Novatech Solutions: RFP

This is an exercise to illustrate RFP and Proposal writing referring to the case study (imaginary organization and scenario) for learning purposes and class discussions to apply concepts learnt in Tech Consulting and Business Analysis course.

A Technology Consultant, analyzed NovaTech Solutions’ scenario and came up with following Diagnosis and Recommendation. In order to implement the recommended solution, the consultant has also come up with a RFP which is available below.

Assume you are a pre-sale manager in a vendor organization providing the kind of consulting and implementation service expected in the RFP. Prepare a proposal in response to this RFP. You may refer to the notes on Proposal Writing.

Problem Diagnosis

NovaTech’s current setup, where the Sales Team uses a CRM for managing leads and deals, and the Services Delivery Team uses an ERP for project execution, creates operational silos. The manual transfer of “Closed-Won” deal information from CRM to ERP means the Delivery Team consistently lacks early insight into upcoming projects.

This reactive approach results in:

Late Visibility: The Delivery Team is unaware of potential projects until a deal is already closed, preventing proactive resource planning.
Resource Management Challenges: This leads to last-minute staffing rushes, reliance on expensive contractors, and suboptimal resource allocation, directly impacting project profitability.
Project Delays and Poor Client Experience: Delays in project kick-off and a disorganized onboarding process frustrate clients, damaging NovaTech’s reputation and long-term relationships.
Underutilized Data: The rich pipeline data within the CRM (especially stages like “Needs Analysis/Solutioning” and “Proposal/Quotation”) is not leveraged for predictive planning, which is a significant missed opportunity.

Request for Proposal (RFP) for CRM-ERP Integration Solution

1. Context

NovaTech Solutions Pvt. Ltd. is a rapidly expanding B2B technology services firm providing tailored IT implementation and consulting services across BFSI, manufacturing, and healthcare sectors. With over 2,000 professionals, NovaTech operates on a made-to-order project basis, necessitating strong alignment between sales achievements and delivery capabilities. Our current enterprise systems include a CRM for sales management and an ERP for services delivery, but these operate independently, creating significant operational inefficiencies and impacting client satisfaction.

2. Problem Statement

NovaTech faces critical challenges due to the lack of integration between its CRM and ERP systems. The manual transfer of “Closed-Won” deal information leads to late visibility for the Delivery Team, resulting in last-minute staffing rushes, reliance on high-cost contractors, project kickoff delays, and a poor client onboarding experience. The Delivery Team lacks early insight into the sales pipeline, preventing proactive resource planning and effective operational foresight. We require a solution to bridge this gap, ensuring timely and accurate information flow from sales to delivery.

3. Scope of Work

The scope of work for this project includes, but is not limited to, the following:

Discovery and Requirements Gathering: In-depth analysis of existing CRM and ERP configurations, current sales-to-delivery processes, and identification of key data points for integration.
Solution Design and Architecture: Development of a detailed integration solution design, including data mapping, transformation rules, API utilization, and overall architecture.
Integration Development: Implementation of the integration solution between the specified CRM and ERP systems. This includes developing connectors, custom scripts, or using middleware as required.
Data Synchronization: Establishment of real-time or near real-time data synchronization for critical sales pipeline stages and “Closed-Won” deals, including client information, project scope, estimated effort, and required skill sets.
Customization and Configuration: Customization of both CRM and ERP systems as necessary to support the integration, including custom fields, workflows, and reporting.
Testing: Comprehensive testing, including unit testing, integration testing, user acceptance testing (UAT), and performance testing, to ensure data accuracy, system stability, and process efficiency.
Training: Development and delivery of training programs for relevant NovaTech teams (Sales, Pre-Sales, Delivery, Operations, HR) on the new integrated processes and system functionalities.
Deployment: Go-live planning and execution, including data migration if necessary, and post-implementation support.
Documentation: Provision of comprehensive technical and user documentation.

