Checklist: What You NEED to Remember in Public Sector CMS Procurement
featureArticle.chapters
featureArticle.introduction
Acquiring a new content management system (CMS) is a major decision for any organization, and a task not to be taken lightly. Not only will you have to pay big bucks for the planning, implementation, and maintenance of the CMS. Your content editors and developers will also have to contend with the system itself for the next 5–10 years—whether they like it or not.
This checklist is primarily meant for the public sector that is bound to strict regulations and formal processes. However, it can act as a handy tool for anyone going through the meticulous and high-stakes process of procuring a new CMS.
Using This Checklist
Keep this checklist handy throughout your CMS procurement. It should help you:
- Systematically map out needs and constraints.
- Craft a robust requirements specification.
- Conduct a fair, transparent tender process.
- Select and implement a CMS that meets organizational and regulatory demands.
Good luck with your CMS procurement!
authorBox.aboutMorten Eriksen
Morten is the CEO and co-founder of Enonic. He has extensive experience as an entrepreneur focusing on areas like business development, product management, sales, and marketing. He started a digital agency in 1995 and built his first CMS in 1997, then founded Enonic in 2000 where his mission is to accelerate digital projects using innovative technology.
Chapter 1
Initial Preparation
| Tasks | Done |
|---|---|
| 🔎 Identify Organizational Needs | |
| Pinpoint the primary problems and objectives you want a new CMS to solve | ▫️ |
Analyze your current website(s) and digital channels:
| ▫️ |
| 🕵️ Assess the Existing CMS | |
| ▫️ |
| Consider integration needs with other systems (eg, eID, CRM, case management) | ▫️ |
| 💰 Define Stakeholder Involvement | |
| Involve relevant departments (IT, Communications, Legal, etc) | ▫️ |
| Organize workshops or meetings to gather requirements and align goals | ▫️ |
| 🌲 Evaluate Internal Resources | |
| Assess in-house technical capacity | ▫️ |
| Decide if you need external consultants | ▫️ |
| Confirm the budget | ▫️ |
| Confirm internal project management resources | ▫️ |
Chapter 2
Requirement Specification
| Tasks | Done |
|---|---|
| ⚙️ Technical Requirements | |
| Scalability: Must handle increased traffic and spikes | ▫️ |
| Integration Capabilities: Confirm API and third-party system support | ▫️ |
Security:
| ▫️ |
| 🛠️ Support and Maintenance | |
Define SLA expectations:
| ▫️ |
| Understand vendor update cycles and how these affect your operations | ▫️ |
| 💰 Financial Aspects | |
Calculate total cost of ownership (TCO):
| ▫️ |
Assess vendor to ensure reliability:
| ▫️ |
| 📌 Prioritization of Features | |
Classify features:
| ▫️ |
Ensure compliance with legal and accessibility requirements:
| ▫️ |
Chapter 3
Pre-Tender Market Dialogue
| Tasks | Done |
|---|---|
| 🔍 Research the Market | |
| Look for recognized CMS vendors with experience in the public sector | ▫️ |
Review:
| ▫️ |
| 📢 Use Pre-Announcements | |
| Optionally publish a prior information notice (PIN) (eg on Doffin/TED) | ▫️ |
| Conduct Request for Information (RFI) or dialogue conferences to refine your requirements | ▫️ |
| ⚖️ Legal Considerations | |
| Familiarize yourself with the legal basis (eg, Norwegian Procurement Regulations, Chapter 12) | ▫️ |
| Maintain transparency and equal treatment of suppliers during market dialogue | ▫️ |
Chapter 4
Consider an External Advisor
| Tasks | Done |
|---|---|
| 🧐 Evaluate the Need | |
| If internal expertise is lacking, hire an independent consultant | ▫️ |
| Ensure they have experience specifically with CMS and public procurements | ▫️ |
| 📌 Define Scope | |
Consultants can help with:
| ▫️ |
| Verify they have no conflicts of interest (independent from CMS providers) | ▫️ |
Chapter 5
Determine the Form of Agreement
| Tasks | Done |
|---|---|
| 📜 Choose an Appropriate Contract Type [for NO only] | |
| SSA-L for CMS vendors experienced in public sector | ▫️ |
| SSA-V for internal deployments and customizations | ▫️ |
| SSA-K for licensing and maintenance agreements | ▫️ |
| Clarify legal responsibilities and contract details (eg Norwegian Procurement Regulations) | ▫️ |
| 📌 Set Clear Scope and Responsibilities | |
| Clearly separate CMS provider responsibilities from internal or external consultants and project management | ▫️ |
| Define SLAs and ensure transparency in pricing and obligations | ▫️ |
Chapter 6
Execute the Tender Process
| Tasks | Done |
|---|---|
| 📅 Create a Timeline | |
Include:
| ▫️ |
| Avoid publishing tenders right before long holidays | ▫️ |
| 📢 Prepare the Tender Announcement | |
Include clear:
| ▫️ |
Outline evaluation criteria:
| ▫️ |
| 📢 Publish on Doffin (and/or TED) or Similar Service | |
Ensure compliance with:
| ▫️ |
| Document all supplier inquiries | ▫️ |
| Share Q&A openly (anonymized) with all bidders | ▫️ |
Chapter 7
Evaluate the Offers
| Tasks | Done |
|---|---|
| 🛠 Assemble an Evaluation Committee | |
| Include members from all relevant departments (IT, Communications, Legal, etc) | ▫️ |
| Use a predefined scoring system for criteria (eg, price, functionality, environmental, etc) | ▫️ |
| 📊 Score and Compare | |
| Weight each criterion based on importance (eg, price 20%, functionality 50%, environment 30%) | ▫️ |
| Check for compliance with mandatory requirements and confirm completeness of offers | ▫️ |
| ⚖️ Legal Review and Award | |
| Conduct a final legal check on the top-ranked offer | ▫️ |
| Send an award letter and observe the standstill period (eg, 10 days) | ▫️ |
| Sign the contract once all checks are complete | ▫️ |
Chapter 8
Training
| Tasks | Done |
|---|---|
| 📚 Plan User Training | |
| Identify different user groups: editors, IT admins, developers, managers | ▫️ |
| Offer training sessions, documentation, and support channels | ▫️ |
| 🤝 Collaborate with the Vendor | |
| Many CMS providers offer standardized courses, tutorials, and manuals | ▫️ |
| Ensure ongoing skill development for new hires and feature updates | ▫️ |
Chapter 9
Share Experiences
| Tasks | Done |
|---|---|
| 🔍 Internal Retrospective | |
| Gather the project team to discuss successes, challenges, and lessons learned | ▫️ |
| Document improvements for future procurement and implementation efforts | ▫️ |
| 🌍 External Knowledge Sharing | |
| Contribute case studies or present at public sector forums | ▫️ |
| Encourage open exchange of best practices to elevate public digital services collectively | ▫️ |