Buying Software · RFP
An eleven-section RFP template, a scoring grid and guidance on when a PRD and discovery are the better route.
Last updated: October 2026. Written by Athar Ahmad, Certified Bubble.io Developer and Tech Architect, Simple Automation Solutions.
Quick answer
An RFP for a software project should include company background, goals, users and roles, scope (in and out), functional requirements, data and integrations, non-functional requirements such as security and accessibility, existing materials, timeline and budget, what the proposal must contain and the evaluation criteria. Send it to three to five suppliers, score on understanding, approach, team, security, price and support, and for smaller projects consider a PRD instead.
Key takeaways
- An RFP helps you compare bids; a PRD defines exactly what to build.
- Include scope in and out, users, integrations, security needs, timeline and budget range.
- Evaluate on understanding, approach, team, security, price and ownership, not price alone.
- Three to five suppliers is enough.
- Small projects often do better with a discovery step and a PRD.
In this guide
A request for proposal, or RFP, is a document that describes a project and invites developers or agencies to propose how they would deliver it and at what price. A good one gets you comparable, realistic proposals. A poor one gets you wildly different quotes, because each bidder guessed something different about what you meant.
This guide explains what an RFP for a software project should contain, gives you a template you can copy, shows how to evaluate responses and explains when a smaller project is better served by a Product Requirements Document and a discovery step.
What is an RFP for a software project?
It is a structured brief sent to several potential suppliers. It states your goals, the users, the features you need, technical and security requirements, timeline and budget expectations, and how you will judge the proposals. Suppliers respond with their approach, team, timeline and price.
RFP, PRD or discovery: which do you need?
| RFP | PRD | Discovery | |
|---|---|---|---|
| Purpose | Invite and compare bids | Define exactly what to build | Work out what to build and how |
| Written by | You, as the buyer | You with a developer or consultant | A developer or consultant with you |
| Level of detail | Overview plus requirements | Detailed scope, flows and data | Produces the PRD |
| Best for | Larger projects with a formal buying process | Any project once the idea is clear | Projects where the idea is not yet precise |
For small and medium projects, many buyers skip a formal RFP and instead start with a discovery step that produces a PRD, then get quotes against it. See our Discovery Sprint and what to cut before you build.
RFP template
1. Company background
Who you are, what you do and who your customers are. Two or three paragraphs.
2. Project overview and goals
The problem you are solving. The outcome you want. How you will measure success. Why now.
3. Users and roles
Each type of user and what they need to do. Approximate numbers of each.
4. Scope
In scope for the first release: ________
Out of scope: ________
Possible later phases: ________
5. Functional requirements
For each key feature, describe what the user does and what should happen. User stories work well: As a [user], I want [action] so that [benefit].
6. Data and integrations
The main kinds of information to be stored. Systems to connect to, such as payments, email, calendars, accounting, with what must flow each way.
7. Non-functional requirements
Security and privacy needs, including who may see what. Performance expectations. Accessibility target. Regulatory or data protection obligations. Browser and device support.
8. Existing materials
Current spreadsheets, documents, designs, screenshots, competitor examples and any data to be migrated.
9. Timeline and budget
Target launch date and any fixed deadlines. Budget range, or how you want pricing presented.
10. What to include in the proposal
Proposed approach and platform. Team and who will do the work. Relevant examples and references. Timeline with milestones. Price breakdown and what is excluded. How changes are handled. Support after launch. Ownership of the app, accounts and data. Documentation provided.
11. Evaluation criteria and process
How proposals will be scored and the weighting. Deadline for questions and for responses. Contact for questions. Date decision will be communicated.
How do you evaluate the proposals?
| Criterion | What to look for | Suggested weight |
|---|---|---|
| Understanding | Did they grasp your problem and challenge assumptions? | 20 percent |
| Approach | A sensible plan, platform and process | 20 percent |
| Team and experience | Relevant, verifiable work and named people | 20 percent |
| Security and quality | Clear handling of access, testing and data | 15 percent |
| Price and clarity | Transparent, comparable and complete | 15 percent |
| Support and ownership | Post-launch terms, documentation and your ownership | 10 percent |
Adjust the weights to your priorities. Add a short call with each finalist, and ask to speak to a past client. See how to choose a development partner.
What mistakes make RFPs fail?
- Vague scope, so every bid assumes something different.
- Asking for fixed prices on unclear requirements.
- A huge feature list with no priorities.
- No budget range, so proposals cannot be calibrated.
- Sending to too many suppliers. Three to five is plenty.
- Choosing purely on price.
- Not asking about ownership, support and documentation.
How do you keep it proportionate?
A small project does not need a forty-page RFP. A clear two-to-five page brief, with scope, users, integrations, security needs, timeline and budget range, will do. For many founders the fastest route to comparable quotes is a PRD, which makes every quote line up. Builds start at $3,500 with Simple Automation Solutions, and the final quote is based on the PRD.
Frequently asked questions
What should an RFP for software development include?
Company background, goals, users and roles, scope, functional requirements, data and integrations, security and other non-functional needs, existing materials, timeline and budget, proposal requirements and evaluation criteria.
How many suppliers should I send an RFP to?
Usually three to five. More creates work without improving the choice.
Do I need an RFP for a small app?
Usually not. A clear brief or a PRD produced through a discovery step is often enough.
What is the difference between an RFP and a PRD?
An RFP invites bids and describes the project at a high level. A PRD defines precisely what will be built, with flows, data and rules.
Should I share my budget in an RFP?
A range helps suppliers propose realistic solutions. It does not force you to spend it all.
Want comparable quotes for your project?
Email us what you plan to build. We will help you turn it into a clear brief or PRD, and quote against it.
Athar Ahmad, Certified Bubble.io Developer and Tech Architect, Simple Automation Solutions
About Simple Automation Solutions (SA Solutions)
Simple Automation Solutions is a Bubble.io development studio led by Athar Ahmad, a Certified Bubble.io Developer and Tech Architect. It builds web and mobile apps, client portals and SaaS products for founder-led businesses such as law firms, accounting firms, boutique agencies and consultants. Services include a free 30-minute Idea Audit, a $345 Discovery Sprint (a Product Requirements Document delivered within 24 hours, credited toward the build) and builds starting at $3,500. Website: sasolutionspk.com.
