The decision to purchase a new enterprise system - ERP, CRM, infrastructure - is one of the most important you'll make. We're talking hundreds of thousands of euros investment and years of commitment. A wrong choice can cost even more in lost opportunities, disruption, and eventual replacement.
When You Need Us
Procurement and vendor evaluation services are critical when:
- Buying new ERP, CRM, or major enterprise system: You need a structured process to evaluate vendors and select the best fit
- Preparing RFP/RFI for IT services: Public or private sector, you need comprehensive tender documentation
- Don't know what's in the market: The technology landscape changes fast - you need market research
- Have vendor proposals but don't know how to evaluate: All vendors say they're the best - you need objective evaluation
- Want independent advice: Vendors have inherent conflict of interest - you need someone representing you
💡 The Cost of Wrong Choice
A wrong ERP/CRM system choice can cost 2x-3x the initial investment in implementation overruns, customizations, and eventual replacement. The selection process must be done right from the start.
Our Services
Requirements Gathering & Documentation
Structured process to identify and document your real needs - functional, technical, and business.
Market Research & Technology Landscaping
Market analysis, identification of leading vendors, and technology trends you need to know.
RFP/RFI Documentation & Tender Writing
Comprehensive technical specifications, evaluation criteria, and tender documents that comply with regulations.
Proposal Evaluation & Scoring
Objective evaluation of vendor proposals with weighted scoring methodology and detailed comparisons.
Vendor Demonstrations & POCs
Organization and facilitation of vendor demos, definition of POC scenarios, and evaluation of results.
Fit-for-Purpose Analysis
Deep analysis of how well each solution fits your specific needs - not generic features comparison.
TCO & ROI Modeling
Total Cost of Ownership analysis including all hidden costs and ROI projections based on realistic assumptions.
Contract Review & Negotiation Support
Review of contracts for red flags, negotiation support for better terms, and risk mitigation.
Our Process
Understand: Requirements Discovery
Stakeholder interviews, workshops, process analysis to understand real needs - not just stated requirements.
- Stakeholder interviews (C-level, department heads, end users)
- Current state analysis (systems, processes, pain points)
- Future state vision (where you want to be)
- Requirements documentation (functional, technical, business)
Research: Market Analysis
Comprehensive market research to identify potential vendors and understand the technology landscape.
- Market research (leading vendors, emerging players)
- Technology trends analysis
- Industry-specific solutions identification
- Preliminary vendor shortlist
Document: RFP/RFI Preparation
Writing comprehensive tender documents that describe needs, evaluation criteria, and process.
- Technical specifications
- Functional requirements matrix
- Evaluation criteria & weighting
- Commercial terms & conditions
- Timeline & submission instructions
Evaluate: Proposal Analysis
Systematic evaluation of vendor proposals with scoring methodology and detailed comparisons.
- Compliance check (do they meet mandatory requirements?)
- Functional fit scoring
- Technical fit evaluation
- Commercial comparison
- Risk assessment
Validate: Demos & Reference Checks
Hands-on validation through vendor demonstrations, POCs, and reference checks at existing customers.
- Vendor demo scenarios (based on your processes)
- Proof-of-concept projects (for shortlisted vendors)
- Reference site visits
- Due diligence on vendor viability
Recommend: Final Selection
Detailed recommendation with rationale, risks, and mitigation strategies. Clear recommendation but final decision is yours.
- Comparative analysis summary
- Recommended vendor with justification
- Implementation roadmap considerations
- Risk factors & mitigation
Support: Negotiation & Transition
Support during contract negotiation and transition to implementation phase.
- Contract review & red flag identification
- Commercial negotiation support
- SLA definition & KPIs
- Handover to implementation team
What We Evaluate
Evaluation isn't just a feature checklist. We examine multiple dimensions:
Functional Fit
Does it do what you need? Out-of-the-box capabilities vs required customizations. Industry-specific features.
Technical Fit
Architecture compatibility, integration capabilities, scalability, performance, security, technology stack.
Vendor Viability
Financial stability, market position, customer base, R&D investment, long-term roadmap. Will they be around in 5 years?
Implementation Complexity
Realism of implementation timeline, change impact, resource requirements, organizational readiness.
Total Cost of Ownership
Licenses, implementation, customizations, training, ongoing maintenance, infrastructure, upgrades. True TCO over 5 years.
Support & Services
Quality of vendor support, partner ecosystem, training availability, documentation, community.
