A strong Microsoft Dynamics 365 implementation RFP spells out the business outcomes you need, the work in and out of scope, how the solution should fit standard capabilities, and who owns each delivery task. It should also require a credible plan for migration, integrations, testing, training, cutover, security, and post-launch support. The goal is not simply to collect prices: it is to make proposals comparable and expose gaps, assumptions, and risks before contracting.
Start with outcomes, scope, and success measures
Describe why the organization is implementing Dynamics 365 and what should improve. Give bidders enough context to propose a solution rather than merely price a list of features. Include the current-state problems, target processes, business units and locations in scope, constraints, known dependencies, and the Dynamics 365 applications or workstreams being considered.
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Define how success will be measured. Use outcomes that stakeholders can evaluate, such as completion of specified process capabilities or agreed performance and adoption criteria. Avoid vague goals such as “modernize operations” unless you also explain what observable change would satisfy that goal. State the project boundaries clearly: what is included, what is not, and which known constraints could affect the proposal. This gives business sponsors, IT leaders, procurement teams, and project managers a shared basis for evaluating responses.
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Make licensing and application assumptions visible in each response so the evaluation compares equivalent scope. Do not let an unspecified licensing assumption silently determine the proposed design or estimated cost. Ask bidders to identify assumptions that could change the proposed solution or estimate, rather than burying them in general terms.
Specify requirements and the solution approach
Organize requirements around the business processes the system must support. Include functional needs as well as the data, integration, security, reporting, and nonfunctional requirements that could affect design or delivery. For each important requirement, ask bidders to state whether it fits standard capabilities, identify any gap, propose an approach, and list assumptions and dependencies.
Request a high-level solution blueprint that shows the major components and how they fit together. Ask bidders to explain consequential design decisions, including trade-offs that could affect cost, delivery time, maintainability, updates, or day-to-day operations. A proposal should make architectural risks and alignment gaps visible early, not defer every design question until after award. Ask bidders to identify decisions that need customer input or review, and when those decisions are required to keep the plan moving.
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Make delivery governance and accountability explicit
Ask each bidder to propose a delivery method suited to the project and explain why it fits. The response should address decision rights, scope and change control, risk and issue handling, status reporting, quality controls, design and business reviews, and how feedback from business users will be incorporated. Require a description of how estimates and plans will be revised when scope, dependencies, or risks change. Ask how the bidder will surface and escalate issues that put a milestone or acceptance requirement at risk.
Microsoft recommends Success by Design for Dynamics 365 projects and describes it as a framework that can be used alongside a team’s chosen methodology. Ask bidders which relevant reviews or practices they would use, when they would use them, and how identified risks would be addressed. The framework is informed by FastTrack experience across thousands of complex Dynamics 365 cloud deployments; Microsoft also says it tracks project health across seven categories and more than 30 measures. These are descriptions of the framework, not a promised project outcome or success rate (Microsoft Success by Design).
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Request a responsibility matrix and a plain-language account of what the supplier includes, excludes, assumes, or depends on the customer to do. Customer responsibilities can include requirements, internal staffing, source-data quality, UAT, security and access validation, regulatory requirements, cutover, non-Dynamics integration systems, organizational change, nonfunctional requirements, and operational transition. Assign an accountable owner to each material activity and identify decisions the customer must make. For each dependency, ask what the supplier needs, from whom, and by when.
This distinction matters when comparing proposals. Microsoft cautions that high-level contracts and unwritten assumptions can lead to confusion and missed or underestimated work. Its guidance says the statement of work or contract should focus on detailed activities with clear assumptions, roles, and responsibilities (Microsoft implementation strategy guidance).
Require a milestone plan with dependencies and owners
Ask for a milestone-level plan that covers the work relevant to your scope. It should show sequencing, dependencies, critical path, estimated effort and duration, required customer and supplier resources, accountable owners, and measures for tracking progress. Include a process for updating estimates and managing scope, schedule, and risk changes. Ask what each milestone produces and how the project team will know that the work is complete.
