A well-structured Request for Proposal (RFP) is essential for clearly communicating your organization’s needs and ensuring that potential vendors provide comprehensive and comparable responses. Based on the typical requirements for a nonprofit digital giving platform upgrade, an ideal RFP document should include distinct sections that guide vendors through the specific information required for evaluation.
This deep dive explores the purpose and key content of each standard section:
1️⃣ Section 1: Introduction and Project Background
This section sets the stage for the RFP.
- Provide a brief Organizational Overview including your mission, history, and scale.
- State the Objective/Statement of Need, explaining the purpose of the RFP: to enhance digital fundraising, donor experience, operational efficiency, and support growth.
- Describe the Current State Architecture — your CRM (e.g., Salesforce NPSP/Nonprofit Cloud), payment processors, CMS, and email tools — and highlight any data flow issues or manual processes.
- Define Target Markets/Regions, noting geographical areas, localization needs (e.g., currency, language, GiftAid, GDPR compliance).
2️⃣ Section 2: Scope of Work
This section precisely defines what’s included in the project scope.
- List the functional components: Online Donation Forms, Recurring Giving, Donor Portal, Marketing Automation, Event Registration, Peer-to-Peer Fundraising, Lead Gen/Advocacy Forms, Payment Processing, and Reporting.
- Outline project phases: Planning, Onboarding, Configuration, Data Migration, Testing, Training, Go-live, and Support.
- Specify expected contributions from both vendor and nonprofit teams.
3️⃣ Section 3: General Platform Requirements
This covers broad platform expectations beyond specific features.
- Must be User-Friendly for staff and constituents.
- Should be Scalable and Agile to handle spikes in volume (e.g., Giving Tuesday).
- Mobile-Friendly and Accessible across all devices, meeting WCAG standards.
- Ensure Security and Privacy through compliance, encryption, fraud protection, and SOC2 reports.
- Support Admin Usability with a clean dashboard, multiple admin roles, SLAs, documentation, and training.
- Share the vendor’s Innovation and Roadmap for future development.
4️⃣ Section 4: Detailed Functional Requirements (See Part 5)
Dive into the granular capabilities of each scope item:
- CRM Integration: Bi-directional sync, field mapping, deduping, error handling.
- Donation Forms: Customization, flexible ask arrays, mobile-first, tracking.
- Recurring Giving: Frequency options, smart notifications, upsell prompts.
- Donor Portal: Secure login, self-service profile/plan/payment tools.
- Marketing Automation: Segmentation, personalization, templates, SMS.
- Payment Processing: Multi-method, BYOP support, token migration, PCI compliance.
- Reporting & Analytics: Built-in tools, reconciliation, exports, GA4/GTM.
- Offline Gifts: Staff entry, import, CRM sync.
- UX & Accessibility: Optimized design and standards conformance.
- Include Localization needs for global operations.
5️⃣ Section 5: Technical Requirements and Capabilities
Focus on system architecture and tech specifications.
- Outline your Technical Architecture: modern stack, APIs, CMS integration.
- Define Data Security & Compliance: PCI-DSS, encryption, MFA, access control.
- List Compatibility Standards: mobile, browser, accessibility.
- Define Scalability & Performance targets.
- Address Maintainability & Extensibility (modular design, documentation).
- Describe Testing & QA: Functional, security, UAT, CRM release QA.
- Cover Data Migration & Validation procedures.
- Detail Training & Knowledge Transfer expectations.
6️⃣ Section 6: Implementation Process
Explain how implementation should be managed.
- Outline timelines, phases, and methodologies (Agile, waterfall).
- Define communication rhythm and feedback mechanisms.
- Include a detailed data migration plan.
- Describe testing requirements: system, site, security, and UX.
7️⃣ Section 7: Support and Maintenance
Define expectations post-implementation.
- Ensure Responsive Support with SLAs for urgent and critical issues.
- Detail Support Availability (24/7 for critical).
- Share the Software Release Cycle (frequency, schedule, notifications).
- Outline QA for CRM Releases (e.g., Salesforce compatibility).
- Specify SLA Commitments (e.g., 99.9% uptime, planned maintenance windows).
8️⃣ Section 8: Pricing / Budget
Request a transparent pricing breakdown.
- Include implementation, subscription, user licenses, training, payment processing, and documentation costs.
- Clarify assumptions, note one-time vs. recurring.
- Encourage clarity for optional add-ons and nonprofit discounts.
9️⃣ Section 9: Vendor Qualifications
Define the minimum vendor expectations.
- Experience with nonprofits and CRM integrations (e.g., Salesforce).
- Proven expertise in secure, compliant payment solutions.
- Adequate team capacity for delivery and support.
- Demonstrate financial health, share certifications (e.g., SOC2).
- Provide client references, especially similar organizations or projects.
🔟 Section 10: Proposal Format and Submission Instructions
Give vendors clear submission guidance.
- Provide a Proposal Structure that mirrors your RFP.
- Specify Submission Method (email, portal) and Deadline.
- Clarify Questions & Clarifications process and timeline.
- Note if Vendor Presentations will be requested.
- Define Proposal Validity period.
1️⃣1️⃣ Section 11: Evaluation Criteria
Explain how proposals will be scored.
- Weight categories: Experience, Solution Quality, Technical Approach, PM/Timeline, Cost, Reputation, Cultural Fit.
Highlight Must-Have Functionality as a disqualifier if unmet.
