Insights · 6 min read
How to write a website or app RFP that gets good bids
By Austin Hunter ·
We read a lot of requests for proposals from nonprofits, workforce boards, libraries and public bodies, and we answer the ones that fit. The best ones get several strong, comparable bids. Others accidentally filter out the small, capable teams they'd probably like to hire. Here's what makes the difference.
Say what the site or app is for
- Who uses it, and the three to five things they most need to do.
- What exists today (current platform, integrations, rough page count, traffic), plus a link.
- What success looks like a year after launch.
Give a budget range
Even a wide range ("$30,000 to $60,000 for the build") saves everyone time and gets you proposals sized to what you can actually fund. Without one, quotes swing by a factor of five and are hard to compare.
Ask for prices in a structure you can compare
List the lines you want priced separately: design and build, migration, hosting, maintenance, training, optional extras. Ask vendors to answer each requirement as Included, Additional Cost or Exception. The best RFPs we've seen do exactly this.
Be careful with paperwork that doesn't serve the project
- Insurance: requiring proof of high liability limits just to submit a bid rules out many small studios. If cover is needed, consider requiring it at contract, sized to the project.
- Signed reference letters, notarized forms and mandatory in-person pre-bid meetings all add cost for vendors and narrow your pool. Use them only where they truly matter.
- Paid document downloads and paid portal registration discourage bidders without improving quality.
Be realistic about service levels
Round-the-clock staffed support costs real money. Many organizations are well served by 24/7 automated monitoring plus business-hours support. If you need true 24/7 response, say so and expect to pay for it. Inviting exceptions lets vendors be honest instead of overpromising.
Make it easy to ask questions
Publish a questions deadline and an answers date, and share answers with all bidders. A clear process gets you better-informed proposals.
Ask for proof, not adjectives
Ask for live examples, a short description of how the team works, who exactly will do the work, and references you can call. Weight accessibility, security and ongoing support, not just design.
Need a second opinion on your RFP?
If you're preparing a website or app RFP and want a sanity check on scope or budget before it goes out, we're happy to give honest feedback on a free call.