The 20 questions to ask a Microsoft consulting firm before signing an SOW. Red flags, verification steps, timeline framework.
Last updated by Errin O'Connor, Founder & Chief AI Architect, EPC Group
20 essential questions to ask a Microsoft consulting firm: Solutions Partner designations, named senior architect, references at scale + industry, fixed-fee options, compliance framework experience, subcontractor use, post-implementation support model, escalation process, code ownership, warranty. Seven red flags = walk away (no fixed-fee options, offshore subcontractors, still advertising Gold Partner). Verify claims via Microsoft Partner Center + reference calls + LinkedIn consultant tenure + G2/Clutch reviews. Standard RFP timeline: 60 days.
The essential 10: (1) What Microsoft Solutions Partner designations do you hold? (Answer should be specific — Data & AI, Modern Work, Infrastructure, Security, Digital & App Innovation, Business Applications.) (2) Who specifically will lead my engagement? Get the named senior architect on the SOW. (3) Can you provide 3 references at my scale in my industry? Call them before signing. (4) Do you offer fixed-fee engagements? Which packages fit my scope? (5) How many years has the lead consultant been at the firm? (Under 3 = turnover risk.) (6) What is your Microsoft engineering-team access? Who is your account technology strategist at Microsoft? (7) Do you subcontract any work? If yes, to whom? (8) What compliance frameworks have you deployed against (HIPAA, SOC 2, FedRAMP, GDPR)? (9) What is your post-implementation support model? (10) How do you handle scope changes?
(11) Show me a sample statement of work — do fixed-fee accelerators exist? (12) Who owns the code and configuration deliverables? (13) What is your data privacy + confidentiality stance? (14) How do you measure engagement success? (15) What is your escalation process when problems arise? (16) Do you have direct access to Microsoft preview features or private previews? (17) How do you handle knowledge transfer + documentation? (18) What are your rates for principal / senior / mid / junior consultants? (19) Do you offer managed services after implementation? (20) What is your standard warranty period on deliverables? Any firm that struggles with these questions is not ready for enterprise work.
Seven serious red flags: (1) Cannot name senior architect who will lead the work. (2) No fixed-fee engagement options (only T&M with vague scope). (3) References are all in different industries or scale from yours. (4) Heavy reliance on subcontractors + offshore staffing. (5) Cannot demonstrate compliance expertise for your industry (HIPAA, FINRA, FedRAMP). (6) Still advertising Microsoft Gold Partner status (retired Sept 2022). (7) No post-implementation support or managed services. Any 3+ red flags = walk away.
Six verification steps: (1) Microsoft Partner status — check partner.microsoft.com/en-us/solution-providers with the firm name. (2) Solutions Partner designations — visible on their Microsoft Partner Center profile. (3) References — always call them personally; ask about turnover, scope creep, and post-implementation support quality. (4) Consultant tenure — LinkedIn shows how long the senior architect has been at the firm. (5) Prior client testimonials — search the firm name + your industry on G2, Clutch, and Gartner Peer Insights. (6) Case studies — request 2-3 detailed case studies matching your project type; call the customer name on the case study.
Ask each firm to submit BOTH a fixed-fee and a T&M version of the same scope. The delta reveals: (1) confidence in scope estimation (large delta = high T&M risk), (2) commitment to outcome accountability, (3) staffing model transparency. EPC Group typically responds with fixed-fee proposals for scoped outcomes (Discovery, Foundation, Enterprise Rollout tiers) and T&M for managed services + ambiguous discovery. Any firm that refuses to quote fixed-fee for a well-scoped project is signaling scope-creep concerns.
Standard enterprise Microsoft consulting RFP timeline: (1) RFP release day 0. (2) Q&A period days 1-10 (allow written questions from bidders + share answers with all bidders equally). (3) Response deadline day 20-30. (4) Shortlist selection day 35 (typically 3 finalists). (5) Finalist presentations days 40-50 (60-90 min each, senior architect must be present). (6) Reference calls days 45-55. (7) Best-and-final offer day 55. (8) Contract award day 60. Total: 60 days. Rushing under 45 days signals procurement immaturity; over 90 days signals decision paralysis and burns bidder motivation.
Weight by strategic priority: Microsoft Solutions Partner designations (15%), named senior-architect experience matching your industry (20%), fixed-fee engagement options (15%), 3+ named references at your scale + industry (15%), compliance framework experience (10%), post-implementation managed services (10%), pricing competitiveness (10%), engagement methodology maturity (5%). Total 100%. Avoid weighting brand recognition or firm size more than 10% combined — those are relationship comforts, not technical outcomes.
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