Top 10 Web Design Requirements included under RFP Response Process
Before we start about the web design requirements checklist for best website design RFP response lets us try to understand “What is a Response to a website RFP?”
Well, I guess you might have responded to many of RFPs(request for proposal) but do you any idea why a proper response to RFP matters a lot?
Lets us first understand that a response to an RFP something like giving a reply or answering to a vendor for the provided questions which have been issued by a prospect professionally.
Then the client will go through and evaluates the set of RFP responses and come up with an idea in knowing whether a vendor is the right and trusted web design partner for their organization. It all depends on how the RFP responder responds with answers to those queries which can ultimately land with a deal or lose the client making him a deal with your competitor.
The best RFP response process is an efficient workflow that clarifies roles, responsibilities, and timelines to help an organization meet the issuer’s deadline. A great website RFP response process checklist is practiced by the entire team. RFP contributors come together to build the process, and they follow it consistently.
For those who want to issue the RFP then remember the best web design RFP acts as the mirror of your company or business so it’s important to know how to write RFP for web design for better results. Good ones with quality lead to positive proposals, positive proposals ultimately lead to end up with quality working relationships, which finally leads to the best outcomes in projects.
But here we are going to discuss the best RFP response practices for responding to RFPs and following these best result-driven best practices for responding to RFPs can increase the chance of acquiring the next big deal.
So get ready to know how to implement these ideas into actions that can improve your business in managing your upcoming EFP projects.
How to Respond to an RFP like a Pro?
Remember, even if you have the best product or service on the market, you still have to demonstrate the value the giving the best RFP response process and all RFP responses cannot be created equally.
Rather than rewriting or modifying the old or same RFP response content, each response should be manually tailored to the prospect you want to win over. Some of the questions which have to be asked yourself just like:
- Was the RFP response for web design delivered within the allowed timeframe?
- Was the website RFP response process presented professionally?
- Is the RFP response optimized, tailored, and well written?
- Does the RFP response process fulfill all website design requirements?
- Is the project for website design and development suits budget constraints?
- Does the website development proposal provided within the project’s timeline?
The quality of your RFP responses makes you stand out from your competitors if you apply it in the right approach. Make sure you know the all shades of RFP questions and areas to produce an effective RPA that just wows the issuer or client.
If you don’t wow the issuer, someone else or your competitors will.
Web Design Requirements to look into in Response to RFP Received
We have listed out a top 10 web design requirements for a better RFP response so let’s check out each response from the web design requirements for the RFP response checklist we have checkout some of the major and mandatory factors from ‘RFP response checklist 2020’ for web design requirements.
- Project/Venture Plan
This is the initial point where it should include a high-level list of project tasks. Here it should be as detailed as the actual project plan itself instead there should be enough details which should be easy to the flow of the project’s design, web development, discovery.
- Tools for Project Management
The web design company or agency should practice to list out their major tools used as a project management toolset. This will differ from company to company since there are lots of great options available in the market.
In this project management process, it is very essential to verify that the document included tasks, owners, and dates in a properly structured manner.
- Dedicated Team Members
The structure of the team varies in every web development company. The big web design indeed is the big their project team will be. Right? so as the best RFP responses practice you have let know your client that who is going to work for him as a team and how many designers and developers will be assigned for his project and what amount and quality work they can serve him. It does not mean that you should showcase your team members’ resume but you just know who all will be working for upcoming weeks or months.
- CMS and Technology
In case there is a proper defined CMS solution in your website RFP then consider it as an important factor by listing out the CMS of choice and also some additional technologies utilized for coding and deployment of websites. It is good to prioritize anything which seems special.
At the point of go-live, listing deliverables is important so it validates what is going to be delivered exactly like the volume of content migration, plug-ins used and design templates, etc.
- Functionality List
There will be some websites that are not just something like a simple brochure based website instead it can be a very complex website so the list of functionalities should be much more detailed.
- Content Migration
Remember to document how much content will be included in content migration, if your website project has to migrate over to the new website. There are many factors which makes difference like include pages, products, services, attachments, events, and so on.
- Usage of Images
There should be an image if the story is about the website so having the ownership we should get to know about the assignment of images used or created within the design project like Who will take responsibility in selecting the images, editing, placement, and even purchasing.
Therefore it is recommended to define early on this process of web design based project.
Never ignore or forget about the Search Engine Optimization part! This part includes hell lot of things like researching keywords, on-page SEO, technical SEO like 301, 302 redirects.
- Mobile Responsiveness
Every website should be device responsive like mobile, tab, desktop computer and it’s a part of any modern-day website project. Make sure your proposal to be included with a language for managing display adapted to phones and tablets if you do not have a separate mobile website.
There has to be listed down when a client doesn’t want these into their website project and this will help us later in the web design process which gives a clear clarification of deliverables to the client.
- Third-Party Integration and/or APIs
In the current market, many companies and organizations usually have software packages and a multitude of systems that come under the packages itself, where these systems will be communicating with a very new website by the act of pushing, pulling, and synching the large data.
So if there is a need for any APIs or integration then make sure your proposal defines clearly about data transfer, third-party transfer and data points, and so on.
- Setting Milestones
Before moving to the next module or process we should always make sure that the project is set with milestones to calculate the goals completed. Here are some of the basic and typical milestones like project discovery, content migration, theme coding, testing, beta launch and finally making the site go-live.
To corresponds to project milestones it is recommended that each website proposal response should include a schedule that is going to help and make you understand how much time is set to each milestone.
Delay in the project is something very typical that can occur by both the client or the developer so it is necessary to know how these delays can be handled to alter the overall project budget and timeline.
- TOC of Payments
Make sure to clearly define the terms and conditions related to payment because if it is a small website project then it will tend to have something like 50% payment has to be done and the remaining 50% after the delivery of the product.
In a case like a big project, the payment method is different where the payment is done according to the milestones.
- Warranty Period
If you are going to give any free support for some period of months or weeks like fixing post bugs in a future state that properly in the proposal or contract.
- Ongoing Maintenance
There is a difference between maintenance and warranty period and yes they both are completely different from each other because a maintenance agreement is paid for a weekly or monthly or annual basis which includes providing updates to the software or website for the period.
Typically maintenance phase includes monitoring, security, backups, and even assistance which could be one-on-one too when needed.
- Finally, Live Support
Usually, very few companies opt for this option who need maintenance post support and finally end up with an agreement. So here it is generally billed for an hourly basis which is managed via support or ticket system.
Final Steps in the Website RFP Response Process
Don’t So before entering into along partnership with the chosen website development company, have a look at your RFP response document and if the possible focus of negotiating contracts and collecting final details.
This negotiation phase plays an important role where it helps to concentrate on finding a solid solution to any open issues or queries, where in return we can expect a solid stage to start the journey of design and implementation process.
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