Risk Factors
Technical risks, vendor lock-in, compliance issues, change management challenges, dependency risks.
Future-Proofing
Product roadmap, technology direction, innovation track record, ability to evolve with your needs.
Independent & Unbiased Advice
The biggest value we bring is our independence:
No Commissions from Vendors: Many "consultants" take referral fees from vendors they recommend. We don't. Our fee comes 100% from you, so our interests are aligned with yours.
Objective Evaluation Criteria: We use documented, weighted scoring methodology. Every decision can be justified with data, not "gut feeling".
Transparent Methodology: You understand how we reached the recommendation. It's not a black box - it's transparent, traceable process.
Your Interests First: Our goal is to find the optimal solution for you, not to "close a deal" with some vendor.
🚩 Red Flags in Vendor Selection
- Vaporware: Vendor promises "coming soon" features that don't exist yet
- Over-customization: Solution requires heavy customization to cover basic needs
- Single-customer dependency: Vendor with very limited customer base
- Unclear TCO: Pricing that's not transparent - many hidden costs
- Pressure tactics: "Deal expires tomorrow" and other sales tricks
- Poor references: Existing customers aren't happy or don't want to talk
Typical Projects
We've helped businesses select:
- ERP Systems: SAP vs Oracle vs Microsoft Dynamics vs Infor - which fits your needs and budget?
- CRM Platforms: Salesforce vs Microsoft Dynamics vs SugarCRM vs custom development
- Cloud Infrastructure: AWS vs Azure vs Google Cloud - technical and commercial comparison
- Enterprise Asset Management: Industry-specific solutions evaluation
- Security Tools: SIEM, EDR, vulnerability management platforms
- BI & Analytics: Power BI vs Tableau vs Qlik - which fits the organization?
Why Northbound
20+ Years Evaluating Technology: We've evaluated hundreds of vendors and products throughout our career. We know what to look for, what questions to ask, and what red flags to watch for.
Cross-Industry Experience: We've worked in energy, telecoms, transport, manufacturing, services. This breadth of experience gives us perspective that industry-specific consultants don't have.
Technical Depth: We're not "procurement specialists" without technical knowledge. We deeply understand technology - architectures, integrations, scalability. We can ask the right technical questions.
Business Acumen: But we also understand the business context. The choice isn't only technical - it's a strategic business decision.
Negotiation Experience: We've negotiated hundreds of contracts. We know which terms to push, what's negotiable, and how to structure win-win deals.
💰 Service ROI
Our service cost (typically 15-30k€ for comprehensive evaluation) is 5-10% of project cost. But a right choice can save 20-40% of TCO through better pricing, avoided customizations, and reduced implementation risks. The ROI is clear.
How We Work
Engagement Models
Full Service: End-to-end from requirements gathering to contract signing. Typical duration: 2-4 months.
RFP/RFI Writing Only: You have clear requirements, need only documentation support. Duration: 3-4 weeks.
Evaluation Only: You've already received proposals, need independent evaluation. Duration: 4-6 weeks.
Advisory Only: Periodic guidance throughout the process you're conducting internally.
For Whom
Our services are suitable for:
- Medium businesses: That don't have internal procurement expertise for major IT acquisitions
- Public sector: That needs compliant tender documentation and transparent evaluation
- Regulated industries: Banking, energy, healthcare where compliance is critical
- Companies without CIO: Or with CIO who doesn't have bandwidth for detailed vendor evaluation
- High-stakes decisions: Major investments where you don't have the luxury to mess up
Frequently Asked Questions
How much does it cost?
Depends on scope. RFP writing only: 8-12k€. Full vendor evaluation process: 20-30k€. Comprehensive multi-phase selection: 30-50k€. Typically 5-10% of project budget is reasonable for the vendor selection process.
How long does it take?
Typical timeline: 2-4 months from requirements gathering to final recommendation. Can be accelerated if time constraints exist, but rushing the process increases risk of wrong choice.
What if we disagree with your recommendation?
We don't make the decision - you do. We provide analysis, insights, and recommendation. If you disagree, we explain our rationale and respect your decision. But at least it's an informed decision.
Do you guarantee the choice will be successful?
No vendor selection guarantees success - implementation execution matters too. But a right choice dramatically increases probability of success. And a wrong choice makes success almost impossible.
Planning a Major Technology Acquisition?
Schedule a free 30-minute meeting to discuss your needs and how we can help you select the right solution.
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