Have you run a website tender before? If not, here are some pointers to help. (NB – this is only for sub-OJEU level tenders – less than ~£140k [see OJEC]).
For sub £15k projects, you should find the supplier you like, and award the contract directly. For those between £15k and £100k, you should include 3-6 suppliers in a tender process.
Use reliable templates for your tender documents
We have a set of tried and tested website design tender templates here, which will help you through the process.
What is your website project? Define it!
Be sure your project is well defined – the features you want, target platforms (mobile, web,..), a design brief, start date, delivery date, guide budget, and include any support you are likely to need during the process.
Find some suitable suppliers…
Put together a list of 3rd party suppliers who are suitable. If you do not know any, you can find help from e.g. Business Link.
If you have too many, you can narrow the list down by using an RFI to screen for suitable suppliers – this is a document with a set of questions which probe whether suppliers could deliver your project to your satisfaction.
Send out a Website RFP (request for proposal)
Using an RFP template, send out your “Request for Proposal”. You then allow the group of suppliers to work on this proposal for at least a couple of weeks
Select your supplier, fairly
You will need to conduct a fair evaluation of each proposal, with scores, to assist you in making a fair and documented decision. Use a pre-agreed set of criteria (which should be lined up with the requirements you put in your RFP) to mark each supplier’s proposal. You should do this with at least 1 other person, so that you have another point of view, and so that you can mitigate any ommissions you may have made.
Website Tender Templates