How to Write an RFP for a Web Design Project
Save money and time by writing a Request for Proposal to hire a developer.Your company has decided to rebuild its website, or create a new one, and now you have to find somebody to do the work. How do you go about creating a team that will lead you to success? One of the key components of a web project should be writing an RFP (request for proposal). It not only provides you the opportunity to think through the details of your project, it gives you a detailed outline to discuss with developers.
Hiring a developer who gives you a price based on a conversation is a risky approach to web development, and the RFP assures you that the developer has a clear idea of your expectations. Also, if you are getting bids from multiple developers, the RFP is a way to ascertain they are all bidding on the same thing. The bids you receive will also be more accurate since the developers can closely estimate time required based on very specific tasks that need to be accomplished.
What should you include in an RFP?
The
following outline shows you the components of a strong RFP. If you feel
an area is not important to your project, you should still include it
and state that it is not of importance (i.e. in the Interfaces section
you might write: There are no external interfaces that the site needs to integrate with.)
1) Who is your company?
Give a brief overview of who your company is and the type of clients
you have. It is beneficial to include how your Internet presence plays
a part in your business.
2) Project Synopis
Provide an overview of the project. Answer the following questions:
- Are you redesigning an existing site, enhancing an existing site or building a brand new site?
- What is the reason for making these changes now?
- Who from the company will be involved in this project?
- What are the technical challenges that may be faced in this project (i.e. company has an in-house CRM system that must be integrated into the site)
3) Information Architecture
Defining the site flow, or information architecture,
is a critical piece towards getting a firm bid. While the information
architecture will likely change as the project evolves, the initial
information architecture gives the developer a firm idea of how many
screens are involved and what sort of functionality those screens
entail. Using a program like Visio is an excellent way to create a flow
chart of the information architecture.
4) Detailed Screen Requirements
If
your site involves interactive functionality (like forms that are
submitted, user profiles, etc.), it's a good idea to define these
screens so the developer can plan how they will build them. Defining
the screens means laying them out and defining how the fields function.
Without this information, the developer can only guesstimate the cost
of development.
5) Interfaces
Will
your website interface with any other systems? How do they interface
and what is the functionality you are expecting? Perhaps your company
has an in-house CRM (customer relationship management) system, or
perhaps you use a manufacturer's database of products for your store.
These need to be spelled out for the developer. It would be even better
if you include a contact name that the developer could speak with about
these systems so they can get an understanding of the technical
composition of these systems.
6) Design Requirements
Here
is where the company shares its thoughts on what sort of site they are
expecting. Giving URLs of sites you like, or discussing functionality
you prefer, helps the developer understand what you want from this
project. If you are redesigning your site, you would also explain what
aspects of the current site design will be retained, and what tweaks
may be desired.
7) Technical Requirements
In
this section discuss any technology that you would prefer to use on the
site. For example, if your existing site is in a CMS (content
management system), then you may want the rebuild to be in the same
system so your team does not have to learn a new interface. Of you may
have learned of a new technology that offers some functionality you
would like to use. You may also be hosting the site on an in-house
server which has specific technical requirements. Be as explicit as
possible.
8) Project Deliverables
What
do you expect the developer to provide you when the project is
complete? Here you should let the developer know your requirements for
code ownership, hosting and ongoing-site maintenance. You may also
include information about a desired warranty period and any training
that can be provided for in-house site maintenance.
9) Project Timeline
Here
you define what you want the finish date to be for this project. If you
can phase your project, you could also define the intermediate
milestone dates. The developer may come back and tell you your time
estimates will not work based on the requirements, but at least your
desired timeline can be a point of departure for discussion.
10) Proposal Requirements
This
is your opportunity to make it very clear what you expect from the
developer when they deliver their estimate. How well the developer
follows these guidelines gives you a good idea of how well they will
take your input during project development. You could include the
following here:
- Whether you want a fixed-bid proposal or just a general estimate
- How you want the prices broken up (one price for the whole project, or do you want to see project costs split out by functionality included)
- Request for technical recommendations. While you may have made some requests, you want to hear from an expert what they would recommend as a solution.
- Proposed project timeline
- Brief write-up of why their company is the right company for this project
- Backgrounds on the individuals that would be working on this project
- References from other clients
- Date you want the estimate returned -- important!
11) Basis for Award of Contract
Here
you have an opportunity to explain what you are looking for in the
company you would hire. This could include specific technical
expertise, manner of working or physical location.
12) Contact Information
Don't
forget to let them know who is overseeing the RFP process and who
should be called if there are questions. There should be one appointed
person in your company who manages the entire RFP process.
While the process of creating an RFP may seem daunting, it is the best way to assure you've received a solid estimate. It also gives you an opportunity to interact with the developer and get a feel for what it would be like to work with the company. Hiring a web developer does not have to be challenging, and the RFP process will ultimately save you time when your project is developed.
The original source of this article can be found on Focus. Focus is a leading source for peer reviews and research on hosting and bandwidth products and services.
