CREATING AN RFP

for your Fashion, Apparel &

Footwear PLM Project

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 1

Today’s omnichannel consumers are demanding greater product

innovation, selection, and value – all at the blink of an eye. These and

other formidable market challenges have many fashion, apparel, and

footwear companies focused on reducing product costs to increase

margins, streamlining and accelerating the new product launch process,

and improving supply chain collaboration.

CREATING A
PLM RFP

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 2

 “Digital PLM platforms integrate data and

elevate visibility to improve required traceability,

regulatory compliance, operational efficiency,

cost management, quality control, product

portfolio performance and resource allocation

needed to support digital business activities to

increase visibility and control over compliance,

quality, costs, timelines and profitability.”

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 3

BEFORE YOU JUMP IN
Many fashion brands and retailers are looking to Product Lifecycle Management (PLM) solutions

to gain the speed, visibility, efficiency, and other improvements needed to compete and thrive in

this environment. For most, that means evaluating several systems, getting price quotes and

in-depth demonstrations for the ones that prove to best fit their needs.

But before you jump into the process, you will want to consider creating a Request for Proposal

(RFP) to help guide and document your evaluation and selection. If you employ a consultant to

help with the process, they will likely insist on an RFP. But, even if you aren’t using outside help,

you will want to consider the reasons why those experienced with PLM and other enterprise

software selection always recommend taking ample time to create this important document.

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 4

WHAT IS AN RFP?
Request for Proposal (RFP), simply put, is a document that a business creates

to outline key requirements and solicit bids for a PLM or other software project.

Using an RFP is a great way to gather more information, determine the potential fit
The RFP can help you
of PLM vendors and their products. The RFP can help you quickly narrow the list of quickly narrow the list of
vendors you want to evaluate in-depth.
vendors you want to
Before we move on, let’s clear up any confusion that may exist between the related evaluate in-depth.
three-letter acronyms RFI, RFP, and RFQ. The Request for Information (RFI) is

sometimes used early in the process with a long list of potential vendors to request

broad information on their offerings, values, and experience. The Request for

Quotation (RFQ) is used near the end of the evaluation with a shortlist of vendors to

get a detailed cost proposal and terms, implementation schedules, technical

specifications, service level agreements, and other details.

While components of these may be integrated into a single document (especially

where the list of potential vendors is manageable), we will focus here on building

your RFP.

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 5

 WHY CREATE
AN RFP?
While creating an RFP requires considerable effort, you will quickly learn how a good
RFP can streamline the process, help you make a better-informed decision, and
greatly reduce the risk of ending up disappointed with the new system.

By detailing your needs in an RFP, you can better gauge how well each vendor
understands your PLM needs and how well their systems align with your business
requirements. Perhaps equally important, writing an RFP also effectively forces
organizations to document their PLM-related processes, requirements, and opportunities
for improvement

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 6

BEFORE
YOU START

Before starting your RFP, it is essential to take the time needed to thoroughly

document your current design, product development, sourcing, and any other By taking a fresh look at
PLM-related business processes. You clearly know your business better than

anyone. By taking a fresh look at your “as-is” situation, you will not only help vendors your “as-is” situation, you
focus on your specific needs but also clarify the specific requirements and

importance of achieving your desired “to-be” state. For example, you will want to will not only help vendors
layout the current pre-production calendar and discuss any pain points that
focus on your specific
constrain your speed to market, as well as the needs and goals you have for reducing

this time line.

needs but also clarify the
You will also want to define the makeup of your PLM evaluation team. As best
specific requirements and
practice, assemble a cross-functional group that includes senior management, IT,

line of business (department) managers, technical and implementation experts, importance of achieving
and user-level representatives from design, product development, sourcing and

other departments that will be impacted. It is preferable to include some members your desired “to-be” state.
with prior positive experiences in using PLM software.

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 7

WHAT
INFORMATION
SHOULD YOU
PROVIDE?
Building an effective RFP is not just about making a list of system needs that require vendor responses. Before
all that, it is your responsibility to paint a complete picture of your business and goals for improvements so
that your vendors can more accurately and effectively provide the information you need to properly evaluate
vendors and the PLM products.

