Nonprofit Website RFP Process: How to Select Governance-Ready Consultants

I recently reviewed an RFP from a £4 million charity seeking website consultant. The evaluation criteria: portfolio quality (40%), cost (30%), timeline (20%), references (10%).

Nowhere mentioned: understanding of stakeholder navigation, compliance verification methodology, safeguarding protocols, Board governance frameworks, or institutional accountability.

The RFP guaranteed they'd select consultant with beautiful portfolio who'd create governance gaps costing £15,000+ to remediation.

The selection process evaluated completely wrong criteria for nonprofit institutional needs.

Through my nonprofit work building 100+ websites, I've learned that most website RFPs evaluate commercial design capability when they should assess governance infrastructure expertise—the difference between selecting consultant who creates attractive websites versus one who builds institutional accountability architecture.

Why Standard RFP Processes Select Wrong Consultants

Most nonprofit website RFPs follow commercial procurement templates emphasising:

Portfolio quality: "Show us your best work"

‍Cost competitiveness: "What's your pricing?"

‍Timeline efficiency: "How quickly can you deliver?"

Technical capabilities: "What platforms do you use?"

‍References: "Provide three client testimonials"

These criteria make sense for commercial websites where primary evaluation is aesthetic quality and efficient delivery.

They're completely inadequate for nonprofits with £2-5 million revenue facing Board oversight, multi-stakeholder complexity, compliance obligations, and institutional accountability requirements.

What standard RFP criteria actually evaluate:

Portfolio quality (40%):Whether consultant creates visually attractive websites that photograph well in case studies.

What this doesn't evaluate:

• Understanding of stakeholder navigation frameworks
• Compliance verification methodology expertise
• Safeguarding protocol implementation capability
• Board governance documentation architecture
• Institutional accountability infrastructure experience

Cost competitiveness (30%):Whether consultant offers lower pricing than alternatives.

What this doesn't evaluate:

• Whether low cost reflects governance infrastructure elimination
• What's included versus excluded in pricing
• Whether consultant understands institutional requirements driving appropriate investment
• True total cost including inevitable remediation

Timeline efficiency (20%):Whether consultant promises faster delivery than alternatives.

What this doesn't evaluate:

• Whether timeline includes proper governance discovery
• If speed is achieved by eliminating stakeholder consultation
• Whether Board review and approval is accommodated
• If compliance verification is built into timeline

The result: Selection process optimised for choosing consultant who delivers attractive website quickly and cheaply—exactly wrong criteria for institutional governance infrastructure requiring stakeholder navigation, compliance expertise, and Board-endorsed frameworks.

The Governance Expertise Indicators Most RFPs Miss

After 7+ years specialising in nonprofits, I've learned that governance-ready consultants demonstrate specific expertise indicators that standard RFP processes ignore:

Indicator 1: Stakeholder Navigation Experience

What to look for: Evidence consultant has navigated multi-stakeholder nonprofit complexity—beneficiaries, Board, donors, regulators—requiring competing interest reconciliation through governance frameworks.

RFP questions revealing this:

"Describe a project where beneficiary dignity conflicted with donor engagement preferences. How did you navigate this?"

Governance-ready response: Specific example establishing stakeholder hierarchy (beneficiaries first), creating navigation framework within constraints, obtaining Board endorsement of approach, implementing architecture serving both within governance boundaries.

Red flag response: "We create user-centered design serving all stakeholders equally" (doesn't understand governance hierarchy necessity) or "We focus on donor conversion since they fund the work" (subordinates charitable purpose to fundraising).

Why this matters: Demonstrates consultant understands stakeholder navigation is governance infrastructure requiring Board-endorsed frameworks, not design challenge requiring aesthetic compromise.

Indicator 2: Compliance Verification Methodology

What to look for: Specific protocols for verifying WCAG accessibility, establishing safeguarding compliance, demonstrating Charity Commission transparency—not just claiming these are "included."

RFP questions revealing this:

"What's your WCAG 2.1 Level AA verification methodology? How do you document compliance for Board oversight?"

