This article will not focus on the selection of the CMS itself, such as Adobe Experience Manager, Magnolia or Optimizely, as the platform is often decided earlier, in a separate RFP (request for proposal) process. However, the key challenge remains finding the right partner to effectively implement the chosen system, tailoring it to the company’s specific business and technology needs.
It is this stage, i.e. the selection of an implementation company, that is crucial to the success of the entire project – it is the supplier’s competence, experience and approach that determine whether the implementation will run smoothly and the system will be fully functional, efficient and tailored to business objectives. In this article we will show how to effectively prepare the tender process in order to find a trusted partner who will not only meet the technical requirements, but will also become a support in the further development of the organisation.
Decision to change CMS
Typically, companies decide to change CMS when the current solution no longer meets their rapidly changing needs. This is often due to business growth, which requires more flexible and highly scalable tools. Performance issues or limited functionality of the old system can negatively impact content management, user experience or conversion. There are also technological challenges, such as the need for deeper integration with other systems (e.g. CRM, marketing tools), SEO optimisation or content personalisation.
In such circumstances, the selection of a new CMS becomes a key step towards improving the organisation’s efficiency and its long-term development. At the same time, the question arises of how to expedite the tender so that valuable time is not wasted on protracted procurement formalities.
Request for proposal (RFP) – good practices for creating a request
In addition to the basic elements, what should be included in a request for proposal for the implementation of a new CMS?
1. Describe your business context
The RFP (request for proposal) should include basic documents with information about the company: industry, structure, strategy and key business objectives. This gives potential suppliers a better understanding of how the new system is expected to support business growth and what expectations are associated with it.
Conditions for participation in the tender: the most important formal requirements, such as references, financial requirements or experience in similar projects, can be stated here.
2. Clearly identify your key business issues and challenges
The RFP should clearly indicate what problems the company is trying to solve with the new CMS platform and what goals it wants to achieve. It should describe why the concept for solving them is to change or implement a new system.
For example: “The current CMS does not support effective personalisation of content, resulting in low user engagement rates. The new CMS is designed to help dynamically tailor content to user preferences in real time.”
3. Tell us about your experience so far
The request for proposal should include a description of the CMS system used to date, its features and limitations that hinder the achievement of business objectives.
For example: “We currently use platform X, which does not allow integration with our CRM system. In addition, the process of creating new landing pages requires the support of the IT team, which significantly increases the lead time for marketing campaigns.”
It is also useful to describe your experience with a company that has provided services in this area to date. Information about its approach, efficiency, timeliness or quality of service is valuable context for potential suppliers.
For example: “Our previous cooperation was characterised by delays in delivery and a lack of proactive approach to problem solving. The new implementation partner should provide better communication, more flexibility and more advanced technical competence.” Such a description will give new suppliers a better understanding of what expectations and concerns may be central to the upcoming project.
4. Inform why you have decided to replace the CMS
Usually, the decision to choose a new CMS is made in another RFP process, so it is worth explaining the reasons for this choice and what criteria guided you. To submit the best proposal, suppliers should understand what aspects were key and why a particular tool was chosen.
For example: “We chose CMS Magnolia for its advanced personalisation features, scalability and ability to integrate with existing analytics tools.”
5. Rethink functional and non-functional requirements (including integration with other tools)
When preparing a request for proposal for a CMS implementation, it is worth considering key requirement categories such as system functionality, performance, security, integrations or technical support. Each of these categories plays an important role in ensuring that the new CMS not only meets the company’s current needs, but also supports its future growth.
Find out what the structure of an RFP for CMS implementation should look like – find out what elements a well-prepared request for proposal should contain to help you choose the best supplier.
6. Present your team structure – roles and responsibilities
A key element of a request for proposal for the implementation of a new CMS is to outline the structure of the team with which the potential supplier will work. It is important for the supplier to know which roles and tasks will be carried out in-house and which will be their responsibility.
For example: “The client’s marketing team will be responsible for content preparation, while the IT team will provide support for integration with existing systems. On the supplier’s side will be the configuration of the CMS, the implementation of the functionalities and the training of end users.
