How to use it
- Fill in the bracketed fields and delete rows that do not apply to your operation.
- Give each requirement a priority: Must, Important, Optional. Keep the number of musts to what is truly essential.
- Ask vendors to answer each line as Standard / Configuration / Development / Not available. “Development” answers must be priced separately.
- You can download the requirements matrix as a CSV file to fill in with Excel.
1. Company and project summary
| Company name and sector | |
|---|---|
| Project owner and contact person | |
| Project goal (why now?) | |
| Warehouses / sites in scope | |
| Target go-live date | |
| Budget range (optional) |
2. Scope and objectives
Write measurable objectives and ask vendors to explain how they will help achieve them.
| Objective | Current value | Target value | How it will be measured |
|---|---|---|---|
| Inventory accuracy (by location) | |||
| Order picking accuracy | |||
| Lines picked per picker hour | |||
| Dock-to-stock time | |||
| Same-day shipment rate |
3. Current state
| Number of warehouses, total area (m²) and height | |
|---|---|
| Storage types (racking, block stacking, narrow aisle, cold room…) | |
| Active SKUs; share of SKUs needing lot / expiry / serial tracking | |
| Average and peak orders / lines per day | |
| Daily receiving (vehicles / notes) and shipping volume | |
| Shift pattern and warehouse headcount | |
| ERP in use, version and hosting | |
| Current warehouse system (if any) and known issues | |
| Existing hardware (handhelds, printers, Wi-Fi, automation) |
4. Functional requirements
Enter M / I / O in the priority column. The vendor answers Standard / Configuration / Development / Not available and adds evidence (screenshots, documents) where needed.
| ID | Requirement | Priority | Response |
|---|---|---|---|
| REC-01 | Receiving: Expected receipts against ERP purchase orders / ASNs with discrepancy reporting | M / I / O | |
| REC-02 | Receiving: Capture of lot, expiry and serial numbers at receipt, read from barcodes (GS1) | M / I / O | |
| REC-03 | Receiving: Quality control / quarantine status and release | M / I / O | |
| PUT-01 | Putaway: Rule-based location suggestions (item class, size, weight, ABC, zone) | M / I / O | |
| PUT-02 | Putaway: Automatic replenishment (min/max, demand-driven) | M / I / O | |
| INV-01 | Inventory and locations: Real-time stock by location, pallet and case; stock statuses | M / I / O | |
| INV-02 | Inventory and locations: Cycle counts, full counts, variance approval and audit trail | M / I / O | |
| INV-03 | Inventory and locations: FEFO / FIFO and lot-based allocation rules | M / I / O | |
| PCK-01 | Picking: Single-order, batch, wave and zone picking | M / I / O | |
| PCK-02 | Picking: Pick-path optimisation and workload balancing | M / I / O | |
| PCK-03 | Picking: Order priority, cut-off times and partial shipment rules | M / I / O | |
| PAC-01 | Packing and shipping: Pack-station verification, carton contents and weight checks | M / I / O | |
| PAC-02 | Packing and shipping: Carrier integration, labels and tracking numbers | M / I / O | |
| PAC-03 | Packing and shipping: Dock / loading plan, delivery notes and e-waybill flow | M / I / O | |
| RET-01 | Returns: Returns receipt, condition grading and restocking | M / I / O | |
| TRC-01 | Traceability: Forward and backward traceability by lot / serial | M / I / O | |
| TRC-02 | Traceability: ITS / ÜTS reporting and data-matrix aggregation (if applicable) | M / I / O | |
| 3PL-01 | 3PL: Multi-client stock and rule separation, client portal | M / I / O | |
| 3PL-02 | 3PL: Activity-based billing (storage, handling, value-added services) | M / I / O | |
| LAB-01 | Labour: Task management, user performance and engineered standards | M / I / O | |
| MOB-01 | Mobile: Handheld app (Android) and behaviour when offline | M / I / O | |
| AUT-01 | Automation: Integration with conveyor, sorter, AS/RS or robot control systems (WCS) | M / I / O | |
| REP-01 | Reporting: Standard KPI reports, user-defined reports and data export | M / I / O | |
| ADM-01 | Administration: Role-based access control and user activity logs | M / I / O |
5. Integration requirements
| System | Data exchanged | Direction and frequency | Method (API, file, middleware) |
|---|---|---|---|
| ERP | Item master, orders, stock movements, delivery notes | ||
| E-commerce / marketplaces | Orders, stock updates, returns | ||
| Carriers | Shipment creation, labels, tracking | ||
| e-Invoice / e-Waybill | Delivery note and invoice documents | ||
| Automation (WCS / PLC) | Task orders and confirmations |
- Who builds the integration and who maintains it? Is development on the ERP side included in the quote?