Governance-ready response: Detailed testing protocol (automated tools plus manual review plus assistive technology verification), compliance documentation format, Board reporting approach, ongoing maintenance framework, specific tools and standards used.

Red flag response: "We build accessible websites following best practices" (no verification methodology) or "Accessibility is included in our standard process" (vague claims without specifics).

Why this matters: Demonstrates consultant can prove compliance to funders and Board, not just claim it was done.

Indicator 3: Safeguarding Protocol Implementation

What to look for: Understanding of beneficiary protection in digital communications—consent protocols, privacy frameworks, dignity preservation—especially if organisation serves vulnerable populations.

RFP questions revealing this:

"How do you ensure beneficiary representation preserves dignity whilst demonstrating impact? What consent protocols do you recommend?"

Governance-ready response: Specific consent framework for digital representation, dignity preservation standards, privacy protection protocols, harm prevention review process, removal procedures, age-appropriate approaches for youth organisations.

Red flag response: "We create compelling impact stories showcasing your work" (exploitation framing) or "We haven't worked with safeguarding requirements specifically" (lacks institutional context).

Why this matters: Demonstrates consultant understands safeguarding is governance infrastructure, not content creation guideline.

Indicator 4: Board Governance Integration

What to look for: Experience creating governance documentation architecture enabling Board oversight—not just building websites for staff to manage.

RFP questions revealing this:

"How do you enable Board oversight of website governance? What documentation do trustees need?"

Governance-ready response: Specific governance documentation approach, Board presentation framework, trustee verification mechanisms, decision-making authority clarification, institutional continuity planning.

Red flag response: "The Board approves the design, then we work with your staff" (treats Board as aesthetic approvers, not governance overseers) or "We don't typically involve trustees in website projects" (doesn't understand Board fiduciary duties).

Why this matters: Demonstrates consultant builds infrastructure serving Board governance, not just operational tools.

Indicator 5: Institutional Continuity Understanding

What to look for: Recognition that websites must survive leadership transitions—governance frameworks documented institutionally, not held personally by staff.

RFP questions revealing this:

"How do you ensure website governance survives Communications Director or Executive Director departures?"

Governance-ready response: Governance documentation approach, institutional knowledge preservation, framework documentation enabling new leadership to govern effectively, distinction between institutional commitments and operational discretion.

Red flag response: "We provide comprehensive training for your team" (assumes current staff remain indefinitely) or "The platform is easy to use, anyone can manage it" (conflates technical management with governance).

Why this matters: Demonstrates consultant builds institutional infrastructure, not personal knowledge dependency.

The RFP Structure That Evaluates Governance Expertise

Proper nonprofit RFP should restructure evaluation criteria prioritising governance capability:

Section 1: Institutional Understanding (30%)

Purpose: Evaluate whether consultant understands nonprofit governance context versus commercial design thinking.

Questions to include:

"Describe your experience with nonprofits facing Board oversight, multi-stakeholder complexity, and Charity Commission compliance."

Evaluating: Depth of institutional understanding, not just "we've worked with charities."

"How does nonprofit governance infrastructure differ from commercial website design in your approach?"

Evaluating: Whether consultant recognises fundamental differences requiring different methodology.

"What governance challenges do £2-5M revenue nonprofits typically face that inform your website approach?"

Evaluating: Specific knowledge of institutional context matching your organisational profile.

Section 2: Governance Capability (30%)

Purpose: Assess specific governance infrastructure expertise, not general design capability.

Questions to include:

"Provide detailed WCAG compliance verification methodology including testing protocols, documentation approach, and Board reporting."

Evaluating: Specific compliance expertise with verification mechanisms, not vague claims.

"Describe stakeholder navigation framework you'd establish for organisation serving beneficiaries, Board, donors, and regulators simultaneously."

Evaluating: Governance architecture capability, not multi-audience marketing approach.

"What safeguarding protocols do you implement for organisations serving vulnerable populations digitally?"

Evaluating: Beneficiary protection infrastructure expertise, not generic content guidelines.

Section 3: Process and Methodology (20%)

Purpose: Understand how consultant conducts governance discovery and Board engagement.

