Choose your community platform with confidence: Free RFP template

No more guesswork. Create a clear picture of how different platforms stack up, and see why organizations worldwide choose Hivebrite as their community solution.

Our comprehensive Request for Proposal (RFP) template is designed to help you evaluate community platforms effectively, including a detailed look at how Hivebrite aligns with your needs.

Use this versatile template to:

  • Review comprehensive community platform requirements
  • See exactly how Hivebrite meets each requirement
  • Evaluate and compare multiple vendors consistently
  • Make an informed, objective decision

Compare platforms systematically and see how Hivebrite measures up—requirement by requirement!

Download free RFP template

Online community software RFP’s: A buyer’s perspective

Selecting the right online community software is a critical decision that can impact your community strategy for years to come.

As more organizations recognize the value of dedicated community platforms, we’ve noticed a common theme among our customers: they appreciate guidance on creating and managing Request for Proposals (RFPs).

This article demystifies the RFP process from a buyer’s perspective, helping you make an informed decision when evaluating community platform vendors.

What does the RFP process look like?

Pre-submission

  • Internal needs assessment and stakeholder interviews
  • Market research and initial vendor identification
  • RFP document creation and internal review
  • Vendor shortlist development
  • Timeline and evaluation criteria establishment

Submission

  • RFP distribution to selected vendors
  • Q&A period management
  • Receipt of vendor proposals
  • Initial proposal review and clarification requests

Post-submission

  • Detailed proposal evaluation
  • Vendor demonstrations and technical deep dives
  • Reference checks
  • Final vendor selection
  • Contract negotiations and signing

Basic terminology: RFP vs. RFI vs. RFQ

Before diving into the RFP process, let’s clarify some common terminology:

  • Request for Proposal (RFP): A detailed document outlining your project requirements, expectations, and evaluation criteria for potential community platform vendors. RFPs are ideal when you need comprehensive solutions and want to compare detailed vendor approaches.
  • Request for Information (RFI): A preliminary document used to gather general information about vendors and their capabilities. RFIs are perfect when you’re in the early stages of vendor research or need to narrow down your vendor list before sending an RFP.
  • Request for Quote (RFQ): A straightforward request focusing primarily on pricing for specific, well-defined services or products. RFQs are less common in community software selection as these solutions often require customization and complex pricing models.

Sample RFP timeline

Here’s a typical timeline for a community software RFP process:

Week 1-2: Internal preparation and RFP document creation

Week 3: RFP distribution to vendors

Week 4-5: Vendor Q&A period

Week 6: Proposal submission deadline

Week 7-8: Proposal evaluation and vendor demos

Week 9: Reference checks and final selection

Week 10-12: Contract negotiations and signing

Tips for creating an effective RFP

  1. Ensure project details are clear
    • Be specific about your community goals
    • Include user scenarios and use cases
    • Provide current metrics and growth projections
    • Clearly state your technical constraints
  2. Differentiate between must-haves and nice-to-haves
    • Create a clear prioritization system
    • Focus on essential features that align with your core objectives
    • Allow room for vendors to suggest innovative solutions
    • Consider future needs while staying realistic about current requirements
  3. Conduct due diligence on vendors
    • Research vendor market presence and reputation
    • Check vendor financial stability
    • Review client portfolios and case studies
    • Consider vendor expertise in your industry
  4. Set realistic timelines
    • Allow adequate time for vendor responses
    • Build in time for questions and clarifications
    • Account for internal review processes
    • Consider vendor demo scheduling
  5. Be transparent about your process
    • Clearly communicate evaluation criteria
    • Provide a detailed timeline
    • Be upfront about budget constraints
    • Explain your decision-making process

Download our RFP template

Remember that the goal is not just to find a vendor but to find a long-term partner who can support your community’s growth and evolution.

Frequently Asked Questions

A software Request for Proposal (RFP) template is a structured document that helps organizations clearly define their needs and evaluate potential software vendors. It streamlines the procurement process by ensuring consistency, transparency, and alignment with business goals..

Procurement teams, IT leaders, and operations managers looking to source new software solutions—such as a community platform, CRM, or SaaS tool—can use this template to save time and improve vendor comparisons.

The template provides a comprehensive framework covering key areas such as company background, functional requirements, technical specifications, security needs, implementation plans, and evaluation criteria.

A clear and thorough RFP reduces miscommunication, aligns internal stakeholders, and helps identify vendors that best meet your organization’s technical and strategic requirements.

Hivebrite’s RFP sample is tailored for community-focused organizations and offers a plug-and-play format, reducing the workload while ensuring all critical evaluation points are covered.