- How are failed messages monitored and resent?
- Is API documentation public or can it be shared during the bid?
6. Technical infrastructure, security and KVKK
| Hosting options (cloud, on-premise, hybrid) and data centre location | |
|---|---|
| Backup frequency, retention and disaster recovery targets (RPO / RTO) | |
| Information security certifications (e.g. ISO 27001) and independent audits | |
| Authentication (SSO, multi-factor) and access model | |
| Role under KVKK (data processor), sub-processors and any cross-border transfer | |
| Release and upgrade policy and its impact on the customer |
7. Implementation approach
- Project methodology, phases and the deliverables of each phase
- Vendor team: roles, experience and who will work on site in Turkey
- Customer team and time commitment expected
- Data migration, testing and training approach
- Estimated duration and critical dependencies
8. Support and service levels (SLA)
| Priority | Definition | First response time | Resolution / workaround time |
|---|---|---|---|
| Critical | Shipping or receiving has stopped | ||
| High | A key process is running with restrictions | ||
| Normal | Single user or issue with a workaround |
Also ask for support hours (24/7 or business hours), support in Turkish, support channels and the availability commitment (for cloud).
9. Commercial proposal format
Ask every vendor to fill in the same table, excluding VAT and in a single currency.
| Item | Year 1 | Year 2 | Year 3 | Year 4 | Year 5 |
|---|---|---|---|---|---|
| Licence / subscription | |||||
| Maintenance and support | |||||
| Implementation and consulting | |||||
| Integration development | |||||
| Development (“Development” lines in the matrix) | |||||
| Hosting / infrastructure | |||||
| Training | |||||
| Total |
- What is the licence unit (named user, concurrent user, site, transaction volume)? What happens on overage?
- How are annual price increases set and are they capped?
- Is the payment plan tied to project milestones?
You can use the ROI / TCO calculator to compare the proposals.
10. References
Ask for at least three references of similar size and sector that went live in the last three years, and meet at least one on site. Use the SET-03 question list for the calls.
11. Evaluation criteria
Set the weights before opening the proposals and do not change them. The weights below are examples only.
| Criterion | Example weight | How it is scored |
|---|---|---|
| Functional fit | 30% | Requirements matrix + demo score (SET-02) |
| Integration and technical fit | 15% | Integration plan, architecture, security answers |
| Implementation team and approach | 20% | Project plan, team experience, references |
| 5-year total cost | 25% | Commercial table and TCO calculation |
| Vendor viability and support | 10% | Financial standing, support in Turkey, roadmap |
12. Timeline and response rules
| Step | Date |
|---|---|
| RFP issued | |
| Deadline for questions | |
| Deadline for responses | |
| Scripted demos | |
| Reference calls and site visit | |
| Decision and contract |
- Questions are submitted in writing to a single contact; answers are shared with all vendors.
- Responses follow the order of this template, with the requirements matrix in Excel format.
- Proposals must remain valid for at least 90 days.
- Confidentiality: this document and its attachments may only be used to prepare a proposal.
This document is a general working template; it is not a substitute for legal, financial or technical advice. Adapt it to your circumstances.