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Guide to Writing an RFP for a Web Project
Why should you consider creating a Request for Proposal (RFP). Whether
your Web project is a full-blown e-commerce site or the design of
a standard, no-frills Web site, a well thought out RFP can save you
time and money, as well as unwelcome tension resulting from misunderstandings
and miscommunication. Your RFP can be as simple or as comprehensive
as is appropriate.
Sometimes clients are fully aware that they do not have a clear
vision of their proposed Web site and trust that the Web developer
has this insight because they have so much experience. And just
often, developers think they know best when they really don't.
An RFP is often a good investment when you are planning an extensive
Web project. You can create an RFP that will attract well thought
out and reasonable proposals, and that will set the stage for a
comfortable working relationship through a sometimes complicated
and expensive project. Misunderstandings and schedule slips will
occur, even when the company presents a well-thought-out proposal.
It's hard to put into writing all of the details and possibilities
of a Web development project before you have a good idea of what
you need and how it is all going to come together. Because Web development
is fairly new, most clients have little experience writing the kind
of RFPs that are needed for Web projects. An experienced Internet
consultant can help you visualize and define what your project should
include before you write an RFP, which can make the development
process easier for both sides.
Two-Stage Process
Creating an RFP is a two-stage process. The first stage is to develop
a document that focuses on the goals and vision for the Web site.
The second stage is to create the Request for Proposal, which is
a comprehensive document that provides the information that you
need to determine which development firm is most qualified to build
your site, and the firm that you feel that you can work with, efficiently
and effectively.
Stage One: The Request for Qualifications
To compile a short list of companies to bid on the RFP, create a
scope document that focuses on your project goals and vision. Developers
can use this document as a starting point to talk with you. What
do you want your site to do? What is the reason for putting a site
up for your company? Whether you use this information for an RFP
or not, this analysis must be done before you can start on your
Web site anyway. Take the time to give it careful thought. This
statement can be as simple as:
"MyCompany is looking for a company to help build a Web site to:
- Build and reinforce the corporate brand around the world.
- Sell MyCompany widgits.
- Provide cost-effective customer support capabilities."
MyCompany is a:
- Describe your company and your products
- Include some information about your timeline
- Provide a budget range
- Identify who will pay for corrections
Interested parties should contact Mr. Big Guy before 11/1/01.
You may want to mention that your RFP is a private, copywrited document
and may not be shown to others. Many development companies use freelancers
and part-time help. Be sure to ask for this to be detailed and explained.
You want to make sure that your RFP doesn't get distributed to your
competitors.
Talk to developers who respond to your scoping document. Restrict
the bidders to three or four companies. Preparing a proposal is
a lot of work, so you may want to consider giving the bidders $1000
each to offset the cost of preparing the proposals.
Stage Two: The Proposal
Proposals should be structured so that you can compare them easily.
The purpose of RFP is to help you choose a company that you can
trust. Ideally, the proposal will set the stage for a comfortable
working relationship with the developer that you choose for your
project. You can ask that proposals contain the following:
- Executive summary containing a brief description of your project
development approach and costs
- Corporate information
- Qualifications, including previous clients with contact information
and relevant URLs
- A description of your project development process
- Asset and draft delivery methods
- Project stages
- Milestones
- Quality control
- Testing
- Proposed team and their qualifications
- Proposed schedule
- Costs and payment details
- Terms and conditions
Your RFP should define a schedule for the proposal and development
process. There will be many other milestones, but bidders need to
know these dates up front. It could look something like this:
- October 15 - Request for Qualifications sent out
- October 25 - Qualifications due
- October 27 - Short list of bidders selected
- October 30 - RFPs sent to a short list of bidders
- November 15 - Response to RFP due
- November 20 - Successful bidder notified
- November 22 - Successful bidder notified
- November 24 - Initial project scope meeting
- November 30 - Project development begins
- January 30 - Site goes live
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