Questions to include:

"Describe your stakeholder consultation process. How do you engage Board, executive leadership, programme staff, and external stakeholders?"

Evaluating: Governance discovery methodology, not just user research.

"How do you establish Board-endorsed governance frameworks before design begins?"

Evaluating: Whether Board governance is architectural foundation or afterthought approval.

"What governance documentation do you deliver enabling institutional continuity?"

Evaluating: Whether frameworks are institutionalised or personally held.

Section 4: Portfolio and Experience (10%)

Purpose: Verify relevant governance infrastructure experience, not just attractive design.

Questions to include:

"Provide three nonprofit examples where you addressed governance infrastructure challenges. Explain stakeholder navigation, compliance verification, and Board oversight approaches."

Evaluating: Governance work, not just visual design quality.

"Include one example where initial discovery revealed governance gaps requiring different approach than client expected."

Evaluating: Whether consultant identifies institutional needs versus executing whatever client requests.

Section 5: Investment and Value (10%)

Purpose: Understand what's included in pricing and whether consultant can justify institutional investment to Board.

Questions to include:

"Provide detailed pricing breakdown showing governance discovery, stakeholder consultation, compliance verification, safeguarding protocols, and Board governance documentation."

Evaluating: What's actually included versus eliminated for lower pricing.

"How would you justify this investment to our Board as governance infrastructure rather than design expense?"

Evaluating: Whether consultant can articulate value in Board-appropriate terms.

"What governance gaps would remain unaddressed if we reduced budget by 30%?"

Evaluating: What gets eliminated at lower investment—design refinement or governance infrastructure.

The Reference Check Questions Most Organisations Don't Ask

Standard reference checks ask about timeline, communication, professionalism. These miss governance expertise assessment:

Governance-focused reference questions:

"Did the consultant identify governance gaps you hadn't recognised? Give examples."

Reveals: Whether consultant brings governance expertise versus executing client specifications.

"How did the website improve Board oversight capability? What governance documentation did you receive?"

Reveals: Whether Board governance infrastructure was actually delivered.

"Can you verify WCAG compliance through consultant-provided documentation? Has your Board reviewed this?"

Reveals: Whether compliance was verified or just claimed.

"How did the consultant navigate competing stakeholder interests? Did they establish governance framework the Board endorsed?"

Reveals: Stakeholder navigation capability beyond design compromise.

"If your Communications Director left tomorrow, could new leadership govern the website effectively using consultant's documentation?"

Reveals: Whether institutional continuity was achieved.

"What governance infrastructure would you have missed if you'd selected cheaper consultant?"

Reveals: Value of governance expertise versus budget minimisation.

The Budget Evaluation That Reveals True Cost

RFPs evaluating cost competitively often select consultants whose low pricing reflects governance infrastructure elimination:

Beyond headline pricing, evaluate:

What's included in each proposal:

• Governance discovery and stakeholder consultation
• Board presentation and framework endorsement
• Compliance verification with documentation
• Safeguarding protocol implementation
• Governance documentation for institutional continuity
• Ongoing compliance maintenance framework

What gets eliminated at lower price points: Consultant A (£8,000): Visual design and technical implementation only. No governance discovery, stakeholder consultation, compliance verification, or safeguarding protocols.

Consultant B (£18,000): Complete governance infrastructure including discovery, Board engagement, compliance verification, safeguarding implementation, documentation.

True cost comparison over 3 years:

Consultant A: £8,000 + £4,500 accessibility remediation + £6,000 stakeholder navigation rebuild + £3,500 safeguarding protocols = £22,000

Consultant B: £18,000 total (governance infrastructure prevents remediation costs)

The "expensive" consultant is actually cheaper when accounting for governance gaps requiring remediation.

The Questions That Expose Governance Understanding Gaps

When evaluating RFP responses, these questions consistently reveal whether consultant understands institutional governance:

"Can you articulate why our Board should approve this investment in governance infrastructure terms, not design quality terms?"

If consultant can't explain institutional value beyond aesthetics—governance understanding is superficial.

