In brief: This template helps you create a PIM RFP that makes proposals comparable: the same data volumes, the same requirements list, five-year pricing and consistent evaluation criteria for all vendors. The Word file has eleven chapters and can be sent directly to your shortlisted vendors.
11 chaptersfrom the current situation to evaluation
5 yearspricing sheet with the same assumptions for everyone
3–4vendors on the shortlist is typical
1 dayworkshop per vendor using your own data
What the template includes
- Company and current situation: how product data is maintained today and why the project is being launched.
- Objectives: three to five measurable objectives and a clearly defined scope.
- Data volumes: items, attributes, languages, countries, channels, users, suppliers and media assets, today and in three years.
- System landscape: ERP, online store, DAM, print and marketplaces, including data flow direction and frequency.
- Use cases: the key processes from the users' perspective, as the basis for vendor workshops.
- Functional requirements: data model, data quality, workflows, supplier onboarding, languages, classification (ETIM, ECLASS, GS1), output, interfaces and AI.
- Non-functional requirements: deployment model, data location, SLA, performance and security.
- Vendor and integrator: ownership, references, partners, roadmap and contract terms.
- Process and timeline: clarification questions, proposal deadline, workshops and decision.
- Pricing sheet: licence or subscription, implementation, migration, training and operations, broken down by year over five years.
- Evaluation: weighted criteria that you define in advance.
The vendor responds to each requirement individually with Standard, Configuration, Development or No. This shows you what a solution can do today and what would still need to be built.
How to use the template
1
Gather requirements
Complete the data volumes and use cases with your core team from product management, marketing, IT and sales. The PIM criteria checklist helps ensure nothing is missed.
2
Build a shortlist
Narrow the field to three to four vendors in advance. For an overview of pricing and licensing models, see our PIM vendor directory.
3
Send out the RFP
Send all vendors the same version with fixed deadlines for clarification questions and proposals.
4
Workshops and comparison
Give each vendor a full day to demonstrate the use cases using your own product data. Then assess functionality, costs and your overall impression separately.
Our six-step PIM selection process describes the full approach.
Common mistakes in PIM RFPs
- No consistent data volumes: Each vendor calculates costs using its own assumptions, so prices are not comparable.
- Comparing licence fees alone: Implementation, interfaces and ongoing operations usually account for the biggest differences in cost over the contract term.
- Standard demo instead of your own data: A demo shows what the vendor wants to show, not how your data looks in the system.
- Counting roadmap items as existing functionality: Only evaluate what is available today.
Frequently asked questions
Do I need a formal RFP for a PIM system?
Not always. If you are comparing more than two vendors or the total cost over five years reaches six figures, a written RFP ensures that proposals are comparable.
How many vendors should I approach?
A shortlist typically includes three to four vendors. Adding more vendors increases the effort involved in workshops and evaluation without improving the decision.
How long does selection through an RFP take?
A structured PIM selection usually takes two to three months, from defining requirements to making the decision.
How much does RFP support cost?
A full-day on-site selection workshop costs €1,800. The complete PIM selection, with ten consulting days spread over around three months, costs €18,000 (excluding VAT).
Expert support for your RFP
Our vendor-neutral PIM consulting reviews your requirements, builds the shortlist and makes proposals comparable.
- Vendor-neutral
- No paid placements
- Free initial consultation
