When searching for vendors to complete your project, whether it’s a website, application, or design enhancement, a Request for Proposal (RFP) is crucial for receiving prompt responses. In this article, we will provide a step-by-step guide on preparing an RFP.
What is RFP?
An RFP is a written document that outlines the vision and requirements of a new project. It assists companies in selecting the appropriate contractors or agencies to fulfill their project needs.
To prepare an RFP, you must first define its type. Generally, the following types are distinguished:
- Marketing RFP
- Social media RFP
- Branding RFP
- Design RFP
- Development RFP
- Workplace RFP
- PR RFP
- Government and non-profit RFP
Since Trembit specializes in development and services in video streaming, let’s focus on two types of RFP: Design and Development. We often assist in refining ideas, providing optimal solutions and consultations for web and mobile applications, building these applications, and improving design systems and user experience. You can check out our work samples here.
What is Design RFP?
A Design RFP is intended for graphic artists who aid in website enhancement or the development of visual materials. It can be required either at the very beginning or later stages of the product life cycle, as approaches and market demands vary over time. This type of RFP may be a standalone project addressing specific needs of a product or service.
What is a Development RFP?
A Development RFP is for web developers leading website development or enhancement. Typically, requests for website building cover a larger part of the project, including architecture, server-side selection and support, programming language usage, integration of third-party services, and the “go live” stage.
As most projects require multi-platform support, a Website RFP may encompass web and native applications, assuming that similar or simplified features should be included.
Why do you need RFP?
Now that we understand the definition and types of Request for Proposal documents, let’s discuss why your company needs one to submit project requirements to contractors. Preparing an RFP offers the following benefits:
- Generalize and systemize the vision of the new product: Documenting the project helps establish a clear vision and scope, allowing you to understand the content from the reader’s perspective and refine it accordingly. A well-defined vision can be adjusted if necessary.
- Describe the benefits of working with your organization: Since the proposal is submitted to companies, it’s essential to highlight the best and unique aspects of your organization to increase the likelihood of being selected.
- Streamline vendor selection: By submitting a comprehensive document, most questions about the project can be answered upfront. This enables contractors to prepare detailed responses or proposals. Additionally, the RFP serves as a starting point for an in-depth discussion during the initial meeting or call with the vendor.
What is the RFP process?
RFPs are typically written by someone responsible within the company or team. However, the document should go through the following stages:
- Determining needs: The right team should define a specific list of requests.
- Writing: Develop a clearly structured and proofread document.
- Distributing: Share the RFP with the stakeholders.
- Evaluating: Gather feedback from potential contractors.
- Reevaluating: Engage in additional communication regarding the document and make any necessary adjustments.
- Decision-making: Finalize the selection of contractors.
Ensure each step is approached thoughtfully to avoid a cycle of reviewing and evaluating.
How to write an RFP?
Follow these seven steps to write an RFP that generates high-quality responses:
Step 1: Get clear:
Provide clear vision and documentation that helps vendors or potential partners understand your goals easily.
Step 2: Figure out the details:
Prioritize details to minimize miscommunication. The more detailed the description, the fewer questions the contractor will have.
Step 3: Determine the audience:
Consider the perspective of the audience for the RFP. Whether it’s business, government, or development teams, tailor the content and wording accordingly.
Step 4: Decide what you need:
At this stage, take notes or create diagrams to identify the needs of the project. The vision should encompass the main features or implementation requirements.
Step 5: Outline the RFP:
Suggested outline sections include:
- Section A: Solicitation or contract form, outlining the terms and conditions of the business relationship between companies.
- Section B: Supplies, services, and prices/costs, listing all items to be acquired.
- Section C: Description/specifications/statement of work, providing a comprehensive list of features or services to be provided. Ensure all stakeholders fully understand the work to be accomplished.
Step 6: Write the RFP:
Craft a well-designed and written document that will serve as the basis for initiating a business relationship. Include all relevant information, details, and preferences. It is important to thoroughly proofread the RFP for grammar and accuracy.
Step 7: Edit the RFP:
After the initial review, edit the RFP as necessary. Keep it up to date by checking and updating the text based on recent changes.
By following these steps, you can write an effective RFP that increases the likelihood of receiving high-quality responses from potential contractors.
RFP sample
As the structure of the RFP will be similar for both Design and Development, let’s review the A section, which outlines the overview, contract form, and business relationship.
Section A
[Company logo]
Request for Proposal
[Title of Request]
[Project Name]
Project Brief
Provide potential partners with a concise overview of your vision, desired outcomes, and specific details about the project.
Background
Summarize your business, considering the following questions:
- How long have you been in business? Is there institutional history that is relevant to this RFP?
- What are your primary capabilities and mission?
Purpose
Explain why you need to implement this request.
Section B
The section contains the services acquired, and their details.
Services needed
For the Design RFP, please address the following services needed. This section might include the following items:
- UX Design
- UI Design
- Responsive UI/UX
- UI/UX enhancements
Development RFP might contain all or any of the Services items below:
- UX Design
- UI Design
- iOS Development
- Android Development
- Web Development
- Back-end Development
Platforms & Technologies
- iOS smartphones
- iOS tablets
- Android smartphones
- Android tablets
- List of desktop web browsers
- List of mobile web browsers
Section C
This section primarily focuses on the scope, details, and timeline.
Features & Functionality
Provide a rough description of features, which can be split by screens. Consider describing features from both the user’s perspective and the feature’s perspective:
User
What are your customer demographics?
Who are your common users?
Do you have personas, journey maps, or other user research you can provide?
Features
Include market-analyzed features with rankings.
Wireframes & Designs
- Vector format is preferable (refer to services like Figma, Adobe XD, or Zeplin). Provide media materials with suitable quality, including images, icons, videos, and font types.
- Specify resolutions, for example, Full HD, desktop from 992 px to 1200 px, tablet from 768 px to 992 px, and mobile from 380 px to 768 px.
- Consider multi-language support in the design (RTL or long translations).
- Include markup for validation, pixel-perfect requirements, and speed test requirements.
- Describe all dynamic events on each page, such as sliders, animations, form submissions, editable form field validation, input masks, etc.
Add SEO requirements if needed, including:
- URL generation
- Unique TITLE tag for all pages of the site
- Rules of the /robots.txt file filling web page layout with 404 error
- Requirements for tags, using meta tags, etc.
Definition of done (DoD)
Example:
- Main components are completed
- Code developed, compiled, and passes all deployment checks.
- Deployed to the agreed environments
- Code meets acceptance criteria
- Pull request reviewed and approved
- User and operations documentation updated
Timeline & Budget
Include the budgeting plan and timeline.
Extra Info
Add any additional info for the potential contractor.
Conclusion
With that said, we can conclude that an RFP is indeed a document that outlines the requirements and needs of a project. It serves as a proposal to potential contractors and agencies, helping companies prepare for upcoming projects. Please feel free to use the provided sample form above and send us your document with details of your projects. Trembit is eager to implement great projects.