"How would you handle situation where beneficiary dignity preservation conflicts with donor engagement optimisation?"

If answer is "balance both equally" or "prioritise donors as funders"—doesn't understand governance hierarchy necessity.

"What governance documentation would you provide enabling our Board to verify we're meeting fiduciary duties around website oversight?"

If answer is vague or focuses on design deliverables—doesn't understand Board governance needs.

"How does your pricing reflect governance infrastructure work versus visual design work?"

If can't distinguish costs—governance isn't separate expertise, just design add-on.

The Blueprint Audit Before RFP

This is why organisations benefit from Blueprint Audit before issuing RFP—it defines governance requirements consultants should address.

What Blueprint Audit provides for RFP process:

Governance requirements specification: Clear documentation of stakeholder navigation needs, compliance obligations, safeguarding protocols, Board oversight mechanisms—enabling RFP evaluation of whether consultants can actually address institutional requirements.

Budget justification framework: Board-endorsed governance priorities enabling appropriate investment authorisation rather than arbitrary budget constraints forcing governance infrastructure elimination.

Evaluation criteria development: Specific questions assessing governance expertise rather than generic design capability, weighted appropriately for institutional needs.

Consultant briefing documentation: Comprehensive background enabling consultants to propose governance solutions rather than generic website approaches, improving proposal quality.

Decision-making framework: Clear criteria for consultant selection aligned with governance priorities rather than aesthetic preferences or cost minimisation.

Investment:£2,500 Blueprint Audit defining requirements before consultant selection prevents expensive mismatch.

The Core Insight

Standard website RFP processes evaluate design portfolio quality, cost competitiveness, and timeline efficiency—completely wrong criteria for selecting governance infrastructure consultants.

Nonprofits with Board oversight, multi-stakeholder complexity, compliance obligations, and institutional accountability need consultants who understand governance frameworks, verification methodologies, safeguarding protocols, and Board fiduciary duties.

The selection process should evaluate governance expertise indicators—stakeholder navigation experience, compliance verification capability, safeguarding implementation, Board governance integration, institutional continuity understanding.

When RFPs restructure evaluation criteria prioritising governance capability (60%) over portfolio aesthetics (10%) and cost (10%), they identify consultants who build institutional accountability infrastructure rather than attractive websites creating governance gaps.

The consultant with beautiful portfolio and competitive pricing who lacks governance expertise will cost you £15,000-£25,000 in remediation over 18-24 months. The consultant with governance infrastructure expertise whose pricing reflects that specialisation saves you those delayed costs whilst building Board-endorsed accountability architecture.

Your RFP evaluation criteria reveal whether you understand the difference.

Need governance requirements definition before issuing website RFP? The Blueprint Audit provides Board-endorsed specifications, evaluation criteria development, and consultant briefing documentation ensuring RFP identifies governance-capable consultants. £2,500 for requirements framework preventing expensive consultant mismatch.

Learn more about the Blueprint Audit

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Further reading:

• Planning timeline
• Blueprint audit before rfp
• Governance requirements
• Rebuild vs remediate

What Selecting the Right Consultant Changes

Organisations that run a rigorous RFP process — evaluated against governance criteria, not just portfolio aesthetics — describe a project experience that is fundamentally different from those that chose on price or visual appeal. Scope is clearer. Disputes are rarer. Handover is complete. The site that's delivered reflects the brief that was written rather than the interpretation the agency preferred.

The consultant selection process is the highest-leverage decision in any website project. It determines not just the quality of the deliverable, but the quality of the experience getting there — and how much of the organisation's time and energy the project consumes along the way.

Q1: What should a nonprofit website RFP include?

A well-constructed nonprofit website RFP should include: organisational background and strategic context, primary stakeholder groups and their website needs, the specific problems the current site has, technical requirements including accessibility standard, performance targets, GDPR compliance approach, and integration requirements, content governance requirements and the CMS capability needed, budget range and timeline, post-launch support and training expectations, and documentation deliverables required at handover. An RFP that specifies only aesthetic requirements will attract agencies that compete on design rather than governance capability.

