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A Microsoft Dynamics 365 implementation RFP should make five things explicit: the business outcomes you need, what is in and out of scope, how the proposed solution fits standard Dynamics 365 capabilities, who owns each delivery activity, and how success will be tested and supported after launch. Ask bidders to respond to a shared structure so you can compare plans on scope and readiness—not just headline cost.
Microsoft does not publish a dedicated RFP template for this purpose. The outline below translates its Dynamics 365 implementation, project-planning, and go-live guidance into procurement questions and evaluation criteria.
Start with outcomes, scope, and success measures
Describe the business problem before listing screens or features. Give bidders enough context to propose a solution that supports the target process rather than simply reproduce the current system.
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- Target outcomes: State what should improve and how you will measure it. Define success measures that can be assessed during delivery or after launch.
- Project boundaries: Identify the business processes, locations, teams, systems, and Dynamics 365 applications or workstreams in scope. State known exclusions and constraints.
- Dependencies: Note other programs, systems, decisions, or internal approvals that could affect timing or design.
- Commercial and licensing assumptions: Make any known application or licensing assumptions visible so bidders use a comparable basis.
Ask each bidder to map your stated needs to standard Dynamics 365 capabilities and identify where configuration, extensions, or custom development would be needed. Require a rationale for each proposed customization, including its delivery, cost, update, and operational implications. Microsoft advises clarity about vision, requirements, scope, outcomes, and success measures; mapping to standard capabilities can help limit unnecessary customization and ease future updates. Microsoft’s implementation overview provides the broader context.
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Turn business needs into a fit-and-gap solution request
Organize requirements around target business processes, then include the technical and operational needs those processes depend on. For each material requirement, ask bidders to state whether it is met, how it would be delivered, and what assumptions or dependencies apply.
- Functional requirements: Describe the process and required outcome, not only a desired feature. Ask bidders to distinguish standard capability from configuration, extension, or custom development.
- Data: Identify source systems and data domains, expected migration scope, data-quality concerns, and who owns cleansing, mapping, validation, and sign-off.
- Integrations: List known external systems and business purposes for each connection. Clarify which non-Dynamics systems and integration components your organization will manage.
- Security and access: State the relevant security, access, regulatory, and internal approval expectations. Ask how the bidder will help define and validate roles and access.
- Reporting and business intelligence: Identify required reporting or BI workstreams and the outcomes they need to support.
- Nonfunctional requirements: Specify expectations for performance, security, business continuity, and other operational constraints that could affect architecture or acceptance.
Request a high-level solution blueprint and an explanation of major design choices. Ask bidders to describe architectural risks, alignment gaps, and the consequences of their design for cost, schedule, future updates, and ongoing operations. Microsoft’s implementation guidance treats solution blueprinting and reviews as ways to surface risks and gaps early. Success by Design describes the framework Microsoft recommends for Dynamics 365 projects.
Ask for a delivery method, governance, and controls
Do not prescribe a methodology without understanding the project’s needs. Ask bidders to propose an approach, explain why it suits your scope, and identify the risks and mitigations associated with it. Microsoft describes Success by Design as a framework teams can use alongside their chosen methodology, rather than a replacement for one.
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- Decision rights: Who makes business, technical, security, and scope decisions, and how unresolved decisions are escalated.
- Scope and change control: How new requirements, changed assumptions, and scope changes are assessed, approved, and reflected in estimates and schedule.
- Risk, issue, and dependency management: How risks are recorded, assigned, reviewed, and escalated.
- Status and progress reporting: What progress measures, reports, and review cadence the team will use.
- Design and business reviews: How business users and technical stakeholders will review decisions and provide feedback.
- Quality controls: What checkpoints, design reviews, and delivery controls will identify problems before they affect later phases.
- Success by Design: Which relevant guidance or reviews the bidder proposes to incorporate and how identified risks will be addressed.
Microsoft describes Success by Design as drawing on FastTrack’s experience delivering thousands of complex Dynamics 365 cloud deployments. The framework tracks project health across seven categories and more than 30 measures; those are framework characteristics, not a promised project success rate. Microsoft’s framework description explains its role in implementation planning.
Require a milestone plan with named owners
A high-level timeline is not enough to compare implementation proposals. Ask for a milestone-level plan that shows sequencing, dependencies, effort, duration, resources, and accountability. At minimum, request coverage of the following activities where they apply:
- Process mapping and requirements clarification
- Application lifecycle management (ALM)
- Solution design and development
- Data migration
- Integration
- System integration, user acceptance, and performance testing
- Training and adoption
- Cutover and deployment
- Reporting and BI
For each milestone or workstream, ask the bidder to identify the accountable owner, the customer and supplier resources required, entry and exit conditions, dependencies, and a way to measure progress. Request the critical path and an explanation of how estimates will be updated when assumptions or scope change.
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Include a responsibility matrix, but do not let it replace plain-language explanations of the work. Require bidders to label activities as included, excluded, dependent on customer work, or subject to assumptions. Microsoft warns that vague contracts and unwritten assumptions can lead to confusion, missed work, or underestimated effort. Its guidance says: “Make sure the SoW or contract focuses on the detailed activities with clear definitions of assumptions, roles, and responsibilities.” See Microsoft’s implementation strategy guidance and project-plan guidance.
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Separate customer obligations from partner work
Your organization will retain important responsibilities even when a partner leads implementation. Put those obligations in the RFP and ask each bidder to confirm, qualify, or propose a different allocation. Common customer-side responsibilities include:
- Providing business requirements, knowledgeable subject-matter experts, and timely decisions.
- Supplying internal project resources and access to stakeholders and systems.
- Owning source-data quality and participating in data validation.
