Request for proposal: EIT RM – Project Management and Support for Implementation of new BoB Financial Toolset.
Overview of EIT RawMaterials
EIT RawMaterials is a ‘Knowledge and Innovation Communities’ (KICs) created by the European Institute of Innovation and Technology (EIT), aimed at promoting innovation in the raw materials sector across Europe. Established in 2015, EIT RawMaterials works to secure the sustainable supply of raw materials to the European industry by driving innovation, education, and entrepreneurship along the entire raw materials value chain.
We are a knowledge-driven business and a catalyst for industrial progress. Our offerings leverage our expertise and that of our network – the world's largest network in the raw [and advanced] materials sector – which includes companies at every stage of evolution, from start-ups to market leaders, along with leading international universities, research organisations, and top experts and future talent from the sector.
Our activities span from mining and mineral processing to material recycling and substitution, focusing on increasing resource efficiency and fostering a circular economy.
We inform policy, apply knowledge, accelerate innovation, create opportunity, and unlock commercial value – for our partners and customers throughout the raw materials value chain to develop the raw materials sector as a strategic strength and foundation for a secure, sustainable future for Europe.
Our offerings are designed to help our partners and industry to be part of Europe’s strategic agenda to ensure supply chain security and make the ‘Green New Deal’ a reality that benefits the people of Europe and partner nations.
For more information about our company please visit the following website:
2. Project Overview and Objectives
EIT RawMaterials ("EIT RM") intends to modernize its Finance and HR application landscape by replacing the existing software setup with a selected portfolio of best-of-breed ("BoB") solutions.
The overarching objective is to redesign, standardize, and optimize back-office processes by deploying market-leading tools that best meet EIT RM’s operational, financial, and organizational requirements.
An initial expert-led assessment and solution mapping has already been completed, resulting in a shortlist of suitable tools. The purpose of this RFP is to select a qualified and experienced service provider to:
• Validate the results of the assessment
• Manage the implementation of the selected solutions
• Support EIT RM throughout the transformation lifecycle
3. Scope of work
The selected service provider shall act as an end-to-end project partner, delivering project management and advisory services across both IT and finance-related domains.
3.1 General Scope
The scope of services includes:
• Confirmation and detailed validation of the preselected best-of-breed solutions
• Structured project management across all project phases
• Functional and technical advisory support
• Optional, on-demand support in preparing finance, accounting, and commercial processes to enable effective configuration and adoption of the selected tools
• Knowledge transfer, training, and stabilization support during early operations
In addition to IT and project management tasks, the service provider is expected to contribute hands-on finance and accounting expertise to ensure that processes, data structures, and content are aligned with best practices and tool capabilities.
3.2 Functional Coverage
The BoB solution to be implemented shall cover the following functional areas:
• Procurement
• Accounts Payable
• Reporting
• Debtor Management
• Treasury
• HRIS (optional)
• Time Tracking
• Link to grant administration toolset & CRM
4. Proposal Process
Publishing the RFP on EIT RawMaterials website - 11.05.2026
Deadline for requesting clarification from EIT RawMaterials - 19.05.2026
Deadline for submitting proposals - 22.05.2026
Intended date of notification of award - 27.05.2026
Intended date of contract signature - 29.05.2026
Proposals must be emailed in English to the following address:
Contact name: for the attention of Timon Herzog
E-mail: Timon.herzog@eitrawmaterials.eu
The proposal shall contain:
- Prices must be indicated as net amount + VAT.
- A basic time plan
- Information on GDPR compliance, if applicable.
- an indication of supplier’s insurance coverage. The proposal must specify whether the supplier has taken out a company liability insurance and/or professional liability insurance including the maximum amount of coverage in Euro per event per insurance.
- Further points as per 7. “Requirements”
