ERP Implementation Partner Comparison Worksheet
Choosing the implementation partner often matters more than choosing the software. Quotes arrive in different shapes, with different assumptions, and are hard to compare. This worksheet puts them in one table with a computed all in cost.
| Partner | Pricing model | Certified consultants | Relevant references | Blended day rate | Estimated days | Travel and expenses | Contingency (percent) | Services cost | Total with expenses and contingency | Cost per day all in | |
|---|---|---|---|---|---|---|---|---|---|---|---|
EUR 441,000 | EUR 515,900 | EUR 1,228 | |||||||||
EUR 486,000 | EUR 610,650 | EUR 1,696 | |||||||||
EUR 468,000 | EUR 560,000 | EUR 1,436 | |||||||||
EUR 441,000 | EUR 550,800 | EUR 1,224 |
Figures in the example rows are illustrative, not market quotes. Compare like for like: same scope, same phases, same assumptions on key user time and data migration. Price alone should not decide the award, use this sheet next to a scored capability review.
Independent estimate review
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How to use the worksheet
Give every partner the same scope document and ask them to price against it. Enter their blended day rate, estimated days, expected travel and expenses and a contingency percentage. The tool computes cost as day rate times days, adds expenses and then adds contingency. If a partner quotes a fixed price, enter the equivalent days so you can compare effort, and record the model in the pricing column.
What to compare beyond price
A low total with few days may mean the partner has underestimated data migration, testing or training. Compare effort per phase, not only the sum. Check how many certified consultants will really work on your project and ask for names, not just team size. References should match your industry, size and ERP product.
- Effort by phase: design, build, migrate, test, train, hypercare
- Named team and their certifications for your product
- Relevant references and permission to call them
- Assumptions about your key user time
- Change request rates and process
- Warranty and support terms after go live
Reading the result
Look at the spread. A large gap between quotes usually signals a difference in assumptions, not in efficiency. Ask the lowest and the highest bidder to walk through their estimate line by line. A fixed price with heavy contingency can end up costlier than a capped time and material offer, so check what the contingency covers and who owns scope disputes.
Common mistakes
Do not compare day rates in isolation, since a senior team at a high rate may need fewer days. Do not forget internal cost, because your own key users will spend a large share of the project. Avoid awarding the project before you have spoken to at least two references, and put the named team into the contract.
Frequently Asked Questions
Is a fixed price always safer?
Not necessarily. Fixed prices shift risk to the partner, who may add contingency or resist change. Define scope tightly, agree acceptance criteria and a change process, and compare the price with a capped time and material alternative.
What contingency percentage is reasonable?
Ranges of 10 to 20 percent are common in proposals, depending on how well scope and data are understood. Ask what the contingency covers and when it is released. A very low or very high number deserves a question.
How many partners should I invite?
Three to five is typical. Fewer limits choice, and more raises your evaluation workload. Prequalify on product expertise, regional presence and industry references before requesting full quotes.
Should the vendor or a third party implement?
It depends on the product and region. Vendors often handle complex or strategic projects, while certified partners offer local depth and lower rates. Judge by named team, references and warranty terms rather than by type.
If you want an independent review of partner estimates or help writing a clear scope document, Netray can assist. The worksheet works fully without any contact.
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