- Planning and executing user acceptance testing (UAT) and signing off results.
- Validating security roles and access, and managing internal security or regulatory approvals.
- Managing non-Dynamics systems and the organizational change activities assigned to the customer.
- Defining nonfunctional requirements, including operational needs that the implementation must meet.
- Making cutover decisions and preparing for operational transition.
For every obligation, specify the expected deliverable or decision, the customer owner, and when it is needed. Ask bidders to identify assumptions, exclusions, customer dependencies, and decisions that could affect the plan. This makes proposals more comparable and exposes costs or schedule risks hidden in a low-level estimate. Microsoft’s implementation strategy guidance covers the need to define roles and responsibilities clearly.
Make data, integration, security, and performance testable
Broad statements such as “migrate the data” or “meet performance needs” are not useful acceptance conditions. Describe the expected work and require the bidder to turn it into a plan with owners, evidence, and measurable criteria.
- Migration: Identify source systems and data domains, who prepares and cleanses data, who maps it, what validation is required, and who approves the results.
- Integration: List known interfaces and the systems or teams responsible for their non-Dynamics components. Ask for integration testing responsibilities and dependency assumptions.
- Security: State who defines, implements, and validates user roles and access, and what regulatory checks or internal approvals apply.
- Performance and continuity: State operational expectations and ask bidders to explain how they will test them under realistic conditions.
Ask bidders to identify technical constraints and architecture touchpoints early. For each nonfunctional requirement, specify a target or a way to agree and verify a target before acceptance; avoid treating an undefined expectation as a pass/fail test. Microsoft’s implementation and go-live guidance identifies system security, performance, continuity, and operational readiness as areas for review. Success by Design guidance outlines relevant implementation review areas.
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Define testing, acceptance, and sign-off before development
Request a test strategy that covers system integration testing, UAT, and performance testing. It should explain who prepares test data, who executes each test level, how defects are prioritized and resolved, what evidence is retained, and who has authority to sign off.
Write acceptance criteria that are measurable and tied to the requirements in the RFP. Include functional results as well as nonfunctional measures. Microsoft’s go-live guidance gives examples such as form-load, search, and integration performance under realistic production load. Your RFP should require bidders to propose applicable targets, conditions, and evidence rather than assume that a generic “performance tested” statement is sufficient. See Microsoft’s go-live guidance.
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Implementation is not complete when configuration and development end. Require a plan for users to adopt the system, for the organization to deploy it safely, and for the operations team to support it afterward.
- Training and adoption: Ask for the training approach, audience, timing, materials, and stakeholder communications needed to prepare users.
- Cutover and rollback: Require a signed-off cutover plan, go/no-go criteria, owners, dependencies, and rollback planning. State whether mock go-lives or rehearsals are expected.
- Deployment readiness: Request a deployment runbook and a description of how the bidder will verify readiness before production deployment.
- Production support: Specify the support model, escalation path, monitoring approach, and operational transition deliverables.
- Updates and changes: Ask how platform updates and changes to partner solutions will be handled after deployment.
- Readiness inputs: Make license readiness, security-role validation, and internal operational preparation explicit responsibilities with owners.
Microsoft’s preparation guidance calls for completed training, a signed-off cutover plan, support readiness, monitoring, and a deployment runbook. Refer bidders to the go-live checklist and ask how they will meet the relevant readiness requirements for your project.
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Standardize bidder responses and evaluate apples to apples
Give all bidders the same response structure, page limits or requested level of detail where appropriate, and deadline for clarifications. Request a proposal that includes:
- How the proposed solution maps requirements to standard capabilities, gaps, configuration, extensions, and custom development.
- A high-level architecture and explanation of major design choices.
- The proposed delivery method, governance, controls, and use of relevant Success by Design guidance.
- A milestone plan, estimates, dependencies, critical path, and required customer and supplier resources.
- Team roles and relevant experience for the proposed work.
- Data, integration, security, testing, acceptance, training, cutover, and support approaches.
- Assumptions, exclusions, customer obligations, risks, and mitigations.
- A commercial proposal that makes the scope and basis of estimates clear.
Score proposals against consistent axes rather than relying on a single price or schedule figure:
| Evaluation axis | What to look for |
|---|---|
| Requirements fit | Clear mapping to standard capabilities, transparent gap analysis, and justified extensions or customizations. |
| Scope and ownership | Complete activities, explicit assumptions and exclusions, named dependencies, and accountable owners. |
| Delivery realism | Credible sequencing, milestone detail, resources, governance, risk handling, and progress controls. |
| Technical and operational readiness | Coverage of migration, integrations, security, testing, cutover, monitoring, and production support. |
| Adoption and change | Practical training, stakeholder engagement, and an approach to ongoing update management. |
A low estimate is not comparable to a higher one if it omits customer work, testing, training, cutover, or operational readiness. Use the response structure to expose those differences before selecting a partner. Microsoft’s project approach guidance and project planning guidance provide reference points for project-specific controls and planning.
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RFP readiness checklist
Before issuing the RFP, verify that your document answers these questions:
Quick Recap
- Are business outcomes, scope, constraints, and success measures clear?
- Can bidders distinguish standard capability from customization and explain gaps?
- Are data, integration, security, reporting, and nonfunctional needs described?
- Does the requested plan show milestones, dependencies, effort, duration, resources, and owners?
- Are customer responsibilities, partner responsibilities, assumptions, and exclusions explicit?
- Are testing levels, evidence, measurable acceptance criteria, and sign-off owners stated?
- Are training, cutover, rollback, go/no-go decisions, support, monitoring, and transition covered?
- Will every bidder respond using the same structure and evaluation axes?
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