4. Phases and Key Deliverables with Timelines

Phase	Key Deliverables	Estimated Timelines (from Project Kick-off)
Phase 1: Discovery & Planning	Project Plan, Detailed Requirements Document, As-Is & To-Be Process Flows, Integration Strategy Document	3-4 Weeks
Phase 2: Solution Design	System Architecture Design, Data Mapping Specifications, Integration Design Document (including API specifications)	4-6 Weeks
Phase 3: Development & Testing	Developed Integration Modules/Connectors, Test Cases, Test Reports, UAT Sign-off	8-12 Weeks
Phase 4: Deployment & Training	Go-Live Plan, Trained User Groups, User Manuals, Technical Documentation	2-3 Weeks
Phase 5: Post-Launch Support	Defined Support Model, Issue Resolution within agreed SLAs	4 Weeks (initial period)

5. Client Responsibilities

NovaTech Solutions will be responsible for:

Providing timely access to all relevant system documentation, current process flows, and key personnel (Sales, Delivery, IT, Leadership).
Assigning a dedicated Project Manager and core team members for collaboration and decision-making.
Providing necessary IT infrastructure and environments (development, staging, production) as required for the integration.
Participating actively in requirements gathering, design reviews, and user acceptance testing (UAT).
Timely approval of deliverables and resolution of issues requiring internal NovaTech decisions.
Ensuring data readiness and cleansing within existing systems where necessary.

6. Vendor Responsibilities

The selected vendor will be responsible for:

Providing a dedicated and experienced project team, including a Project Manager, Solution Architects, Integration Developers, and Quality Assurance specialists.
Conducting comprehensive discovery, analysis, design, development, testing, and deployment activities.
Ensuring the proposed solution meets NovaTech’s business requirements and technical specifications.
Adhering to agreed-upon timelines, budget, and quality standards.
Providing regular project status updates, risk assessments, and mitigation plans.
Delivering comprehensive training and documentation.
Providing post-launch support as agreed upon in the contract.
Ensuring data security, integrity, and compliance throughout the integration process.

7. List of Details Expected in Proposal (Sections)

Proposals should be structured as follows:

Executive Summary: A high-level overview of your understanding of NovaTech’s needs, your proposed solution, and key differentiators.
Company Profile: Overview of your company, including relevant experience in CRM-ERP integrations, similar projects, and client testimonials.
Proposed Solution:
- Detailed technical architecture of the proposed integration.
- Specific integration approach (e.g., direct API integration, middleware, custom connectors).
- Explanation of how data synchronization will occur for various CRM pipeline stages and “Closed-Won” deals.
- Proposed tools and technologies.
- Scalability and flexibility of the solution.
Project Plan and Methodology: Detailed work plan, including phases, tasks, deliverables, and timelines. Outline your project management methodology (e.g., Agile, Waterfall).
Team Structure and Key Personnel: Resumes and roles of the proposed project team members, highlighting their relevant experience.
Risk Management: Identification of potential project risks and proposed mitigation strategies.
Pricing Proposal: Detailed breakdown of costs, including licensing fees (if applicable), implementation services, training, and ongoing support.
Support and Maintenance: Outline of post-implementation support services, SLAs, and maintenance plans.
References: At least three client references for similar integration projects.

8. Vendor Evaluation Criteria

Proposals will be evaluated based on the following criteria:

Technical Expertise & Solution Fit (30%): Depth of understanding of NovaTech’s problem, technical soundness of the proposed solution, and alignment with our specific CRM and ERP systems.
Experience & Track Record (25%): Proven success in similar CRM-ERP integration projects, relevant industry experience, and client references.
Methodology & Project Plan (20%): Clarity and feasibility of the proposed project plan, effective risk management strategies, and project management approach.
Team Qualifications (15%): Experience, certifications, and expertise of the proposed project team.
Cost-Effectiveness (10%): Overall value for money, transparent pricing, and alignment with budget expectations.

9. Timelines for Proposals

RFP Release Date: July 14, 2025
Deadline for Questions: July 19, 2025
Proposals Due Date: July 19, 2025, 3 PM IST
Vendor Presentations (Shortlisted): July 19, 2025, 2025. 3:15 PM
Vendor Selection Notification: July 19, 2025. 3:45 PM
Contract Negotiation & Signing: July 22 – July 31, 2025
Project Kick-off: August 18, 2025

10. Mechanism to Get Clarifications on the RFP

All questions and requests for clarification regarding this RFP must be submitted in writing via email to the contact point listed below. Questions will be compiled, and anonymized responses will be shared with all participating vendors to ensure fairness. The deadline for questions is July 19, 2025.

11. Contact Points

For all communications regarding this RFP, please contact:

[Name of Contact Person]

[Title]

NovaTech Solutions Pvt. Ltd.

[Email Address]

[Phone Number (Optional)]