Request to Agencies Regarding the Website Relaunch

What's in the template

The request ensures that all agencies answer the same question, allowing you to compare their proposals side by side. It consists of four parts:

1. Cover Letter: brief, with a reference to the enclosed specifications and the deadlines for submitting questions

2. Framework: Budget range, launch, introductory meetings, decision date

3. Outline of the Proposal: Price per item, annual operating costs, procedure for changes, team and subcontractors, references from the past three years, timeline with your involvement, transfer of domain, accounts, and rights

4. Evaluation: Table listing criteria, weightings, and descriptions of full marks, along with the exclusion criteria

Here's how to use the template

Send the request, along with the specifications, to three to five agencies. That’s the number recommended by the GWA agency association’s advisory platform for the shortlist. Respond to any follow-up questions in writing and to all agencies at the same time, so that no one has an advantage. Specify the evaluation criteria in the request itself. You should not ask for drafts at this stage; according to the associations’ recommendations, if you want drafts, you should pay a fee.

The template is free, requires no registration, and does not provide legal advice.

Frequently Asked Questions

Should the request include a budget?

Yes, a range. It prevents bids from falling far short of your expectations and makes the bids comparable.

How much time should the agencies be given?

Based on our experience, two to three weeks is a reasonable timeframe for preparing a proposal based on a finalized set of specifications. For a pitch involving design proposals, industry associations in Austria and Switzerland recommend four to six weeks.