A great RFP doesn’t just outline a project; it invites collaboration and innovation.
A Request for Proposal (RFP) is more than just a formality; it’s the foundation for a successful digital project. A great RFP sets the tone for a strong partnership, establishes clear expectations, and boosts your chances of receiving thoughtful, tailored proposals. But writing a great RFP isn’t always straightforward. From unclear goals to missing key details, there are plenty of pitfalls to avoid. Here’s how to craft an RFP that delivers the best results for your organization.
Start with a Clear Purpose
Successful RFPs state their purpose up front. What problem are you trying to solve? Are you looking to increase donations, make it easier for users to find resources, or tell a more engaging story about the work you do? The more specific you are about your goals, the better potential partners will be able to understand your needs and craft proposals that hit the mark.
Invite Collaboration and Creativity
The best RFPs leave room for exploration. While it’s important to provide clear direction, being overly prescriptive may keep you from receiving proposals with innovation ideas and approaches. At Radish, we see projects as where our subject matter expertise (building web sites) meets your subject matter expertise. Trust your potential partners to suggest strategies and solutions you might not have considered. Asking for strategic input demonstrates that you value collaboration and sets the stage for a more dynamic partnership.
Know Your Audience
Your RFP should speak to the people who will engage with the project. Share context about your organization’s mission and values and the audiences you serve. Describe your stakeholders, both internal and external, and outline their roles in the project. This information provides crucial context for agencies and ensures they consider the needs of everyone involved.
Provide the Right Details
Clarity is key when it comes to project requirements. Outline the scope of work and specific deliverables, from must-have features to “nice-to-haves.” If you have technical requirements, such as CMS preferences, hosting needs, or third-party tools, be upfront about them. Including examples of projects you admire helps paint a picture of your vision.
Set Realistic Timelines
A well-designed website takes time to get right. Most projects take 9 to 12 months, with ample time built in for your team to review and provide feedback. Allowing at least a week for each review period ensures your team has time to gather input, consolidate feedback, and make thoughtful revisions.
If you have a hard deadline, be sure to share it upfront. But remember, the best partnerships allow agencies enough time to follow their process, give you time for meaningful collaboration, and deliver high-quality work. A rushed timeline can compromise the quality and effectiveness of the final product.
Why Including a Budget is Essential
One of the most common mistakes organizations make is omitting their budget. Vendors need budget information to recommend the right solutions for your project. Without it, they’re left guessing—and the results might not align with your expectations.
A clear budget or range saves everyone time, ensuring only qualified vendors submit proposals. It also establishes alignment early on and prevents surprises during contract negotiations. For example, a $50,000 project scope will look vastly different from a $150,000 one. Providing a budget lets vendors focus on creative solutions within your means, rather than guessing at constraints.
Clarity in Your Evaluation Process
Transparency is just as important in your evaluation process. Share how you’ll evaluate proposals, whether that’s based on sector expertise, creativity, technical ability, or something else. Include clear instructions for formatting and submission, along with deadlines and key dates. A well-organized evaluation process ensures you receive thoughtful proposals tailored to your needs.
Build Relationships from the Start
An RFP isn’t just a checklist—it’s the first step in building a strong working relationship. An approachable yet professional tone shows that your organization is committed to collaboration. Clear communication during the RFP process can set the stage for a partnership that feels aligned and productive from day one.
A great RFP sets your digital project up for success by fostering clarity, collaboration, and creativity. By investing the time to write a thoughtful RFP, you lay the groundwork for a partnership that delivers impactful results. Ready to start your next digital project? Let’s talk about how we can help.