What are RFPs?
In a Request for Proposal (RFP), you present your project to multiple parties. As the client, you describe the situation and the requirements, including any conditions that apply. This gives you a document outlining the project, allowing you to solicit various solutions from different parties. Each party you contact will respond in writing with a proposal in response to your RFP. This enables you to compare multiple solutions and determine which one best suits your company. Furthermore, this approach creates a level playing field for all parties you contact. There are several documents to choose from for your project or inquiry:
Who might be interested in RFPs?
Using an RFP is particularly beneficial for larger companies and organizations, as it streamlines the procurement process and typically requires significant time to prepare. However, there is nothing stopping smaller companies from drafting an RFP for their projects. An RFP allows a company to make an informed decision about which vendor and which solution is the best fit. Who should you send your RFP to for your website? Search online for companies that might be a good fit for you and read reviews. Take a look at the websites you like and check out their web developers. If you have specific technical requirements, look specifically for companies that can handle those aspects, so you can be sure the partner is capable of handling them. When is an RFP not the best option for your company? If you don’t have enough staff available to provide feedback, don’t have a project manager to oversee the project, or simply don’t have enough time to evaluate all the solutions and options.How do you draft an RFP for your new website?
Although you probably aren’t very familiar with the world of website development, it’s important to clearly outline what you’re looking for in the new website and what your expectations are. Keep it simple and clear in an RFP for your website—don’t make it a document that’s dozens of pages long. Don’t be too vague, or you can’t expect a suitable solution to the problem. But if you’re too detailed, you’ll limit the contractor’s freedom and creativity in coming up with a solution. After all, they work on web development every day and know better what’s possible: ask them for advice instead.Think about an exit strategy
Be sure to include an exit strategy in your RFP for a website: what if you’re no longer satisfied with the partnership? Can you switch to another provider? JKC uses WordPress, an open-source CMS (public, unlicensed) with more than 43.5% of the internet is used worldwide. Because we use WordPress, there is no vendor lock-in, and another party can take over maintenance and further development if necessary. Working with a proprietary CMS has certain advantages for your company, but it does make you completely dependent on it.These are key components of your RFP:
- Introduction
- About Your Company You’re not just entering into a partnership with another party—they’re also entering into a partnership with you. Tell them more about your company so that the recipient can decide whether they want to work with you or not. Drafting and responding to an RFP takes time, so it’s important for both parties to understand the expectations and determine whether it’s a good fit. Briefly describe what your company does and who your target audience is. That personality also influences how the website is developed and the final result.
- The purpose of your website Make sure you have a clear understanding of your objectives: what is the purpose—or what are the purposes—of the new website?
- Status of the current website Take a close look at the currentwebsite and identify what isn’t working properly. Be honest about it; this is the only way the web developer will know what needs to be improved.
- Scope Define the scope of the project: what features or functions does the new website need? This includes specific technical capabilities. Some examples of requirements are:
- Flexibility: the ability to make changes to your website on your own
- Speed: measured using objective software such as PageSpeed Insights or GTmetrix.
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- Security: 2FA: two-factor authentication
- Integrations: Working with your current CRM (customer relationship management) or ATS (applicant tracking system)
- Privacy: Data Processing Agreement, cookies, cookie banner, Consent Mode V2, tracking with Google Tag Manager and Google Analytics
- SEO: Optimizing Visibility on Google
- Content migration: What happens to the current content on your website?
- Copywriting: Will you provide the copy yourself, should the party you’re sending the RFP to do so, or will you opt for a hybrid solution?
- Specifications for e-commerce, where applicable
- Expectations and Requirements Clearly define your expectations: what is required and what is optional? List a few websites you like and explain why, and name a few competitors. Outline the creative guidelines for the contractor.
- Project Schedule and Deadlines Provide an overview of the project schedule and key deadlines. When does the project start, what are the key milestones, and what are the target delivery and launch dates? Also describe, for example, the team’s working methods and the team roles within your company.
- Budget: Not Required You are notrequired to include a budget in the RFP for your website. It’s a good idea to structure your budget in a modular way so that you understand how the price is calculated and can choose to omit certain components if necessary.
- Evaluation Criteria + Submission Instructions What criteria will you use to evaluate the proposals (such as expertise, skills, and methodology)? What should the proposal include, and how should it be submitted?
- Contact Information Where can the addressee ask questions if necessary?
