Tampa Downtown Partnership needed a complete redesign of their website to better serve businesses, residents, and visitors. Their existing site had outdated visuals, limited functionality, and lacked an intuitive user experience. The challenges included:

When organizations without much technical background are preparing to redesign their websites and need to issue a Request for Proposal (RFP), the hardest part they typically face is clearly defining and articulating their needs and goals in a way that translates into technical and design requirements.

Organizations may know what they want (e.g., a more user-friendly website), but not how to describe it in terms that developers and designers need (e.g., mobile responsiveness, WCAG 2.1 compliance, content management systems, etc.).

Furthermore, it makes it difficult for vendors to propose effective solutions when the organization requesting RFP for website redesign does not know which services should be prioritized, what success looks like and most importantly…defining their target demographic to best understand their user personas and what they need.

In outlining need for redevelopment, we gathered feedback in what was wrong with current site, what content was outdated vs. worth keeping, and what features or systems we needed to integrate with new website; surveys & forms, event management tools, and wayfinding map functionality.

We also needed to take into account long-term needs like scalability, content ownership, ease of updates, ongoing support, and training.

After defining detailed list of requirements, features, and timeline – we set out official RFP by invite only to the top 4 agencies in the Tampa Bay area. We had a good representation of proposals for review, all broken out by project phase & cost; some proposals even offered two options with low/high cost estimates.

It was clear which agency listened to our objectives and exceeded expectations. We awarded said agency with project and started development early 2016. The site still stands on its own today, nearly a decade later; testament to longevity and scale of new site demands when developing a bullet-proof project plan.

A well-crafted RFP that clearly scopes needs, timeline, and budget creates a strong foundation for a successful website redesign. One of the key outcomes is that it attracts the right vendors – firms that have experience with municipal websites and understand the unique requirements of public-facing digital services. This ensured TDP they receive proposals from partners who truly understand the civic space, rather than generalists who may lack the context or capabilities.

Additionally, a clear RFP helps set expectations from the start. When your goals, priorities, functionality requirements, and long-term vision are spelled out, vendors can respond with focused proposals tailored to your needs. This early clarity reduces miscommunication and scope creep down the line. It also enables vendors to provide accurate pricing and proposals, as they’re working from a well-defined scope. This makes it easier for you to compare proposals and select a partner based on real value – not guesswork or vague deliverables.

A defined timeline within the RFP ensures that the selected firm can properly allocate resources and create a phased, achievable project plan. In turn, this helps keep the project on schedule, with built-in checkpoints and aligned internal responsibilities. Moreover, a strong RFP reduces risks and misunderstandings by eliminating ambiguity around what will be delivered, what needs to integrate, and how training or post-launch support will be handled. This reduces the likelihood of unexpected costs or delays.

Internally, the process of building a good RFP forces city stakeholders to align around shared goals, prioritize features, and agree on who will be involved in the project. This internal alignment is critical, as disjointed leadership or unclear ownership is a common source of failure in civic projects. Finally, when the RFP reflects not just technical needs but also TDP’s community mission and values, it sets the stage for a strong, collaborative partnership. The firms that respond are more likely to share your focus on usability, accessibility, and service to residents, leading to a more successful final product.

The redesign resulted in significant improvements in user engagement and operational efficiency: