In addition to simplifying the vendor selection process, an RFP template can offer other benefits. For example, it can help you standardize your requirements and evaluation criteria, making comparing proposals from different vendors easier.

With that in mind, the Solutions Review editors have compiled an example CMS RFP template to help you and your team get started. This article was written by William Jepma on June 6, William Jepma is an editor, writer, and analyst at Solutions Review who aims to keep readers across industries informed and excited about the newest developments in Enterprise Resource Planning ERP , Customer Relationship Management CRM , Business Process Management BPM , Marketing Automation, and other WorkTech categories.

You can connect with him on LinkedIn or reach him via email at wjepma solutionsreview. A Content Management System CMS RFP Template Example By William Jepma , Writer, Editor, and Analyst at Solutions Review Best Practices ,.

A Content Management System CMS RFP Template Example Background: This is the place to briefly describe your organization, its industry, and the purpose of the CMS implementation. Objectives: From there, you should outline the key goals you aim to achieve with the new CMS, such as improved content creation, better collaboration, enhanced user experience, scalability, custom permissions, security, etc.

System Requirements: List the core functional requirements you expect or require from the CMS. These usually include content creation tools, editing capabilities, multi-language support, search functionality, and e-commerce integrations. You should also specify specific requirements unique to your organization, such as regulatory compliance or industry-specific features.

Technical Requirements: Outline the technical specifications and infrastructure required to support the CMS, including hosting preferences, security considerations, integration with existing systems, scalability, and performance expectations. Design and User Experience: Describe your desired look and feel of the CMS interface you should talk to the teams that will be using the system for their input on this and outline any specific design requirements or branding guidelines.

Additionally, detail any user experience features or considerations important to your organization, such as responsive design or accessibility standards.

Vendor Information: Request prospective vendors to provide an overview of their company, including their experience, expertise, and any relevant industry certifications. Product Information: Ask vendors to provide detailed information about their CMS solution, including the key features, functionalities, and any unique selling points they offer.

References: Request vendor references and contact information for organizations implementing their CMS. This will give you insight into the satisfaction levels of past clients, which can tell you if the vendor has the abilities you need.

Implementation Timeline: Ask vendors to provide an estimated timeline for the CMS implementation, including key milestones and dependencies.

Specify any critical deadlines or events that vendors should consider during the implementation process. Ask for details on the training methods, materials, and availability of support during the training period.

Pricing: Ask vendors to provide a breakdown of their pricing structure, including any upfront costs, licensing fees, ongoing maintenance charges, and additional services. Contractual Terms: Outline the desired contractual terms, including the duration of the agreement, termination clauses, and any specific legal or regulatory requirements.

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Back to CMS comparison hub. By Alistair Wearmouth , March 27, Facebook Twitter LinkedIn Email. What next? Some of the most important work will take place long before you finalize a vendor.

While there is no single correct way to write a request for proposal RFP for a content management system CMS , following some best practices early on will save you time and money down the road. Too often, the RFP is an afterthought. What Is a Content Management System CMS?

Last updated: October 18, Want to know how? Read on! Related Articles WordPress Salts: What They Are, How They Work, and How to Use Them Learn what WordPress salts are, how they help secure your WordPress site, and how to generate new salts and change your site's salts.

What Are WordPress Tags? WordPress Tags Explained Wondering what WordPress tags are? We'll give you a detailed, beginner-friendly introduction, as well as some SEO best practices for your tags. What Is the WordPress Admin Dashboard?

The WordPress admin dashboard, often called WP Admin or WP admin panel, is the control panel for your WordPress website. Learn more in our in-depth…. Not all businesses will require a content management system CMS to manage their websites.

Whether you need a CMS or not depends on several factors. If you have a small, brochure type website, with a small amount of content that you rarely need to change, it may be difficult to justify the additional cost, time and effort of setting up a CMS.

You should weigh out the costs and the risks of implementing a new system against the possible improvements. If you have a static HTML website that you need to update frequently, or you plan to build an entirely new site, you should consider CMS as an option for your project.

If you determine that you need a CMS, you should look at the business objectives you expect it to meet. Draw up a checklist of the requirements and list the important CMS features and functions you would like the tool to have.

It's worth noting that implementing a CMS on an existing website, especially one with a complex back-end system, may require a lot of development work.

Occasionally, it may be more cost-effective to start over with a new website. Breadcrumb Home Guides IT Create and manage a website.

Before picking a CMS vendor, take the following questions into consideration:. What are you trying to accomplish? Understanding your goals, your needs, your current pain points and your own roadmap is a must before you even start drafting RFPs and sending them to a potential vendor.

You need to take your business requirements and your technology needs into account before you select a CMS. How do your roadmaps align? The right CMS can help your company solve issues and grow.

Each CMS vendor has its own roadmap they are following. Maybe CMS X has great things to offer right now but they don't plan to offer specific funcionality you plan to need in the future. What are some specific requirements? Before you send your RFPs out and have to sift through multiple detailed vendor proposals, you need to have your specific requirements ready.

Make a list of the functionalities and features you need, those that would be nice to have, and then focus on the CMS solutions that have those. How much time are you willing to spend evaluating proposals and making a decision? Having a set RFP timeline with a period of time in which you need to make your decision is a good idea if you want to move forward quickly but orderly.

For instance, if you want to start implementing the new CMS in the next six months, it helps to let the vendor and an implementation partner know at the beginning of the process.

Proof-of-Concept: Any vendor can deliver a shiny demo. To really know if CMS is going to work for your company, you need to be able to try it.

Having access to a sandbox and being able to build out the most business-critical use cases can give you instant insight. Not everyone has to be involved in the decision-making process, but each department that touches the CMS in some way should have a say in the features and information you request from vendor candidates.

You already have the boilerplate copy that describes your organization and what it does. Explain to prospective vendors how your teams are organized. What are the core business units? How do they serve your mission? Who are your CMS users and what do they need? This moment has probably been months, if not years, in the making.

Vendors need to know: What are you trying to accomplish? What problems do you want to solve? Where are the pain points? Explain how things are working or not working with your current digital setup and consider creating scenarios that point to how you would like things to work.

What are the key tasks or initiatives you will be looking to achieve? Who will be driving those tasks, and what does the workflow look like?

Some organizations need a headless CMS solution that will allow greater flexibility in displaying content. Consider what aspects of your digital infrastructure you need to replace and how a CMS fits into the overall picture. What integrations do you need for advertising, social media and other features?

How much storage and bandwidth are you using per month? If you have an analytics solution you like, be sure to include that as part of your integration list. If not, detail what you need to measure, from site visits to lead conversions. Either way, be clear about the size of your audiences and your goals for growth.

Detail exactly what you will need from your vendor from start to finish. How much development do you need versus working with your in-house team?

How many sites and users are involved? Do you want a content audit and help digging out of content debt? Do you want customized training, either in person or remotely? Just as important, communicate what is out of scope.

If you are not interested in e-commerce services, for example, say so in the RFP. In addition to a clear set of deadlines for proposals and the review process, share when you want to kick off the project. Prospective vendors should be told whether you have a target kickoff and what organizational priorities are driving that goal.

If you have a tight timeframe and little room for negotiation on that, vendors need to know. Let Expedience show you the difference when you select our RFI content management software. Contact our team now to get started with a custom demonstration.

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