Section 1: Church Background and Requirements
Church Information:
- Church name, denomination, and location
- Congregation size and demographics
- Current website URL (if applicable)
- Primary contact information
Project Overview:
- Project timeline and launch date requirements
- Budget range (be honest – it saves everyone time)
- Primary goals for the new website
- Key success metrics you’ll use to evaluate the project
Section 2: Specific Functionality Requirements
Essential Features (Must-Have):
- Mobile-responsive design
- Content management system for easy updates
- Event calendar integration
- Sermon hosting and podcast capabilities
- Online giving integration
- Contact forms and ministry sign-ups
- Social media integration
- GDPR compliance for UK churches
Desired Features (Nice-to-Have):
- Member directory and login area
- Live streaming integration
- Multi-site management (if applicable)
- Email newsletter integration
- Photo galleries and media management
- Prayer request system
- Small group management tools
Section 3: Vendor Qualification Questions
Church Experience:
- How many church websites have you designed in the past 3 years?
- Can you provide 5 references from UK churches similar to ours?
- What denominational experience do you have?
- Do you understand the unique needs of church websites?
Technical Capabilities:
- What content management systems do you specialize in?
- How do you ensure mobile responsiveness and fast loading times?
- What security measures do you implement?
- How do you handle GDPR compliance for UK churches?
- What hosting solutions do you recommend and why?
Project Management:
- What is your typical project timeline from start to launch?
- How do you handle project communication and updates?
- What happens if the project goes over timeline or budget?
- Who will be our primary point of contact?
Section 4: Proposal Requirements
Request each vendor to provide:
- Detailed project timeline with milestones
- Complete cost breakdown (design, development, hosting, maintenance)
- Portfolio of recent church websites with live URLs
- Client references with contact information
- Post-launch support and maintenance options
- Training plan for church staff
- Hosting and security recommendations
How to Evaluate RFP Responses: The UKChurches Scoring System
Use this weighted scoring system to objectively compare proposals:
| Evaluation Criteria | Weight | Max Points |
|---|---|---|
| Church Experience | 30% | 30 points |
| Technical Capability | 25% | 25 points |
| Project Management | 20% | 20 points |
| Value for Money | 15% | 15 points |
| Cultural Fit | 10% | 10 points |
Church Experience Scoring:
- 25-30 points: 10+ church websites, excellent references, denominational experience
- 15-24 points: 5-9 church websites, good references, some church understanding
- 5-14 points: 1-4 church websites, mixed references, limited church knowledge
- 0-4 points: No church experience or poor references
Red Flags to Watch For in RFP Responses
Immediate Disqualifiers:
- No church website examples in their portfolio
- Unwillingness to provide client references
- Vague pricing with no detailed breakdown
- No mention of mobile responsiveness or GDPR compliance
- Promises that seem too good to be true (£200 for a full website)
Warning Signs:
- Poor communication during the RFP process
- Generic proposals that don’t address your specific needs
- No post-launch support or training offered
- Pressure to sign immediately with “limited time” offers
- No clear project management process outlined