An RFP (Request for Proposal) is not a procurement formality. It is the document that forces your organization to agree on what you actually need before you speak to a single vendor — and it is the document that lets you compare vendor responses on a level playing field. Done properly, it surfaces the vendor's methodology, Bangladesh experience, team composition, and pricing assumptions all in one place.
Done poorly — or skipped entirely — you end up comparing one vendor's PowerPoint against another's Excel spreadsheet, trying to make sense of pricing models that don't cover the same scope, and eventually selecting a vendor based on who gave the most impressive demo. That is how Bangladesh companies end up with the wrong partner for the wrong price.
The RFP process isn't about finding the cheapest vendor. It's about finding the vendor who has done what you need done before, in Bangladesh, and can prove it.
Why a formal RFP matters in Bangladesh
The Bangladesh Odoo market in 2026 has 8–12 active implementation firms with a wide range of capability, team size, and Bangladesh-specific experience. Unlike a mature market where vendor capabilities cluster around a standard, Bangladesh has firms ranging from 2-person operations doing their first Odoo project to experienced teams with 20+ deployments across RMG, textile, and manufacturing. The RFP is your calibration tool.
Specifically, an RFP reveals:
- Whether the vendor has done your specific combination (your industry + your module set + Bangladesh compliance) before
- How they structure a project — their project methodology, week by week
- Who specifically will work on your project (not the senior consultant who presented, but the junior who will configure)
- What exactly is and is not included in their price — where hidden costs will appear
- Their reference sites — companies you can call before signing
Pre-qualification criteria (before you send the RFP)
Do not send your RFP to every firm that says they do Odoo. Pre-qualify first. A vendor that fails any of these three criteria should not receive the RFP:
- Active Odoo partnership: Confirm they are an Odoo Ready, Silver, or Gold partner — verifiable on the Odoo partner directory. Non-partner firms can implement Odoo but have no formal relationship with Odoo SA, no access to partner support channels, and typically less training.
- Bangladesh reference site in your industry: Ask before sending the RFP. "Can you give me the name and contact of one Bangladesh company similar to ours where you have completed an Odoo implementation?" If they cannot name one, they are not qualified for your RFP.
- Minimum team size: For a 30–100 user project, the vendor should have at minimum one dedicated project manager and two Odoo-certified consultants. A 2-person firm bidding on a BDT 30+ lakh project is a capacity risk.
RFP template — 7 sections
Adapt the template below to your company specifics. Replace the bracketed placeholders with your actual information before sending. The template is written to be complete — resist the temptation to shorten it. Vendors who complain about RFP length are vendors who do not want to be accountable to specifics.
Include in your RFP:
- Company overview: [Company name], [industry: RMG / textile / trading / pharma / other], founded [year], annual turnover approximately [BDT range], [number] employees
- Current system: We currently use [Tally Prime / SAP B1 / custom software / spreadsheets] for [accounting / inventory / HR]. Key pain points: [list 3–5 specific problems]
- Reason for ERP: [Growth beyond current system capacity / compliance requirement / group mandate / new factory setup]
- Decision timeline: We plan to select a vendor by [date] and begin implementation by [date] with a target go-live of [date]
- Budget range: Our approved budget for implementation services is approximately [BDT X–Y lakh]. Proposals significantly outside this range will not be evaluated.
WHY: Vendors who know your budget range give more realistic proposals. Vendors who don't know the budget pad with optional items. The "secret budget" approach produces less useful proposals, not better pricing. To set a defensible range before you write this section, run your scope through the Odoo cost estimator.
Include in your RFP:
- Modules in scope (required): [List each module: Accounting, Inventory, Purchase, Sales, Manufacturing, HR & Payroll, Quality, etc.]
