Invoice submission status, Users to be able to:
notification reconcile with SAP VIM. 1) View e-Invoice status (receive / rejected)
2) Receive notifications for actions
required.
3) Allow follow through the process in SAP
VIM as open documents for invoices
without PO numbers and PO invoices
that could or could not be auto-posted
by SAP VIM.
4 Reporting - Reconciliation with invoicing Ability to provide reports to reconcile, status
systems’ data tracking and match submitted e-invoice data
with SAP.
5 Retention and Storage of E-Invoices E-invoices must be stored securely for a
minimum of 7 years.
6 Audit Trails for E-Invoices Maintain Audit trails of all e-Invoice statuses
and their correspondence SAP VIM
documents for audit and compliance with tax
regulations.

1.3.3 Accounts Receivable (AR)

S/N Requirement Description
1 Mandatory E-Invoicing Submission - Malaysia Ability to submit all taxable invoices
electronically to the Inland Revenue Board of
Malaysia (IRBM)
E.g.
1) Ability to submit invoice from Opera and
SAP to IRBM for validation via API with IRBM.
Upon successful validation, a unique identifier
and validation status is received from IRBM.
The validated e-Invoice must include a QR
code that can be used to validate the
existence and status of the e-Invoice via the
MyInvois Portal.
2) Ability to submit monthly consolidated e-
Invoice to IRBM:
For customers who do not require e-Invoices
during the month, system to aggregate
transactions on a monthly basis and submit a
consolidated e-Invoice to the IRBM.
The submission must be within 7 calendar
days after the month-end and to exclude e-
Invoices that have been submitted.
IRBM imposes size limits for consolidated e-
invoices: maximum 5MB per submission, 100
e-Invoices per submission, and 300KB per e-
Invoice.
3) 3) Ability to submit consolidated e-Invoice
during interim relaxation period.

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2 Mandatory E-Invoicing Submission - Singapore Ability to submit all taxable invoices
electronically to Inland Revenue Authority of
Singapore (IRAS) from various invoicing system
used by FEO.
3 Self-Help Request for E-Invoice by Individual Ability for individual customers (B2C) to
Customers (B2C) request for an e-Invoice via a link, where they
(For Malaysia) must fill in the 55 required information as
mandated by IRBM. The system will then
validate the details, send to IRBM for
validation and automatically send the e-
Invoice to the customer.
6 Monitoring of e-Invoice submission status and User (AR) is able to see the e-Invoice
notification submission status and be notified for any
action to be taken.
7 Reporting - Reconciliation with invoicing Ability to provide reports to reconcile and
systems’ data match submitted e-invoice data with SAP,
Opera and other invoicing systems’ records.
8 Retention and Storage of E-Invoices E-invoices must be stored securely for a
minimum of 7 years.
10 Audit Trails for E-Invoices E-invoices must maintain an audit trail for
each transaction to track history and ensure
compliance with tax regulations.

1.3.4 Inter-company invoicing

S/N Requirement Description
1 Setting changes applied based on AR and AP’s 1) Intercompany AR and AP invoices are
requirements above should also take effect for triggered concurrently through the
intercompany invoices which are triggered customised Cross Company Recovery Tool.
from the customised Cross Company Recovery 2) If further validations are now required for
Tool. AR invoices before they are sent to the
related company, can the clearing still be
done concurrently?

1.3.5 GL Posting
S/N
1 Journal entries to be automatically posted to New e-invoicing settings should ensure that
record invoice issuance and invoice clearing journal entries continue to be posted
automatically to record invoice issuance and
invoice clearing.

1.3.6 System support for e-invoice submission to IRBM during the relaxation period
To ensure the smooth transitioning and implementation of e-Invoice, the Government of Malaysia has, on
26 July 2024, agreed to provide taxpayers a six (6)-month interim relaxation period from the date of
mandatory implementation of each implementation phase.

The partner will be required to assist FEO to prepare necessary data from SAP S/4HANA, and any other
invoicing system as required, for the submission to IRBM for the consolidated invoices.

1.3.7 Other Functional Requirements

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All required data, e.g., 55 fields required by IRBM, needs to be populated as part of the implementation scope
by the Implementation Partner. Bidders to elaborate in the proposal on how the data will be entered into
the system(s) and where the data will be stored, for B2B/B2G, and B2C cases.

The Implementation Partner needs to support FEO on the PEPPOL ID registration within the required
timeframe.

The Implementation Partner needs to support FEO on Malaysia digital certification registration.

For non-SAP invoices, the Implementation Partner will be required to work with respective vendors to build
the interfaces, including but not limited to, guide the vendors on data requirements, conduct data mapping,
and transform extracted data from those non-SAP system to the format acceptable by SAP DRC.

