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Whitepaper
How to Write an RFP for Your New Collections Management System
Selecting a new Collections Management System (CMS) is a critical decision that impacts how your institution manages, preserves, and shares its collections. Download this comprehensive guide for a structured, proven approach to building an effective RFP, aligning stakeholders, and selecting the right CMS partner for your institution’s long-term goals.
Build a Strong RFP for Your Next CMS
Inside this comprehensive guide, you’ll discover:
A step-by-step RFP framework
Follow a structured approach to assembling your team, defining requirements, and building your document.
How to define CMS requirements
Outline functional, technical, and data requirements to ensure vendors respond with relevant solutions.
A modern CMS feature checklist
Evaluate essential capabilities including collections management, workflows, reporting, and digital asset management.
How to evaluate vendor responses
Use scoring frameworks, requirements grids, and comparison tools to assess proposals objectively.
Total cost of ownership guidance
Understand how to evaluate pricing, long-term value, and ROI across vendors.
Best practices for long-term success
Learn how to assess partnerships, conduct demos, and plan for implementation and beyond.
Frequently Asked Questions
Who should be involved in the CMS RFP process?
The guide explains how to identify and involve key stakeholders across departments, including collections, curatorial, conservation, and IT, to ensure a successful outcome.
What should we include in our CMS requirements?
The guide outlines how to define clear functional, technical, and data requirements, helping you communicate your institution’s needs so vendors can provide accurate and relevant proposals.
How do we evaluate and compare vendor proposals?
The guide provides structured evaluation methods, including scoring frameworks and requirements grids, to help you compare vendors consistently and make informed decisions.
What is the typical timeline for a CMS RFP process?
The guide offers a sample timeline covering each stage of the RFP process, from initial planning through vendor selection, helping you set realistic expectations and stay on track.
Does this guide help with budgeting and long-term planning?
Yes. The guide includes guidance on budgeting, cost breakdowns, and total cost of ownership, helping you evaluate both upfront investment and long-term value.
Find the Right CMS for Your Institution
This guide helps you define what to look for in a CMS—now explore a solution trusted by leading cultural institutions worldwide. The TMS Suite offers integrated collections and digital asset management, configurable workflows, and scalable capabilities designed to support complex museum environments.