What Your RFP Should Include
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So, the question now is, "What do I include in my RFP?" Unfortunately, there isn't a single golden rule or template that applies to every situation. Most business web sites are custom solutions built to meet specific business objectives unique to each organization. The Request for Proposal for each solution will also be unique, but there are some basic rules that you can follow when deciding what to include in your RFP.
Cover Letter
Provide a thorough background on your company and the reason you are soliciting proposals.
Body
- Overall goals and objectives for your site, often in an "Executive Summary" format
- Provide any background information if you're replacing an existing system, for example, what was good about the old system, and what should be improved
- Identify your site's users, or groups of users, if known
- What resources you intend to devote to the project?
- What is your current system configuration?
- What is your ability level for site maintenance?
- If you've performed any planning activities, include this documentation. Examples include database diagrams, task flows, network topology, security requirements, etc.
Your Timeline
Contact Person with Contact Information
Delivery Deadline
If you prefer that your candidates submit their proposals in a specific format, provide an outline of the format in your RFP. Providing a format will help your candidates to better understand what information is important to you and will allow you to make your comparisons more easily.
An example proposal structure might be:
- Executive Summary
- Definition of the challenges/needs
- High-level overview of the proposed solution for each challenge
- Initial site diagrams, and in some cases, design mockups
- Description of the development process
- Description of the project phases
- Competitive Analysis (your organization against your competitors)
- Timeline
- Costs and payment parameters
- Terms and conditions
- Corporate information
- Qualifications and References
- Assumptions
Specify which delivery methods your candidates should use to send their proposals to you. If you are accepting electronic files via e-mail, indicate what formats are acceptable, such as Adobe PDF, Microsoft Word, etc. If by mail, indicate how many copies you would like. Also be sure to clearly indicate the date and time for your submission deadline.
