An enterprise resource planning (ERP) request for proposal (RFP) is a document that businesses use to find and select the right ERP software provider. It helps organizations outline their needs and expectations to ensure potential vendors align with business goals and streamline the selection process.
In this guide, we’ll discuss the benefits of creating an ERP RFP and offer actionable tips and best practices for drafting a clear and comprehensive proposal.
Table of Contents
- What is ERP RFP?
- What Should an RFP for ERP Contain?
- What To Avoid Including in an ERP RFP
- How To Write an ERP RFP That Will Get a Response
- Tips and Best Practices for Drafting an ERP RFP
- ERP RFP Template
- Benefits of Making an ERP RFP
- Top Agencies To Send an ERP RFP To
- Request for Proposal ERP Takeaways
- RFP for ERP Frequently Asked Questions
What is ERP RFP?
A request for proposal (RFP) for ERP contains all aspects of an upcoming enterprise resource planning project, such as specific requirements, timeframes and deliverables, contact information, and more.
In response to the RFP, potential ERP service providers can submit bids and planned scope of services. Based on their replies to the project's criteria, the buying business may objectively review and evaluate each agency's capabilities and competence.
Let’s see what the key components of an ERP RFP are and share a template.
What Should an RFP for ERP Contain?
ERP RFP should contain the following essential elements, which could vary from business to business:
- Company information and project overview
- Audience and competitors
- KPIs and goals
- Budget
- Deadlines and timelines
- Criteria for selection
1. Company Information and Project Overview
In the opening stages of your ERP RFP, give a concise overview of your business. Here are the key information you should include:
- A brief corporate history
- Values and mission
- Location
- Products/services
- List of competitors broken down by market and vertical
- Current business worth
- The size of your company/the number of employees
- Principal stakeholders
- Links to websites and social media platforms
In this first part, provide information about your firm as well as a high-level description of your ERP initiative.
2. Audience and Competitors
In this area, you should also include information on your target audience and their basic qualities, such as:
- Demographic data (gender, age, location, income, etc.)
- Psychographic information (expectations, pain points, online behavior, etc.)
- Customer persona
You may also introduce your competitors, including their strengths and limitations, market share, public relations initiatives, and so on.
3. KPIs and Goals
In the project overview, describe your project objectives and outline the short-term and long-term goals you aim to achieve with your ERP project. These objectives should be in line with your entire business growth plan.
Make your goals SMART, which stands for Specific, Measurable, Attainable, Realistic, and Time-bound. Invest in resources to ensure that project goals and outcomes are well-defined, reasonable, and attainable.
Additionally, set your KPIs and explain them in your RFP so that potential suppliers know what to aim for with their ERP solutions.
4. Budget
A well-structured ERP RFP should include a clear budget range to guide vendors in aligning their proposals with your financial parameters. By outlining your budget constraints, you provide vendors with a better understanding of the scope. This transparency helps avoid receiving proposals that are either out of your price range or unrealistic given your financial limits.
Including budget information also encourages vendors to propose the best possible solutions within their financial capacity. It opens the door for flexible options, such as phased implementations or tiered pricing.
Transparency around the budget also fosters trust and ensures vendors submit proposals that meet both your cost expectations and business requirements.
5. Deadlines and Timelines
One of the most critical parts of a good RFP ERP document is the overall project deadline and detailed timetables for each stage of the process.
Dates and deadlines may include the following:
- The date the RFP document was delivered to prospective providers
- The period during which you will accept RFP answers
- The deadline for selecting the most competent agencies
- The deadline for contacting the winning vendor
- The ERP project's and IT integration's launch date
- Specific project milestone dates
It is critical to indicate when certain events and deliverables are expected to occur so that vendors can plan their responses.
6. Criteria for Selection
Including information about RFP distribution in your RFP document might be valuable to vendors. You can mention how many vendors you have contacted, as this gives them insight into their competition and may help them tailor their responses.
Additionally, it’s important to explain your selection process and criteria. For example, you could use a point-based system to evaluate relevant experience, track record, cost of services, cultural fit, skills, and other factors.
What To Avoid Including in an ERP RFP
Knowing what to exclude from an ERP RFP is just as important as knowing what to include. Certain details can confuse vendors or lead to unproductive responses.