Bidders are required to fulfil the functional requirements with standard S/4HANA and SAP DRC functionalities
with minimal FEO specific customisations. Optimal solutions to be proposed when customisation is
necessary.

1.4 PROJECT TIMELINE, MILESTONES, AND DELIVERABLES

The system needs to be ready before the mandated dates by Tax Authorities. Bidders to propose a timeline
that optimizes the tasks and resources to achieve go-live before the mandated dates.

Bidders are to clearly define a project timeline with the duration for each phase including:
• Project Initiation and Planning
• Requirement Gathering & Analysis
• Design & Development
• Testing
• Deployment
• Post Implementation Support (Warranty Period)

Bidders are to define the deliverables for each milestone and the exit criteria.

1.5 IMPLEMENTATION APPROACH AND PROJECT MANAGEMENT PLAN

Bidders are to provide the implementation approach and the project management plan on how the project is
going to be carried out and how the aspects of the project are managed, including scope, budget, timeline,
communication, quality, resources, etc.

Bidders must provide a Project Manager (PM) with relevant project implementation experience in SAP DRC
implementation project(s) to oversee and drive the overall implementation of the project. The PM works as
a liaison with all stakeholders, all Business users, Vendors, SAP, and IT teams impacted by the
implementation. The PM must lead all day-to-day project management activities, provide oversight and
status reporting to Steering Committee, facilitate deliverables/milestones sign-off, evaluate project to
identify overall health and areas that require remediation, escalation or additional management, manage
integration/interface activities of third-party systems impacted by the implementation, produce and execute
cutover plan and data migration activities.

It is expected that the Partner will lead the coordination with non-SAP invoicing systems vendors to ensure
they are connected to SAP DRC according to the defined project scope and timeline.

All interfaces with SAP DRC are required to comply with ATTACHMENT 4: FEO’S INTEGRATION STANDARD
AND TEMPLATE to ensure the quality, security, and performance of integrations. Bidders may propose
Integration Templates if not mentioned in the said standards, and only if upon design discussion, the interface

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requirement has limitation or requires a different integration method not mentioned on the templates.
Ultimately, the integration designs should highlight advantages and meet industry standards.

1.6 DOCUMENTATION
Bidders shall list project and application related documentation in the proposal as part of project
deliverables. The documentations shall include but not limited to the following:
1. User Requirement Specification
2. Functional Specification
3. Technical Specification
4. Configuration Specification, Data Conversion Plan and Templates
5. Test plan and Test scripts
6. Implementation Plan and Detailed Cutover Plan
7. Integration / interface Specification
8. User manuals and training materials

SAP related documentations, such as Functional Specifications and Technical specifications, need to follow
FEO ERP documentation templates.

1.7 TESTING
Bidders shall include all required testing in the proposals, including but not limited to the following:
1. Unit Test
2. Data Conversion Test
2. Integration Test
3. User Acceptance Test
4. Regression Test, if applicable
5. Security Test such as Vulnerability Assessment, Penetration Tests and Source Code Review using
accreditable test tools or vendors.
6. System Performance Test

All tests shall be supported by test plan, test cases, and test results signed off by FEO.

1.8 TRAINING
Bidders shall propose necessary trainings to respective FEO teams including Finance users and IT team.

1.9 GO LIVE, HYPERCARE, AND HANDOVER TO SUPPORT

Go-Live and Warranty Support (Hypercare) will occur for at least 1 month after successful Go-Live for each
country. The purpose is to stabilize the system, minimize the impact of any early system issues and prepare
to transition to the support teams.
The project team will closely monitor the newly deployed system and user activity; assign appropriate
resources to resolve issues; rapidly detect and escalate issues as required, and quickly resolve and
communicate resolution.
1) The Partner should propose a post-implementation warranty arrangement based on the project go-
live date and Tax Authorities mandate dates to ensure various scenarios and processes are covered
during the warranty period.
2) The Partner must provide reports detailing the warranty work (i.e., number and type of defects, the
status of defects).
3) The Partner must work with SAP to perform system fixes to correct system-level performance
problems.
4) The Partner must perform additional custom code remediation as identified as warranty work.

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5) The Partner must perform fixes to correct improperly converted files or tables that the Bidders was
responsible for, if any.
6) The Partner must perform fixes to correct translation or load errors for interfaces that the Bidders
was responsible for.
7) The Partner must perform fixes to correct errors from application configuration or parameter table
settings that are not consistent with the intended design.
8) The Partner must provide business hours and off-hours Go live and Deployment support.
9) The Partner must perform Phase Closeout including assessment of knowledge transfer tasks, transfer
project artifacts to project repository, lessons learned document, update Business Solution (if
applicable), and transition support to FEO IT and ERP application maintenance support (AMS) Team.
10) The Partner must perform vulnerability fixes during the warranty period.

