What Should a Tender Document Include?

A UX tender document, also known as a Request for Proposal (RFP), is a formal document that outlines the requirements and expectations for a UX design project. It is typically issued by an organisation seeking to hire a UX design agency or professional. The purpose of the UX tender document is to provide potential vendors with a clear understanding of what the organisation expects and to facilitate the selection process.

A TENDER DOCUMENT SHOULD INCLUDE:

  1. Introduction: This section provides background information about the organization, its goals, and the purpose of the UX project. It may include a brief overview of the existing system, user needs, and any known challenges.
  2. Scope of Work: This section outlines the specific requirements and deliverables expected from the UX design project. It may include details about the target audience, user research, user interface (UI) design, prototyping, usability testing, and other relevant activities.
  3. Timeline: The document should include a proposed timeline for different project phases, including key milestones, design iterations, and the overall project duration. This helps both parties understand the expected time commitment.
  4. Evaluation Criteria: This section lists the criteria that will be used to evaluate vendor proposals. It may include factors such as relevant experience, expertise, team composition, previous work examples, methodologies, and pricing.
  5. Submission Requirements: The document outlines what information potential vendors need to provide in their proposal. This may include a company profile, team members' resumes, portfolio, project approach, timeline, and cost estimates.
  6. Budget and Payment Terms: The desired budget range for the project should be disclosed, along with any specific payment terms or conditions.
  7. Legal and Compliance: Any legal or compliance requirements, such as confidentiality agreements, intellectual property rights, or compliance with specific regulations, should be included.
  8. Contact Information: The document should provide contact details of the responsible person(s) within the organisation, including their names, email addresses, and phone numbers. This allows interested vendors to seek clarification if needed.

A Project Guide to UX Design - Russ Unger and Carolyn Chandler

I read chapter 3 in this book which I found very helpful in explaining what exactly a tender document should include. It was specifically helpful for explaining a lot of the legislative side of a tender document which will be useful to reference in the future.

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<aside> ⭐ REFLECTION: I think our new project of creating a tender document will be a very interesting one. It is a completely new concept to me which means I have a lot of learning to do as to how to craft one correctly. Similarly, I’ll find it strange planning what work I would carry out for a project without actually doing any of the work. It will be a fresh perspective and an accurate insight into the design industry.

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