Master Data Management Solution RFP Template

Introduction: How to Use This Template

Organizations embarking on the selection process for a master data management solution vendor may elect to
issue a Request for Proposal (RFP) after determining their final selection criteria. Organizations who begin the
master data management tool selection process should issue an RFP after determining their final criteria.

An RFP is a formal invitation issued by a business or agency requesting interested vendors to submit written
proposals meeting a particular set of requirements. If interested in bidding for the project, vendors respond with a
description of the techniques, a plan of work, and a detailed budget, along with supporting information that outlines
how the vendor will meet the organization’s requirements. An RFP may form part of the final contract once
negotiations between the enterprise and the vendor are completed.

To use this tool, simply fill in the blanks provided or amend the text in dark grey indicated by square brackets.
When complete, be sure to delete any introductory, instructional, or example text in dark grey and convert all
remaining text to black. Be sure to change all text to BLACK before printing or sending.

Insert Company Name Here

Request for Proposal for a Master Data Management Solution
Insert Date of Issue Here

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 Table of Contents
1 STATEMENT OF WORK.............................................................................................................................. ….3
1.1 Purpose................................................................................................................................................... 3
1.2 Coverage & Participation......................................................................................................................... 3
2 GENERAL INFORMATION................................................................................................................................ 3
2.1 Original RFP Document.......................................................................................................................... 3
2.2 The Enterprise......................................................................................................................................... 3
2.3 Existing Technology Environment........................................................................................................... 3
2.4 Schedule of Events................................................................................................................................. 4
3 PROPOSAL PREPARATION INSTRUCTIONS............................................................................................... …….5
3.1 Vendor’s Understanding of the RFP........................................................................................................ 5
3.2 Good Faith Statement............................................................................................................................. 5
3.3 Communication....................................................................................................................................... 5
3.4 Proposal Submission.............................................................................................................................. 6
3.5 Method of Award..................................................................................................................................... 7
3.6 Selection and Notification........................................................................................................................ 8
4 SCOPE OF WORK, SPECIFICATIONS & REQUIREMENTS...................................................................................8
4.1 Product Architecture................................................................................................................................ 8
4.2 Product Features..................................................................................................................................... 9
4.3 Product Operations............................................................................................................................... 10
4.4 Product Support.................................................................................................................................... 10
5 VENDOR QUALIFICATIONS & REFERENCES................................................................................................... 11
6 BUDGET & ESTIMATED PRICING.................................................................................................................. 12
6.1 Deployment Models.................................................................................................................................. 12
6.2 Price Schedules........................................................................................................................................ 12
7 VENDOR CERTIFICATION............................................................................................................................. 12

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1 Statement of Work
1.1 Purpose
The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to supply
master data management solution(s) to Insert Enterprise Name Here. The RFP provides vendors with the
relevant operational, performance, application, and architectural requirements of the system.

1.2 Coverage & Participation

The intended coverage of this RFP, and any agreement resulting from this solicitation, shall be for the use of
all departments at Insert Enterprise Name Here along with any satellite offices. Insert Enterprise Name Here
reserves the right to add and/or delete elements, or to change any element of the coverage and participation at
any time without prior notification and without any liability or obligation of any kind or amount.

2 General Information
2.1 Original RFP Document
Insert Enterprise Name Here shall retain the RFP, and all related terms and conditions, exhibits, and other
attachments, in original form in an archival copy. Any modification of these, in the vendor’s submission, is
grounds for immediate disqualification.

2.2 The Enterprise

Describe the enterprise in a few brief paragraphs. Include a description of the business and location, including
any satellite offices that will be involved in the project. Also include the objectives of the groups who will be
using the system, the number of users for the system, expected growth, and what you hope to achieve with the
system.

Insert Enterprise Description Here

Industry:
Products/Services offered:
Customer types (e.g. B2B, B2C, G):
Sector (public, private, NFP):
Major drivers for master data management (e.g. overcome data quality issues, accommodate enterprise
growth, etc.):

2.3 Existing Technology Environment

The following is a listing of our current technology environment.

Insert Existing Technology Environment Here

Server operating system(s) including version(s) and count by type

Internet bandwidth
Location of data (On-Premise Storage, Hosted Service, or both)

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 Enterprise Application system(s) including version(s) with which the master data management solution(s)
will be required to integrate
Database system(s) including version(s) with which the master data management solution(s) may be
required to integrate
Reporting Tool(s) including version(s) with which the master data management solution(s) may be required
to integrate
Data Integration Tool(s) including version(s) with which the master data management solution(s) may be
required to integrate
Social network(s)

2.4 Schedule of Events

The following is a tentative schedule that will apply to this RFP, but may change in accordance with the
organization’s needs or unforeseen circumstances.

