The Ultimate Guide to Executing A Successful Software Development Request For Proposal (RFP)


The Forbes Technology Council claims that insufficient requirements frequently lead to the failure of software development projects. Therefore, before looking for a software development company that is appropriate for your project, you must identify and describe your requirements as clearly as possible.

That is why we need the software development request for proposal (RFP) at this very first step. A successful RFP document must be transparent, objective, and detailed in its requirements. It will help your potential software development providers to gather all the necessary information to offer the best proposal.

Additionally, a well-written RFP could lay the foundation for the success of your whole project by outlining goals, expectations, and a timeline.

In this article, S3Corp. will explain what RFP is, outline the crucial components of an effective RFP for software development, and offer practical tips for creating a winning RFP document.


Software Development Request For Proposal

What Is RFP For Software Development?

RFP stands for Request for Proposal. It is the formal and first document you create to define the criteria and expectations of the software projects. Hence, you can get the proper solutions and bids from the potential software service providers who can provide the software development solutions that fit your requirements.

A good software development RFP will specify all critical information about the project, such as project goals, technical requirements, a timeline for delivery, the scope of work, budget, and other characteristics, among other things.

And well-crafted RFP for software development will become a significant step in your decision-making procedure and assist you in receiving perfect proposals that may eventually produce better achievements.

Why Do You Need a Request for Proposal?

Shortly, the goal of a request for proposal (RFP) is to provide you with a shortlist of potential software development companies from which you may evaluate bids and strategies to choose which one is appropriate for your project.

Furthermore, it will set the tone for the whole project development process and build a shared understanding of the requirements, ensuring profitable and mutually productive collaboration with a software development partner.

Benefits of a software development RFP

So far, the RFP has become a significant milestone for the entire software development process. Hence, a well-prepared RFP may benefit your project by providing the following benefits.

A crystal-clear project visions

Writing a good RFP might take a lot of time and effort to put all information together, yet, it allows you to have a deeper understanding of your product and what you want to achieve.

Besides that, your potential partners will have a better opportunity of analyzing and provide accurate quotes for the entire product.

Higher chances of discovering the ideal partner

A well-written RFP for software development can assist you in identifying a suitable partner who can help you achieve your goals.

You have a higher chance of receiving qualified bids with an effective solution if you provide detailed project information. That way, you can see which one best matches your requirements and budget.

Saving time

A comprehensive RFP can help you and your potential partner save time by focusing on the most critical elements of the project and, if necessary, making necessary changes.

The more information you include in the RFPs, the fewer significant issues you may encounter during the development process.

Getting realistic estimation

The RFPs document might help your potential partner quickly comprehend the idea of the project and offer you accurate project estimates.

A good RFP will provide your partner with a framework to readily examine and analyze, allowing them to present you with an appropriate timeline, scope of work, and accurate bids based on the requirements.

Who should write an RFP?

Depending on the nature of the business and size's project, or even the budget for the company, the person who writes the RFPs document might be an individual, a team consisting of key stakeholders, project managers, specialists, the product owner, or the business analyst.

Yet, there are usually primary writers, requiring them to be acquainted with the Agile or Scrum software development methodology and have a thorough understanding of the project, especially if they are strong decision-makers. It is because, in most cases, the same persons are eventually engaged in evaluating bids and the project itself.


How to Write a Software Development RFP? (10 Essential Components of RFP for Software Development)

There is no one-size-fits-all structure or list of rules for what to include in an RFP. However, there are a few essential components that you should consider to help you make an informed decision.

In other words, it will assist you in identifying a qualified software development partner while providing your partner with sufficient information for their estimation.

The following here are ten essential components of standardized RFPs for software development.

Project Overview

A quick overview of your project will enable your partners to decide whether they can handle your project and whether this is worth bidding on or not.

Therefore, it should cover the current status of the product (whether it is just a concept, a prototype, a functional solution, or an enhancement of the existing products), the needs of your company, essential pain points, and the challenges you want to tackle within the project.

When describing your project and outlining your demands to your vendors, strive to go straight to the point by providing concise yet thorough information.

Company Description

This section will provide a comprehensive description of your company to potential vendors.

The information will change based on the project. However, the following are some general considerations.


  • -The background of your business and its history
  • -The mission of your and the nature of your business
  • -The products and services you provide
  • -Your target audience
  • -What kind of value do you bring to the market?
  • -The competitive landscape of your business, including information on who is your competitors, how they perform, etc.


The more thorough you are, the more your software development partner will understand your business and its market demands. Hence, they may be able to provide a better solution to fulfill your goals.

Technical Requirements

This section can be challenging for you if you are not a technical person. Yet, it is a must-have in the RFP document that you should describe it as clearly as possible.

