Getting every vendor to answer the same questions in the same format is the basis of a fair comparison. Fill this template in for your operation; for an RFI, sections 1–4, 11 and 12 are usually enough.
Enter M / I / O in the priority column. The vendor answers Standard / Configuration / Development / Not available and adds evidence (screenshots, documents) where needed.
ID
Requirement
Priority
Response
REC-01
Receiving: Expected receipts against ERP purchase orders / ASNs with discrepancy reporting
M / I / O
REC-02
Receiving: Capture of lot, expiry and serial numbers at receipt, read from barcodes (GS1)
M / I / O
REC-03
Receiving: Quality control / quarantine status and release
Who builds the integration and who maintains it? Is development on the ERP side included in the quote?
How are failed messages monitored and resent?
Is API documentation public or can it be shared during the bid?
6. Technical infrastructure, security and KVKK
Hosting options (cloud, on-premise, hybrid) and data centre location
Backup frequency, retention and disaster recovery targets (RPO / RTO)
Information security certifications (e.g. ISO 27001) and independent audits
Authentication (SSO, multi-factor) and access model
Role under KVKK (data processor), sub-processors and any cross-border transfer
Release and upgrade policy and its impact on the customer
7. Implementation approach
Project methodology, phases and the deliverables of each phase
Vendor team: roles, experience and who will work on site in Turkey
Customer team and time commitment expected
Data migration, testing and training approach
Estimated duration and critical dependencies
8. Support and service levels (SLA)
Priority
Definition
First response time
Resolution / workaround time
Critical
Shipping or receiving has stopped
High
A key process is running with restrictions
Normal
Single user or issue with a workaround
Also ask for support hours (24/7 or business hours), support in Turkish, support channels and the availability commitment (for cloud).
9. Commercial proposal format
Ask every vendor to fill in the same table, excluding VAT and in a single currency.
Item
Year 1
Year 2
Year 3
Year 4
Year 5
Licence / subscription
Maintenance and support
Implementation and consulting
Integration development
Development (“Development” lines in the matrix)
Hosting / infrastructure
Training
Total
What is the licence unit (named user, concurrent user, site, transaction volume)? What happens on overage?
How are annual price increases set and are they capped?
Is the payment plan tied to project milestones?
You can use the ROI / TCO calculator to compare the proposals.
10. References
Ask for at least three references of similar size and sector that went live in the last three years, and meet at least one on site. Use the SET-03 question list for the calls.
11. Evaluation criteria
Set the weights before opening the proposals and do not change them. The weights below are examples only.
Criterion
Example weight
How it is scored
Functional fit
30%
Requirements matrix + demo score (SET-02)
Integration and technical fit
15%
Integration plan, architecture, security answers
Implementation team and approach
20%
Project plan, team experience, references
5-year total cost
25%
Commercial table and TCO calculation
Vendor viability and support
10%
Financial standing, support in Turkey, roadmap
12. Timeline and response rules
Step
Date
RFP issued
Deadline for questions
Deadline for responses
Scripted demos
Reference calls and site visit
Decision and contract
Questions are submitted in writing to a single contact; answers are shared with all vendors.
Responses follow the order of this template, with the requirements matrix in Excel format.
Proposals must remain valid for at least 90 days.
Confidentiality: this document and its attachments may only be used to prepare a proposal.
This document is a general working template; it is not a substitute for legal, financial or technical advice. Adapt it to your circumstances.