1 CONFIDENTIALITY STATEMENT
It is important to include a simple statement that explains the confidentiality of Take time to describe
the information provided in the RFP, non-disclosure of the information, and the
rights your company has as the provider of this information. (You may want to the most valuable
seek legal advice for this.)
features and most
limiting aspects of the
2 PLM RFP TERMS & CONDITIONS
a) Purpose & Scope – Identify the primary reasons you are considering a new current systems.
PLM solution. Perhaps, like many that have already implemented PLM, you
want to reduce product development times, standardize your processes,
improve product quality, or better integrate design and development
productivity. You will also want to briefly describe the project as you envision
it and what information is being requested; namely vendor history and
financial status, customer references, product capabilities, technology details,
implementation and support capabilities, pricing, etc.

b) Selection Timeline – Lay out the expected timeline for issuing the RFP, the
deadline for vendor responses, demonstration timelines, customer reference
calls, contract reviews, preferred vendor selection, planned implementation
start/end dates, etc.

c) Submission Instructions – Provide explicit instructions on how, to whom,

and when the RFP must be submitted for consideration.

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 8

3 BUSINESS DESCRIPTION
a) Company Description – Provide a description including company history,
current product mix, markets served, sales channels, key customers, seasonal
calendar, etc. You may also want to describe the company culture here.

b) Core Strategy – Before getting into features and functions of a new PLM
system, take a step back to explain your core business strategy. Define your
primary business objectives, recent changes and expected future needs. For
example, you may have recently reduced product development times by
20% but want to trim it further with PLM. Other changes and needs could
include goals like the addition of new product lines that will require increased
design and development efforts or plans for a new direct-to-consumer sales
channel that will require differentiated products.

c) Company Structure – Describe how the company is structured (departments,

supply chain, etc.) and provide general responsibilities and staffing levels for
each department.

d) Current Systems – Because your new PLM system will impact (integrate
with or even replace) some of your existing systems or platforms, for each
location that may be included in the PLM deployment, describe your existing
systems (type, brand, age, state of maintenance, etc.), computer hardware,
networking infrastructure and internet access. Take time to describe the
most valuable capabilities and most limiting aspects of the current systems.

4 CURRENT OPERATIONS
As explained earlier, this is a detailed description of the “as-Is” state of your
business; most specifically the pre-production (PLM-related) processes. You will
want to include flowcharts, spreadsheets, and other documentation as-needed
to enable vendors to immediately understand your current business operations.

5 FUTURE OPERATIONS
Describe, in as much detail as possible, where and how you expect business
operations to change in the future. Specifically, identify the changes and
improvements you expect to achieve with the new PLM system. Keep in mind
that the most commonly reported benefits of PLM include streamlined design,
development, and sourcing processes, improved product quality, increased
productivity, reduced product costs, improved new style adoption rates, and
more. Use charts, spreadsheets, and other documentation when possible.

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 9

VENDOR
RESPONSES
1 TECHNICAL INFORMATION
Ask the vendors questions about the technology platform(s) their system
The largest and perhaps
supports (cloud, hosted, on-premise, etc.), which operating system(s) and the most important part
database(s) can be used, compatible devices, and any required hardware.
of the RFP. Here you will

2 ERP INTEGRATION(S) ask vendors to explain

You will also want to learn if the vendor offers an integrated ERP suite, or what how they and their PLM
type(s) of ERP and other systems integration(s) they may have already built or
can support. A natively integrated ERP/PLM solution (both from the same
solution aligns with your
vendor) can save significant time, money, and aggravation both during and well current and future
after the implementation. Such an integration can eliminate redundant data
entry (i.e. create a single Bill-of-Materials (BOM) rather than one in each system),
business needs.
ensure the integrity of your valuable data, integration of design to delivery
processes, and improve visibility and analytics across the entire business and
supply chain.

