How to write a RFP for your web project

January 9, 2009

Whether you're developing a new Web site or redesigning an existing one, a well-written RFP can make all the difference in the world to get your project off on the right foot.

FLEX360 has seen RFPs ranging from "very good" to "utterly embarrassing" and everything in between. Writing a good RFP is an important process that in many cases isn't given the attention it deserves. To improve the Web design RFP process, we decided to put together a quick guide to building an effective RFP that will help better communicate project details and, ultimately, help you select the right Web firm for the job.

What is an RFP?

RFP is an acronym for "request for proposal." Sometimes in the Web design community, they are referred to as an RFQ, or "request for quote." From our perspective, these terms are interchangeable. But sometimes, RFQs are more detailed and request pricing on specific items needed for the project. For the purpose of this article, we will refer to the document as RFP.

Why produce an RFP?

A well-written RFP gives you an effective way to manage what can be an intricate process of seeking bids, evaluating vendors and making an informed choice of the best Web firm for your project.

Why mess with an RFP?

A quality RFP should result in accurate and complete bids because the RFP lays out all the details for your project. This effort ensures that Web firms are bidding on the project on a level playing field. The effort should produce the best possible solution for your meeting project requirements. At the same time, if you don't communicate to vendors what you want and need, there is no way to meet your expectations.

What is to gain with an RFP?

A RFP allows you to base your decisions on knowledge and facts about specific information you outlined. It helps you evaluate the ability of vendors to meet your specific needs. Writing a first-rate RFP also forces your company to think through the business goals of the Web project. This is a crucial step before you go seeking a new Web site.

What does a good RFP contain?

Communicating your company's needs can be tough. As a starting point, here's some items to include when writing an RFP.

• Company Background
  Who you are, what you do, your customers, key players, history of past Web efforts
• Project Description
  What do you want to accomplish, who you trying to reach, business goals, internal needs, other measurable goals
• Design Requirements
  Color schemes, flash/no flash, logo requirements, stock or professional photography, what images you want to display
• Technical Requirements
  Who hosts the site, what kind of server required (if any), staff level expertise, coding language preference (if any), 3rd party applications to integrate, content management system, intranet, security, e-mail hosting, browser requirements, ADA compliant, language support
• Functional Requirements
  This is the most important section to get accurate pricing: What should the Web site do, both from the user perspective and from the internal perspective, as well as any search marketing needs
• Estimated Project Duration
  Communicate project timeline and a reasonable launch date if project is time sensitive
• Vendor Information
  Background information and history, staff, clients, portfolio of comparable sites, references, project management methodology, support, what makes the firm different from competitors, capabilities and qualifications
• Budget
  Optional, but it will give the Web firm insight if your expectations for the final product are in line with the costs to pull off the project
• Submission Information
  Who to send the RFP to, what format, deadline
• For Additional Information or Clarification
  Who to send questions to and in what format
• Criteria for awarding the contract
  Insight into decision-making process and timeline

Be as specific as possible when writing an RFP.  Set goals and parameters. Be detailed and specific. Tell vendors everything they need to know to effectively understand your project. The extra effort on the front end could save you a lot of headache as you wade through your Web project. 

If your RFP is well written, the responses from Web firms will be insightful, accurate and worth reviewing. A vendor or two will separate themselves from the pack, which is the whole point of the RFP process. An effective process will help identify the firm with innovative ideas, one that could do a good job if hired. 

Get your next Web project started on the right foot by spending a little extra effort on the RFP process.

Tags: rfp, business plan, website planning