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Feel free to adapt it for your own use and drop me a note at
mfidelman at kelmarpartners.com if you use the template or have
any questions.]
TIPS: Anything in yellow highlight will need to be replaced or a choice will need to be made.
1. General Information
This section summarizes the General Information for the _________ Communities and
is summarized into the following categories:
TIP: This section should explain your high-level objectives. To develop this section of
the RFP, it is important to take a step back and ensure that your team has a full—and
shared—understanding of what you expect the project to accomplish. The more specific
you can be with your objectives, the more specific and more accurate your respondents’
proposals will be.
The contents of this RFP are proprietary and are not to be disclosed to third parties
without the express permission of _________.
One of the most important parts to becoming successful with the solution will be to
continually provide fresh and new content. The expectation is that much of the
content will ultimately come from team members.
Finally, building the solution will take a significant commitment and dedicated
resources to manage and develop content for, and host (employees/guests) on the
site. Another important point to make is that the solution will evolve over time – from
both a content and adoption standpoint. The core infrastructure and initial content
need to be in place for the launch, but it takes time to build trust in the solution, and
to get members to begin contributing and actively participating in the solution.
Name –
Title –
Address –
Email address -
Phone number –
1.3 Timeline
RFP submission date - ____
Vendor proposal due date - ____
Vendor selection - ____
Vendor contract process - ____
_________ detailed plan with vendor - ____
Launch Solution - ____
Therefore your response should include all information necessary for _________ to
evaluate your solution, pricing and contract terms.
2.0 Requirements
This section summarizes the key requirements for the _________ Communities and is
summarized into the following categories:
• Solution strategy
• Infrastructure requirements
• Functionality requirements
• Ongoing management requirements
• Technology requirements
• Other requirements
• Cost requirements
TIP: Once you have identified the main focus of the project, it is important to specify key
objectives and allow the vendor to provide a solution for each of the areas you have
identified. For instance, if the project focuses on project management capabilities, you will
need to detail the issues your organization is currently experiencing and any requirements
you have defined to solve those problems.
• Multiple sites
○ Support up to ___ solution sites
○ Enterprise search across solution sites
○ Separate URLS for each solution site
○ Separate look-and-feel for each solution site
○ Support different levels of members (i.e. guest, registered, employee
customer) with different permissions/privileges and access to content
• Project Management
○ Ability to manage tasks
○ Ability to set up project sites/pages
○ Ability to add team members to project sites/pages
○ Dashboard reporting on projects
• Customization requirements
○ Ability to update and program solution easily using java script, deki
script or php.
○ Ability to create new workflow forms (i.e. expense reports, travel,
requests) and pages on the fly
TIP: Customization
When it comes to customization, there are some key pieces of information that can help
you select the best partner for your solution. How does the respondent plan to develop
your set of solutions? Will they use mostly out-of-the-box templates, or will they architect
a custom-developed tool? Depending on your needs, some may propose using a
combination of these two approaches. Your RFP should include questions that will clarify
their experiences with respect to building solutions using both of these approaches.
• Other requirements
○ Ratings - ability to rate content & users
○ Workflow – custom workflow
○ RSS feeds – RSS feeds for news, blogs and other content
○ Notification Alerts - alerts for content (users can set alerts for pages,
discussions, blogs and other content)
○ Subscriptions – ability for members to subscribe to any content on a
daily, weekly or other time basis of their choosing
○ Search – ability to search content by title and within documents or
discussions (Google-like search capabilities)
○ Enterprise search – ability to search across multiple instances of
solution
○ Email Posting - Ability to post to blogs and discussion groups by email
○ “What’s new” – easy way to find new content or discussions
○ Talkback – ability to add comments on content, etc.
○ Social sharing – one-click ability to share any content via email and
other social media sites like Facebook, Twitter, Digg, de.lic.ious, etc.
• Solution Marketing
○ Identify potential members partners and user groups to target,
including obtaining of email addresses
○ Invite potential users to join
○ Get people to join – driving awareness and attention
○ Encourage people to stay active and contribute
○ Manage the membership and partnerships
○ Create regular and periodic marketing campaigns to generate traffic,
awareness of solution and member/partner growth
• Content creation
○ Source new content (the majority of content must be from non-
_________ to give it an aura of success)
○ Build links to related sites, blogs, etc. (the onus of research and effort
for this task will be on the vendor – to be augmented over time by
_________ employees)
• Content management
○ Keep the content fresh
○ Prune and cull old or out-of-date content
○ Coordinate, kick start and prime discussions
○ Edit, review, upload and ‘censor’ materials and discussions, as
necessary
• Content Moderation
○ Please provide an overview of your moderation services (if any) and the
various pricing options
Provide us with information that cover these technical details: (if hosted)