Resource RFP template
Twelve years of agency-side RFP responses, distilled into a template that asks the right questions and lets vendors quote accurately. Currently shared on request, not yet a public download.
Most WordPress RFPs we receive are too vague to quote accurately or too detailed in the wrong places. Either the vendor guesses or the vendor pads. Both are bad outcomes for the customer. The template described below is what we recommend instead.
What is inside
Each section asks for the information vendors actually need to quote accurately. The template includes prompts, examples, and explanations of why each section matters.
01
Why this project, why now, what changes for your business when it ships. The "why" matters more than the "what." A vendor who understands the why will quote a better solution than a vendor who only sees a feature list.
Vendors quote against your goals, not their templates.
02
WordPress version, plugins in use, hosting provider, domain structure, integrations, payment processors, traffic volume, peak load. Vendors need this to assess risk and avoid surprise dependencies after contract sign.
No "we did not know about that plugin" mid-project.
03
What the system must do, organized by user role and user journey. Include acceptance criteria per requirement. Distinguish must-have from should-have from nice-to-have. Vendors price each tier separately.
Clear scope, clear priorities, accurate quote.
04
Performance targets (LCP, TTFB), accessibility level (WCAG 2.1 AA), security requirements (HIPAA, GDPR, SOC), uptime expectations, browser support matrix. The constraints that shape the build.
Vendors quote a realistic timeline, not a marketing one.
05
How you will evaluate proposals, who is on the decision panel, when you decide, when you want to start, when you want to launch. Vendors need this to plan their proposal effort.
Better proposals from vendors who know the process.
06
A honest budget range. Vendors who match the range respond seriously. Vendors who do not match either decline or pitch a different scope. Hiding the budget gets you proposals that miss the mark in both directions.
Proposals you can actually compare.
Vendors who can quote accurately quote competitively. Vendors who have to guess pad their estimates to absorb the risk. The cost of a vague RFP is typically 30 to 50 percent on top of every proposal you receive. The template removes that overhead by asking for the information vendors need.
Fill in each section with your project context. Share with three to five vendors. Allow two to three weeks for responses. Schedule a 30-minute followup call with each vendor before the deadline so they can ask clarifying questions. Decide based on the proposals plus the followup conversations.
The current version of this template is shared on request, not posted publicly yet. We are working on a downloadable version with annotated examples. If you need it now, ask and we send it within four business hours.
Common questions
Vendors price scope against budget. The same project can ship at very different price points depending on team size, timeline, and depth. Without a budget range, vendors guess, and most guess wrong. Sharing the range gets you proposals that match your reality.
Then say so. "We do not yet have a budget range, please quote in three tiers (basic, recommended, enterprise) and we will use your quotes to build the budget." Vendors will quote three tiers and you have a starting point.
Yes. Specifically ask for references from projects similar in size and industry to yours. Generic references add little value. Industry-matched references with similar engagement size tell you what you would actually experience.
We are still finalizing the public version. The template exists internally and we share it with prospects on request. Talk to us to get the current version.
Need the RFP template now?
The current internal version goes out within four business hours of request. The annotated public version is in progress.