Ask bidders to address these work areas where applicable:
- Business process mapping and solution design
- Application lifecycle management (ALM), development, and configuration
- Data migration and integration
- System integration, user acceptance, and performance testing
- Training, organizational change, and adoption
- Cutover, deployment, and operational transition
- Reporting and business intelligence (BI)
Do not accept a sequence of broad phases without owners or dependencies. For example, a migration milestone should make clear which party prepares and validates source data, when mappings are approved, and what must be ready before migration testing can begin. Likewise, a testing milestone depends on agreed requirements, test data, environments, and availability of the customer users expected to participate. Microsoft’s project planning guidance emphasizes tasks, dependencies, resources, estimates, and progress measures (Microsoft project plan guidance).
Cover data, integrations, security, and nonfunctional needs
Describe the source systems and data domains expected to move into Dynamics 365. State what is known about data quality and who will profile, cleanse, map, reconcile, and approve the data. Ask bidders to identify migration constraints, proposed responsibilities, and the evidence they will provide that migrated data is fit for use.
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List external systems that must integrate, the business purpose of each integration, and the internal owners of systems outside Dynamics 365. Ask for the proposed integration approach, dependencies, monitoring expectations, and how failures will be detected and handled. The customer should explicitly identify non-Dynamics systems and approvals it will manage rather than assume the implementation partner owns them.
Include security roles, access decisions, enterprise architecture reviews, and applicable regulatory validation. State any known performance and business continuity expectations, and ask bidders to explain how they will validate them. Treat these as requirements to design and test, not as generic promises of a “secure” or “high-performing” deployment. Make clear who validates user security roles and access before go-live, and whether the customer has specific security or continuity decisions that the supplier must accommodate.
Define testing and acceptance before proposals arrive
Require a test strategy that distinguishes system integration testing, user acceptance testing (UAT), and performance testing. For each level, ask who prepares test data, who executes tests, who fixes defects, how defects are prioritized, and what evidence is needed for approval. Ask bidders to state which customer resources they need for testing and what schedule assumptions depend on those resources.
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Identify who has authority to sign off each test level and what happens if acceptance criteria are not met. This helps bidders estimate remediation and retesting work and prevents sign-off from becoming an informal or disputed step. Define what evidence is required for sign-off so both parties can verify that acceptance is based on agreed criteria rather than opinion.
Plan training, cutover, and support as implementation work
Ask for a training and adoption approach that identifies audiences, responsibilities, materials, and how readiness will be assessed. Include stakeholder communications and the customer’s role in organizational change. The proposal should connect training to the processes and user groups in scope rather than offer a generic training line item. State whether the customer will provide trainers, users, or internal communications support, and ask the bidder to identify its own responsibilities.
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Require a deployment plan with a cutover runbook, go/no-go criteria, named decision-makers, rollback planning, and any mock go-live or rehearsal expectations. Ask what must be complete before production deployment, including readiness for licenses, security roles, support, monitoring, and user training. Microsoft’s preparation guidance highlights a signed-off cutover plan, completed training, support readiness, monitoring, and a deployment runbook (Microsoft go-live checklist).
Specify the production support model and transition deliverables: how users report incidents, how issues are escalated, what monitoring is in place, and how operational knowledge is handed over. Ask how the supplier will handle platform updates and changes to partner solutions after deployment, including how those changes will be assessed and communicated. Include support readiness in the scope and plan rather than treating it as an unassigned post-launch task.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Use a common bidder response and evaluation framework
Give every bidder the same response outline. Request a solution blueprint, requirements fit and gaps, delivery method, milestone plan and estimates, team roles and relevant experience, responsibility matrix, assumptions and exclusions, customer obligations, risks and mitigations, testing and acceptance approach, support model, and commercial proposal. Ask bidders to explain how their commercial proposal corresponds to the activities and responsibilities in their plan so omissions are easier to spot.
