Website Design RFP Template

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This template can be used to customize a request for a proposal to design a website. Individuals or entities that want to solicit bids for the creation of a website can use this template to outline their specific needs. This template includes a wide variety of useful sections that help specify the client’s wishes, such as: documents required to submit a bid, evaluation of bids, project background, audience, and much more. This template is useful for individuals or small businesses that want a sample proposal to solicit bids for the creation of a website.

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									This template can be used to customize a request for a proposal to design a website.
Individuals or entities that want to solicit bids for the creation of a website can use this
template to outline their specific needs. This template includes a wide variety of useful
sections that help specify the client’s wishes, such as: documents required to submit a
bid, evaluation of bids, project background, audience, and much more. This template is
useful for individuals or small businesses that want a sample proposal to solicit bids for
the creation of a website.
Table of Contents
1    Invitation to Bidders ............................................................................................................ 3

2    Schedule for Invitation of RFP ............................................................................................. 3

3    Important Dates .................................................................................................................. 3

4    Language of Bids ................................................................................................................. 3

5    Documents Comprising the Bids ........................................................................................ 4

6    Pre-Bid Meeting ..................................................................................................................5

7    Evaluation of Bids ............................................................................................................... 6

8    Criteria for Evaluation of Bids ............................................................................................. 6

9    Post Qualification & Award Criteria .................................................................................... 8

10      Notifications of Award .................................................................................................... 8

11      Signing of Contract ......................................................................................................... 8

12      Resource Deployment..................................................................................................... 8

13      Project Background......................................................................................................... 9

14      Audience ......................................................................................................................... 9

15      Existing Applications/Websites ....................................................................................... 9

16      Tools & Functionalities ................................................................................................... 10

17      Reporting Needs ............................................................................................................ 10

18      Key design Considerations ............................................................................................. 10

19      Appendices .................................................................................................................... 10

20      Bill of Materials .............................................................................................................. 11




© Copyright 2011 Docstoc Inc.                                                                                                         2
1     Invitation to Bidders
      1) This invitation is for “Selection of Website Designer” for Organization Name.

      2) Bidders are advised to study the RFP Document carefully. Submission of RFP shall be
         deemed complete after careful study and examination of the RFP Document with a
         complete understanding of its implications.

2     Schedule for Invitation of RFP
      a) Name of Purchaser :

      b) Addressee & Address for Submission of Bids:

3     Important Dates
S.#      Activity                                           Date

01       Release of RPF Document

02       Last Date for Submission of Queries for
         Clarifications

03       Pre-bid Conference

04       Answers to Questions Emailed to all Bidders

04       Last Date for Submission of Bids

05       Bid Opening Date

06       Finalist Interview

07       Proposal Award Date



4     Language of Bids
The Bids prepared by the Bidder, and all correspondence and documents relating to the Bids
exchanged by the Bidder and the Purchaser, shall be written in English language, provided that
any printed literature furnished by the Bidder may be written in another language if this is also
accompanied by an English translation. Should this be the case, for purposes of interpretation of
the Bid, the English language would govern.




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5   Documents Comprising the Bids
The bid prepared by the bidder shall comprise the following documents:

            1) Executive Summary

            2) Technical Proposal

                    a. Approach & Methodology: The Bidder shall explain the approach &
                       methodology that will be followed to build/design the Website, including
                       major milestones and evaluation.

                    b. Address Usability Standards & Testing Standards & Procedures

                    c. Address any important technology information & specifications used in
                       the solution

                    d. Architecture of the Website: The bidder shall explain the architecture of
                       the website.

                    e. Organization Structure: The bidder shall highlight the organization
                       structure, including the communication process and reporting structure.
                       Include the Point of Contact/Project Manager

                    f. Deliverables: Deliverables & Schedule of Deliverables

            3) Commercial Proposal

                    a. Break down cost by production hours, tools, and functionalities.

                    b. License fees: Include the costs of the additional software (COTS).

                    c. Maintenance and support: Include any costs that should be assumed as
                       part of the site and ongoing costs for maintenance and support needed in
                       the future.

                    d. Hosting: If hosting is provided as an option or requirement, provide
                       pricing options.

                    e. Training and Style Guide: Include costs to train users to use the site and
                       the tools..

                    f. Other charge areas: Include other expenses & consulting fees.

            4) Attachments




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                    a. Qualifications and Experience: relevant case histories with information
                       on accessing online demos or examples

                    b. Biographies of all who will work on account, having similar experience

                    c. Professional References

                    d. All proposals must include a statement of authorization to bid signed by a
                       principal of the responding company.

                    e. Bidder status: bidder must disclose any relevant conflicts of interest and/or
                       pending lawsuits.

6   Pre-Bid Meeting
It is requested that all potential Bidders attend the Pre-Bid meeting on the date and time and at
the venue as communicated to them by Organization Name.


7   Evaluation of Bids

    •   The Bidder must possess the requisite experience, strength and capabilities in providing
        the services necessary to meet the Purchaser’s requirements, as described in the RFP
        Documents. The Bidder must possess the technical expertise and the financial
        wherewithal required to successfully provide the services sought by the Purchaser, for the
        entire period of the contract. The Bidder’s Bid must be complete in all respect, conform
        to all the requirements, terms and conditions and specifications as stipulated in the RFP
        document.

    •   The evaluation process of the RFP proposed to be adopted by the Purchaser is indicated
        under this clause. The purpose of this clause is only to provide the Bidder an idea of the
        evaluation process that the Purchaser may adopt. However, the Purchaser reserves the
        right to modify the evaluation process at any time during the process, without assigning
        any reason, whatsoever, and without any requirement of intimating the Bidder of any
        such change.

