Content

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]

About

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.

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