ERP Request for Proposal (RFP)

Send the same document to every vendor and implementation partner so the quotes come back comparable. Replace every [____] and delete guidance notes before sending.

Cover and response instructions

• Respond in the order and numbering of this document. Answer every item; write "not offered" rather than skipping.
• Return the pricing tables in Section 7 exactly as laid out. Proposals that bundle pricing into a single number will be scored last.
• Send questions in writing to the RFP contact. Answers are shared with all respondents without naming who asked.
• Pricing must stay valid for at least 90 days after the proposal due date.
• This RFP is not a commitment to buy. Respondents bear their own costs of responding.

Guidance: send to no more than 3-5 respondents. More than that and you will not have time to run real demos.

1. Company overview

2. Project goals

We will judge the project a success if, within 12 months of go-live, we achieve the outcomes below. Tell us how your solution and approach get us there.

3. Scope

Quote exactly this scope. If you recommend a different scope, quote ours first and show your alternative separately.

4. Functional requirements

The attached requirements list rates each requirement 3 = must have, 2 = important, 1 = nice to have. For each line, answer with one code:

• S - standard: works out of the box with configuration only
• P - partner add-on or third-party app (name it and price it in Section 7)
• C - customization or script (estimate hours in Section 7)
• R - on the published roadmap (give the expected release)
• N - not supported

Guidance: use the free ERP Requirements Checklist from the same site as the attachment. Keep it to the 40-80 requirements that actually differentiate vendors.

5. Technical and security requirements

6. Implementation approach

• Methodology and phases, with the deliverable and sign-off that ends each phase.
• Named team: role, name, years on this product, and percent allocation to our project. State whether any work is subcontracted or offshore.
• Our staff time you expect by role and phase (hours per week).
• Timeline from contract signature to go-live, and the three biggest risks you see in our scope.
• Data migration: who extracts, who cleans, who loads, how many trial loads, and who reconciles.
• Testing approach (unit, integration, user acceptance) and training approach (train-the-trainer or end users).
• Hypercare: length, hours included, and response times after go-live.

7. Pricing (use these tables exactly)

Software subscription - list every line separately. Show list price, discount, and net price.

Implementation services - by phase. State whether each phase is fixed fee, capped, or time and materials.

8. References

Provide two customers live for at least 12 months, similar to us in industry and size, that implemented with the same team you are proposing.

9. Contract terms we require

• Renewal price increase capped at [____]% per year for at least [____] years.
• Right to reduce user counts at renewal by up to [____]% without penalty.
• Full export of our data in a standard format at no charge, available for [____] days after termination.
• Implementation milestones tied to payments; final [____]% held until go-live sign-off.
• Named key personnel may not be replaced without our consent.
• Uptime SLA of at least [____]% with service credits.
• Mark up our master agreement or attach yours with any exceptions listed in your response.

10. Evaluation criteria and timeline

Guidance: publish the weights to respondents. It stops the "we can do everything" answer and gets you trade-offs instead.

Free template from ERP Cost Guide. Edit freely for your business.