How To Write A CMS RFP (Request For Proposal)
IntermediateQuick Answer
TL;DR
A CMS RFP (Request for Proposal) is a structured document sent to vendors asking them to demonstrate how their platform meets your requirements. A good CMS RFP includes your organization background, technical and editorial requirements, evaluation criteria with weights, specific demonstration scenarios, and pricing request format. It should be 10–20 pages and sent to 3–5 shortlisted vendors.
Key Takeaways
- Define your requirements before writing the RFP — the document should reflect your needs, not vendor marketing language
- Include weighted evaluation criteria so vendors understand what matters most
- Ask for specific scenario demonstrations, not just feature checklists
- Request 5-year TCO pricing, not just the base subscription fee
- Give vendors 2–4 weeks to respond and schedule live demos for shortlisted respondents