- Number of users: Approximately [total users]. By department: Accounts [X], Warehouse [X], Procurement [X], Production [X], Management [X]
- Deployment model: [On-premise at our Dhaka facility / Cloud (Odoo.sh) / Cloud (VPS — specify preferred provider)]
- Bangladesh compliance requirements (non-negotiable):
- Mushak 6.3 sales invoice — printed format matching NBR standard
- TDS (AIT) deduction on vendor bills by category, TDS certificate generation
- Payroll compliance: PF (10% employer + 10% employee), gratuity calculation, income tax per NBR slabs
- [Any additional: EPZ bonded warehouse, BGMEA wage board, LC management]
- Custom print templates required: [Purchase order, delivery note, sales invoice, payslip — specify your letterhead requirements]
- Data migration from: [Tally Prime / specify version]. Data to migrate: customer master, vendor master, product master, opening balances, [opening stock if applicable]
- Integrations (if any): [Bank feed, biometric attendance device, e-commerce, any third-party system]
- Out of scope: [List anything explicitly excluded: e.g., website module, eCommerce, Odoo.sh subscription cost, hardware purchase]
WHY: The scope section is the single most important part of an RFP. Vendors will price exactly what you specify. Anything not specified will be quoted as a change order at go-live.
- Odoo version: We require Odoo [18 / 19] Enterprise. Proposals for Community edition will not be evaluated.
- Concurrent users: We expect [X] concurrent users during peak hours. Vendor must demonstrate the proposed server can handle this load.
- Uptime requirement: The system must be available during Bangladesh business hours (Sunday–Thursday, 09:00–18:00 +06:00) with maximum planned downtime of [4 hours/month].
- Backup: Daily automated backup with minimum 30-day retention. Vendor must describe backup and restoration procedure.
- Security: SSL encryption, role-based access control, audit trail for all financial transactions. Describe your security configuration standard.
- Performance: Page load time under 3 seconds for standard transactions on a 10 Mbps connection.
- Price breakdown required: Implementation services (itemized by phase or module), Odoo Enterprise license (per user per year), custom development (if any), data migration, training, post-go-live support. All prices in BDT inclusive of VAT.
- Payment schedule: Propose a payment milestone schedule tied to project deliverables. We will not accept advance payment above 30% of total before project commencement.
- Post-go-live support: Describe your support offer after go-live: response SLAs, support hours, channels (phone, WhatsApp, email, ticketing), and monthly retainer cost if applicable.
- Warranty period: Minimum 90-day warranty on all custom development — defects resolved at no additional charge.
- Change management: Describe your change order process. We require written change orders with cost and timeline impact before any out-of-scope work begins.
WHY: The payment schedule tied to milestones is your only leverage during an implementation. Never pay 100% upfront. Never.
- Odoo partnership: Confirm your current Odoo partner tier (Ready / Silver / Gold) and provide partnership certificate.
- Bangladesh reference sites: Provide a minimum of two Bangladesh reference sites where you have completed Odoo implementations. Include: company name, industry, modules implemented, number of users, go-live date, and a named contact we may call.
- Project team CVs: Provide CVs for: (a) Project Manager assigned to this engagement; (b) Lead Consultant(s) who will perform configuration; (c) Developer (if custom development is required). Confirm that these specific individuals — not others — will be assigned to our project.
- Odoo certifications: List Odoo certifications held by the proposed team members.
- Company registration: Provide trade license and TIN certificate (for Bangladesh tax compliance on your invoices to us).
- Project plan: Provide a week-by-week project plan for our implementation from kickoff to go-live. Identify key milestones and deliverables at each phase.
- Discovery process: How do you document our existing processes (AS-IS) and design the Odoo configuration (TO-BE)? What workshops do you run and who attends?
- Change management: Describe how you manage scope changes, approval workflows, and decision-making between your team and ours.
- Testing approach: How do you conduct UAT? Do you provide test scripts? How are defects tracked and prioritized?
- Training approach: Describe your training methodology. How many training sessions? Role-based or module-based? Do you provide training materials? Who trains the trainers?
