Finding a reliable and committed outsourcing partner can be challenging. One thing organizations can do to make the process easier is preparing a Request For Proposal (RFP). The main idea behind an RFP is helping you select the best software development company to build the solution you need.

What is an RFP?

An RFP provides a detailed description of your project requirements, business needs, and expectations behind launching the project. You also need to let vendors know more about the terms and details they'll have to meet and address. Companies looking for outsourcing technology partners usually send out RFPs to a small number of outsourcing companies they have shortlisted as a potential match for their projects.

Why prepare an RFP?

A well-prepared RFP plays a critical role in your decision-making process. The main advantage of an RFP is that it makes it easier for both you and your outsourcing partner to develop a long-term business relationship and address each other's expectations accordingly.

The more detailed an RFP is, the more effective it will be for your final decision. All in all, high-quality RFP can make or break your project – because it will directly translate into your choice of supplier.

How to prepare an RFP for IT projects

Over the years, we have analyzed hundreds of RFPs from our clients and developed a winning formula for an RFP software specification. Here are a few steps you need to take to prepare an RFP that brings you closer to success.

Step 1

Remember that the primary goal of preparing an RFP is building a document that provides relevant information about your business and project to the potential provider. A well-designed RFP also offers questions and states your needs clearly right from the beginning.

Writing an RFP is an excellent motivation for gathering information and presenting it in a formal and structured manner. It will make it easier for you to choose the right supplier. Don't forget that every organization has different needs and your RFP should be tailored to match yours perfectly.

Step 2

Now that you understand the context for the RFP, it's time to provide a brief project overview. Introduce your company and the primary purpose of the RFP. What is the central problem your organization is dealing with?

For example, if you're planning to outsource a website redesign, you need to state clearly why the current design isn't working for you. Remember that this is a very high-level brief and don't fret about the details. Also, avoid describing the solution to the problem.

Step 3

Tell the potential provider more about your organization, what you do, and what your values are. By writing down your values and culture explicitly, you'll be more likely to find an outsourcing partner who is a good culture fit for both your goals and processes.

Step 4

Outline project objectives. An RFP is an excellent space for spelling out what exactly it is that you want to accomplish and what sort of results the project will bring you.

Are there any quantitative metrics that could help you measure the results? The more clearly you articulate what you want out of the process, the more likely that you will get it. You need to state specific goals for your project to help potential outsourcing suppliers understand how you will measure the success of your partnership.

Are you looking for a team of outsourcing experts to help you draft a professional RFP to make your project successful? Get in touch with us, at Start Nearshoring we have ample experience in assisting companies to find the best outsourcing partners.

Author's Bio: 

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