3 PRICING INFORMATION
Because you have not yet spent the necessary time to short-list and collaborate
with vendors on your exact needs, the RFP is usually not the place to ask for a
price quotation (RFQ). It is, however, recommended that you can ask broad
questions about the list prices of the PLM software, optional modules, and any
required or vendor-recommended third-party software. Because software is only
part of the pricing picture, you will also want to ask about standard support and
implementation rates.

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 10

 4 Business/System Requirements
Ask questions about specific functional capabilities that the system offers in the
areas of line planning, design, raw materials development, product development,
sourcing, production, calendar and workflow management, vendor collaboration,
and any other process you want to improve through PLM. It is advised that you
take the time to cover all the capabilities you may have in your current systems
(don’t assume anything), as well as those capabilities that you would like or need
to have in your new PLM.

Keep in mind that not all requirements are process related. You should add any
specific product capabilities or technical features that you consider a must for
the new system. For each of these requirements, it is important to rank the level
of priority you have for the capability. You will want to identify all “must-have”
capabilities; those that you fully expect to have in your new PLM. Just as
importantly, note which of the capabilities you consider as “nice-to-have” (but
not critical to success) as you will want to keep these in perspective during your
evaluation. As it is very unlikely you will find every piece of functionality you want
in any single system, ranking your wish list items will keep you and your team
focused on what is most important.

You will also want to note the deployment timeline (phase one, two, or later) you
require or expect for each requirement. What things are critical on day one
(phase one) and what things can or should be delayed for future phases of
deployment. For example, you may want to hold off on advanced capabilities
such as full-fledged workflow management, detailed product costing, or any
custom-developed tools until you have successfully deployed all core
components. You may also want to consider initially implementing only specific
product lines, locations, or processes to ensure a quick-win that doesn’t
overwhelm your teams and available resources. We also recommend that you
ask vendors to identify the general availability of each functional requirement
(standard out-of-the-box, requires customization, etc.).

5 Vendor Business Information

Here you will request information from vendors on their business, financial
status, customers, activity in PLM market, product pricing, product roadmap,
implementation, support, and other relevant details.

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 11

RFP
WORKSHEET
for your Fashion,
Apparel & Footwear
PLM Project

To help you streamline your RFP preparation, we are providing a detailed,industry-

specific requirements chart that can serve as a good starting point in your own

PLM evaluation.

The following pages provide a worksheet for structuring your requirements and

effectively comparing your vendor responses. Because fashion, apparel, and footwear

brands have many unique requirements and needs, feel free to remove, restate, or

add any line items to tailor this tool for your specific situation.

Examples of the industry-specific features found in this worksheet include various

types of line planning, the color approval process, Adobe® Illustrator® integration, raw
materials testing, size specifications, sample management, costing, vendor

scorecards, seasonal calendaring, process workflow management, and many more.

We believe that tailoring and using this tool will enable you to conduct a thorough

and effective evaluation that leads to the selection of your best-fit PLM solution.

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 12

Technical Product Information
Client Client
PLM INFO/REQUIREMENTS Priority Timeline OOB CUS ADD 3RD FUT NA Vendor Notes

CLIENT RESPONSE VENDOR RESPONSES VENDOR RESPONSES

Priority 1-5 Place an X in appropriate cell Add or overtype notes

On-premise Server Option

Hosted Option
Cloud-Native Solution
SaaS Option (single or multi-tenant)
Support for Field-Level Security
Role-based Security Access
User-based Security Access
System Search Capabilities Please list/describe
"Where-Used" Search
Mass Update Capability
Multi-language Capable
Multi-currency Capable
Multi-company Capable
Document Management Tools Store, search, share a variety of document types
User-defined Data Attributes
Out-of-the-Box Reports Please list/describe
User-defined Reporting Capability Describe how customer can create new reports
DIY Report Builder Tool Included
Support for 3rd Party Reporting Tools Please list/describe
Export Data to Excel
Revision History Tracking
Auto-Complete Data Entry To streamline data entry
Configurable User Dashboards
To-do List on Dashboard
Calendar on Dashboard
Ability to Upload Historical Data Bring in existing product data from Excel, other
Email Alerts/Notifications Notifications through system messaging or external email
Identify Available Mobile Apps Please list/describe
Integrated/Onboard BI Capabilities Please list/describe
Integration with Data Warehouse Please list/describe
Pre-configured ERP Integrations Please list/describe
APIs Provided for Integration Please list/describe
Vendor Licensing Type(s) What are options for vendor system access