- Go-live support: Describe your go-live day and post-go-live hypercare support. Who is on-site? For how long?
WHY: This section is where you see the vendor's professionalism most clearly. A vendor who cannot articulate a clear methodology has not done this enough times to have one.
- Deadline: Proposals must be submitted by [date, time, timezone +06:00] to [email address].
- Format: PDF format. Maximum 40 pages excluding appendices (CVs, certificates, reference letters).
- Clarification questions: Submit clarification questions by [date] to [email]. Responses will be shared with all RFP recipients.
- Demo: Shortlisted vendors (maximum 3) will be invited for a 2-hour demo of a configured Odoo environment showing Bangladesh compliance features. Demo must be on a live Odoo instance — not mockups or screenshots.
- Evaluation: Proposals will be evaluated on the criteria in our scoring matrix (Section 6 of evaluation document). We will inform all vendors of the outcome by [date].
Vendor scoring matrix
Use this scoring matrix to evaluate all proposals consistently. Rate each vendor 1–5 on each criterion, multiply by the weight, and total. The highest score is your starting point for contract negotiation — not necessarily your final selection, but a defensible shortlist.
| Evaluation criterion | Weight | What to assess (1 = weak · 5 = strong) |
|---|---|---|
| Bangladesh Experience (30%) | ||
| Reference sites — industry match | 12% | 1 = no Bangladesh refs · 3 = refs in different industry · 5 = verified refs in your industry, contacted and positive |
| Bangladesh compliance demonstrated | 10% | 1 = claims capability, no demo · 3 = showed Mushak config in demo · 5 = live client using Mushak 6.3 + TDS + payroll |
| Number of completed BD implementations | 8% | 1 = fewer than 3 · 3 = 5–10 · 5 = 15+ completed Bangladesh deployments |
| Project Methodology (25%) | ||
| Quality of project plan presented | 10% | 1 = no plan / vague · 3 = plan exists, milestones unclear · 5 = week-by-week plan with named deliverables and decision points |
| UAT and testing approach | 8% | 1 = no formal UAT process · 3 = described but no test scripts · 5 = provides test scripts, defect log, sign-off process |
| Training methodology | 7% | 1 = ad hoc training · 3 = role-based training described · 5 = role matrix, materials, assessment, sign-off sheet provided |
| Team Quality (20%) | ||
| Lead consultant experience | 10% | 1 = no relevant experience · 3 = 2–4 years Odoo, mixed industries · 5 = 5+ years Odoo, multiple BD manufacturing projects |
| Dedicated project manager | 6% | 1 = no dedicated PM (consultant IS PM) · 3 = PM named but also consults · 5 = dedicated PM, CV provided, available full-time |
| Team continuity guarantee | 4% | 1 = no commitment on team continuity · 3 = PM committed, consultant may change · 5 = named team committed in contract |
| Commercial Terms (15%) | ||
| Price scope completeness | 7% | 1 = lump sum only, no breakdown · 3 = phase breakdown, some gaps · 5 = itemized by module + migration + training + support |
| Payment milestone structure | 5% | 1 = large advance, remainder on delivery · 3 = 3-milestone structure · 5 = milestones tied to deliverables, final payment after go-live stable |
| Post-go-live support terms | 3% | 1 = no support offer · 3 = support described, no SLA · 5 = named SLA (response time per severity), retainer option |
| Technical Approach (10%) | ||
| Demo quality | 6% | 1 = PowerPoint demo · 3 = live Odoo, generic · 5 = live Odoo configured for our industry with Bangladesh compliance visible |
| Customization approach | 4% | 1 = will customize anything with no governance · 3 = standard first, custom as last resort · 5 = clear framework for custom dev with documentation and upgrade path |
| TOTAL | 100% | Maximum score: 500 points (5 × 100% weighted) |
Reference check questions
Contact at least two reference sites per shortlisted vendor. Call — do not email. A reference who is enthusiastic about the vendor will answer the phone. A reference who is not will not respond to email. Ask these questions directly:
- "On a scale of 1–10, how likely are you to recommend this vendor? What would it take to be a 10?"
