Use this section to outline the internal process your team will follow from RFP planning to vendor selection and implementation. This gives stakeholders — both internal and external — clarity on what to expect, when, and why.
Upgrading your digital giving infrastructure requires more than just selecting a new platform — it requires a structured, intentional process to make the right decision for your organization. The RFP journey helps you align your team, clarify your needs, and ensure a fair and thorough evaluation of potential vendor partners.
This process is also your opportunity to communicate expectations clearly to vendors — from deadlines to evaluation criteria to implementation milestones — so they can respond with proposals tailored to your reality.
A Structured, Phased Approach
While every organization may customize the process, here’s a standard structure many nonprofits follow:
- Introduction and Background
Define your mission, outline your goals for the platform upgrade, and summarize the current state of your technology stack. This context helps everyone — internally and externally — understand what’s driving the change.
- RFP Issuance and Inquiry Period
Distribute the finalized RFP to prospective vendors and allow a fixed period for them to ask clarifying questions. Compile and share your responses with all interested parties to maintain transparency.
- Proposal Submission
Vendors submit their proposals by a specified deadline, following the format you’ve outlined. Proposals typically include a solution overview, technical approach, implementation plan, pricing, and vendor qualifications.
- Evaluation and Shortlisting
Evaluate proposals based on your criteria — such as functional fit, CRM integration capabilities, platform flexibility, security, vendor track record, and overall value. Must-have requirements should be non-negotiable and clearly defined in your rubric.
- Presentations and Demos
Invite top candidates to present their solution and demo relevant features. This is your chance to see how well each platform aligns with your use cases and how clearly the vendor communicates.
- Vendor Selection
Based on the full evaluation, select the vendor who best meets your strategic, technical, and operational needs — not just today, but for the long term.
- Implementation and Launch
Begin a collaborative implementation process, including detailed project planning, system setup, data migration, testing, staff training, and go-live. Make sure to account for post-launch support and future scalability.
This journey allows you to move with confidence — balancing diligence and speed — and ensures that your investment leads to a platform that supports not just donations, but sustainable, scalable digital fundraising growth.
