Download Our Software Development RFP Template
This RFP for software development template provides a comprehensive, editable framework for procuring custom software, web applications, mobile apps, or system integrations. It's designed for both public and private sector organisations, with guidance notes throughout.
The template aligns with GOV.UK Service Manual principles, Technology Code of Practice standards, and UK procurement best practice.
Template Contents
Section 1: Introduction (Template Included)
- Organisation background and context
- Project purpose and strategic alignment
- Current systems landscape
- Key stakeholders and governance
- Timeline overview and key constraints
Section 2: Project Overview
- Business problem statement
- Desired outcomes (measurable)
- User groups and approximate numbers
- Success criteria and KPIs
- Relationship to other programmes or systems
Section 3: Requirements Specification
Functional Requirements:
- User stories format with acceptance criteria
- MoSCoW prioritisation matrix (per GOV.UK agile guidance)
- User journey maps for key workflows
- Reporting and analytics requirements
- Administration and configuration needs
Non-Functional Requirements:
- Performance benchmarks (response times, concurrent users)
- Availability targets (uptime SLA, maintenance windows)
- Security standards (Cyber Essentials, ISO 27001, OWASP)
- Accessibility (WCAG 2.1 AA compliance)
- Browser/device compatibility matrix
- Data protection (UK GDPR)
- Scalability projections
Section 4: Technical Context
- Existing technology stack and constraints
- Integration requirements (APIs, data formats)
- Hosting expectations (Cloud First policy)
- Data migration needs
- Development environment requirements
- CI/CD and deployment expectations
Section 5: Development Approach
- Methodology expectations (Agile, hybrid)
- Sprint/iteration structure
- User research and testing approach
- Definition of Done
- Quality assurance and testing strategy
- Release management and deployment process
- Documentation requirements
Section 6: Team & Governance
- Required roles and experience levels
- Team availability and location
- Governance structure and reporting
- Change management process
- Escalation procedures
- Knowledge transfer requirements
Section 7: Intellectual Property
- Code ownership (recommend open source for public sector)
- Third-party component licencing
- Documentation ownership
- Data ownership and portability
- Handover provisions for future supplier change
Section 8: Commercial
- Pricing model options (fixed price, T&M, capped T&M, outcome-based)
- Payment milestones and terms
- Warranty period and defect liability
- Post-go-live support and maintenance
- Contract duration and extension options
- Reference to Model Services Contract (public sector)
Section 9: Evaluation Criteria (Template Included)
Pre-built evaluation matrix:
| Criterion | Weighting | Sub-criteria | |-----------|-----------|--------------| | Technical approach | 30% | Methodology, architecture, security, accessibility | | Team capability | 25% | Experience, qualifications, availability, continuity | | Understanding | 15% | Problem understanding, user needs, risk awareness | | Case studies | 10% | Relevance, outcomes, scale, recency | | Social value | 5% | Per PPN 06/20 | | Price | 15% | Value for money, transparency, whole-life cost |
Section 10: Response Requirements
- Document structure and format
- Page/word limits per section
- Required attachments (accounts, insurance, policies)
- Clarification process and deadline
- Submission method and deadline
- Presentation/interview requirements
How to Use This Template
- Download the template (available as Word document and structured markdown)
- Customise the sections for your specific project requirements
- Remove guidance notes (shown in [brackets] throughout the template)
- Add your specifics — requirements, constraints, evaluation criteria
- Internal review — Get technical, commercial, and legal sign-off
- Issue to the market via your chosen procurement route
Template Customisation Tips
For Small Projects (< £100k)
- Simplify sections 6 and 7 (governance and IP)
- Reduce response requirements to minimise vendor burden
- Consider a simpler evaluation with fewer criteria
- Allow shorter response documents
For Large Projects (> £500k)
- Add more detail to requirements specification
- Include a discovery/alpha phase before committing to full build
- Consider a two-stage procurement (SQ + ITT)
- Add references, financial checks, and site visits to evaluation
- Include more detailed social value requirements
For Public Sector
- Align with Procurement Act 2023 procedures
- Use the standard Selection Questionnaire for pre-qualification
- Include social value requirements (minimum 10% weighting for central government)
- Reference GOV.UK service standards if building a public-facing service
- Consider advertising on the Digital Marketplace if appropriate
For Private Sector
- More flexibility on procurement process
- Can include NDA requirements for sensitive projects
- May allow more negotiation in the evaluation process
- IP provisions may be more restrictive (exclusive ownership)
- Timeline can be more aggressive without statutory minimums
Related Resources
- RFP for Software Development guide — Detailed guidance on writing your RFP
- Sample RFP for Software — Examples and samples for different software types
- RFP Software Templates — Templates for other procurement types (selection, implementation, support)
- Best RFP Software — Tools to manage the RFP process
Frequently Asked Questions
Can I use this template for Agile projects? Yes. The template is designed to work with Agile, waterfall, or hybrid approaches. The requirements section uses user stories and outcome-based specifications that work well with iterative delivery.
Is this template OJEU/Find a Tender compliant? The template provides the content structure, but you'll need to ensure your procurement process complies with Procurement Act 2023 procedural requirements (advertising, timescales, standstill periods) separately.
Should I use this for SaaS procurement too? For buying existing SaaS products, our sample RFP for software or RFP software template pages may be more appropriate. This template is specifically designed for custom development.
How detailed should my requirements be? Detailed enough to get comparable proposals, but not so prescriptive that you prevent innovation. Focus on outcomes and constraints rather than specific screens and buttons.
Access all templates with rfp.quest → including AI-powered template generation and customisation.