Q2: How do you evaluate web agency proposals for governance expertise?

Look for agencies that respond to governance requirements in their proposals — not just portfolio aesthetics. Governance-competent agencies will address: how they approach accessibility compliance from the build stage rather than as a retrofit, what their handover documentation includes, how they configure CMS for non-technical team management, what their post-launch support model is, and how they manage scope changes. An agency that responds with mood boards and a project timeline without addressing these questions has not read the brief carefully.

Q3: What questions should a nonprofit ask web agencies during selection?

Key questions: Can I speak to a nonprofit client you've worked with for two or more years post-launch? What does your handover documentation include? What will our team be able to manage independently after training? What is your accessibility testing process and at what stage does it happen? How do you handle the discovery of compliance failures during build? What are your standard support response times? What happens to the project if a key person on your team changes? These questions reveal how an agency thinks about governance, not just building.

Q4: How important is nonprofit sector experience when selecting a web agency?

Sector experience is valuable but not the only relevant criterion. An agency that has worked extensively with nonprofits understands the multi-stakeholder complexity, governance documentation requirements, funder due diligence needs, and content governance challenges that distinguish nonprofit from commercial work. However, a technically excellent agency with strong governance processes and a willingness to understand the sector can deliver better outcomes than a sector specialist whose processes are weak. Assess process quality alongside sector knowledge.

Q5: What is a governance-ready web consultant?

A governance-ready consultant is one who understands that the website's primary function for an established nonprofit is institutional accountability rather than marketing conversion. They treat documentation as a primary project deliverable rather than an afterthought. They configure the CMS for organisational independence rather than agency dependency. They include accessibility compliance as a non-negotiable standard rather than an optional extra. And they approach the post-launch handover with the same care as the build — because the build is only valuable if the organisation can manage what was built.

Q6: Should a nonprofit use a procurement process to select a web agency?

Yes, particularly for significant investments. A structured procurement process — brief, RFP, proposal evaluation against defined criteria, shortlisting, presentations, selection — produces better outcomes than selecting on the basis of a recommendation or a single agency relationship. It creates a documented basis for the selection decision, ensures multiple approaches are considered, and gives the selected agency a clearer brief because the organisation has thought more carefully about its requirements during the process.

Q7: What contract terms should a nonprofit include when engaging a web agency?

Contracts should specify: that all credentials are transferred to the organisation at project close, that documentation is a deliverable with defined scope, that the CMS is configured for staff management without developer intervention, that source code and assets are transferred on project completion, that a training programme is included in scope, that accessibility compliance is tested against WCAG 2.1 AA before acceptance, and that a post-launch support period is included. Contracts without these terms typically produce handover failures that cost more to remedy than the contract provisions would have cost to negotiate.

Q8: How do you assess a web agency's accessibility competence?

Ask: how do you test accessibility during the build process (not just at launch), which accessibility testing tools do you use, have you worked with disabled users in your testing process, can you show examples of accessibility reports for previous projects, and what is your process for resolving accessibility failures identified after launch? An agency that treats accessibility as a final-stage checkbox rather than a design principle will produce a site that passes automated testing but fails manual and user testing.

Q9: What red flags should a nonprofit watch for when selecting a web agency?

Red flags include: no clear process for post-launch handover and training, reluctance to specify what documentation they will provide, proposals that respond primarily to aesthetic requirements while ignoring governance requirements, inability to provide references from nonprofit clients more than 18 months post-launch, pricing that excludes testing, documentation, and training as separate line items, and lack of familiarity with WCAG compliance testing processes. Each of these signals an agency that builds for launch rather than for longevity.

Q10: How should a nonprofit manage the agency relationship during a website project?

Treat the agency relationship as a governance matter, not just a communications project. Establish a project governance structure with defined decision-making authority before work begins. Review every milestone delivery against agreed specifications rather than accepting agency assurances. Escalate concerns in writing so there is a documented record. Test accessibility and performance at each stage rather than only at launch. The communications team manages the relationship day-to-day; senior leadership or a project board provides governance oversight at key milestones.