How to Write a Great Website Design Project RFP
Creating an effective Request for Proposal (RFP) is essential for attracting the right web development partners. Whether you’re upgrading an existing site or building one from scratch, a clear, thorough RFP helps vendors understand your goals, scope, and expectations—resulting in proposals that are accurate, competitive, and aligned with your vision.
Key Elements to Include in Your Web Design RFP
1. Overview of Your Organization
Begin with a brief introduction about your organization, its mission, and the purpose of the project. Clarify the core problem or opportunity your website aims to address. Focus on the why behind the project—whether it’s to improve user experience, increase engagement, or streamline content management.
Include insights into your values and what makes your organization unique. This context helps vendors recommend tailored solutions. For example, a nonprofit might prioritize storytelling and donation integrations, while a corporate site might focus on lead generation.
Learn more about the seven stages of designing a website to understand how this overview fits into the larger project.
2. Goals, Audience, and Metrics
Define what success looks like. What are the top three outcomes you want from your new website? For instance:
– Increased newsletter subscriptions
– More online donations
– Higher event registrations
Identify your target audiences and rank their importance. For a nonprofit, audiences might include prospective donors, volunteers, or partners. For each group, specify desired actions—such as signing up for an event or making a donation—which serve as measurable conversions.
Knowing these goals helps vendors craft solutions aligned with your priorities and makes it easier to evaluate proposals later.
3. Sitemap and Information Architecture
Outline your current or envisioned site structure. If you already know how you’d like to reorganize content, share your sitemap. If not, this will be part of the discovery process with your vendor.
Consider how content will link and feed into different sections. Will certain pages be prioritized? Is search functionality important, and should filters or categorization be implemented? Providing clarity here guides vendors in designing an intuitive user experience.
For inspiration, review examples of effective web architecture.
4. Scope of Work and Deliverables
Detail the services you expect, such as:
– Project management
– Content strategy and copywriting
– Visual and UI design
– Development (front-end/back-end)
– SEO optimization
– CMS setup and customization
– Testing and quality assurance
– Training and documentation
Specify tangible deliverables—wireframes, prototypes, source files—so vendors can accurately estimate effort. Clarify which elements are most critical, whether it’s design quality, SEO, or functionality.
5. Project Timeline
Be transparent about deadlines, whether for a product launch, campaign, or event. Even if uncertain, communicate your preferred schedule. For simple sites, timelines may be around 8 weeks; complex projects could take several months.
A clear timeline helps vendors assess feasibility and prioritize tasks effectively.
6. Technical Requirements
Describe known technical constraints:
– E-commerce functionalities, payment gateways
– CMS preferences (e.g., WordPress, Drupal, custom solutions)
– Backend technologies or programming languages
– Browser support (legacy browsers like IE11)
– Integration with third-party tools (CRM, marketing platforms)
– Accessibility standards (e.g., WCAG 2.1)
– Multilingual support
Being explicit about these needs ensures vendors recommend appropriate technologies and avoid surprises.
7. Content Management System Goals
Outline your expectations for the CMS:
– Ease of use for non-technical staff
– Multi-user editing and permissions
– Specific plugins or features (SEO tools, forms)
– Existing licenses or preferred platforms
This clarity ensures the chosen CMS aligns with your team’s capabilities and long-term management plans.
8. Principal Point of Contact
Designate who will lead the project on your side. Include their experience with web projects and decision-making authority. Decide how you’ll manage communication—via tools like Asana or email—and how often you’ll meet.
Clear points of contact streamline collaboration and reduce delays.
9. Budget
Provide an estimated budget range or maximum spend. This guides vendors in proposing solutions within your means. Mention if you have allocated separate funds for assets like images or licenses.
Being upfront about budget prevents wasted efforts and helps vendors tailor their proposals.
10. Ongoing Support and Maintenance
Describe your post-launch plans:
– Support and updates
– Content management training
– Marketing and SEO strategies
– Hosting and security services
Long-term partnerships foster better website performance and adaptation over time.
11. Analytics and Tracking
Specify how you’ll measure website success—via Google Analytics or other tools. Indicate your preferred level of involvement—whether you want vendors to set up and manage analytics or just provide reports.
Data-driven insights are crucial for continuous improvement.
12. Web Hosting Preferences
If you have a hosting provider, specify it. If not, ask vendors for recommendations based on your technical needs. Ensure hosting providers prioritize security, backups, uptime, and speed—particularly if your site handles sensitive data or high traffic.
Hosting affects site performance and security; choose wisely.
13. Design Inspiration and Examples
Share websites you admire, highlighting what you like about them. This visual guidance helps vendors understand your aesthetic and functional preferences. Include industry leaders or unrelated sectors with innovative features.
Check out some curated website examples to spark ideas.
14. Selection Criteria
Decide what factors matter most:
– Experience with similar projects
– Client references
– Design quality
– Technical expertise
– Price and timeline
– Team composition (local vs. remote)
Clearly communicate these to ensure proposals are aligned with your priorities.
15. Proposal Format and Timeline
Specify submission requirements:
– Format (PDF, Word)
– Deadline for submissions
– Whether proposals should include detailed team bios
– Process for review and interviews
A well-defined timeline for review and decision-making keeps the project on schedule.
Final Tips for a Successful RFP
- Be concise but thorough—cover all key points.
- Focus on outcomes and needs, not just solutions.
- Use clear language to avoid misunderstandings.
- Remember, a detailed RFP attracts quality vendors, leading to better results.
For further guidance and templates, you can explore this free RFP template, and if you’re curious about which Perth agency excels in web design, that’s a great resource to find experienced local partners.
Good luck with your project!