Take a look at these four aspects to avoid when drafting your ERP RFP:
1. Overly Technical Jargon
Including excessive technical language can alienate potential vendors who may not be familiar with industry-specific terms. Keep the language accessible and focus on clear communication. This ensures that all vendors, regardless of their technical background, can provide an informed proposal.
2. Vague or Broad Requirements
Avoid listing generic needs without context. Vendors need specifics to tailor their solutions effectively. Vague requirements can lead to irrelevant proposals that don’t address your actual business challenges.
3. Unrealistic Deadlines or Budgets
Setting unattainable timelines or unrealistically low budgets may discourage vendors from responding. Ensure that your expectations are reasonable and reflect the complexity of the project. Vendors are more likely to engage when they feel the terms are fair and achievable.
4. Too Much Detail
While clarity is important, avoid including excessive detail that may overwhelm vendors. Focus on the essentials and provide enough information to guide responses without overcomplicating the RFP. This approach makes it easier for vendors to understand your priorities.
How To Write an ERP RFP That Will Get a Response
An ERP RFP that attracts responses is clear, engaging, and actionable for potential vendors while addressing your specific business needs.
Here are four ways to achieve this:
- Define business needs clearly: Outline your company’s unique challenges and goals. This helps vendors understand how their ERP solution can meet your requirements.
- Set realistic timelines: Provide specific deadlines for proposal submission and project completion. Clear client expectations encourage vendors to align their capabilities with your schedule.
- Outline budget expectations: Share a budget range that reflects your financial constraints. A transparent approach ensures you receive proposals from vendors within your scope.
- Offer a point of contact: Designate staff for vendors to reach out to with questions. This fosters open communication and ensures clarity during the process.
Tips and Best Practices for Drafting an ERP RFP
Following proven practices will increase your chances of receiving quality proposals and streamline the process.
Below are three important strategies for drafting a successful ERP RFP:
1. Provide a Timeline for Responses
Include a well-defined timeline for each stage of the RFP process, from submission deadlines to evaluation periods. This is particularly crucial since 25% of projects fail due to poor deadlines. Establishing clear deadlines ensures vendors can meet expectations while also giving your team ample time to review each proposal thoroughly.
2. Encourage Vendor Questions
Offer an opportunity for vendors to ask clarifying questions before they submit their proposals. By encouraging questions, you ensure both parties have a full understanding of expectations, reducing misunderstandings and enhancing the quality of the responses. An open communication channel fosters better collaboration.
3. Outline Post-Implementation Support Needs
Beyond the implementation, describe your post-implementation support requirements. Detail what type of ongoing support you expect from vendors, such as technical assistance, software updates, or employee training. This step helps align long-term goals and ensures the chosen ERP solution is sustainable for your organization.
ERP RFP Template
The ERP RFP template helps create your request for proposal from scratch as it already contains all the essential fields and questions that just need filling out by the agency.
You can also download your copy of a free ERP RFP template on the right of this page.
Here is an example of what a well-rounded RFP ERP template should contain:
COMPANY PROFILE
Introduce your company and give a brief background on your business type, market, competitors, key areas of expertise and your unique value proposition.
- Industry:
- Mission statement and vision:
- Products/Services:
- Target audience/customer types:
- Competitors:
- Main drivers for ERP needs:
PROJECT SUMMARY & OVERVIEW
Deliver an overview of your current ERP capacities (if any), why you are looking to implement ERP in your strategy, what you hope to gain from this and your ideal project timeline.
PROJECT CHALLENGES
Define what challenges your business currently faces that ERP should solve. Be as broad or as concise as needed.
PROJECT GOALS
Determine the short-term and long-term goals (SMART - specific, measurable, attainable, relevant and time-sensitive) you wish to achieve with your ERP efforts.
Primary objectives:
- [Goal 1]
- [Goal 2]
- etc.
Secondary objectives:
- [Goal 1]
- [Goal 2]
- etc.
CANDIDATE QUALIFICATIONS
All bidding vendors must [list the criteria that must be met for a proposal to be considered, for example their experience and client case studies, team size info, organizational charts, etc.]
- Resumes: Provide a resume or online portfolio for each individual who will be assigned to provide the services and designate the individual who would have primary responsibility for overseeing the services.
- Work Examples: Provide a description of relevant past projects and examples of prior work.
- References: Provide 2-4 client references, including a short description of the project and contact information.
