Totara Learning Management System (LMS) - Request for Proposal (RFP) Template - Guide for Creating an LMS RFP

Sep 12, 2026

Upload by Patrick

A comprehensive template for creating a learning management system (LMS) request for proposal (RFP) tailored to Totara LMS projects. It helps organisations capture requirements across company overview, project overview, objectives, and service scope, including areas like integrations, migrations, training, hosting, support, and content development. It also guides vendors on response structure, submission rules, required confirmations, NDA considerations, allowed partial or partnered solutions, and additional information and appendices to include for accurate, complete proposals.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages20

Reading Time7 min

AccessFree to download

Section 1 - Introduction

Company Overview

Project Overview

Project Objectives

Overview of Services Required

Related Projects

Other Vendors

Additional Information

Appendices

Section 2 - Instructions to Respondents

Submission of Proposals

Format of Proposals

TOTARA LEARNING LEARNING MANAGEMENT SYSTEM (LMS) REQUEST FOR PROPOSAL (RFP) TEMPLATE This document provides: • A guide for creating a comprehensive LMS RFP • An aid to help capture your organisation’s LMS requirements • A basis for vendors to create their own RFP response template and associated content NOTES ON THIS DOCUMENT: • Items provided in parenthesis within bullet items represent examples of responses rather desired responses • This template aims to cover most LMS project and RFP requirements and considerations – please simply remove or exclude those items not applicable to your organisation • The terms‘vendor’, ‘supplier’and RFP respondent are considered interchangeable • Organisations using this template may wish to replace the hints and tips embedded within this document with information relevant to RFP respondents DISCLAIMER This document is for information purposes only and your use is at your own risk. Note that information contained within this document is subject to change. Please always refer to the latest version available in the Totara Community. Freedom to Learn SECTION 1 – INTRODUCTION COMPANY OVERVIEW Provide a high-level description of your organisation. Include information such as: • Your core business or service • Your business model • Your organisational structure • Company and office location(s) • Mission statement and company values By building a picture of your organisation, you will help vendors understand your organisation and how they might best work with you and your stakeholders. This information will also allow suppliers to assess which case studies and client references will be the most relevant to you. PROJECT OVERVIEW Provide a description of your learning management system (LMS) project and implementation strategy. Include information such as: • Key business units, stakeholders and users • Planned implementation dates • Type and origin of learning material • Core development processes • Migrations and/or integrations PROJECT OBJECTIVES Describe the high-level objectives for this project or the implementation of the LMS as part of a wider initiative. Consider questions such as: • Why do you want (or need) to implement an LMS? • How are you planning on using your LMS? • Is this project driven by any set date or policy-based milestones? • What are your measures for project success? OVERVIEW OF SERVICES REQUIRED You may have the resources internally to help support an LMS implementation, so list the services you will and won’t require from your vendor(s) . This may include items such as: • Purchase/provision of software • Installation • Implementation and LMS consultancy • Requirements analysis • Documentation • Design/theming • Custom development • Systems integration • Training • Hosting • Support • Content development While you may have in-house expertise in some, or all of these items, consider whether this expertise extends to an LMS and/or other related technology platforms etc. Additionally, do you have sufficient resources to meet the implementation timeframes? RELATED PROJECTS Describe any related or dependent projects running or scheduled to run in parallel to your LMS implementation. Other internal projects can have an impact on your LMS implementation – directly or indirectly. This could include a re-branding, implementation of other new systems (HRM, CRM), updates to other software etc. OTHER VENDORS Provide details of any other vendors your respondents will need to work with as part of this project. This might include: • Rebranding/marketing agencies • Technical infrastructure agencies • Outsourced IT support services • Contractors and consultants Working with other vendors will likely have an impact on scope, timeframes and therefore cost, given additional consultancy and discussion will be required during the LMS implementation process. ADDITIONAL INF

FAQs

What information should be included in the company overview section of the LMS RFP?

Provide a high-level description of the organisation, including core business or service, business model, organisational structure, locations, and mission and values so vendors understand how they will work with your stakeholders.

What project details are requested in the LMS project overview?

Include the LMS project and implementation strategy such as key business units and stakeholders, planned dates, learning material type and origin, core development processes, and any migrations and/or integrations.

What submission requirements and process steps does the template specify for respondents?

Define response submission rules including whether an NDA is required, receipt and intent confirmations, allowed response channels and addresses, acceptance of partial service providers, and whether partnered vendors may respond.

Sep 12, 2026

Upload by Patrick