RFP Guidelines

An Introduction to Writing RFPs

A Request for Proposal is a crucial stage of the client/supplier relationship. Guidelines for an RFP are only now starting to become standard in the relatively new industry of web-related technologies. However, an RFP can help establish a line of communication and clarify the needs and requirements of your development project. This document can help you create a RFP.

The proposal that Lewis Media and other proponents will prepare in response will attempt to cover, in detail, the time line, scope, technical requirements, and budget of the project. Therefore, the initial RFP should be as detailed and clear as possible; any budget limitations and time constraints should be initially established. This will help us all be on the same playing field from Day 1.

Often a client can be daunted by a perceived need to approach a RFP from a technical perspective. An RFP should define your needs - Lewis Media will then interpret these needs into technical specifications for your project. In short: use plain English. Any proponent who is unable to translate your needs into appropriate technical specifications will have difficulty working with your organization throughout the project.
Structuring your RFP
We suggest using an 8 section structure for your RFP.

1. PROJECT OVERVIEW
A plain English description of what the project will entail. This can probably be summarized in a paragraph or two.

2. ABOUT YOUR FIRM
Some exposition and vision regarding the client will help Lewis Media visualize the context of the task. Existent branding and similar projects - successful or not - help establish your firm in our eyes.

3. INTENDED AUDIENCE
A description of the audience for your product. Is it specifically geared towards a certain industry? Is your target audience a particular age group?

4. SIMILAR APPLICATIONS
Provide some comparative sites or applications. Sometimes the most economical way for us to communicate is by compare and contrast; show us interfaces that you think work, or databases that have an analogous functionality.

5. SAMPLES OF MERCHANDISE / CONTENT
An example of the content of your project can be very useful, whether it be data, reports, or a product.

6. TECHNICAL REQUIREMENTS
This is the section in which you can express any particular technical issues that pertain to this project. Perhaps your records need to be cross-referenced in a particular manner, or the database needs to collect and store information on its users. Issues regarding platform compatibilities and E-Commerce should be addressed here.

7. FRONT-END REQUIREMENTS
If the interface for your project has to conform to any design specifications or branding requirements or the intended audience requires a specific design aesthetic, include examples or a description.

8. BUDGET AND TIME REQUIREMENTS
A clear definition of budget constraints and time frame deadlines is one of the most important aspects of a RFP. This will enable us to custom tailor your proposal to the scale appropriate to the task and deliver a vision which approximates your needs.
The Final Product
You can send us your electronic RFP via email or send us a hard copy. If you want to attach it to an email, make it a Microsoft Word document or a PDF.