Unless you’re already working with Evolve Media – undoubtedly one of the best interactive agencies out there (we’re a little biased, of course!) – creating a successful Request for Proposal can be just as daunting a task as sifting through stacks of responses once they start to stream in. Let us help you refine your process from the beginning, with an end result that’s sure to make your decision making more efficient – landing you the best agency for your project, and your bottom line.

RFP 101: Writing a Successful Request for Proposal Interactive marketing and web design/development projects are generally complex. The success, or failure, of this endeavor often hinges on the first step in the process: creating a Request for Proposal (RFP) and selecting the right interactive agency (if you aren’t already working with Evolve, of course!). This can mean the difference between a winning partnership or a potentially costly mistake. Here are our tips and recommendations to help you skillfully write a great RFP and manage the selection process.

General Components of the Agency Selection Process:

• Create selection committee & decision criteria
• Finalize schedule of events
• Completion of an RFP
• Create initial target list of agencies
• Initial RFP announcement/Send
• Submission deadline
• 1st round proposal review
• Narrow down to finalists
• Vendor finalists review
• Selection of vendor
• Final contract negotiation

Information to PROVIDE Agencies in an RFP:
• Background on your organization
• Your contact information
• Schedule for the proposal process
• Criteria for making your decision
• Basic summary of the project, including overarching goals and timeline
• Project’s target market, if applicable (customers, users, stakeholders)
• Detailed overview of the project
• Primary goal
• Secondary goals
• Budget
• General scope
• Time frame
• Business requirements
• Creative/design requirements
• Functional requirements
• Content type/Content development needs
• Existing technical environment/requirements
• Your preferred working relationship requirements
• Ongoing support and maintenance requirement

Information to REQUEST from Agencies in an RFP:
• Agency company information
• Company background/history
• Quick overview of services and capabilities
• Management or key personnel bios/proposed project team
• Contact information
• Agency’s proposed solution
• Basic summary of the solution
• Solution methodology/process
• Development plan
• List of tasks
• Timeline
• Details on proposed solution
• Original ideas – strategy, creative, etc.
• Features and functionality
• Options and add-ons
• Scalability
• Technical requirements
• Proposed budget
• Cost of services
• Required 3rd party costs
• Support and maintenance
• List of deliverables
• Ownership
• Agency references
• Examples of previous work
• Provide client references
• List awards/accolades and special certification

Your scope of work will determine the complexity and information that will be essential for your project. That said, if you follow each of these requirements, you should be able to make a well-informed decision that benefits your company and enables you to get the most for your time and money.

If you have any questions or comments, please call or email:

Don Grantham : don@evolvemedia.com : 714.528.1133 ext.101
Jade La : jade@evolvemedia.com: 714.528.1133 ext. 102