Compare proposals on more than headline price and schedule. A lower estimate is not equivalent if it leaves out customer readiness, migration, testing, training, or operational transition. Use the same questions and evidence requirements for each response. Consider whether a proposed schedule allows for the stated dependencies, customer decisions, and validation work, not just whether it offers an earlier finish date. No RFP-specific benchmark or standard implementation price follows from Microsoft’s guidance; evaluate the costs and estimates in the context of each bidder’s stated scope, assumptions, and exclusions.
| Evaluation area | What to examine |
|---|---|
| Requirements fit | How clearly the bidder maps needs to standard capabilities, identifies gaps, and justifies extensions or custom work. |
| Scope and ownership | Whether activities, assumptions, exclusions, dependencies, and accountable owners are explicit. |
| Delivery realism | Whether milestones, sequencing, resources, risks, governance, and progress controls form a credible plan. |
| Technical and operational readiness | Whether migration, integration, security, testing, cutover, and production support are covered. |
| Adoption and change | Whether training, stakeholder engagement, and post-launch update management are practical and assigned. |
Microsoft’s Success by Design is a useful reference for shaping questions and reviews, not a substitute for defining your organization’s scope, deliverables, acceptance criteria, and allocation of responsibilities.
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RFP content checklist
- Business vision, current-state challenges, target processes, scope, constraints, and measurable success criteria
- Requirements mapped to standard capabilities, with gaps and customization rationale identified
- Solution blueprint, architecture decisions, integration and data approach, security, reporting, and nonfunctional needs
- Delivery method, governance, decision rights, change control, risk management, and quality reviews
- Milestones, dependencies, critical path, estimates, customer and supplier resources, owners, and progress measures
- Responsibility matrix that makes customer tasks, supplier tasks, exclusions, assumptions, and approvals explicit
- Testing strategy, realistic acceptance criteria, defect handling, evidence, and sign-off authority
- Training, adoption, cutover, rollback, go/no-go, support, monitoring, and operational transition
- Common bidder response format and evaluation criteria that account for scope completeness as well as price and schedule
Frequently Asked Questions
What should a Microsoft Dynamics 365 implementation RFP include?
Include business outcomes and scope, process-based requirements, a requested solution blueprint, delivery governance, a milestone plan, a responsibility matrix, data and integration needs, security and nonfunctional requirements, testing and acceptance criteria, training, cutover, support, and a consistent response and evaluation format.
What should we ask a Dynamics 365 implementation partner?
Ask how the proposed solution maps to standard Dynamics 365 capabilities, where gaps or customizations are expected, what the plan and milestones depend on, which activities the customer must own, how risks and changes are managed, and how migration, testing, go-live, and support readiness will be demonstrated.
Should an RFP require the bidder to use Success by Design?
Microsoft recommends Success by Design and describes it as usable alongside a team’s chosen methodology. Ask bidders which relevant reviews or practices they will incorporate and how they will address risks those reviews identify; use it as a reference, not a substitute for defining project scope.
How can we compare Dynamics 365 implementation proposals fairly?
Give all bidders the same requirements, response outline, and evidence expectations. Compare requirements fit, scope and ownership, delivery realism, technical and operational readiness, and adoption planning alongside cost and schedule. Check whether estimates exclude customer work or readiness activities before treating them as comparable.
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Does Microsoft provide a standard price or RFP template for a Dynamics 365 implementation?
The Microsoft guidance referenced here supports implementation planning and Success by Design, rather than providing an RFP-specific price benchmark or a Microsoft-issued RFP template. Define your own scope and compare each commercial proposal against its stated activities, assumptions, exclusions, and responsibilities.
The Bottom Line
A useful Dynamics 365 implementation RFP makes outcomes, scope, responsibilities, dependencies, and acceptance measurable before proposals are submitted. Require bidders to show how their solution fits standard capabilities, who owns each task, and how migration, testing, training, cutover, and operations will be made ready. Then evaluate proposals against the same criteria—not just the lowest price or shortest schedule.
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