List all major dates or milestones including the issuance of the RFP, the technical questions closing dates, the
RFP response closing date (including an exact time, and time zone), the end of evaluation date, and the final
award notification date.

Issuance of RFP Insert Date Here

Technical Questions/Inquiries Due Insert Date, Time, Time Zone Here
RFP Closes Insert Date, Time, Time Zone Here
Complete Initial Evaluation Insert Date Here
Final Award Notification Insert Date Here

Example:

Issuance of RFP November 10, 2011

Technical Questions/Inquiries Due December 8, 2011 17:00 EST
RFP Closes December 15, 2011 14:00 EST
Complete Initial Evaluation January 5, 2012
Final Award Notification January 12, 2012

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3 Proposal Preparation Instructions
3.1 Vendor’s Understanding of the RFP
In responding to this RFP, the vendor fully accepts the responsibility to understand the RFP in its entirety, and
in detail, including making any inquiries to Insert Enterprise Name Here as necessary to gain such
understanding. Insert Enterprise Name Here reserves the right to disqualify any vendor who demonstrates less
than such understanding. Further, Insert Enterprise Name Here reserves the right to determine, at its sole
discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of
award if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability
whatsoever to Insert Enterprise Name Here.

3.2 Good Faith Statement

All information provided by Insert Enterprise Name Here in this RFP is offered in good faith. Individual items
are subject to change at any time. Insert Enterprise Name Here makes no certification that any item is without
error. Insert Enterprise Name Here is not responsible or liable for any use of the information or for any claims
asserted therefrom.

3.3 Communication
Verbal communication shall not be effective unless formally confirmed in writing by the specified procurement
official in charge of managing this RFP process. In no case shall verbal communication govern over written
communication.

Vendors’ inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to:

Insert Enterprise Name Here

Insert Department Name Here
Insert Address Here
Insert City, State/Province, ZIP/Postal Code Here

Attention: Insert Contact Name Here

Telephone: Insert (Area Code) Phone Number Here
Fax: Insert (Area Code) Fax Number Here
Email: Insert Contact Email Address Here

Applicable terms and conditions herein shall govern communications and inquiries between Insert Enterprise
Name Here and vendors as they relate to this RFP.

Informal Communications shall include, but are not limited to: requests from/to vendors or vendors’
representatives in any capacity, to/from any Insert Enterprise Name Here employee or representative of any
kind or capacity with the exception of Insert Contact Name Here for information, comments, speculation, etc.

Inquiries for clarifications and information that will not require addenda may be submitted verbally to the party
named above at any time.

Formal Communications shall include, but are not limited to:

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  Questions concerning this RFP: Questions must be submitted in writing and be received prior to Insert
Date, Time, Time Zone Here.

 Errors and omissions in this RFP and enhancements: Vendors shall bring to Insert Enterprise Name
Here any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP,
vendors shall recommend to Insert Enterprise Name Here any enhancements that might be in the best
interests of Insert Enterprise Name Here. These recommendations must be submitted in writing and be
received prior to Insert Date, Time, Time Zone Here.

 Inquiries about technical interpretations must be submitted in writing and be received prior to Insert
Date, Time, Time Zone Here.

 Inquiries for clarifications/information that will not require addenda may be submitted verbally to the
buyer named above at any time during this process.

 Verbal and/or written presentations and pre-award negations under this RFP.

 Addenda to this RFP.

Addenda: Insert Enterprise Name Here will make a good-faith effort to provide a written response to each
question or request for clarification that requires addenda within Insert Number of Days (#) Here business
days. Indicate how written responses will be addressed.

Example:

All addenda will be posted to our website only.

Insert Site Address or other Form of Communication Here

Example:

http://www.organization.com/RFPvendoraddenda.html

Insert Enterprise Name Here will not respond to any questions/requests for clarification that require addenda, if
received by Insert Enterprise Name Here after Insert Date, Time, Time Zone Here.

3.4 Proposal Submission

Proposals must be delivered sealed to:

Insert Contact Name Here

Insert Enterprise Name Here

Insert Department Name Here

Insert Address Here

Insert City, State/Province, ZIP/Postal Code Here

Example:

Enterprise Contact Person

Enterprise Full Name
Department
Street Address
City, State, Zip

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 on or prior to Insert Date, Time, Time Zone Here. Insert Enterprise Name Here shall not accept proposals
received by fax.

