Ultimate Guide to Successfully Run Software Development RFP

sample rfp for software development

You can use it as a sample to describe your project

and company to find the best vendor to tackle your tasks. Learn about how to prepare RFP for IT projects and more in today’s

article. Softermii will guide you through this process by leveraging its

eight-year experience in software development. A request for proposal is an opportunity to advocate for your needs. Properly written RFP helps quickly uncover the strengths and weaknesses of a potential vendor in relation to your project. Moreover, you can both check the expectations of each other and evaluate mutual satisfaction.

The answer is that it depends on both the size of your project and your team’s size. It can be the project manager along with any of the experts (or teams) at your company that will later be involved in evaluating the proposals and, eventually, in the project itself. So make sure you don’t forget to include anyone who’ll play a key role. It would be good for the person who prepares the query to know the methodology of AGILE work because this is how software houses work most of the time. Sometimes, customers rely on the other side for budget proposals, but still, experts recommend including this info in the RFP.


Giving a price range or a more detailed budget (if possible) is critical. This enables vendors to determine whether it is possible to accomplish the project within the proposed time and budget. Additionally, some companies might end up helping you reshape your project to match your budget. They can reprioritize the work, exclude non-essential elements, or scale them later.

An RFP document provides an at-a-glance view of all the features and functions that are important to your business and that you need the software solution to cover. The template can be easily shared with different stakeholders and departments to get their take on the needed features and with vendors to show their level of support for each feature listed. For a startup, the cost of software development might be the major factor when selecting a vendor.

How to use a Software Development Proposal Template?

A brief introduction that includes the current state of the product, whether it’s still an idea, a prototype, or a working solution. This part should include a brief explanation of where you are, where you want to be, your business needs, main pain points, and issues that you want to be addressed in the project. When initial research is being conducted to identify potential vendors and their capabilities for a project.

sample rfp for software development

It’s also difficult to find papers by specific authors or papers that pertain to specific disciplines. We’re experts in developing Custom Software Solutions for the Logistics Industry. Our work offered a whole new and more efficient way for Logistics companies to manage their crucial operations. A server side programming language known for its ease of use and speed of development.


Done correctly, a compelling RFP attracts quality vendors and minimizes the pitfalls, so you get products that bring tangible results to your organization. Point of contact

When vendors review the requirements, they may have additional questions to clarify the project specification. Therefore, note the contact information here (name, their position, email, phone) for stakeholders to submit proposals and communicate conveniently with your business. Once you’ve discussed all the details with stakeholders, employees,

technical experts, and experts in RFP writing, it’s time to start

creating this document directly. Let’s consider this process step by

step using our template as an example.

RFP is issued to get bids for the project fulfillment from potential service providers. If your company has some project that you’d like to outsource to another company, an RFP can help you find a suitable vendor and get the job done correctly and on time. A request for proposal (RFP) for software development is a formal document outlining your requirements and expectations. It’s used to request proposals from various software vendors that you’ve shortlisted for your project.

This will ensure a smooth workflow between your vendor’s team and your team. You should always list down the infrastructure requirements that your project will need and gauge your vendors on the kind of infrastructure they have. In this section, https://forexhero.info/ we will discuss how your software projects shall be managed by the vendor. Which information is mandatory and what is crucial for you to make a decision. You may have some requirements regarding the form or order of the components.

Templates can be helpful for quickly creating your RFP from scratch, as they already contain all the required fields that just need to be filled out. Here is an example of a software development proposal template request. Regarding how to write RFP for software development, there are generally no

significant changes for 2022 and 2023. You have a typical structure of this

document and follow it step by step.

Then, search out template ideas that can help you start drafting. Sometimes, an RFP is confused with a Request for quotation (RFQ) or Request for information (RFI). But in fact, RFQ and RFI are subsets of RFPs representing the first level of proposals to resolve a business problem or project need. Want to write an RFP professionally but need more clarification? Relevant experts will guide you through every step in the RFP process by leveraging our nine-year experience in product development.

Innovations for the RFP in 2022–2023

This will help vendors to understand not only your project but your vision. After a few suppliers (or it can also be a one) reply with some general information, you can gather more details about your project and state your dreams/objectives more specifically. Software development companies use RFP when a project is sufficiently complex, requires a great deal of technical information, and demands hard data for analysis and comparison. It is used more rarely (and not advised to) when projects are too obvious to perform and all issues can be clarified in frames of traditional meetings. You should be aware of how you will be informed about reaching each milestone during the development process. Jira, Slack, and Trello are examples of the most popular software to reach that goal.

Thus, the concept of Request For Proposal for software development came into being. With the pervasiveness of the internet, it is safe to say every company has to become a software company now. Outsourcing software development has become a norm not just because it saves costs but also because it lets you focus on your core business activities. However, the challenge is to find the right offshoring partner for your business. Provide a description of your project with details about the current, potential challenges, and requirements of potential vendors.