1.9 FINAL ACCEPTANCE

Prior to the end of the Warranty support period, the Partner and FEO will jointly assess the status of the
implementation and review the status of outstanding issues and adherence to service level requirements.
The purpose of the assessment will be to provide written verification that the delivered system operates as
expected post-implementation. Final Acceptance will be granted at the end of the Warranty support period
and when 100% of the Priority 1, 2 and 3 issues have been resolved and all Successful Business Outcomes are
achieved and documented.

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APPENDIX C PROCESS & PROFILE

1.1 RFP Process Management Capability

Bidders shall comply to RFP process indicated in this RFP document, including but not limited to response
format and timeline.
Bidders shall ensure the quality of proposal and presentations and address all the requirements FEO has
provided in this RFP.
Bidders are expected to demonstrate their knowledge and experience in the relevant Industry and Business
functional Processes, and able to propose alternative solutions and impact analysis on various options to
FEO as when required.

1.2 Bidders Profile, Expertise & Experience

Bidders shall provide their company profile including organization overview and organization size. Company
overview including, but not limited to:
• Number of employees based in Singapore and the APAC region.
• List of similar implementations by your company in Singapore and in Malaysia.
• List of similar implementations by your company for Australia and Japan.
• Description of proprietary implementation tools or methodologies.
Bidders shall demonstrate expertise and experience with e-Invoicing solution, including but not limited to:
SAP DRC and required invoice enhancement in S/4H4NA, regulatory requirements from both Singapore and
Malaysia Tax Authorities, as well as requirements and guidelines from IMDA and MDEC.
Bidders shall also provide their experience working with non-SAP systems listed in the RFP to connect
them with SAP DRC.
Bidders shall include consultant(s) who have experience implementing for Hotels in Malaysia to guide
FEO on the market practices.
Bidders shall provide their relevant expertise and experience, including but not limited to the below areas:
• Approach and success with previous similar implementations
• Approach and success in similar projects with other Real Estate industry clients

Bidders shall provide the profile of subcontractors (external companies or individuals) that you may engage
for this project.

1.3 Resources
Bidders must provide a Project Manager (PM) with relevant project implementation experience in SAP DRC
to oversee and drive the overall implementation of the project. He/She works as a liaison with all
stakeholders, all Business users, Vendors, SAP, and GIT teams impacted by this project. The PM should lead
all day-to-day project management activities, provide oversight and status reporting to Steering Committee,
facilitate deliverables/milestones sign-off, evaluate project to identify overall health and areas that require
remediation, escalation or additional management, manage integration/interface activities of third-party
systems impacted by e-invoicing, produce and execute cutover plan and data migration activities.
Bidders shall provide the proposed team structure for project implementation and indicate expertise, roles
and responsibilities of team members including account manager, project manager, functional and
technical consultants.
Bidders shall provide the Curriculum Vitae (CV) of the key team members (some examples are Project
Manager, Functional Leads, Integration and Technical Leads), describing the individual’s background and
experience, as well as the individual’s ability and experience in conducting the proposed activities. The key

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team members must be available for interview(s) by FEO.
Bidders shall assign a single point of contact to oversee the project and engage with FEO team.
Bidders shall provide the levels of escalations.
Bidders shall provide the resource location and working day/hour.
During the entire engagement, for any changes of the resources, the Partner will need to inform FEO three
weeks in advance and seek FEO approval for the replacement resource. The Partner must provide the
replacement resource who has same or higher level of experience/knowledge. The Partner shall provide
the Curriculum Vitae (CV) of the replacement resources for FEO review and assessment. The resource must
be available for interview by FEO if needed.

1.4 References
Bidders shall provide a minimum of 2 referrable clients for whom the Bidder has conducted similar services.
The referrable clients are preferred to be in the Real Estate industry within Malaysia and/or Singapore and
with a similar size as FEO. FEO may contact the referred clients.

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APPENDIX D COST CONSIDERATIONS

Bidders shall propose an end-to-end solution to provide and deliver all necessary components for the
operations of the System. All proposals must include proposed costs to complete the tasks described in the
project scope. Costs should be stated as One-Time Costs (OTC) and Annual Recurring Costs (ARC). Pricing
shall be listed for each of the following items in accordance with the format below. Bidders shall provide the
itemized cost and add to the list for any additional cost.

