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Software development RFP template

A practical, vendor-tested request for proposal template for custom software, mobile apps, and SaaS platforms. 13 sections covering scope, technical requirements, budget, and vendor evaluation.

Editable markdown — ready in 60 seconds.

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What's inside

13 sections, written by people who actually answer RFPs

1. About your company
Stakeholders, decision-makers, contact info
2. Project overview
Problem, users, scale at launch and year 2
3. Goals & success metrics
Measurable outcomes vendors can scope to
4. Scope of work
Must-have, should-have, and explicit non-goals
5. Technical requirements
Platforms, integrations, hosting, compliance
6. Design & UX
Brand assets, references, accessibility
7. Engagement model
Fixed-price, T&M, build-and-host, revenue share
8. Budget & timeline
Honest ranges and hard date constraints
9. Vendor proposal requirements
14 things every proposal must include
10. Evaluation criteria & scoring
Weighted rubric you can adapt
11. Questions to ask every vendor
10 questions that reveal real partners
12. Timeline & submission
Suggested 30-day RFP cycle
13. Terms
Standard confidentiality and IP language

When to use this RFP template

  • You're hiring an external team to build custom software, a mobile app, or a SaaS platform.
  • You want apples-to-apples vendor proposals you can actually compare.
  • You need internal alignment on scope, budget, and success criteria before going to market.
  • You're replacing a vendor and want to avoid the mistakes from last time.

Why this template is different

  • Vendor-tested. Written by a team that has responded to hundreds of software RFPs. The sections vendors actually need are here; the boilerplate ones are not.
  • Editable markdown. Open it in any text editor. Convert to Word, Google Docs, or PDF in one step. No locked formatting.
  • Includes an evaluation rubric. Most templates stop at "requirements." This one helps you pick a winner.
  • Includes 10 vendor-interview questions that consistently reveal whether a vendor is a real partner or a sales shop.

Need help writing or responding to an RFP?

We've responded to hundreds of software RFPs. If you want a vendor's perspective on how to make yours stronger — or you're ready to send it to us — talk to us.

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