Vendors are to submit Insert Number of Copies (#) Here original copies of proposal marked “Original” and
Insert Number of Copies (#) Here marked “Copy.” Each original and copy must be individually bound.

3.5 Method of Award

The evaluation of each response to this RFP will be based on its demonstrated competence, compliance,
format, and enterprise. The purpose of this RFP is to identify those suppliers that have the interest, capability,
and financial strength to supply Insert Enterprise Name Here with master data management solution(s)
identified in the Scope of Work.

Evaluation Criteria:

1. Insert Criterion Here

2. Insert Criterion Here

3. Insert Criterion Here

4. Insert Criterion Here

5. Insert Criterion Here

Example:

1. Capability of vendor to meet or exceed requirements set forth in Scope of Work.

2. Expressed interest in working with [Insert Enterprise Name Here] and ability of vendor to communicate
its vision and capacity for establishing a relationship that addresses current and future needs and
trends in the industry.

3. Affordability of product(s) and support available from the vendor.

4. Financial stability of vendor.

5. Apparent likelihood and desirability of proposed software.

3.6 Selection and Notification

Vendors determined by Insert Enterprise Name Here to possess the capacity to compete for this contract
will be selected to move into the negotiation phase of this process. Written notification will be sent to these
vendors via mail. Those vendors not selected for the negotiation phase will not be notified.

4 Scope of Work, Specifications & Requirements

Include a detailed list of the Business and System Requirements. Include a further description for each
requirement (typically, in order of importance or in logical categories with importance ranked), and ask the vendor
to describe how they will fulfill each requirement. Use the list of potential features listed below as a starting point.
Add, expand upon, modify, or delete requirements as needed.

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4.1 Domain and Reference Data
1. Domain

 The solution must focus on the product data domain.

2. Reference Data

 The solution will need to incorporate location reference data.

4.2 Product Architecture

1. Project Repository
 Ability to store integration components in a shared project repository and to re-use integration
components.

 Full version control features for multiple developer environments including check-in/check-out
ability.

2. Software-as-a-Service or On-Premise

 Indicate if this solution can be deployed in the cloud/software-as-a-service, traditional on-premise

installation or as a hybrid model of both.

 In the case of Software-as-a-Service, please indicate whether your solution(s) offer intranet
hosting and/or single hop integration (i.e. direct routing between enterprise on-premise
applications and enterprise hosted applications without traffic flowing through the vendor’s portal).

 Ability to move integrations from on-premise to cloud without the need to redevelop.

3. System Requirements
 Indicate the type of platform(s) upon which your solution(s) can be deployed and indicate the
minimum system requirements to achieve optimal performance of both the proposed solution(s)
and the systems themselves.

4. System Scalability
 Indicate the degree to which your solution(s) can be scaled (that is the number of connections that
your solution(s) can effectively and efficiently manage) based upon the system recommendations
above.

 Indicate the scalability improvements that could be achieved if more powerful/capable servers
were used.

5. Software-as-a-Service Connectors
 Indicate whether your solution(s) provide out of the box connectors to hosted enterprise
applications and to what degree these connectors are customizable.

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6. Other System Integration
 Indicate which type(s) (if any) of other the following information architecture components your
solution(s) can integrate with:
o Workflow/BPM Solutions
o Middleware components for legacy application connectivity (e.g. TIBCO) and Interface
Engines such as BizTalk
o EDI compatible formats (Rosetta)
 For each enterprise software package, indicate the manner in which your solution(s) integrate with
the enterprise components and any feature limitations that are imposed upon the information
architecture as a result of the integration.

4.3 Product Features

1. Master Data Migration/Conversion
 How does the product perform Match/Merge?

 How are conflicts identified and resolved?

 How are relationships to system of records (SORs), system of entries (SOEs), and system of
references (SORfs) stored and maintained?

2. Batch Integration

 Ability to perform integrations on an established event, frequency or threshold in batches,

supporting multiple formats.

3. Real Time Integration

 Ability to perform integrations between systems on demand based on an established event or
threshold.

4. Metadata Management
 Indicate whether your solution(s) allow for tracking of data lineage.

 What your solution(s) capture, (e.g. source, history, transformation).

5. Data Cleansing
 Ability to parse, match, and merge data both for one time imports, as well as ongoing batch or
real-time integrations.