1.1 ONE TIME COSTS (OTC)

Bidders shall provide a Fixed implementation fee based on the project scope and timeline. For FEO to assess
the completeness of the cost, Bidders shall supply the implementation cost with the man day rates, task
breakdowns, and estimated number of mandays for each task.

Time & Material quotation is not acceptable.

Below is an example of the cost breakdown for OTC:

One Time Cost (OTC) Amount (S$) Estimated number of Mandays

SAP DRC Implementation Fee
S/4HANA enhancements required for e-Invoicing
Interface with Opera
Interface with HMS
Interface with Sitelink
Interface with LMS
Interface with POS
Any other interface/integrations if any
One time conversion/migration, if any
Knowledge Transfer and handover to Support
Any other One Time Cost
Total OTC (A)

If Bidder propose to implement Malaysia and Singapore as two phases, Bidder shall list out the OTC
separately for two phases.

1.2 ANNUAL RECURRING COST (ARC)

There is no recurring cost expected for this implementation.

1.3 RATE OF CHANGE REQUESTS (CR)

Bidders shall provide the rate card for CRs including but not limited to the following scenarios:
• CRs raised during the Project
• Future enhancement projects

1.4 OTHER COST CONSIDERATIONS

Bidders to provide any other costs relevant to this engagement, including but not limited to:

• Travel/transportation Cost

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• 3rd party software license cost
• Hardware lease/rental cost
• Transition Fees
• Termination Fees
• Disengagement Assistance Fees

Bidders shall provide a concise and simple rate structure with pricing which is not subjected to increases over
the term.

Bidders shall serve as the single point of contact for this engagement and include all necessary costs from
their partners or subcontractors.

Bidders shall agree to a Liquidated Damages to FEO as and by way of liquidated damages, the sum equivalent
to 0.5 per cent (0.5%) of the OTC for each day of delay, subject to a maximum of 30 per cent (30%) of the
OTC, in the event of delays in project Go-Live, caused solely by the Bidder.

For benchmark purpose, Bidders must provide the project cost for any similar project the Bidder
implemented for other clients.

Bidders shall take a note on the below FEO standard contract terms on payment and inform FEO for any non-
compliance:

• Payment Terms: 45 days upon receipt of invoice.

• Late Interest: Interest on late payment shall not exceed 0.5% per month.
• Taxes: Vendor shall be responsible for its own taxes, levies, duties, charges, or withholdings of whatever
nature in respect of all sums payable by customer; FEO shall be responsible for all Singapore Goods and
Services Tax (GST) payable in connection Goods and/or Services provided.
• Payment for the system implementation cost shall follow the below payment schedule table:

S/N Payment Milestone Amount

1 1st invoice, Date of Contract Sign 10% of OTC
2 2nd invoice, Development Completion (Realize phase, including Unit Test and 20% of OTC
System Integration Test)
3 3rd Invoice, UAT Sign-off (Deploy phase) 30% of OTC
4 4th Invoice, Go-Live Sign-Off (Run phase) 30% of OTC
5 5th Invoice, Warranty Period Completed (upon Final Acceptance provided by FEO) 10% of OTC
• Payment for Change Requests (CR) shall follow the below payment schedule table:

S/N Payment Milestone Amount

1 1st invoice, Date of CR Approved by FEO 50% of CR Fee
2 2nd Invoice, Upon Final Acceptance of CR by FEO 50% of CR Fee

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APPENDIX E OTHER CONSIDERATIONS

1.1 RENEWAL, TERMINATION, TRANSITION AND EXIT

FEO shall be allowed to terminate the contract in parts, without any cause, by giving 60 days’ written notice
to the Partner.

Either party can terminate the contract in the event of a breach by the other party. FEO shall not be liable for
any losses suffered or incurred by the Partner arising from the termination, or to compensate the Partner for
any period of the term.

Any unconsumed credits/ payments by FEO to the Partner shall be returned to FEO within 30 days of
termination of contract.

The Partner must be committed to providing FEO data and inventories back when the contract ends.

The Partner is required to provide Disengagement Assistance services at no charge to FEO, including at least
the following items:

• Handover all system configuration and operational procedure documentation.

• Handover the latest editable version of works, services and deliverables including database, design
documents and templates. If applicable
• Render assistance and training (including but not limited to 5 days) to FEO and replacement service
provider to effectively take over from the Partner for the delivery of the services.
• Return or destroy (at the Partner’s own cost) all information, personal data, material, and documents in
the Partner and/or Sub-contractor’s custody.

The Partner shall also provide the Man-day rates for services that are beyond this list.

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