In addition, it is useful to describe in the document the criteria for evaluating the bids and the process for accepting the work – who will make the decisions, what the review stages will be and what standards should be followed. Clearly defining roles and processes improves communication and minimises the risk of misunderstandings.
The cost of implementing a CMS is not just the initial price, but also the long-term expenses of maintenance, development and support. That’s why it’s worth taking a broader view than just the amount on offer when choosing a supplier – it’s crucial to consider the Total Cost of Ownership (TCO), or the total cost of ownership of the system. Find out more about TCO and the cost of IT implementations – see what factors contribute to the full cost of a system and how to control them effectively.
7. Describe expectations regarding day-to-day cooperation and SLA conditions
If the RFP is also about the scope of system maintenance and further development, then in addition to the project schedule, it is also necessary to describe what the day-to-day cooperation with the supplier is to look like after implementation. Requirements for response times, bug fixes and support expectations (SLA) should be indicated.
Example: “We expect the supplier to provide support on a standard working hours basis (9:00 – 17:00) with the possibility to extend to 24/7 for critical incidents. The response time for critical errors is a maximum of 2 hours and 8 hours for medium level errors.”
It is also worth describing the rules for prioritising requests and communication expectations, such as: “All requests will be handled via dedicated ticketing system, with regular weekly progress reports. The supplier should also participate in quarterly review meetings where actions to date and planned changes will be discussed.” This level of detail allows suppliers to assess their capabilities and tailor the bid they submit to the company’s actual needs, and only the best will be able to win the tender.
How to choose the best supplier – at a glance
- A clarified request for proposal (RFP) with clearly marked expectations, the scope of the project, as well as its timeline, will reduce the number of additional questions and modifications during the process.
- Also include the business context and functional and non-functional requirements in your query.
- Set short but realistic deadlines for bids and responses. Try to avoid unnecessary extensions of deadlines.
- Define clear criteria for evaluating bids beyond price – e.g. experience in your industry, technical background, organisational culture or flexibility in delivery.
- Consider short workshop meetings (demos or Q&A), even before the deadline for submission, to reduce the risk of misunderstandings and get a coherent vision.
How do I choose the best CMS provider? Download a checklist of questions 📄
Selecting a CMS provider is a key stage of implementation – it’s worth asking the right questions to assess competence, approach and fit with your needs. Download the list of questions in PDF format 📧 and prepare for effective discussions with potential partners!
Summary
Whether the selection of the CMS is made in a separate procedure or you combine it with the search for the ideal implementation partner, proper preparation of the request for proposal is crucial. Clearly delineated evaluation criteria for bids, a precisely defined project timetable and division of roles will ensure a smooth tender process and allow a suitable contract to be concluded quickly.
This will avoid unnecessary delays and give you the chance to work effectively with an experienced supplier that will support your business goals and enhance the digital experience of your customers. Good preparation and clear communication will make the process of selecting a new CMS faster, more efficient and bring lasting benefits.
Read more:
Learn about the IT tendering mistakes that can delay a project – find out what to look out for to avoid problems and speed up the CMS implementation process.
What to keep in mind when describing the requirements in an RFP for the implementation of a new CMS? – How to develop detailed requirements for CMS implementation and ensure good practice throughout the project.
Author
Michał Łukawski
IT Client Partner
With more than 17 years of experience in the IT industry, Michal Lukawski supports corporate clients in creating and developing digital products that respond to real business needs. He served as Managing Director of SYZYGY Warsaw and was part of the team responsible for the organisation’s transformation to turquoise. His approach combines understanding of business needs with building lasting relationships based on transparency and shared responsibility.
Author, among others:
- Enterprise CMS implementation – what does it look like?
- Total Cost of Ownership in IT – why is the purchase price only the beginning of the cost?
- How much does it cost to implement an Enterprise CMS and what influences the price?
- Tendering in IT: 9 mistakes that delay projects and how to avoid them
Need support with technology selection or IT process optimisation?
Choosing the right supplier is a key step in the successful implementation of a CMS. If you are looking for a team that:
- Experienced in the implementation of enterprise-class CMS (e.g. Magnolia, AEM)
- Understands both technical requirements and business objectives
- Helps avoid typical implementation pitfalls and speeds up the process
Contact us – let’s talk about your project and find the best solution for your organisation.