  • For hospitals, successful strategic planning often requires an outside perspective.
  • A section presenting technical requirements is a useful addition to any RFP document but it is optional.
  • It is common that the same team that creates RFP later is involved in evaluating potential partners and shaping the future of the project.
  • This can help create clarity of vision for potential vendors and open opportunities for questions and value-added suggestions.
  • As a rule, this problem can be solved by going through the steps of pre-qualification and selection.

Remember as well that a detailed RFP can help reduce the number of responses you have to wade through. Vendors who aren’t qualified won’t bother (ideally!), so you’ll face a smaller pile of good proposals rather than a larger pile that includes bids that are less than ideal. An honest assessment will give software vendors the perspective they need to articulate their value and identify parts of your product that they might not have experience in. Whether you’re looking for new software or selling helpful solutions, RFPs provide a structured way to exchange information.

Each one aims to narrow down your options and help you compile a list of the most suitable vendors. The value of RFP for software development is undeniable in today’s competitive environment. It has become a tool for identifying and establishing partnerships with a strong software company like Relevant. Once the response window closes, compare your shortlisted vendors to make a choice.

The goal of an RFI is to provide companies with an overview of the vendor’s abilities and resources to help them in the decision-making process. One company can rfp software development select several vendors and then send them an RFI. We provide companies with senior tech talent and product development expertise to build world-class software.

According to Forbes Technology Council, one of the most common reasons software projects fail is unclear requirements. Given that, when it comes to seeking out a quality software vendor, businesses need to clearly articulate their requirements in detail from the very early stages. An effective RFP promotes transparency, objectivity, clear requirements, and risk reduction. It also enables potential software development providers to collect all the essential information required for submitting the proper bid or consultation. The more clearly you describe your requirements, the more accurate the received technical solutions will be. For businesses looking to solicit bids from software development companies, a request for proposal is an essential document that should be assembled before you reach out to vendors.

Next, you need to outline the requirements that the finished product must meet accurately. The customer companies can combine these papers with requests for quotations (RFQs) to make the best business decision about a candidate. These documents allow them to compare price offers and providers’ services visually.

The following chart shows four steps in a standard request for proposal process. A company’s description

Include a short history behind your company, information about your products or services, and how you create values and uniqueness against your rivals. When you’re doing project research, you aren’t sure about your needs or new in the industry, even when you’re building a pool of vendors to choose from later.

Usually, it takes 1 to 3 sentences to formulate the main idea of the project. It is essential to share dates for key steps in the proposal process, including confirmation of interest and proposal submission dates. If relevant, include details on your current process and expectations of what the process should look like after the project is complete. Before starting, you may not know all the specific technical requirements, but you have to figure out as many details as you can in advance. Describe the technologies you’d like to use, the equipment, IoT devices that should be integrated, etc. To make it easier for you, we have prepared a brief description of them with software development RFP examples from real Cleveroad cases.

It’s also helpful for choosing the

best IT company to do the dev job. Specifically, you need to list the software infrastructure requirements,

functional design, and software development stages and the prerequisites for

each. It’s also vital to specify the requirements for project management

(PM tools and preferred methodologies) and clarify the tasks for QA

specialists. Set a timeline for each step of writing an RFP, so everyone will be aware of what’s to expect.

Aside from the product manager, it can be the product owner, project manager, or business analyst. We, at SPD Group, have created a series of materials that would allow CEOs and CTOs of companies as well as entrepreneurs to find a perfect match for a software development partner. We explained How to Leverage Offshore Software Development in 2021, How to hire a dedicated development team, and others, sharing with you insights based on our own experiences. Provide a set of criteria for evaluation appropriate for your app project needs before selecting an outsourcing IT vendor. A clear criteria list allows app development companies to highlight their relevant expertise, technical skills, experience, and offerings. This list will also show your seriousness about and diligence in your consideration of vendors’ proposals.

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This structure contains all logical segments and a detailed explanation. As practice shows, all of these components will eventually help you in case ‘Hey, you didn’t tell me I need to do this because there wasn’t included in an RFP’. Give clear examples of what should be automated in your software so that users do not have to take any actions to get the needed result.

This banking services RFP from the County of Lapeer, Michigan has a wide range of insightful questions and clear vendor qualifications. Uniquely, for county procurement projects, the proposals must be submitted by email rather than hard copy. The County of Caroline, Virginia created this sample RFP for engineering services to find the right vendor for a three-year contract. Indeed, the document specifies the county’s engineering needs including responsibilities throughout research, planning, design, negotiation and construction phases. Each phase is broken down into bullet points with detailed responsibilities. The town of University Park’s RFP for a communications consultant includes a number of requested services.