Expert Guidance to Streamline Your CMS Selection

Selecting a new Collections Management System (CMS) is one of the most important decisions your museum will make to ensure the care, accessibility, and growth of its collection. A well-structured Request for Proposals (RFP) helps you clearly define your institution’s needs and evaluate vendors with confidence.

This in-depth guide provides step-by-step strategies, best practices, and sample frameworks to help you draft a professional RFP tailored to your workflows. Whether you are upgrading a legacy system or choosing your first CMS, this resource will support you in finding the right long-term partner.

This guide includes:

• Key differences between RFIs, RFQs, and RFPs
• Indicators that it’s time to begin the RFP process
• Step-by-step instructions for drafting your CMS RFP
• A comprehensive requirements checklist for modern CMS features
• Sample questions to ask vendors for deeper insight
• Tips for structuring, scoring, and comparing vendor responses
• Guidance on defining your project scope, budget, and timeline