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Web RFP Template

Web RFP Template

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Published by Kathy McShea
This template is designed for organizations and companies who are at the start of their Web development project and are looking for a professional approach to preparing an RFP for the market. It has adapted from presentations and seminars hosted by NPower (formerly Technology Works for Good) and the Small Business Administration S.C.O.R.E. workshop series, and offered as a public service.
This template is designed for organizations and companies who are at the start of their Web development project and are looking for a professional approach to preparing an RFP for the market. It has adapted from presentations and seminars hosted by NPower (formerly Technology Works for Good) and the Small Business Administration S.C.O.R.E. workshop series, and offered as a public service.

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Published by: Kathy McShea on Nov 08, 2008
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07/24/2012

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Web RFP Template
1. DESCRIPTION, PURPOSE AND OBJECTIVES OF WEB SITE
a. Describe the Web project you wish to undertake. b. What problems will this technology project solve or what new capabilities will it provide for your organization?c. If you have made a decision beforehand, indicate whether this site relies on a databaseto display information or will be "static" HTML.
2. BUDGET
a. Provide a budget range so your solutions providers can scale their proposal accurately. b. Indicate whether you organization is ready to start work, or you have to raise money to begin the project. If you do need to raise money, vendors may help you describe the project in order to maximize your chances of receiving funding.
3. TERMS AND CONDITIONS
a. Organization must own, have full access to and have the right to customize site code. b. Terms for proposal:i.Relevant dates (see item #11 below)ii.Proposals should be delivered to {name}. Copies should be {postmarked or received} by {date, time}iii.Please provide {#} copies of any proposals submittediv.All proposals must include a statement of authorization to bid signed by a principal of the responding companyv.All proposals must use the proposal format outlined in this RFPvi.Parties submitting separate proposals may not discuss pricing information or they will be ineligible to bid on the projectvii.Bidder status: bidder must disclose any relevant conflicts of interest and/or  pending lawsuits.
SOURCE
1
 
4. BACKGROUND OF ORGANIZATION
a. Tell vendors about your organization. Provide links to information on your existingWeb site, if applicable.i. When was your organization founded?ii. How many staff members does your organization have?iii. Optional: What is your annual operating budget?
5. AUDIENCE
a. Define the audience that will be using the site. Do you have a defined group of users or "stakeholders" who will be regularly using the site and have different needs? b. Will the entire site be accessible to the general public?c. Do you need the capability for staff or members to "log in" to access specialinformation?
6. TOOLS AND FUNCTIONALITIES
a. Essential components: are there certain features that are essential to any proposal youwill consider? b. Non-essential components: Are there other features of your site that you would like but are not essential to submitted proposals?
7. REPORTING NEEDS
a. If the site is database driven, what types of information will you regularly need todraw from it?
8. SITE SPECIFICATIONS
a. Design parameters b. Accessibility/Usability
SOURCE
: http://www.emeraldstrategies.net
2
 
i.Who certified section 508 compliance? Which factors and how deep?ii.Usability testing mid-stream will validate navigation choicesc.Platform, if applicablei.Is this a redesign of a current site? If so, in what language is the currentsite built? (ex: cold fusion, ASP, PHP, Dreamweaver)ii.On what format is the current site hosted? (ex: NT, UNIX, Apache)d. eCommercei.Are you using an eCommerce system now?ii.If so, what are you using?
9. AVAILABLE TECHNOLGY RESOURCES/INTEGRATION ISSUES
a. Do you have existing pages of Web content that you expect your Web developer toadd to the new site? (Provide a map of your current site indicating how many pages willneed to be transferred) b. Do you have existing databases that will need to be imported or connected to the newsite?c. Do you have existing e-Commerce systems, web forums or other tools that the newsite should be connected to?
10. STAFF RESOURCES
a. Point of contact/ project manager  b. Do you have a "Web team" of technical and non-technical staff members that will bereviewing proposals? If not, consider forming one.c. Do you have a technology staff that vendors should plan to work with?
11. PROPOSED TIMELINE
(Please indicate the timeline you expect vendor to adhere to)i.Develop RFP process (forward email address for questions on RFP)ii.RFP release dateiii.Submission of questions on RFPiv.Notification of Intention to bidv.Answers to questions emailed to all biddersvi.Proposals duevii.Finalist interviewsviii.Proposal award date
SOURCE
: http://www.emeraldstrategies.net
3

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