- "Did the project finish on time and on budget? If not, what happened?"
- "What was the project team like day-to-day — responsive, proactive, or reactive?"
- "Were there any Bangladesh compliance issues — Mushak, TDS, payroll — that the vendor struggled with?"
- "What happened in the first 2 weeks after go-live? Were they on-site?"
- "What would you do differently if you were selecting the vendor again?"
- "Is the same team still supporting you today?"
RFP process timeline
Vendor red flags — disqualify before scoring
These red flags should disqualify a vendor before evaluation begins. Do not score a proposal from a vendor who triggers any of these:
-
Cannot name a Bangladesh reference siteClaims extensive experience but cannot provide a named, callable reference within 24 hours of being asked.
-
Proposes a fixed timeline without reviewing your dataQuotes "10 weeks to go-live" on day one without seeing your legacy system data or understanding your customization requirements.
-
Cannot demo Bangladesh compliance features liveClaims to support Mushak 6.3, TDS, and Bangladesh payroll but cannot demonstrate these in a running Odoo instance during the demo stage.
-
No dedicated project managerThe salesperson, project manager, and lead consultant are the same person — a single-person firm bidding on a mid-size project.
-
Price is more than 40% below other vendorsWithout a clear and specific explanation of scope difference. A dramatically lower price means either a different scope or cost absorption they cannot sustain.
-
Demands >50% advance paymentLegitimate vendors with healthy cash flow do not require more than 30% upfront. A demand for large advance payment signals financial stress or poor project governance.
-
Refuses to commit the named team in the contractThe contract names a generic "implementation team" rather than the specific individuals whose CVs you reviewed. This is how you end up with juniors after signing with seniors.
For the implementation phase after vendor selection, use the 12-week Odoo implementation roadmap for Bangladesh SMEs. For cost benchmarks to validate vendor pricing, see the Odoo ERP implementation cost guide for Bangladesh or run your scope through the Odoo cost estimator. Need an independent review of your vendor proposals? Get in touch →
Frequently asked questions
What should an Odoo RFP include in Bangladesh?
An Odoo RFP for Bangladesh companies should include: company background and project context; scope of work (modules, user count, Bangladesh compliance requirements); technical requirements (deployment, performance, backup); commercial terms (pricing model, payment schedule, support SLA); vendor qualification criteria (Odoo partner status, Bangladesh references, team CVs); evaluation criteria and weightings; and submission requirements (deadline, format, demo request).
How many vendors should I send an Odoo RFP to in Bangladesh?
Send to 3–5 pre-qualified vendors. Pre-qualify before sending: confirm Odoo partner status, verify they can name a Bangladesh reference site in your industry, and confirm they have minimum team capacity for your project size. There are 8–12 active Odoo implementation firms in Bangladesh — you should be able to identify 3–5 credible candidates within 1–2 weeks of outreach.
What is a fair budget for an Odoo implementation in Bangladesh?
For a standard Bangladesh SME Odoo implementation (25–50 users, core modules: accounting, inventory, purchase, sales), implementation service cost ranges from BDT 15–40 lakh. Manufacturing deployments (adding production, quality) run BDT 35–80 lakh. Odoo Enterprise license adds approximately BDT 6–9 lakh per year for 30 users. Declare your budget in the RFP — vendors who know the range give more useful proposals.
What are the red flags when evaluating Odoo vendors in Bangladesh?
Disqualify any vendor who: cannot provide a named, callable Bangladesh reference in your industry; proposes a fixed timeline without reviewing your data; cannot demo Bangladesh compliance features live; has no dedicated project manager; quotes more than 40% below other vendors without scope explanation; demands more than 50% advance payment; or refuses to name the specific individuals who will work on your project in the contract.