| p>A company that is looking to get bids from several | | | | - Browser/platform considerations. Generally speaking, |
| qualified vendors for a Web site design or | | | | a Web site for consumers or the general public |
| development project will typically write a Request for | | | | should work similarly across all modern browsers and |
| Proposal (RFP) and either post it online or send it | | | | Operating Systems. If you are targeting a very |
| directly to potential vendors it has identified. | | | | specific audience it is possible your needs are |
| As with any complex project, a Web site design | | | | different. |
| project requires clear communication between the | | | | - Development platform requirements. Do you require |
| client and web developer in order for the client to | | | | an Open Source solution, are you open to a |
| receive accurate bids. The RFP serves as a baseline | | | | proprietary solution that is more tailored to your |
| of project requirements on which competing vendors | | | | exact needs, etc. |
| may price their services. I have outlined a few items | | | | - Coding language requirements (e.g. ASP.NET, PHP, |
| below that should typically be in a Website Design | | | | Java). Many times this depends on the type of Web |
| and Development Request for Proposal, though some | | | | hosting platform or any pre-existing software you |
| times more information is necessary. | | | | may have. |
| Writing your Request for Proposal | | | | - Are there third party applications you'd like to |
| The Request for Proposal (RFP) process allows | | | | incorporate? |
| potential vendors to get an idea of your goals, | | | | Functionality/programming Requirements |
| existing challenges and possible limitations without | | | | - Will there be forms on the site? If so, how many? |
| lengthy phone discussions or in-person meetings that | | | | How should they be handled? (e.g. e-mailed to |
| can severely impact the amount of time it takes for | | | | recipients, stored in a database, etc.) |
| you to get started with your Web Design and | | | | - Will the site require tools to manage content |
| Development project. It allows you to succinctly | | | | information (e.g. ability for staff to add content such |
| describe exactly what you are looking for and what | | | | as press releases or quarterly reports)? |
| a potential vendor should expect in the project. | | | | - Will there be any e-commerce on the site? If so, |
| An ideal RFP would clearly specify all the | | | | who will be entering data on products offered? How |
| requirements pertaining to your website. It would | | | | will transactions be managed? |
| allow the developer to present you with a proposal | | | | - Are there any other interactive features the site |
| based your particular needs and, needless to say, the | | | | should have? What are they, and how do you |
| more details your RFP contains, the more accurate a | | | | envision them to work? |
| proposal the developer is able to present. | | | | Search Engine Optimization |
| Components of a Request for Proposal (RFP) for a | | | | - Describe any currently defined search engine |
| Web site Design and Development Project: | | | | friendly production requirements and expectations |
| Project Background Information | | | | - Indicate if you are seeking SEO/SEM consultation |
| - Brief overview of your organization, including some | | | | services |
| history and your primary business objectives. | | | | Ongoing Site Maintenance Plans |
| - Detailed description of the project you would like to | | | | - How often will the site be updated? Are you |
| receive the proposal for. | | | | looking for a retainer situation, or 'on-demand' hourly |
| - If your budget requirements are strict, it might help | | | | work? |
| to include a 'Ballpark' Budget - which developers can | | | | - Will you be self-maintaining or will you be |
| use to scope and scale your solution and save you | | | | outsourcing maintenance services? |
| time. | | | | Project Management |
| - Target launch date and required deliverable dates - | | | | - Who will be the main point of contact on your |
| include any dates that you need the project to meet. | | | | staff? Keep in mind that in most cases it is easiest to |
| Are there crucial meetings and cut-off dates that the | | | | have a single point of contact at both your |
| developer should be aware of? If you are not sure | | | | organization and the company designing and |
| what the time frame should be, it's okay to see | | | | developing your Web site. |
| what the proposals you receive recommend and | | | | - How will the tasks be divided between you and the |
| renegotiate. It's also good to anticipate and state | | | | developer in order to complete the project? |
| how flexible you are with the project's completion | | | | - Are there any third parties (subcontractors, etc.) |
| date. | | | | that will also be involved in the project? |
| Marketing Requirements and Data | | | | RFP Response Deadline and Contact Information |
| - Audience demographics - who will be the main users | | | | - When is the response to the RFP due? |
| of your site? Are there several different audiences | | | | - To whom should the response be sent? |
| that need to be addressed? | | | | - Do you prefer E-mail or hard copies, and if so, how |
| - User comfort level with technology - how | | | | many hard copies? |
| technically savvy is your audience? Will they know | | | | - Is there a specific solicitation number that needs to |
| how to deal with plug-ins, for example? | | | | be referenced in the Proposal Document? |
| - Will users have high-speed connections, or will many | | | | - What is the RFP review process? How long do you |
| be on modems? | | | | anticipate to take to make your decision before the |
| - Audience base - how large do you expect your | | | | project can begin? |
| user base to be? | | | | Some Additional Thoughts Before You Begin: |
| Design and Corporate Branding Requirements | | | | - For all items listed above, be sure to clearly indicate |
| - Do you have corporate identity guidelines that must | | | | if you must have any item(s) bid as an optional |
| be followed, including fonts and colors and graphic | | | | aspect of the project. Keep in mind possible |
| treatments? | | | | dependencies between project aspect/components |
| - What look and feel to you envision for the Web | | | | that may make this impractical. |
| site? Include some adjectives to describe what your | | | | - Before writing your Request For Proposal, |
| site should communicate. | | | | determine your budget for the project and, beyond |
| - Provide examples of Web sites that relate to the | | | | that, your priorities for selecting a Developer who |
| RFP either because they have a similar feel to the | | | | can meet your budgetary requirements. |
| one your are looking for, or even examples of what | | | | Writing an RFP is a good exercise for anyone thinking |
| you do NOT want. | | | | about a site design or redesign as it takes thoughtful |
| - Will there be any animated elements (i.e. Flash | | | | planning to specify and construct a website. A well |
| animations)? How many? How are they going to be | | | | thought out, quality RFP is essential to a successful |
| used? | | | | endeavor because it helps you to focus on your |
| Technical and Infrastructure Requirements | | | | goals and exactly how to achieve them. |
| - Web hosting considerations. Do you currently have | | | | Best of luck with your Web site Design and |
| a Web host or are you looking for a new one to | | | | Development Project. |
| handle this project? | | | | |