Client/Vendor Response Key

Client Priority/Timeline Key
#1–5
#1 being highest priority
Vendor Response Key
Want this in
OOB — Requirement provided out-of-the-box
Excel?
CUS — Requirement available through product customization
ADD — Requirement available through add-on module (Specify in notes) Email applications@cgsinc.com
3RD — Requirement available through 3rd Party Integration (Specify in notes) to request
FUT — Requirement on current product roadmap (Specify in notes)
NA — Requirement unavailable PLM RFP WORKSHEET

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 13

 Line Planning
Client Client
PLM INFO/REQUIREMENTS Priority Timeline OOB CUS ADD 3RD FUT NA Vendor Notes

CLIENT RESPONSE VENDOR RESPONSES VENDOR RESPONSES

Priority 1-5 Place an X in appropriate cell Add or overtype notes

Merchandise/Assortment Planning
Financial Planning
Slot Allocation Planning
SKU Planning
Top-Down/Bottom-Up Planning
Plan vs. Actual Analysis
Support for Placeholder Styles
Manage Grouped Products as a Set
Integration with Financial Systems Please list/describe
Integration with POS Data Please list/describe
Integration with Merchandising Sys Please list/describe

Design
Client Client
PLM INFO/REQUIREMENTS Priority Timeline OOB CUS ADD 3RD FUT NA Vendor Notes

CLIENT RESPONSE VENDOR RESPONSES VENDOR RESPONSES

Priority 1-5 Place an X in appropriate cell Add or overtype notes

Design Concept
Line Lists
Storyboard Creation
Color and Print/Pattern Libraries
Color and Print/Pattern Search
Support Management of Colorways
Track Color Approval Process
Central Repository for Digital Assets Core PDM capabilities
Digital Asset Management Advanced manage/share, check-in/out capabilities
Support for Collaborative Design
Support for High-Res Images (PIM) For use in Merchandising/Marketing
Illustrator Integration (bi-directional)
Integration w/3D Design Tools Please list/describe
Integration with Other CAD Tools
Integration with Pattern/Marker Sys Please list/describe

Client/Vendor Response Key

Client Priority/Timeline Key
#1–5
#1 being highest priority
Vendor Response Key
Want this in
OOB — Requirement provided out-of-the-box
Excel?
CUS — Requirement available through product customization
ADD — Requirement available through add-on module (Specify in notes) Email applications@cgsinc.com
3RD — Requirement available through 3rd Party Integration (Specify in notes) to request
FUT — Requirement on current product roadmap (Specify in notes)
NA — Requirement unavailable PLM RFP WORKSHEET

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 14

 Raw Materials (RM) Development
PLM INFO/REQUIREMENTS Client Client OOB CUS ADD 3RD FUT NA Vendor Notes
Priority Timeline

Client Response Vendor Responses Vendor Responses

Priority 1-5 Place an X in appropriate cell Add or overtype notes

Fabric/Trim Libraries Core PDM capabilities

Artwork/Graphics
RM Testing Management Please list/describe
RM Approval Tracking
RM Sourcing Management Please list/describe
Materials/Trim Dev Collaboration Develop with suppliers, customers, etc.
Fabric/Trim Purchase Orders Built-in PO capability
Support Multiple Units of Measure

Product Development
PLM INFO/REQUIREMENTS Client Client OOB CUS ADD 3RD FUT NA Vendor Notes
Priority Timeline

CLIENT RESPONSE VENDOR RESPONSES VENDOR RESPONSES

Priority 1-5 Place an X in appropriate cell Add or overtype notes

Size Specifications Management

Points of Measure Management
Bill of Materials (BOM) Management
Multidimensional BOM
Multiple BOMs per Product
Multidimensional Sizing
Bill of Labor
Create New Style from Template
Tech Pack Design Tool
Tech Pack Version Control
Sampling Process Management
Sample Approval Calendars
Sample Purchase Orders Built-in PO capability
Sample Quality Control
Capture Sample Evaluation Notes
Support for Visual Sample Evaluation Images with annotations or similar – please describe
Preproduction Product Costing
Support for Carryover Styles
Support for Collaborative Development Develop with customers, vendors, etc.
Manage Info for Merchandising (PIM) Product descriptions, etc. used in merchandising, marketing
Color Standards Licensing Pantone, Scotdic, etc.

