A well-crafted request for proposal (RFP) is a valuable tool for evaluating vendors, preventing wasted time and unnecessary expenses. By engaging key stakeholders and posing relevant questions, you can ensure that all critical aspects are addressed, leaving less room for unpleasant surprises down the line. This helps your organization make informed decisions when selecting the best vendor to support your organization's long-term digital strategy and growth objectives.

In this article, we will discuss the essential elements for creating a request for proposal. We’ll also include a customizable RFP template as a starting point for your RFP preparation. Finally, we’ll highlight a few additional steps we recommend you consider before finalizing your purchase decision.

The content is clear and actionable, providing practical steps to navigate the complex process of selecting the best DXP for your organization.

Choosing a DXP: why an RFP is paramount

There’s a seemingly infinite number of digital experience platforms and web content management systems on the market. Each vendor claims their solution is precisely what your organization needs to cure all digital experience woes.

Creating an RFP and reviewing the vendors’ responses helps you define your organization’s business requirements and determine which vendors can truly support your real-world needs.

The key ingredients for a strong RFP

When sending a request for proposal to DXP or CMS vendors, it's crucial to paint a clear picture of your business needs regarding functionality, integrations, scalability, and hosting requirements. If vendors know what you're looking for, they'll be better able to propose the solution that will impact your organizational goals most.

Besides technical requirements, your RFP should also help ensure the vendor you’re forming an ongoing business relationship with is stable and has a strong track record of successful client projects.

RFP cover letter for Digital Experience Platforms

[Company name] requests a proposal for a DXP that will allow our organization to manage digital experiences at an enterprise level and integrate with our critical business systems. We've outlined our core requirements and desired technical features to meet our needs and overcome operational challenges.

Please review the RFP questions and provide more information regarding your ability to meet our requirements.

In addition, we would like to request more information on your organization, a product roadmap, and client testimonials to better understand how our companies can form a mutually beneficial business relationship.

RFP template for Digital Experience Platforms

Ensure that your RFP centers around your corporate vision and addresses both present and future projects. By customizing the RFP to suit your organization's requirements, you enable vendors to tailor their responses accordingly, ensuring they align with your business needs.

Our template consists of 15 categories that provide a comprehensive view of your requirements:

1. Information architecture

2. Visual editing

3. Experience management

4. Digital asset management

5. Collaboration

6. Data and integrations

7. Frontend development

8. Marketing enablement (headless)

9. Security and compliance

10. Architecture

11. Setup and configuration

12. Hosting

13. Hosting and management

14. Care and support

15. Pricing

With several requirements in each category, we compiled a list of over 120 RFP questions from dozens of real-life RFPs.

Shortlisting DXP vendors

Once your RFP is ready, create a list of potential vendors that seem to align with your business requirements based on initial research. Although sending your RFP to numerous vendors might be tempting, limiting the number of vendors is crucial to ensure that you will have the time to review each response carefully.

Consider vetting the vendors beforehand by looking for mentions in analyst reports such as the Gartner Magic Quadrant for Digital Experience Platforms, publicly available customer stories, and customer reviews as part of your selection process. Pay attention to smaller vendors if they demonstrate thought leadership in the industry or possess high expertise.

Next, send your RFP to up to eight vendors and thoroughly evaluate their responses. Then, create a shortlist of vendors that best match your business objectives. The aim is to narrow your list down to five or fewer potential vendors.

Next steps after the RFP

The next crucial step in the evaluation process is to schedule customized product demos with the shortlisted companies. During these demos, you can learn how each vendor's solution aligns with your needs and workflows.

Make sure to provide the vendors with detailed scenarios and use cases relevant to your business, allowing you to assess the software's usability and functionality in real-world scenarios.

Following the product demos, consider requesting a proof of concept (POC) from the top contenders. A POC allows you to test the software, giving you first-hand experience of its usability and suitability for your organization. This step is particularly valuable as it enables you to identify potential challenges or limitations before committing to a full implementation.

Additionally, conduct a thorough security assessment for each shortlisted vendor. Ensure their solution meets your organization's security standards and compliance requirements, safeguarding your data and mitigating potential risks.

By evaluating these esstential aspects, you can confidently make an informed decision when selecting the right digital experience platform for your business.