CMS and eCommerce RFP template

One of the hardest decisions a marketer can make is what CMS or eCommerce platform to choose for the business. While the right platforms can streamline your processes, enhance user experience, and support your company’s growth, making the wrong choice will likely have the opposite consequences. That’s why with so many choices in the market today, asking the right questions is crucial to determine which platform is the right one for you.

Why do I need a RFP

While the right platforms can streamline your processes, enhance user experience, and support your company’s growth, making the wrong choice will likely have the opposite consequences. That’s why with so many choices in the market today, asking the right questions is crucial to determine which platform is the right one for you.

 We created this RFP template complete with all the questions you may want to ask vendors. It will help gather detailed information from vendors to evaluate and compare different platforms effectively. In this article, we’ll cover the essential RFP questions for both CMS and eCommerce platforms. You will also have access to a full, customizable set of RFP questions at the end of this post to streamline your decision-making process for CMS or eCommerce platform to choose for the business.

It will help gather detailed information from vendors to evaluate and compare different platforms effectively.

In this article, you will access to the full eCommerce requirements checklist and CMS requirements checklist. The templates are fully customizable to help you streamline your decision-making process.

Why going the RFP route

CMS and eCommerce platforms are the backbone of your online presence. The platform you choose can either have an incredible impact on the business with increased productivity, better user experience and a supportive team or, the opposite which can become a technical hell and a money pit. 

When it comes to RFPs, they are structured in a way to request and assess key information from potential vendors. It ensures that all critical aspects of your business's needs are addressed upfront, allowing you to have all the data to compare different solutions fairly. 

An RFP can also help you choose a platform that will be future proof by asking not just about the features you need today but also what the future roadmap is. 

It will help you get clear answers for questions like: Will the platform scale with your business? Can it handle the complexity of your operations as you expand? Will we get the support we need from the vendor?

Key CMS RFP Questions

Choosing the right content management platform will require you to carefully draft your technical, content, and business needs. No company is like another, so it really takes time to discuss with all stakeholders what their needs are and what your goals with a new platform are. 

 Below are some key categories to get you started

1. Technical Requirements

Your CMS should integrate seamlessly with your existing tech stack. Here are some questions to ask:

• What are the hosting options (cloud-based, on-premise, or hybrid)?

• How does the CMS handle security, including SSL, data encryption, and backups?

• What third-party integrations are supported (CRM, ERP, analytics)?

• Does the CMS offer API access for custom development?

2. Content Management Flexibility

A CMS should make it easy for your team to manage and publish content.

• How user-friendly is the content editor for non-technical users?

• Can the CMS support multiple content types (blogs, videos, podcasts)?

• Is there a built-in workflow for content approvals and publishing schedules?

• Does the platform support multilingual content and localization?

3. Scalability

Your CMS must grow with your business, accommodating increased traffic and content needs.

• How does the CMS handle large-scale websites or multiple sites under one roof?

• What are the limitations on storage, bandwidth, or the number of users?

4. Support and Maintenance

A reliable CMS provider should offer robust support and regular updates.

• What is the response time for support queries?

• How frequently are updates and security patches released?

• Are there options for ongoing training and support after implementation?

For the complete CMS RFP template,  download the full set at the end of this post.

Key eCommerce RFP Questions

The stakes are even higher when it comes to choosing an eCommerce platform because this platform will have a direct impact on the business. eCommerce is all about products , personalization and offering the best possible user experiences online. Your eCommerce platform should help your online store become a conversion machine. 

It needs to support your product catalogue, manage customer experiences, and ensure security and compliance. 

Here are some crucial questions to think about when it comes to eCommerce platforms.

1. Product and Catalog Management

How flexible is the platform in handling a wide variety of products?

• How does the platform handle product variations (sizes, colors, etc.)?

• Can it support bulk product imports and exports?

• Does it offer dynamic pricing based on user behavior or promotions?

2. Customer Experience Features

An eCommerce platform should offer a seamless and engaging customer experience.

• How does the platform support personalized shopping experiences (e.g., product recommendations)?

• Is the platform optimized for mobile shopping and checkout?

• Can it integrate with multi-channel selling (e.g., in-store, online, marketplaces)?

3. Payment and Checkout

Payment gateways and checkout processes are critical to reducing cart abandonment.

• What payment methods are supported (credit cards, PayPal, Apple Pay, etc.)?

• Does the platform support multi-currency and international transactions?

• How customizable is the checkout process, and can it reduce steps for a faster experience?

4. Scalability and Performance

Your eCommerce platform must handle peak traffic, especially during sales events.

• Can the platform handle sudden traffic spikes, especially during sales events or holidays?

• What uptime and performance guarantees does the platform offer?

5. Compliance and Security

With increasing regulations and cybersecurity risks, compliance is non-negotiable.

• Is the platform PCI-DSS compliant?

• How does the platform handle GDPR and data protection regulations?

• What fraud detection and prevention tools are included?

For the complete eCommerce RFP template, download the excel document at the end of the post. 

The benefits of choosing the right CMS and eCommerce platform

While no IT decision is simple, choosing a CMS or eCommerce platform is high on the list of the most complicated and lengthy decisions. This is totally normal as it is a significant investment and it impacts the business as a whole. 

We created this eCommerce RFP template and CMS RFP template by gathering all the questions we ever received from clients and prospects and sharing them with you, we hope it will make your job a little easier and give you a starting point in your evaluation process. 

By asking the right questions, you can ensure that you’re selecting a solution that aligns with your current needs and future growth. 

The questions in these templates will help you gather detailed responses from vendors, allowing you to make an informed and confident decision. 

Common Questions

What is an RFP?

A Request for Proposal can be described as more than just a document, since it is a tool used in business planning that aids in the decision along the vendor and project selection processes – at its simplest form an RFP is a formal document which describes the problem of a project, its technical and business requirements. An RFP essentially functions both as a legal document that acts as a basis for the execution of projects as well as a means of communication between various stakeholders of a project and prospective partnering organizations.

What are the benefits of using an RFP

Organizations leveraging RFPs gain significant advantages in their vendor selection process. The structured nature of RFPs enables objective vendor comparison while forcing internal alignment on project goals. This systematic approach helps identify potential challenges early in the process and provides a solid foundation for budget planning and cost analysis.

How to prepare an RFP for replatforming

When preparing an RFP for a replatforming project, success lies in thorough preparation and clear documentation. The process should begin with a comprehensive audit of current systems, followed by defining clear business objectives and success metrics. Technical specifications, integration requirements, and feature lists must be meticulously documented, all while maintaining realistic timeline and budget constraints.

Who usually writes the RFP

The creation of an RFP typically involves multiple stakeholders, each bringing unique expertise to the process. While project managers and IT leaders often spearhead the effort, input from business analysts, procurement specialists, and external consultants can be crucial for creating a comprehensive document that addresses all aspects of the project.

What issues can happen with an RFP

Even well-intentioned RFPs can face challenges that impact their effectiveness. Common issues include unclear requirements, unrealistic expectations, and insufficient technical detail. Organizations must strike a balance between providing enough detail for accurate vendor pricing while avoiding over-specification that could limit innovative solutions.