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Phase 01: Project Definition

Digital Agency RFP & Scorecard Builder

Create an objective Request for Proposal outline and a weighted partner evaluation scorecard. Formulate the right technical screening questions, protect intellectual property ownership, and avoid costly agency traps.

Request for Proposal (RFP) Specification

Issued by: Organization • Objective Partner Evaluation Package

1. Scope of Work & Capabilities

Executive summary

Mandatory Technical Capabilities:

    2. Weighted Partner Evaluation Scorecard

    Use this objective 100-point rubric to compare incoming agency proposals across balanced criteria rather than pricing alone.

    Evaluation Dimension Weight Evaluation Questions & Verification Criteria Score (1-10)
    Technical Architecture & Code Quality 30% Does the vendor build using clean standards without excessive plugins or slow page-builder bloat? Do they guarantee sub-1.5s mobile load times and WCAG 2.2 AA accessibility? _____ / 10
    UX Strategy & Discovery Rigor 25% Do they conduct user research, information architecture mapping, and wireframing before touching visual design? Is their solution tied to business conversion metrics? _____ / 10
    Code Ownership & Transparency 20% Do you own 100% of the code, Git repository, and Figma files upon payment? Can the website be freely hosted anywhere without proprietary agency platform lock-in? _____ / 10
    Relevant Case Studies & Proof 15% Can they show live, working web products in similar industries with verifiable client references and measurable business outcomes? _____ / 10
    Cost Value & Milestones 10% Is pricing transparent with clearly defined milestone deliverables rather than ambiguous time-and-materials billing? _____ / 10

    3. High-Leverage Vendor Interview Questions

    Ask candidate agencies these specific technical questions to uncover hidden weaknesses:

    • "Will our project be built by the senior team presenting today, or handed off to junior freelancers or white-label contractors?"
    • "If we decide to migrate hosting or change development partners in two years, will anything prevent another developer from taking over the codebase?"
    • "How do you ensure the site passes Core Web Vitals on mobile viewports out of the box?"
    • "What is your formal process for 301 redirect mapping to guarantee we don’t lose existing search rankings during launch?"

    Critical Agency Red Flags to Watch For:

    • Proprietary CMS Lock-In: Agencies that insist on hosting your site on their private custom CMS where you cannot take your code if you leave.
    • No Direct Git Repository Access: Agencies that refuse to grant access to source code repositories or design files during development.
    • Over-Reliance on Monolithic Page Builders: Tools that inject dozens of megabytes of nested DIVs and heavy JavaScript, causing poor mobile speed.
    • Uncapped Time & Materials: Bids that leave deliverables and final milestones open-ended without a clear definition of done.

    Why Objective Vendor Scorecards Prevent Costly Mistakes

    Agency procurement is often swayed by slick sales pitches and flashy showreels. However, the true long-term total cost of ownership (TCO) of a digital platform is determined by code maintainability, technical performance, and intellectual property freedom.

    By establishing a weighted evaluation rubric before reviewing vendor bids, your selection committee can evaluate proposals objectively. Weighting technical architecture and code ownership at 50% combined ensures you choose a partner that builds lasting enterprise value.

    Framework by: Haketi Digital Strategy & Governance Practice.
    Designed to create transparent, fair partnerships across public and private sector projects.