9 documents that will support your RFP for software development

Aleksandra Rajczyk

If you’re wondering how to create a request for proposals for software development that will make software houses bid like crazy – look no further! Here’s how to let everyone know that you mean business with the format of your request for proposal, and that you’ll accept only the best. 

A well-written Request For Proposal document (RFP) for software development puts you in a position where you can have your pick of software houses ready to work for you.

However, the process of preparing an RFP can also be a good moment for you to really understand what you’re trying to make. The work you put in now will be beneficial for the whole lifecycle of your digital product. 

Before you get overwhelmed by the amount of information, remember that you don’t have to include everything you’re about to read in your request for proposal form. The more details you provide to a software house, the better estimate you’re going to receive – however when writing a request for proposal, it’s better to focus in-depth on a few aspects than to scratch the surface of many. 

Here’s a list of RFP requirements that will support your RFP:

  • Product specification

The first section is materials that focus on the product and its qualities. These tools are most helpful to application developers and to the future product owner

  • List of functional and non-functional specifications

A basic document describing the main elements of the product’s functions. In the future, the specification will include info for developers to manage backlogs in the creation process.

  • User flow diagram

A comprehensive graphic document serving as a product road map. Based on the usage scenario used, it is possible to design the data flow and initial system architecture. 

  • Product backlog user stories

A document constituting the core of programming work. This includes detailed instructions for all the elements that need to be considered and implemented. This document is limited to the work of the software tester.

  • Clickable and tested prototype – design RFP 

A visualization of a clickable idea helps in presenting solutions. In addition, this a very important tool for the programmers responsible for the layout of the application. 

  • Project plan – request for proposal in project management

This section is typically business oriented, and it helps with RFP project management. The materials included here present a broader approach to product development, along with any recommended applications that can be covered by the budget.

  • Milestones product iterations

Request for proposal construction consists of planning a wide range of product development stages. This is the key to the project strategy because it includes the pace of product development. If you aren’t sure how the iterations and milestones work, create a product roadmap first. The roadmap is later divided into iterations or milestones. You focus your current work on the nearest milestone; once it’s done, you move on to another one. Any unfinished tasks move to another iteration. Every iteration is a chance to receive feedback. This way you will be able to see when you can say “ok, the work is moving forward” and deliver on a fixed time schedule. 

  • Resources

A simple document clearly stating the need for materials, all technological resources, and human resources intended for the implementation of the project.

  • Tech stack

An RFP technical requirements document is the basis for the architecture of the application. This will direct the work of the software architect who will create the final guidelines. This is crucial for software development, so take time to prepare it in the best way possible. A tech stack should include programming languages, software, and the tools necessary to create your digital product. 

Still unsure if you can make a request for a proposal letter on your own? Drop us a message and we can talk about RFP evaluation, or creating your standard request for proposal from scratch.

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