Client/Vendor Response Key

Want this in
Excel?
Client Priority/Timeline Key Vendor Response Key

#1–5 OOB — Requirement provided out-of-the-box

#1 being highest priority
CUS — Requirement available through product customization
ADD — Requirement available through add-on module (Specify in notes) Email applications@cgsinc.com
3RD — Requirement available through 3rd Party Integration (Specify in notes) to request
FUT — Requirement on current product roadmap (Specify in notes)
NA — Requirement unavailable PLM RFP WORKSHEET

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 15

Sourcing/Production
PLM INFO/REQUIREMENTS Client Client OOB CUS ADD 3RD FUT NA Vendor Notes
Priority Timeline

CLIENT RESPONSE VENDOR RESPONSES VENDOR RESPONSES

Priority 1-5 Place an X in appropriate cell Add or overtype notes

Supplier Management
Vendor Profiles
Sourcing Management
Production Product Costing
Landed Cost Calculations
Margin Calculations
RFQ/Bid Management
Vendor Bid Comparison Side-by-side comparison
Vendor Scorcarding Tools Please list/describe, KPIs included
Supplier Capacity Planning Please list/describe
Quality Control Tools Please list/describe
Compliance Audit History Please list/describe
Integrated Purchase Order Built-in PO capability
Support Multiple Sourcing Models Source, contract, mfg., etc.

Calendar/Workflow Management
PLM INFO/REQUIREMENTS Client Client OOB CUS ADD 3RD FUT NA Vendor Notes
Priority Timeline

CLIENT RESPONSE VENDOR RESPONSES VENDOR RESPONSES

Priority 1-5 Place an X in appropriate cell Add or overtype notes

Calendar Management
Planned vs Actual Calendar Reports
Workflow Management Advanced with dependencies, notifications, etc.
Task Responsibility Assignment
Support for Seasonal Calendars
Calendar Display in Dashboards
Notifications of Calendar Exceptions
Notifications of Approval Required

Client/Vendor Response Key

Client Priority/Timeline Key
#1–5
#1 being highest priority
Vendor Response Key Want this in
OOB — Requirement provided out-of-the-box Excel?
CUS — Requirement available through product customization
ADD — Requirement available through add-on module (Specify in notes) Email applications@cgsinc.com
3RD — Requirement available through 3rd Party Integration (Specify in notes)
FUT — Requirement on current product roadmap (Specify in notes)
to request
NA — Requirement unavailable PLM RFP WORKSHEET

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 16

Vendor Collaboration
PLM INFO/REQUIREMENTS Client Client OOB CUS ADD 3RD FUT NA Vendor Notes
Priority Timeline

CLIENT RESPONSE VENDOR RESPONSES VENDOR RESPONSES

Priority 1-5 Place an X in appropriate cell Add or overtype notes

Web-based (mobile) Portal

Vendor Self-Registration Vendor setup own profile
Vendor Access Tech Pack, Other Docs
Vendor Enter Bids
Vendor Enter PO Status
Vendor Enter Calendar Status
Vendor Enter Lab Dip Results
Vendor Enter Product Test Results
Share Sample Evaluation Information
Share Quality Control Information
Share Compliance Information
Share Container Packing List/ASN Advance ship notice
Alert Notifications Past-Due Items

