August 22, 2023 3:48 pm

Peter Bonney

If you are an IT firm, you may have received an RFP for software development. The Request for Proposal (RFP) process is a critical part of securing new projects and clients in the software development industry. With companies increasingly seeking out vendors through formal RFPs, it's essential for software firms to master the art of crafting compelling proposals.

In this post, we’ll dive into the ins and outs of the RFP process from the perspective of software development companies aiming to win new business.

What is an RFP for Software Development?

A Request for Proposal (RFP) is a business document that introduces a project opportunity to potential software vendors. It invites suppliers to submit proposals for completing the specified project.

The RFP provides detailed information about the client’s needs, goals, technical requirements, and other relevant parameters. It requests the vendor to outline their proposed solutions, experience, capabilities, and pricing models to deliver the project.

The client evaluates all submitted proposals and selects the software development partner that best fits their needs, budgets, and other criteria. The RFP process facilitates a formal and structured approach for the client to identify and engage the most suitable vendor.

The Importance of a Well-Structured RFP

The RFP document plays a crucial role in setting the trajectory for the client-vendor relationship. A precisely crafted RFP allows the client to convey their vision and select a partner that can fulfill it optimally.

On the other side, the RFP gives software firms the insights they need to submit an accurate proposal aligned with the client’s goals. This leads to effective collaborations where both parties are on the same page from the project's inception.

By investing time into creating a detailed, unambiguous RFP, clients can find the right technical expertise for long-term success. Software firms can also avoid wasting efforts bidding on poorly defined projects.

Key Components of an RFP for Software Development

While RFPs can vary in structure, there are some standard components that provide software vendors the context needed to craft relevant proposals:

Project Information

This section covers logistical details like the point of contact, proposal submission deadline, high-level project overview, client background, business goals, and technical objectives.

Supplier Questionnaire

The client poses questions to gather info about the vendor’s expertise, capabilities, tools, methodologies, quality standards, security protocols, and other qualifications.

Common questions include:

  • Company overview and experience with similar projects
  • Project management strategies and practices
  • Technical capabilities and development stacks
  • Quality assurance measures and testing processes
  • Information security and compliance policies

Scope of Work

The client outlines their exact requirements and expectations from the project. This includes features, integrations, deliverables, timelines, milestones, and other specifications to give vendors clarity on the work involved.

Terms and Conditions

This covers legal clauses like intellectual property rights, non-disclosure agreements, insurance policies, indemnification, payment schedules, etc. that the selected vendor would need to abide by.

Responding to an RFP: Steps and Strategies for Software Development Firms

For software vendors, submitting compelling proposals is critical for winning projects. Here are proven strategies to craft winning RFP responses:

Understand the Client’s Needs and Goals

Study the RFP thoroughly to grasp the client’s priorities, challenges, and vision for the project’s outcome and impact. Align your response to their specific needs.

Highlight Your Relevant Experience

Provide examples of past projects comparable to the client’s requirements. Tailor your response and portfolio to the specifics mentioned in the RFP.

Outline Your Proposed Technical Approach

Give details of your solution strategy, tools, technologies, development lifecycle, QA processes, and other techniques you will implement based on the requirements. Bring in subject matter experts as needed!

Address Potential Risks and Challenges

Identify any foreseeable risks in the project based on your experience. Provide mitigation strategies to showcase your technical expertise.

Meet Every RFP Requirement

Respond to every question and expectation outlined in the RFP diligently. Use the same terminology and structure as the RFP for clarity.

Submit Proposals On Time

Treat deadlines with urgency. Late submissions, even if robust, often get rejected directly. For government RFPs rejection of late submissions is often mandated by law!

Mind the Page Limit

Follow any page limit or word counts prescribed in the RFP to avoid immediate disqualification.

Showcase Your Competitive Advantage

Highlight your unique value-adds, secret sauces, credentials, and differentiators that make you the ideal choice over other vendors.

Mistakes to Avoid When Responding to an RFP for Software Development

While bidding for promising projects, software firms often commit blunders that cost them the contract. Here are some common mistakes to steer clear of:

  • Overlooking or misinterpreting important RFP details
  • Submitting generic, one-size-fits-all responses
  • Making unrealistic promises on delivery timelines
  • Undervaluing or overvaluing the effort required 
  • Submitting vague technical approaches lacking specifics
  • Responding in an unstructured manner
  • Making grammatical errors or typos that reflect poorly
  • Waiting until the last moment to prepare responses
  • Not outlining your competitive advantage clearly

By learning from these slip-ups, vendors can craft polished proposals that get selected over the competition.


Mastering the make-or-break RFP process is a must for every software development firm seeking to grow their business. While intense attention to detail and some trial-and-error are required, vendors can learn to create winning RFP responses by following structured strategies.

RFPs will only gain prominence for software procurement in the future. Investing the time to perfect proposals and separate yourself from the pack can prove tremendously beneficial in turning RFPs into revenue-generating business for your firm.


What is an RFP in software development?

RFP or Request for Proposal is a business document used by companies to solicit proposals from software vendors to complete a specific development project. It provides details of project requirements for vendors to submit bids.

What should be included in a software development proposal?

A software proposal should include:

  • Understanding of project scope and goals
  • Technical expertise and development approach 
  • Examples of related experience
  • Project management methodology
  • Team details and qualifications
  • Detailed pricing and payment terms
  • Company credentials and client references
  • Timelines, milestones and deliverables

How to write a Request for Proposal (RFP) for software development?

Follow these steps:

  • Describe project goals, background, timeline
  • Provide requirements and specifications
  • Include questionnaire to gather vendor capabilities
  • Outline scope of work and deliverables
  • Specify terms and conditions for chosen vendor
  • Allow sufficient time for vendors to respond

What are the 7 steps in an RFP?

The 7 RFP steps are:

  1. Identify project goals
  2. Research vendors
  3. Prepare RFP document
  4. Distribute RFP 
  5. Evaluate proposals
  6. Select vendor
  7. Negotiate contract

About the Author

Peter Bonney is a co-founder and Chief Executive Officer at Vendorful. He was previously a partner at QVT Financial LP, a multi-billion dollar asset manager based in New York, where he worked on a variety of investment strategies and internal projects. Prior to joining QVT in 2002, Peter worked for Oliver, Wyman & Company and its venture In his free time he is a speaker and published author on data science in baseball, an avid home gardener and a budding orchardist. He holds a degree in Applied Mathematics from Harvard University. Peter lives in New York City.

Leave a Reply

Your email address will not be published. Required fields are marked *

{"email":"Email address invalid","url":"Website address invalid","required":"Required field missing"}