    •   The Purchaser will examine the Bids to determine whether they are complete, whether
        the Bid format confirms to the RFP requirements, and whether the Bids are generally in
        order. The Purchaser may waive any informality, nonconformity, or irregularity in a Bid
        that does not constitute a material deviation according to the Purchaser.

    •   The purchaser will carry out a detailed evaluation of the Technical Bids received in order
        to determine the same are substantially responsive to the requirements set forth in the
        Request for Proposal. In order to determine this, the purchaser will examine the

© Copyright 2011 Docstoc Inc.                                                                   5
        information supplied by the Bidders and shall evaluate the same as per the evaluation
        criteria specified in this RFP.



8     Criteria for Evaluation of Bids
S.#                              Criteria for evaluation                              Maximum
                                                                                       Marks

Adherence to RFQ Instructions                                                             15

       Timeliness

       Completeness

       Overall Quality & Professionalism

       Overall Responsiveness
Company Information                                                                       15

       Financial Viability

       Organization Structure

       Overall Exposure to the Domain

       Pending Litigation

       Partnerships

Project Understanding                                                                     25

       Overall Understanding of the Project Objectives

       Usability Standards & Testing Standards & Procedures

       Important technology information

       Architecture of the Website

       Project Plan

Vendor Demonstrations                                                                     25


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       Integrated Solutions

       Degree of alignment with Objectives

       Third party Products shown & demonstrated

       Flow & Simplicity

       Robustness of the Applications

Commercial Proposal                                20

       License fees

       Development Charges

       Maintenance fees

       Other Fees

                                TOTAL MARKS        100




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9   Post Qualification & Award Criteria

    •   This determination will take into account the Bidder's financial, technical,
        implementation, and post-implementation strengths and capabilities. It will also include
        examination of the documentary evidence submitted by the Bidder as part of the Bid as
        well as such other information as the Purchaser deems necessary and appropriate.

    •   An affirmative determination will be a prerequisite for award of the Contract to the
        Bidder. A negative determination will result in rejection of the Bidder's Bid, in which
        event, the Purchaser will proceed to the next-best evaluated Bid to make a similar
        determination of that Bidder's capabilities to perform satisfactorily.

    •   The Purchaser is not bound to accept the best evaluated Bid or any Bid and reserves the
        right to accept any Bid, wholly or in part.

10 Notifications of Award

    •   Prior to the expiration of the period of Bid validity, the Purchaser will notify the
        successful Bidder in writing that his/her Bid has been accepted. The Bidder should
        provide his/her acceptance within X days of such notification.

    •   The notification of award will constitute the formation of the Contract.



11 Signing of Contract
The successful Bidder is expected to sign the contract within X days of accepting the
notification.

12 Resource Deployment
The selected Bidder may be required to deploy the appropriate key team members consisting of,
at a minimum, the Project Manager, Network Architect, Solution Architect, and Business
Analyst(s), etc. as per the requirements immediately within X calendar days after the signing of
contract agreement.

(Please remove this section if inappropriate.)

13 Project Background
Please indicate details of the Organization and the Project. Provide links to information on your
existing Web site, if applicable.

                    •   When was your organization founded?
                    •   How many staff members does the organization have?

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                    •   Optional: What is the annual operating budget?
                    •   Define the Scope of the Work

14 Audience
    1) Define the audience that will be using the site if it has a defined group of users or
       "stakeholders" who will be regularly using the site and have different needs.

    2) Will the entire site be accessible to the general public?

    3) Does the site need the capability for staff or members to "log in" to access special
       information?


Stakeholders/Audience             Group Description                 Site Features

Ex: Staff

Ex: Board

Stakeholder 1

Stakeholder 2

Audience



15 Existing Applications/Websites
Provide the list of the applications and the architectures to which the websites can be linked.
Also provide the links of these websites and different data exchange methodologies (if any).

16 Tools & Functionalities
    1) Essential components: are there certain features that are essential to any proposal to be
       considered?

    2) Non-essential components: Are there other features of the site that are not essential to be
       submitted in proposals?

17 Reporting Needs
Types of reports & information that will be regularly used by the different stakeholders. For
example, MIS Reports, Sales Reports, etc. Is there any specific format that needs to be
considered?



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18 Key design Considerations

    •   Design parameters

    •   Platform, if applicable
    •   E-commerce

    •   Scalability

    •   Performance

    •   Security

    •   Manageability

19 Appendices
Timelines & Deliverables of the Project:

Bidder is expected to follow the schedule as mentioned below. Each of the deliverables should
be accompanied by a presentation on the deliverable by the Bidder. The submission of
deliverable will be deemed complete after the hard/soft copy of the deliverable has been
submitted and the Bidder has made the presentation. The “Expected Date of Completion” as
mentioned in the table below is the date by which the deliverable shall be submitted to the
Purchaser. The Bidder shall ensure that the deliverable is accepted by the Purchaser as per
schedule mentioned in the table below, post review.

(Please change as per the requirement.)

Project Milestone                              Expected Timeline

Project Plan (M0)                              T + 5 business days (1 week)

Phase I

Acceptance of SRS, System Design Document
                                          T + 5 weeks
and Prototype

User Acceptance Testing                        T + 17 weeks

Acceptance of Website                          T + 20 weeks

Training                                       T + 24 weeks

Hosting of the Website on the “Live Server”    T + 25 weeks



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20 Bill of Materials
(Please add relevant Bill of Material, if expected from the bidder.)




© Copyright 2011 Docstoc Inc.                                          11

								
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