The Essential Developer Skills Every Company Needs

When a company needs to develop custom software or acquire a tech solution, it’s essential to find the right provider. One key tool for doing this is the RFP (Request for Proposal). A well-structured RFP not only communicates your needs clearly, but also allows you to compare providers on equal terms.

In this guide, we explain how to create an effective software RFP, what it should include, and why it’s so important to ensure the success of your investment.

What is an RFP?

An RFP (Request for Proposal) is a formal document a company issues to request detailed proposals from potential vendors. In the context of software development, an RFP describes the business needs, technical and functional project requirements, timelines, budget, and proposal evaluation criteria.

Why is an RFP important?

• Clearly defines your needs and avoids misunderstandings
  
  
• Enables objective comparison between different proposals
  
  
• Increases your chances of choosing the right vendor
  
  
• Saves time on meetings, emails, and poorly aligned quotes
  
  
• Communicates professionalism and seriousness to providers
  
  

Key Elements of a Software RFP

1. Company Introduction

 Include a brief description of your organization, mission, industry, size, and project background. This helps vendors understand the context in which you operate.

2. Project Objective

Summarize why the project is being undertaken and what problem it aims to solve. This helps guide the solution approach.

3. Project Scope

Detail what the project includes (and does not include), such as:

• Expected features
  
  
• Target platforms (web, mobile, desktop)
  
  
• End users
  
  
• Required integrations
  
  

If you have an MVP or roadmap, mention it here.

4. Functional and Technical Requirements

List the key requirements the system must meet, including:

• Key use cases
  
  
• Technological constraints
  
  
• Device or browser compatibility
  
  
• Performance, security, or scalability needs
  
  

5. Tentative Timeline

Indicate desired dates for:

• Project kickoff
  
  
• Partial deliveries (if applicable)
  
  
• Launch or stable release
  
  
• Key review or decision milestones
  
  

6. Estimated Budget

If possible, provide a budget range so vendors can assess alignment. This isn’t for negotiation, but to filter out unrealistic proposals.

7. Selection Criteria

Explain how each proposal will be evaluated. Examples include:

• Vendor experience with similar projects
  
  
• Technical quality of the proposed solution
  
  
• Methodological approach (Scrum, Waterfall, etc.)
  
  
• Cost
  
  
• Post-launch support and maintenance
  
  

8. Expected Response Format

 Specify how vendors should submit their proposal: structure, required documents, questions to answer, attachments, etc.

9. Additional Information

Include:

• Proposal submission deadline
  
  
• Contact for questions or clarifications
  
  
• Confidentiality or NDA policies
  
  
• Useful appendices (e.g., preliminary functional spec)
  
  

Best Practices for a Successful RFP

• Be clear and specific, but not overly technical
  
  
• Clearly define expectations without limiting vendor creativity
  
  
• Use a professional and neutral tone
  
  
• Set realistic timelines for review and response
  
  
• Request work samples or verifiable references
  
  

What Happens After Sending the RFP?

Once you receive the proposals:

• Evaluate them using a comparison table based on your criteria
  
  
• Select a shortlist for interviews or demos
  
  
• Clarify doubts and handle final negotiations
  
  
• Finalize the selection with a clear contract