A standard RFP for a digital giving platform is structured to guide potential vendors in presenting solutions that meet the specific needs of a nonprofit organization. It typically includes the following key sections:
This section sets the stage for the RFP, providing context about the issuing organization and the purpose of the request.
Organizational Overview
A brief description of the nonprofit’s mission, history, and scale.
Objective / Statement of Need
A clear statement of the RFP’s purpose—selecting a platform that enables digital fundraising, improves the donor experience, streamlines processes, and supports future growth. This section often highlights the need to upgrade existing capabilities and potentially consolidate fragmented systems.
Current State Architecture
A description or diagram of the existing technology stack, including the primary CRM (like Salesforce NPSP/Nonprofit Cloud or Microsoft Dynamics 365), payment processors, CMS, and email marketing tools. It also details any current data flow challenges or manual processes.
Target Markets / Regions
Geographic areas, currencies, and localization requirements the platform must support—such as languages, payment methods, tax receipting, or data privacy regulations like GDPR.
This section defines the specific functionalities and services the vendor is expected to provide.
Key Functional Components
The core functionalities often include: online donation forms, recurring giving management, donor portal, email and SMS messaging, peer-to-peer fundraising, event registration, lead generation/advocacy forms, payment processing, reporting and analytics, and offline gift management.
Project Phases
Typical stages of implementation: Planning, Onboarding, Implementation/Configuration, Data Migration and Integration, Testing (system/site/user acceptance), Training, Go-live, and Ongoing Support.
Resource Expectations
Outlines what is expected from the vendor and the nonprofit in terms of staffing and support during the project lifecycle.
This comprehensive section outlines the platform and vendor criteria.
General Platform Requirements
These include usability, scalability, mobile-friendliness, accessibility, security, and administrative ease of use. The platform should be agile and compliant with privacy laws like GDPR and CCPA. Vendors are encouraged to share product roadmaps and innovation plans.
Detailed Functional Requirements
Key features often required: robust CRM integration with bi-directional sync, customizable donation pages and forms, recurring giving management, secure donor portals, marketing automation, multi-currency payment processing, financial reconciliation, reporting and analytics, and support for offline gifts.
Technical Requirements
This section covers architectural standards and compliance—such as PCI-DSS, data encryption, API compatibility, accessibility, QA processes (especially tied to CRM updates), performance under load, data migration plans, and documentation/training for long-term maintainability.
Details about how the platform will be deployed and supported post-launch.
Implementation Plan
A comprehensive timeline with phases, methodology, integration steps, and go-live targets.
Training & Documentation
Training options for staff and admins, plus technical/user documentation including API and security guides.
Technical Support
Support hours, contact channels, escalation paths, and SLAs for resolving issues.
Maintenance & Updates
Release schedules, patching policies, and procedures for handling legacy software versions.
QA for CRM Releases
A breakdown of the QA cycle for CRM compatibility, especially important for platforms like Salesforce.
Transparency in pricing is critical.
Detailed Cost Breakdown
Line items may include implementation fees, subscriptions, licensing, transaction costs, and optional services like training or customization.
Pricing Model
A clear explanation of the structure (e.g. volume-based or user-based pricing), including key assumptions.
Transparency
Vendors should clearly distinguish between one-time and recurring costs. Any nonprofit discount policies should be disclosed.
This section is about verifying that vendors can deliver what’s promised.
Experience
Demonstrated success with similar nonprofit clients and specific CRMs like Salesforce.
Technical Expertise
Proven ability in CRM development, secure payments, and regulatory compliance.
Team Capacity
Assurance that the vendor has a dedicated team with necessary roles (PM, developers, QA, etc.).
Financial Stability
Confidence that the vendor is financially sound and capable of long-term support.
Certifications
Relevant credentials like PCI, SOC2, or GDPR compliance.
Reputation & References
Past performance, client reviews, and reference contacts from similar projects.
Clear instructions help streamline the process for vendors.
Format
Outline of how the proposal should be structured (e.g. Executive Summary, Solution Description, Pricing).
Submission Method & Deadline
How to submit the proposal (e.g. via email or online form) and by when.
Questions & Clarifications
Timeline and protocol for submitting questions and receiving consolidated responses.
Vendor Presentations
If applicable, this section notes whether presentations/demos will be part of the selection process and their anticipated timing.
This section tells vendors how their proposals will be scored.
Weighted Categories
Evaluation may be based on areas such as experience, solution quality, integration strategy, project plan, pricing, and client references.
Must-Have Functionality
Certain core features may be labeled as mandatory—failure to meet them can result in disqualification.
Additional Factors
Other considerations may include the vendor’s understanding of nonprofit needs, cultural fit, and alignment with the organization’s mission.