SAP Proposal Template
Prepared for:
[Client.FirstName][Client.LastName]
[Client.Company]
Created by:
[Sender.FirstName][Sender.LastName]
[Sender.Company]
Background and Introduction
About [Sender.Company]
In this introductory section, try to cover a bit of history about your company, business process and where you are now, so the reader has some context.
Need for SAP
Here, you want to concisely explain your primary reasons for needing SAP. For example, are you looking to streamline an existing process? Try to cover this within 100 words.
Details of Project
This is a very important part of the proposal, where you need to detail what the project will involve and when you need it finished by, etc. You can reference an annex that has more detail and figures.
Project Scope
Description
Deliverables
Description
Timeframes
Description
Our Team Structure
Description
Issue Resolution
Description
Roles and Responsibilities
Description
Location
Description
Bidding Process
Give a brief timeline of milestones in the bidding process i.e. opening date for receiving bids and deadline for receiving bids.
1
Milestone
Description
2
Milestone
Description
3
Milestone
Description
4
Milestone
Description
5
Milestone
Description
Analysis of Bids
Here, you should detail the process your company will go through to evaluate the bids you receive. For example, ‘Prequalification for Bids’ can include the criteria a potential bidder must meet before you will even consider their bid. You could also use this opportunity to break down how much value you will place on the technical and financial aspects of the bids when deciding which bid to accept.
Pre-Qualification for Bids
Description
Technical Bid Analysis
Description
Financial Bid Analysis
Description
Final Analysis
You can give an explanation here of how you will evaluate the bids. For example, to give an idea of whether technical or financial aspects are more important to you, you may want to provide the formula you will use to evaluate bids.
Terms and Conditions
This section of the SAP proposal template is very important as it includes all of the fine-print and closes any loopholes. We’ve given some useful sub-headings that will help to guide the completion of this section.
Milestone Payments
Description
Software
Description
Implementing Team
Description
Subcontractors
Description
Right to Change Requirements and Quantities
Description
No Commitment to Accept Any/the Lowest Bid
Description
Rejecting a Bid
Description
Ownership of Proposal
Description
Confidentiality
Description
Request for Proposal for implementation of SAP Systems at [Sender.Company]
Description
The Language of the Bid
Description
Price Freezing
Description
Indemnification
Description
Contract Finalization
Description
Award of Contract
Description
Intellectual Property Rights Infringement
Description
Force Majeure Clause
Description
Liquidated Damages and Penalty Clause
Description
Order Cancellation
Description
Resolution of Disputes
Description
Governing Law and Disputes
Description
Corrupt or Fraudulent Practices
Description
Annual Technical
Description
Support
Description
Maintenance Contract
Description
Service Level Agreements
Description
Earnest Money Deposit
Description
Performance Security
Description
Annexes
The Annexe section is where the really important details of the bidding process are included. Potential bidders should use this proposal to get all the information their project manager and team members need to make a full, properly-informed bid and professional service, so don’t hold back on detail here – it’ll make up their entire knowledge base for the project. We’ve given some examples of annexes you may want to include, depending on the nature of your business process and SAP proposal.
Annex A: Instruction to Bidders for Proposal Preparation
Here, you can provide things like the contact details of your point of contact, as well as the different parts of the SAP bid that you expect. For example, the proof of pre-qualification for the bidding process, a technical bid, and a financial bid.
All bid-related materials should be sent to the following address:
Address
Pre-Qualification for Bidding
Description
Technical Bid
Description
Financial Bid
Description
Annex B: Format of Bidding Documents
In this annex, you can give details on how to standardize the format of the bids, making it easier for you to evaluate them.
Cover Letter Format
Description
Pre-Qualification Bid Format
Description
Technical Bid Format
Description
Financial Bid Format
Description
Annex C: Detailed Requirements
This section is likely to form the bulk of the entire SAP proposal. It’s where all the important detailed information about the proposal is. It’s how bidders will know exactly what service their software needs to provide, and how to plan their decision making and project management. For this reason, it needs to include everything any potential bidder needs to make an informed and accurate bid.
Service Contract
You may want to include a copy of the service contract for the bidders to look over before submitting a bid. We recommend getting a contract lawyer to produce this for you as it can be legally binding once signed by both parties.
