Complete guide on how to create a mobile app RFP

Whether you have a concept, an established business, or an organization ready to embrace digital transformation, now is the perfect time to document your vision and identify the best app development company to turn your idea into reality. This is when an mobile app RFP becomes essential.

When looking to hire an app development company for your mobile app project, the first essential document you need is a mobile app Request for Proposal (RFP). This document outlines all the vital information, requirements, and specifics of your project, ensuring potential developers understand your needs. A detailed mobile app RFP allows you to communicate your vision, requirements and expectations, and gather proposals from several app development firms. This provides a structured way to compare their expertise, experience, and offerings.

By creating an RFP, you can evaluate the proposals based on the developers’ skills, approach, and suitability for your project. This process helps you identify the best development partner to bring your app vision to life. A well crafted RFP also sets a professional tone, attracting serious and competent developers who are more likely to meet your expectations and deliver high-quality results

Essentials for Writing a Mobile App RFP

Creating a well-structured mobile app RFP is essential for the success of your project. The individual(s) drafting the RFP should have a comprehensive understanding of the project. Involving the department(s) that will use or manage the app during this process is highly beneficial.

For example, if your organization has a technical team, collaborate with them to draft the RFP. If no one on your team has the necessary technical knowledge, make sure to mention this in the “Technical Requirements” section to inform the vendors.

Before drafting the RFP, ensure you have an understanding of the following aspects:

• The business problem the app will solve
• Success metrics
• Desired features and functionalities of the app
• Specific technical requirements
• Budget
• Expected launch date
• Criteria for evaluating vendors

Step By Step Guide To Write A Mobile App RFP

Finding the best partner to build your mobile app is not easy, It requires homework to define what you need. A request for a proposal makes that process easier for you.

At Simpalm, we have received many requests for proposals for mobile app projects since 2010 from several enterprises, institutes and nonprofits. As a vendor, we know what should constitute a great RFP.  To make it easier for companies, we have created a mobile app RFP template that you can use to easily create your own RFP.

Simpalm has created a detailed guide to write a mobile app RFP. So it will be easier for companies to prepare an RFP that is standardized and covers all aspects of mobile app development.

1. About the Organization

Here you can describe your organization, introduce yourself, show off how your company works, what your core values are, and define your goals.

2. About the Project

Here you can provide a high level overview of the project including objectives, scope, challenges, and how the application will facilitate the users. Describe application capabilities, values, and importance for organizations. How it will change and improve your existing operations.

3. Audience of the App

Describe the demography of the audience who would be the users of the app. Identify and list all the users and their access level.

4. Scope of the Project

• Design: Describe if the vendor is supposed to create detailed wireframes and visual designs. The significance of UI/UX in app development is immense and cannot be overlooked. Therefore, it is crucial to provide a comprehensive description in this section. Current market trends strongly recommended for incorporating the latest designs.
• Mobile Apps Platform: Describe if a vendor has to develop mobile apps on iOS or Android or both the platforms. The choice of development platform and supporting operating system (OS) should be determined in the early stages. Provide detailed description in this section about your selected app development platforms whether you want native or mobile web apps, Android or iOS apps and other significant factors.
• Backend Database: Describe if the vendor has to develop the backend database to store the data in the app. If the backend database will be provided by the company not the vendor, need to describe the details of the database.
• Admin Panel:  Describe if the vendor has to build an Admin Panel for the mobile apps that will manage the content of the apps.

Also Read: How to write product requirement document for mobile app?

5. Technical Requirements

In this section of mobile app RFP, you should mention the technical requirements of different components of the scope like Design, Mobile Apps, Backend, and Admin. This helps vendors to easily understand the scope.

A. Scoping and Design:

Describe if the client will provide the written requirements or requirements will be written by the vendor. Also describe if the vendor has to create the detailed wireframes of the application or if the wireframes will be provided by the app development company. Here, you can also outline the number of screens required in the app. Give deatils of your app design preference. Does it follow the same design pattern of your website? You can provide color options, layout, icons, and navigation style.