The main idea of this part is to let your partners have an overview of the technical details. As a result, try your best to describe the crucial technologies you need for the project to succeed or how you think the product should function. If possible, try to provide wireframes or mock-ups of the app's interfaces and pages.

Below are the key points you might need to consider to describe your technical requirements.

  • -Your existing information technology infrastructure
  • -The devices or platforms on which it will operate.
  • -Accounts and permissions for users
  • -The software you're using now (if any)
  • -Customer and user accounts
  • -Demands for accessibility
  • -Expected expansion in terms of scalability


Project Goals

You might have to include your goals (including any long- or short-term goals) along with a clear description and essential information regarding your project.

Knowing this detailed information will enable your partners to understand what they should and will do to help you reach your goals.

Project Scope

This section covers all critical information since your prospective partners will rely on it to estimate and deliver precise bids. Below is a checklist to cover while discussing the project scope.

Project management requirements

Project management requirements will specify how your software vendors will handle your projects.

The following requirements can be part of that:

  • -Communication strategies, such as scheduling, methods, channel, platform
  • -Software development platforms
  • -Methods of testing
  • -Methods for developing and delivering software
  • -Tools for managing projects
  • -Software development methodologies
  • -Structure of the development team (ascertain the domain experts, UI/UX designers, software developers, project managers, business analysts, and other positions in the team)
  • -Software development model (dedicated teams, team extensions, project-based models, unique hybrid solutions, etc. are examples of this)


The more you highlight and clarify this point in your RFP paper, the fewer obstacles you may encounter during the development process.

Product requirements

The ultimate shape of your software product will depend on how well you define the requirements for your product. For your vendor to comprehend this section better, you might need to include some high-level user stories here.

You don't have to include all of the user stories in the RFP paper, but you should at least try to emphasize a few of them.

Here are some questions to consider while defining the requirements for your product:

  • -What kind of user experience can we expect?
  • -What procedures are going to be automated?
  • -What are the essential entity data for each product component?
  • -Do any processes have a non-compensable component?
  • -How would the solutions you want to create help you to fulfill your company goals?
  • -Are there any disadvantages with your current solution? What are they, if any?
  • -Which consumers do you want to reach?
  • -What can the product do?
  • -What detailed information does each part of the product contain?


Functional requirements

Make a list of the specific features your project must have to be considered accomplished. You can discuss either the low-level specifications, which will go into detail about the ultimate product, or the high-level requirements, which are more general about the project.

Yet, you may inquire your vendor how each of those functional requirements will impact the user experience of the software project, regardless of whether you choose a low-level or high-level one.

Remember that functional requirement is the concept of what you want to accomplish. It does not involve the details of the process of building your project.

Security and infrastructure requirements

To maintain project security at all development lifecycle, list the IT infrastructure needs for your project, including any software and hardware.

Your RFPs document may need to mention the following elements for your IT infrastructure and security needs.

  • -Regularly checking the infrastructure
  • -Installation of reliable anti-malware software
  • -A trustworthy data security system
  • -A clear and concise NDA documents
  • -Adopting good security practices such as securing customers' IP
  • -Data security systems that are safe and periodically updated and also subject to -penetration testing


Quality Assurance

Quality assurance is a crucial part of the software delivery process that increases the chances of receiving an appropriate final product. You should include and clarify the following specifications for your RFP software development to get the expected results:

  • -The vendor's testing methodology, strategies, and tools.
  • -How will the vendors modify the testing procedure to suit your project?


Timeline for Response

In this part, you should provide a reasonable timeframe for the project's execution after outlining its goals and general scope.

Giving your partner enough time to analyze your project requirements can increase your chances of getting accurate bids and ensure that the final product meets your objectives.

Additionally, it would be preferable for your potential software development company to evaluate how the project fits into its schedule to gather the essential resources before the deadline.

Based on how challenging your project is, you can emphasize the main points and set different timelines for each stage of the proposal submission procedure.

Here is a suggestion for a brief schedule you should request from your vendors.

  • -Date the time you schedule a call with a team
  • -The expected delivery date for the detailed proposal
  • -The deadline for submitting official proposals
  • -Date for informing the chosen candidates
  • -Dates of the final interviews
  • -Expected project launch date
  • -Timeline for first vendor interviews or Q&A sessions
  • -Date by which vendors must provide formal responses


Budgeting Limitations

When mentioning the budget, you may prioritize the lowest bid. However, it is advisable to be as transparent as possible and includes a range in the RFP document based on your budget.

Even so, express your willingness to negotiate if needed. It will prevent your qualified vendors from withdrawing their bids.

In addition, you must define your planned budget, specifying whether you choose fixed prices or agile development, which adapts to changing requirements during the process.

Clearly outlining your project cost goals will help avoid misunderstandings and proposals from vendors that do not match your financial requirements.

Guidelines For Vendors And The Bid Structure

It could be challenging for you to select the best proposal after receiving several quotations from various vendors.