PROPOSAL GUIDELINES
All bidding vendors must [list the requirements that each proposal must address, such as budget, timelines, and submission due date
PROJECT TIMELINES
[Outline information about the timeline for the RFP process as well as the project itself— deadlines, milestones, and potential roadblocks.]
BUDGET
Specify the budget you have allocated for this project. Also, have the proposer submit an appropriate and realistic cost.
SUBMISSION REQUIREMENTS
List other documents agency and service providers should submit along with their application. If you have additional questions you'd like them to answer, list them here.
PROPOSAL SUBMISSION
- Business Information:
- Team Structure:
- Notable Client Work:
- Testimonials:
- Client References:
- Timeline:

SELECTION CRITERIA
The company will review submitted proposals for qualifications. The choice for a contract will be made based on the following criteria:
- Expertise and experience of the agency in our niche
- Quality of ERP services
- Range of services
- Cost
RFP DEADLINE
- RFP Sent Date:
- Proposals Due Date:
- Winner Selected By Date:
Benefits of Making an ERP RFP
A request for proposal is the first step in choosing the right vendor for your ERP project. It helps ensure that you choose the best fit for your company’s needs and requirements.
Creating an ERP FRP offers several advantages beyond just narrowing down suppliers that do not fit the criteria:
- Obtain the best pricing available for your project: By sending your RFP to multiple ERP firms, you can gather more competitive quotes and get the best pricing for your project.
- Compare potential ERP providers carefully: A well-structured RFP allows you to compare costs, services, portfolio, knowledge, capabilities, outcomes, team size, and more, helping you choose the best ERP provider.
- Attract qualified vendors: A detailed RFP helps attract vendors who can meet your specific needs. This ensures you get proposals from qualified and experienced companies.
- Establish clear expectations: An RFP helps set clear expectations on deliverables, timelines, and budgets, which ensure everyone is on the same page from the onset.
- Better communication: It encourages open communication between you and potential vendors, so either party can freely ask questions or clarifications upfront.
Top Agencies To Send an ERP RFP To
1. Enkonix
- Location: 250 Vesey Street, New York City, New York 10281, United States
- Average Hourly Rate: $120
- Expertise: Web Development, Fantasy Sports Development, e-Commerce Development, Classified Website Development, Mobile App Development, Doctor Appointment App Development, and Taxi App Development
Enkonix LLC is a consulting organization that offers strategy, design, and engineering services to support its clients every step of the way. Its team is passionate about creating valuable products and helping other businesses climb the ladder of technological development.
The agency has designed and built a diverse range of high-quality products from scratch. Enkonix LLC also specializes in e-learning, healthcare, e-commerce, advertising, augmented reality, finance, sharing economy, and many more.
2. Kaz Software
- Location: 35/5 Shantinagar, Dhaka, 1217, Bangladesh
- Average Hourly Rate: $20
- Expertise: Windows App Development, Software Development, Enterprise Software Development, Node.js Development...
Kaz Software brings together a team of talented professionals to help its clients develop software efficiently. The agency has technical expertise in a broad range of fields, such as web and mobile applications and hardware device drivers.
Kaz Software values the professionalism of team members and emphasizes assembling the best available resources. Over the past 15 years, the agency has helped more than 100 companies, from startups to Fortune500, build and launch 120+ software applications.
Request for Proposal ERP Takeaways
When creating an ERP request for proposal, clarity and specificity are key. Clearly defining your business needs allows vendors to tailor their solutions effectively. Additionally, setting realistic timelines and budgets encourages more vendors to participate. Doing so will help you evaluate proposals that fit both your project scope and financial expectations.
Use our free ERP RFP template to begin your search for companies that can help your project succeed!
RFP for ERP Frequently Asked Questions
1. Why do you need to create an RFP for ERP?
You need to create an RFP for ERP to clearly define your business needs and find the right vendor. It also streamlines the evaluation process and ensures proposed solutions align with your goals.
2. What is ERP in procurement?
ERP in procurement is software that integrates purchasing, inventory, and supplier management processes. It helps automate and centralize tasks for better resource management across departments.
3. What is SAP?
System Applications and Products in Data Processing (SAP) is a leading ERP software provider that integrates business functions like finance, HR, and supply chain management. Its systems enhance operational efficiency and data accuracy across organizations.