B. Mobile App Requirements

This is the most important section and you may want to cover all aspects of your app requirements. You can write a list of required features and functions, technology consideration, method for building an app (native or cross platform), support for number of platforms and third-party integrations (connecting app with SMS gateway, payment gateway, external device to collect data). Describe if you want to view analytics and app usage (user activity, sessions, userbase). 

Here you can also describe if the app has to be developed in a number of phases and breakdown features and functions to be implemented in each phase. This is necessary to prepare a structured business plan and monitor app development progress along with customer feedback.

C. Backend Database Requirement

You should mention what type of backend database you require the vendor to create. Describe your preference (like AWS, Google Firebase, and Microsoft Azure). Describe what types of backend APIs (REST/JSON) should be coded. 

D. Admin Panel Requirements

Describe if you need a web based administrative panel to edit/update or delete the content and media of the mobile application. Also cover what items you want to add in the app, how often you will update the content/pages of the mobile app. Describe if you want to monitor user accounts, user posts and block their account/post. Describe admin user roles and their permission level to make necessary updates in mobile apps.

E. Support and Maintenance Requirements

Each and every project needs support from the technical team, you need to describe what level of support and maintenance you need initially. Also, you need to mention if you require continuous enhancements as well.

Read More: Mobile App Development Checklist

6. Project Timeline

You describe when you plan to start the project and when you expect the apps to be launched. Your expected timeline may not match with the timeline required to build the quality solution, however, your timeline expectations will give some idea to the vendor and they can align their proposed timeline to your expected timeline. You should also state how flexible you are with the timeline. You should ask vendor to show the timeline for following phases separately:

• Describe the timeline for the design phase.
• Describe the timelines for the development phase.

7. Budget

If you have a budget range already planned, you can mention that in the budget section. If you don’t have any idea, you can mention that you are looking for vendors to come up with the best budget quotes. You should ask the vendor to breakdown the budget by various components of the scope. 

8. Proposal Timeline

Describe how quickly you want to complete Project discovery and requirement gathering sessions. Once you send requirements to app development vendors, mention how soon you want them to provide feedback with a set of questions and suggestions. Then a pre-planned timeline to receive quotations from app development teams.

9. Proposal Format

In this section you can describe what you are looking to see in the proposal. It could be any of these topics or any other topic.

• Company Overview
• Past Performance
• Proposed solution and team
• Proposed methodology 
• Cost Estimation and Timeline to complete the project
• Demonstration of Design and Development Process 
• Client Reference

Submissions should include:

• Scope of Service (including any assumptions)
• Timeline for development
• Samples of live products to review
• List of 3-5 clients for references
• Plan for training/transfer of product
• Costs for project
• Proposed Timeline and Process
• Costs for additional development/support after transfer of project

10. Evaluation Criteria

We have established an evaluation criteria to ensure vendors meet your requirements. The numbers provided are placeholders; please adjust them according to your organization’s specific criteria. Refer to the table below for detailed criteria and their weightage:

Why Does a High-Quality Mobile App RFP Matters ?

A well crafted mobile app RFP attracts high quality proposals and competitive bids from top development firms. On the other hand, a vague or poorly structured RFP can result in misunderstandings, low-quality proposals, or being ignored by reputable firms. Investing time in developing an RFP allows you to attract the best talent, ensuring that your project benefits from their expertise and innovation. Your RFP should be clear and thorough, detailing your project’s objectives, the criteria for vendor selection, expected app functionalities, deadlines, and key contact information. Transparency in these areas ensures that vendors have a precise understanding of your needs and expectations, fostering effective communication from the start.

Moreover, a standout RFP helps you establish a foundation for a successful partnership. It sets the tone for future interactions, demonstrating your commitment to the project and your attention to detail. This approach not only enhances the quality of the proposals and the accuracy of the estimates you receive but also builds trust and respect with potential vendors. Here are the key advantages of a well-written RFP:

• Facilitates clear and concise communication with vendors.
• Allows you to articulate your project goals in detail.
• Reduces project risks.
• Provides an accurate timeline for the project.
• Ensures you receive competitive pricing proposals from vendors.
• Empowers you to make informed business decisions.
• Saves you time, resources, and effort.