Therefore, try to simplify the evaluation process by establishing a structure in which all vendors must deliver their bids.

Here is an idea of the kind of information you should demand from vendors.

  • -Name and history of the company.
  • -The location of the software provider
  • -Preferences for project management
  • -All of the software projects they have previously done
  • -The backgrounds of the various team members
  • -A thorough cost breakdown
  • -The main project plans.
  • -A post-development strategy for training and support
  • -A vision for the software product
  • -The vendor's preferred development approach, analytics, and key performance indicators
  • -Client References, if any
  • -Any recommendations


Potential Barriers

Making a list of your prospective obstacles could be a great idea. Knowing about these shortcomings will give a more accurate picture of what you need from a provider and help your vendors decide whether or not they can plan and manage those difficulties.

Some potential obstacles that may occur throughout the software development process include the need for infrastructure updates, the demand for more personnel, the requirement for various technical skills, potential financial difficulties, and so on.

The more clearly you define and illustrate these barriers, the fewer issues you may have during the software development process.

Contact Information

You can easily skip this section. Yet, after an RFP document, let your potential contractors know how they can reach you or who they can contact if they have any additional questions about the project during their analyzing time. Ideally, this individual should be the curator of the RFPs document.


Software Development Proposals

How To Create A Winning RFP: Practical Advice

The primary objective of any RFP document is to identify a qualified software development partner who can fulfill your requirements at reasonable bids. Here are a few helpful tips that may be useful to you when you begin the search for a suitable vendor for your project.

Provide as many details as you can

You should provide as many details as you can in the RFP document. It will save both parties time.

With insufficient information, you and your vendors could not be clear on your goals and might keep asking you the same questions.

Additionally, your vendors may be unable to submit realistic bids for your project.

Therefore, to get reasonable quotations from vendors, try to be as straightforward, honest, and transparent as possible.

Knowing Your Top Requirements

There may be several requirements in RFPs, including technical specs, deadlines, project scopes, and goals.

However, in each part of the RFP document, you should decide which features or requirements are essential and which are optional.

Consider narrowing your list of requirements to those that will be most valuable and beneficial to your goals.

Avoid Focusing On A Potential Solution

It is advised not to overemphasize a potential solution in your RFP document. Briefly summarize your concerns without providing too much information regarding the solutions.

Allow your vendors to propose solutions that may be considerably more effective than those you may have for your project.

Straight To The Points

It's critical to keep the RFP paper simple. The more you complicate your proposal or use too much professional terminology and acronyms, the more your vendors will become confused and struggle to comprehend what you want.

Hence, eliminate jargon and get to the point in every component of the RFP structure.

Avoid inviting too many vendors.

Having multiple vendors with whom you may compare and evaluate proposals seems tempting.

However, sending out too many RFPs for software development projects at once is not advisable. It will overwhelm you with bids and leave you unable to decide which is the best.

Therefore, give yourself enough time to carefully choose and make lists of your prospective partners who may fulfill your primary requirement.

Be Patient And Give Them Time

Depending on the project's size and complexity, your partners could require little extra time to provide precise and reasonable bids.

So, if there is a deadline, be mindful not to send the RFP just before it is due. Ensure that your partners have enough time to thoroughly examine and analyze your project before they send you a reasonable bid.

Provide some or all visuals.

In the RFP document, you should add as many mock-ups or graphics of your envisioned future product as you wish. It will give your partners a basic understanding of your project, enhancing transparency and clarification. If you provide a more detailed description of your project, the responses will be more valuable.

Do Not Simply Search For The Lowest Bid

In any case, this may sound appealing and apparent. However, in most cases, if the lowest bids are your only concern while looking for software development partners, you can probably end up paying more overall while getting products with far worse quality, fewer functionalities, and a slower development process.

To reach your aims, you should thus place more emphasis on your product's features and functions than on its pricing.

Never settle for the lowest option; instead, search for a reasonable cost with appropriate solutions.

Proposals Format For Vendors

You might prefer to utilize the same proposal structure while receiving bids from several vendors. It will make it easier for you to compare and analyze quotations, allowing you to decide more quickly.

Hence, create and offer your potential vendors a ready-to-fill form so they may add further reference documents as necessary.

Bottom Line

The process of preparing an RFP paper could appear unclear anyway. However, if you want to establish a positive and long-term partnership, this activity is a "must-do."

A well-written request for a proposal paper will make it clear to the vendor what you need and how dedicated you are to making it succeed.

There is no rigid template or one-size-fits-all structure for creating an RFP for software development. However, the information presented above has given you ideas for how to write an RFP that will support you in identifying the appropriate one for your project.

The two crucial elements of any RFP you should keep in mind are the project scope and the technical requirements. Make it as detailed as possible. You might save a lot of time and have a higher chance of receiving high-quality proposals.