 Indicate whether this functionality is present in the base tool or as an extension.

6. Data Modeling

 Ability to map and model data connections and integrations as well as data objects such as cubes,
marts and databases to support, master data management, transformation and reporting activities.

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4.4 Product Operations
1. On-going Operations
 Describe the process for initiating exception reporting and notification.

 Describe the process for recovering an integration effort following a failure.

 If you offer hosted services, what recovery process is in place following a network interruption?

4.5 Product Support

Describe how you work with clients to deliver services and/or products.

1. Customer support
 Do you provide toll-free customer support 24 hours a day, seven days a week? Please specify all
paid support options.

2. Geographic and language support

 Do you provide support in desired location and language?

o Specify location (e.g. North America, EMEA, APAC, and Latin America).

3. User manuals
 Do you provide a complete set of user manuals (either in hardcopy, softcopy, or via a searchable
software interface) for all software applications to document and explain system features and
functions?

4. Implementation support
 Do you provide complete turnkey, on-site implementation and project management support?
Please specify which support will be included and which is provided for an additional fee. Also
specify whether support is available directly from the vendor or provided through a partner.

5. Training
 Describe the type of training provided to administrators. Specify whether training is available
directly from the vendor or provided through a partner.

6. Software updates
 Do you provide future software releases and updates to all applications as part of regular software
maintenance fees?

 For on-premise solutions, please specify software update process and typical time between
releases.

 For hosted solutions, please specify standard update cycle.

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 7. Performance monitoring (if applicable)
 Do you provide remote software monitoring to identify anomalies and provide automatic upgrades?

5 Vendor Qualifications & References

All vendors must provide the following information in order for their proposal to be considered:

Example:

1. A brief outline of the vendor company and services offered, including:

 Full legal name of the company.

 Year business was established.

 Number of people currently employed.

 Income statement and balance sheet for each of the two most recently completed fiscal years
certified by a public accountant.

2. An outline of the product line-up they currently support.

3. A description of geographic reach and market penetration.

4. An outline of partnerships and relationships to date.

5. An outline of current and future strategies in the marketplace.

6. Information on current software clients, including:

 Total number of current clients.

 A list of clients with similar needs using the same software.

 Evidence of successful completion of a project of a similar size and complexity.

7. References: Contact information for three references (if possible) from projects similar in size, application,
and scope, and a brief description of their implementation.

6 Budget & Estimated Pricing

Insert Enterprise Name Here has a total budget of Insert Total Budget Figure & Currency Type Here for this
project.

All vendors must fill out the following cost breakdown for the implementation of their master data management
solution for Insert Enterprise Name Here’s project as described in this RFP. Costs should be identified as either
capital or non-capital in nature. The vendor must agree to keep these prices valid for Insert Number of Days (#)
Here days as of Insert Date, Time, and Time Zone Here.

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 6.1 Deployment Models
The following pricing sheets are to be used as a guide for your response. Please indicate the types of
pricing/installation models offered by your enterprise by placing an “X” under the “Available” column. If a model is
not offered, please indicate this by placing an “X” under the “Not Offered” column.

Deployment Models Available Not Offered

On-Premise Model – Perpetual License
On-Premise Model – Annual License
Software-as-a-Service
Other (please specify)

6.2 Price Schedules

For all deployment models checked above, provide a comprehensive price sheet which includes maintenance and
support. Include caps on any maintenance fee changes, and/or annual Software-as-a-Service fees.

7 Vendor Certification
This certification attests to the vendor’s awareness and agreement to the content of this RFP and all
accompanying calendar schedules and provisions contained herein.

The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized
officer of your company.

This proposal is submitted in response to Request for Proposal for Master Data Management Solution(s) issued by
Insert Enterprise Name Here. The undersigned is a duly authorized officer, hereby certifies that:

(Vendor Name)

agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions
of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in
the RFP. The proposal shall remain in effect for a period of Insert Number of Days (#) Here calendar days as of the
Due Date of the RFP.

The undersigned further certify that their firm (check one):

IS

IS NOT

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currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify
Insert Enterprise Name Here of any change in this status, should one occur, until such time as an award has been
made under this procurement action.

Person(s) authorized to negotiate on behalf of this firm for the purposes of this RFP are:

Name: Title:

Signature: Date:

Name: Title:

Signature: Date:

Signature of Authorized Officer:

Name: Title:

Signature: Date:

_____________________________________________________

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