Client/Vendor Response Key

Client Priority/Timeline Key
#1–5
#1 being highest priority
Vendor Response Key Want this in
OOB — Requirement provided out-of-the-box
Excel?
CUS — Requirement available through product customization
ADD — Requirement available through add-on module (Specify in notes) Email applications@cgsinc.com
3RD — Requirement available through 3rd Party Integration (Specify in notes)
FUT — Requirement on current product roadmap (Specify in notes)
to request
NA — Requirement unavailable PLM RFP WORKSHEET

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 17

Product Pricing (Based on # users)
For longer responses, please attach separate documentation

List Price for Core PLM License—# Users Perpetual license list price or annual subscription
Pricing for Optional Modules List available modules and standard pricing
Pricing for Any Mobile Apps List available mobile apps and standard pricing
Pricing for 3rd-Party Software That may be required to use your system
Pricing for supplier use Supplier license, portal use, etc.
Pricing for support/maintenance
Rate chart for implementation services Standard rates
Rate chart for customization services Standard rates
Standard Payment Terms List if different for licensing, services, etc.

Vendor Information
For longer responses, please attach separate documentation

# Years in Business
# Years Offering Fashion PLM
# of Customers in Fashion Market
% of Customers Using PLM
% Using Same PLM Described Herein
New PLM Client Acquisition Describe the growth in PLM space over past 3 years
R&D Investment in PLM Please describe ($, % of sales, other) investment in PLM product
Also offers integrated ERP
Financial Status Please describe the health of your financial status
Relevant PLM Customer References Provide company names that we will have an opportunity to talk with if/when you are shortlisted
Relevant Customer Case Studies List here – OK to provide as attachments
Please provide here (or attach) any additional company, product, systems requirements, recommendations,
Other:
or other information you would like us to consider

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 18

 PUT
YOUR
RFP
TO
USE

Once you are satisfied that you have explained your PLM processes and

requirements clearly and concisely, you are ready to start sharing it with your

potential vendor list. Give your vendors plenty of time to respond to your RFP,
remembering to schedule some additional time to field any questions they may

have as they submit their responses.

While the RFP process can feel complicated and time-consuming, a well-written

RFP will go a long way in helping you find the best vendor partner for your PLM

project. We hope these tools and recommendations help you avoid some of the

pitfalls that buyers can find along the way and wish you all the best as you move

forward on your Fashion PLM journey.

As always, we welcome your questions and feedback. Don’t hesitate to contact us if

we can be of help in your Fashion PLM project.

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 19

 ABOUT BLUECHERRY
CGS’s BlueCherry® Enterprise Suite provides clients with a powerful, comprehensive set of tools to drive their fundamental

business processes. Focusing on the needs of high-growth organizations operating in the consumer lifestyle products and

retail industries, our solutions have the built-in capacity to address the needs of all core management, planning, product

development, manufacturing, logistics, finance and sales functions.

A flexible solution that is available in the cloud and on-premise, BlueCherry Enterprise Suite empowers omnichannel businesses

globally with over 600 integration partners ranging from retailers, eCommerce, logistics, third-party warehouses and

manufacturing facilities.

Trusted by these amazing companies

With end-to-end capabilities, the BlueCherry Enterprise Suite includes:

n Product Lifecycle Management (PLM) n Omnichannel Warehouse Management (OCWM)

n Enterprise Resource Planning (ERP) n B2B eCommerce

n Omnichannel Merchandise Planning (OCMP) n Business Intelligence (BI)

n Shop Floor Control (SFC) n Business Integrations

250,000+ $40 Billion+ 500+

250,000+ users BlueCherry customers together A community of 500+
worldwide deliver $40bn+ in annual retail sales customers globally

With a network of 500+ customers collectively delivering more than $40bn in annual retail sales, 250,000+ active users and

implementations in more than 20 countries, we’ve built and actively facilitate a collaborative community of CGS experts and

client users that’s unmatched in the industry, providing an open forum for clients to share strategies and best practices with

each other and with us – which we, in turn, incorporate in our software roadmap.

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 20

RESOURCES
n ConvertedMedia.com n SoftwareAdvice.com

n WhichPLM.com n WordRake.com

CREATING AN RFP FOR YOUR FASHION PLM PROJECT 21