# ERP Request for Proposal (RFP) — ANZ Template

**Issued by:** [Your company name]
**Date:** [DD Month YYYY]
**Response deadline:** [DD Month YYYY]
**RFP contact:** [Name, email, phone]

---

## 1. About us

### 1.1 Company overview
[2–4 paragraphs covering: what you do, where you operate (NZ / AU / both), revenue band, headcount, key customer segments]

### 1.2 Industry and operation shape
- **Industry:** [3PL / ecommerce / manufacturing / wholesale / retail / F&B / agriculture / other]
- **Order volume:** [orders per month, last 12 months average]
- **SKU count:** [active SKUs]
- **Warehouses / fulfilment locations:** [count and rough geography]
- **Headcount:** [total / warehouse / office breakdown]
- **Sales channels:** [Shopify / WooCommerce / Amazon / TradeMe / B2B portal / POS / EDI / phone / other]

### 1.3 Current stack
| Function | System today | Notes |
|---|---|---|
| Accounting | [Xero / MYOB / NetSuite / other] | [version, plan] |
| Inventory / ERP | [current system or "spreadsheets"] | [pain points] |
| Ecommerce | [Shopify / WooCommerce / other] | [stores, multi-store y/n] |
| Shipping | [NZ Couriers / Aus Post / Starshipit / ShipStation / other] | |
| CRM | [HubSpot / Salesforce / spreadsheets / none] | |
| Reporting / BI | [Power BI / Tableau / spreadsheets] | |

---

## 2. Why we are issuing this RFP

[2–3 paragraphs covering: what is broken today, what triggered this, what success looks like in 12 months]

### 2.1 Top 5 operational pain points (ranked)
1. [e.g. "Inventory accuracy below 90% — we cannot trust stock counts"]
2. [e.g. "Three disconnected tools, manual reconciliation eats 12 hours / week"]
3. [e.g. "Returns disposition is manual and untraceable"]
4. [e.g. "Channel overselling on Black Friday cost us NZ$45k in cancellations"]
5. [e.g. "Reporting requires a spreadsheet team three days every week"]

### 2.2 Non-negotiables
[List 3–5 hard requirements that disqualify any vendor that can't meet them. Examples:]
- ANZ data residency (NZ data in NZ, or AU data in AU)
- Native NZ Couriers / Australia Post integration
- Native Xero or MYOB bidirectional sync
- SOC 2 or ISO 27001 certified (or certification in progress)
- Public pricing (or willingness to publish numbers in this RFP response)
- Direct vendor onboarding (no implementation partner mandatory)

### 2.3 Nice-to-haves
[List 3–5 things that would tip a tie:]
- Native multi-store Shopify support
- Manufacturing module for [light assembly / make-to-stock]
- API depth for custom integration with [your specialised tool]
- ANZ-built / NZ-owned / AU-owned (your preference)

---

## 3. Scope

### 3.1 Modules in scope
[Mark which modules you need. Most ANZ SMBs land on 4–8 modules.]
- [ ] Order Management (multi-channel orders, routing, allocation)
- [ ] Inventory Management (bin tracking, batches, expiry)
- [ ] Warehouse Management (picking, packing, dispatch, cycle counts)
- [ ] Shipping / Outbound (carrier integration, labels, manifest)
- [ ] Receiving / Inbound (PO matching, putaway)
- [ ] Returns Management (RMA, disposition)
- [ ] Customer Relationship Management (sales pipeline, customer history)
- [ ] Analytics / Reporting (dashboards, KPIs)
- [ ] Finance & Accounting (GL, AR/AP — or via Xero/MYOB sync)
- [ ] Procurement (PO workflow, vendor management)
- [ ] Production / Manufacturing (BOMs, work orders)
- [ ] Quality Control
- [ ] Human Resources (employee records, scheduling)
- [ ] Other: [______]

### 3.2 Integrations required
- **Accounting:** [Xero / MYOB / NetSuite / other]
- **Ecommerce:** [Shopify / WooCommerce / Amazon / TradeMe / other]
- **Carriers:** [NZ Couriers / NZ Post / Australia Post / Aramex / DHL / other]
- **Other:** [your existing CRM, BI, specialised tools]

### 3.3 Out of scope
[List anything you do NOT want the vendor to scope, e.g. payroll, HRIS, accounting]

---

## 4. Timeline

| Milestone | Target date |
|---|---|
| RFP issued | [DD Month YYYY] |
| Questions deadline | [DD Month YYYY] |
| RFP response deadline | [DD Month YYYY] |
| Shortlist (3 vendors) | [DD Month YYYY] |
| Demo days | [DD Month YYYY] |
| Reference calls | [DD Month YYYY] |
| Decision | [DD Month YYYY] |
| Implementation start | [DD Month YYYY] |
| Target go-live | [DD Month YYYY] |

---

## 5. Response format

### 5.1 Required sections in your response
1. **Executive summary** (1 page max)
2. **Company overview** — your business, your ANZ presence, your reference customers
3. **Capability fit** — module-by-module response to Section 3.1
4. **Integration response** — for each integration in Section 3.2, describe how you handle it (live API, configurable, partner-implemented, not supported)
5. **Pricing** — full transparency required:
   - Licence cost year 1 / year 3 / year 5
   - Implementation cost (one-off, partner fees if any)
   - Per-user fees (if applicable, and explicit threshold)
   - Module add-on costs (if pricing is per module)
   - Carrier / integration setup fees
   - Annual price-increase policy
6. **Implementation timeline** — phased plan with realistic ANZ benchmarks
7. **Support model** — business hours, escalation path, SLAs
8. **Reference customers** — 3 ANZ customers in our industry shape, with permission for us to contact
9. **Risk register** — what would slow or fail this implementation, in your honest opinion

### 5.2 Pricing transparency requirement
We will not shortlist any vendor whose pricing response is "contact for quote" without specific numbers. If you have a partner-quoted model, supply the typical ANZ band for our operation shape (Section 1.2).

### 5.3 Response format
- PDF or Markdown
- Maximum 30 pages
- Separate file for pricing spreadsheet (Excel or Google Sheets)

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## 6. Evaluation criteria

We will score responses on a weighted matrix:

| Criterion | Weight | Notes |
|---|---|---|
| Capability fit (modules in Section 3.1) | 30% | How well does the product cover our scope? |
| Integration fit (Section 3.2) | 20% | Live integrations beat configurable; configurable beats "partner-implemented" |
| Total cost of ownership (3-year) | 20% | Licences + implementation + extras |
| Implementation timeline + risk | 15% | Speed matters but realism more |
| ANZ fit + data residency | 10% | ANZ-built, ANZ-hosted, ANZ-business-hours support |
| Vendor stability + roadmap | 5% | Customer base, financial stability, public roadmap |

A separate vendor evaluation matrix template is available at /resources/vendor-evaluation-matrix.

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## 7. Submission

Email PDF responses to [your RFP email] by [deadline]. Include subject line: "RFP Response — [Your vendor name]".

Questions during the RFP window are welcomed in writing only. All questions and answers will be shared with all participating vendors to keep the process fair.

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## 8. Confidentiality

[Standard confidentiality clause covering: vendor proposal confidentiality, your data confidentiality, NDA mention if applicable]

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## 9. Disclaimer

This RFP does not commit [your company] to any purchase. We reserve the right to:
- Reject any or all responses
- Request additional information from any vendor
- Negotiate terms with one or more vendors
- Cancel this RFP process at any stage

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*This template was published by OpsUI (https://opsui.co.nz) and is free to use, adapt, and redistribute. Attribution appreciated but not required.*