Free request for proposal template

A request for proposal (RFP) with background, scope of work, requirements, a timeline table, evaluation criteria and submission instructions. Use it to invite vendors to bid for a project or service.

What's in this template

1. Introduction

Northfield Community Health Trust invites proposals from qualified digital agencies to redesign our public website and move it to a modern, accessible content management system. This document describes our organisation, the work required, how we will choose a supplier and how to respond.

2. Background

Northfield Community Health Trust is a charity that runs 14 community clinics, a mental health helpline and a home-visit nursing service across West Yorkshire, supporting about 65,000 people a year. Our current website, northfieldhealth.org.uk, was built in 2017 on a custom platform that only one external developer can update. It receives around 38,000 visits a month, 71% of them on mobile phones.

Problems with the current site include:

• Clinic opening times and services are often out of date because staff cannot edit pages themselves
• The site fails several WCAG 2.2 AA accessibility checks, including colour contrast and keyboard navigation
• Appointment and referral forms are PDFs that must be printed and posted
• There is no Urdu, Polish or Punjabi content, although these are the top three languages after English among our service users

3. Scope of work

The selected supplier will:

1. Run discovery with staff and service users, including at least 12 user interviews
2. Design a new information architecture and visual design in line with our brand guidelines
3. Build the site on an open-source CMS (we prefer WordPress or Drupal) with role-based editing for 25 staff editors
4. Migrate about 180 pages and 400 documents, rewriting the 40 most visited pages in plain English
5. Replace PDF forms with accessible online forms for self-referral, volunteering and feedback
6. Set up multilingual support for English, Urdu, Polish and Punjabi
7. Train staff editors and provide written guides
8. Provide 12 months of hosting, security updates and support after launch

4. Requirements

4.1 Mandatory

• Meets WCAG 2.2 AA accessibility, tested with real users of assistive technology
• Compliant with UK GDPR; all data hosted in the UK
• Mobile-first, with pages loading in under 2.5 seconds on a 4G connection
• Clinic finder with a map and search by postcode
• Integration with our CRM (Salesforce Nonprofit Cloud) for form submissions

4.2 Desirable

• Experience working with NHS or health-sector charities
• Cyber Essentials Plus certification
• Analytics dashboard for the communications team

5. Budget

The total budget for design, build, migration and the first year of hosting and support is £85,000 to £95,000 including VAT. Please show costs for each phase separately.

6. Timeline

7. Evaluation criteria

8. Proposal contents

Please include:

1. A short company profile and the team who will work on the project
2. Your approach, methods and a project plan
3. Three relevant case studies, at least one in the health or charity sector
4. A fixed-price cost breakdown by phase, including VAT
5. Hosting and support terms
6. Contact details for two client references
7. Your accessibility, data protection and security policies

9. Submission instructions

Send your proposal as a single PDF of no more than 20 pages (excluding appendices) to procurement@northfieldhealth.org.uk with the subject line "NCHT-DIG-2026-07 Proposal". Send questions by email only, to the same address, by 19 October 2026. We will share all questions and answers with every agency that has registered interest.

Late proposals will not be considered. Northfield Community Health Trust is not obliged to accept the lowest-priced or any proposal.

Contact: Gemma Clarke, Head of Communications, 0113 496 0782

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