Tips for Writing an RFP for Your Software Development

Request for proposal
If you want to build software with an outside company and believe that a request for a proposal is out of date, you should read this post.

So, what exactly is an RFP (Request for Proposal) – and why should you send one?

You’ll usually create a request for a proposal when you’re seeking a vendor or a service development company. If you’re looking for a software company to help you build a software product or platform, the RFP will help you choose the right one. Your project’s specifics, however, will be outlined in this document. Companies that respond to an RFP will provide you with proposals and quotes. You will also get information on whether time & material billing or fixed price billing works better for you. The RFP’s primary goal is to compare bids and action plans from multiple software development businesses using as many details as possible. Your software development RFP template can also help you identify project management components that you may not have previously explored or recognized.

Who usually creates a Request for Proposal (RFP) for a software project?

Well, the answer depends on the scope of your project and the size of your team. The project manager or any of your company’s professionals may be reviewing bids and, eventually, working on the project. Remember to include anyone who will have a significant impact. Don’t forget to include anyone who plays a vital role in your project management. The person preparing the query should be familiar with AGILE or SCRUM planning methodology. And this is how most software companies operate.

Request for Proposal Template – 5 Components of a Full Software Development RFP

Project Overview

Outline the project and the contents of the documents so that the vendor knows if this is something they want to do after reading it. Remember, this is not an academic essay, so instead of writing long sentences to meet the character limit, get to the point as quickly as possible.

Describe Your Project Goals and Target Users

Describe the project’s goals and who the target users/customers are. Consider it an excellent opportunity to set your objectives and target market (another reason why writing an RFP for software development is- useful).

Know the Technical Requirements

Any technical aspects that are essential to the project are listed here. Make careful to include details such as:
  • Your existing IT infrastructure.
  • Other apps/platforms with which the software must integrate
  • Devices and systems with which the software works.
  • Accounts for users.
  • Accessibility.
And much more.

Timeline for Deliverables

You will likely have a deadline; list it here, along with deadlines for each stage of the project management process you described previously. Prepare to haggle, and this is critical because it will determine if the RFP for software development business can fit the project into its timeline or if additional resources are required to meet the deadline.

Budget Constraints

Include the budget. Also, be ready to select whether you want a fixed fee or agile development, which means the requirements may vary throughout the process.

What characteristics do you look for in an RFP for software development company?

Do you have any specific selection criteria? May be you’re looking for specialized knowledge or a particular project management approach. Is it possible that the location/time zone makes a difference? Just make a list of all of them. Make it abundantly clear who you’re looking for, and the final decision will be much easier.

So, What Next?

Instruct vendors on who to contact with any questions and how to deliver the request for proposal. Don’t forget to include the deadline!