top of page
  • Writer's pictureTroy Web Consulting

5 mistakes your CTO/CIO makes with their RFPs

The common issues we’ve seen from responding to 100s of software development RFPs

An effective Request for Proposal (RFP) is crucial to project success when procuring software development services. Chief Technology Officers and Chief Information Officers (CTOs and CIOs) play a pivotal role in this process. Still, they often fall prey to certain mistakes that can hinder the selection of the right vendor and delivery of a successful project. We have written responses to many, many software development RFPs over the years and will explore five common errors ç make when writing RFPs for software development services.

Custom Software Development RFP Template

Mistake #1 - Lack of Clarity in Requirements:

One of the most prevalent mistakes CTOs and CIOs make is providing vague or ambiguous requirements in the RFP. Unclear specifications can lead to misunderstandings between the decision maker and potential vendors, resulting in proposals that may not align with the actual needs of the organization. To avoid this, CTOs and CIOs should invest time in clearly defining project goals, functionalities, and technical requirements.

Mistake #2 - Overemphasis on Price:

While cost is undoubtedly a critical factor, focusing solely on the price can lead to suboptimal decisions. CTOs and CIOs often make the mistake of prioritizing the lowest bidder without thoroughly evaluating the vendor's proposed solution capabilities, experience, and track record or the return on investment (ROI). It's essential to balance cost and quality, ensuring that the selected vendor can deliver both within the specified budget.

Mistake #3 - Neglecting Communication and Collaboration:

Effective communication and collaboration are vital for successful software development projects. Business decision-makers sometimes make the mistake of overlooking the importance of assessing a vendor's communication processes, project management methodologies, and responsiveness. To foster a collaborative environment, CTOs and CIOs should include criteria related to communication and collaboration in the RFP and prioritize vendors with a proven ability to work closely with clients.

Mistake #4 - Rigid Evaluation Criteria:

Some CTOs and CIOs make the mistake of establishing rigid evaluation criteria that may not reflect the dynamic nature of software development. Technology is constantly evolving, and rigid criteria may overlook innovative solutions. Decision-makers should remain flexible in their evaluation approach, allowing room for adaptability and considering vendors who bring fresh perspectives and cutting-edge technologies to the table.

Mistake #5 - Not setting a limit on the number of submissions

“We’ve received over 150 responses and are working hard to filter through them all. Our timeline has been pushed back as we go through these proposals and we will update you as soon as possible.”

We all have a job to do. Reading through meticulously crafted RFP responses is a full-time job that cannot just be delegated to an intern. Choosing a software development partner can make or break the future success of your organization so a decision maker(s) need to be heavily involved in the selection process. 

Set a realistic limit to the number of businesses you want to share proposals to your RFP and close the submission when that limit is met. You must take time to review each proposal and that is in itself a full-time job.


Crafting an effective RFP for software development services requires careful consideration and attention to detail. By avoiding these common mistakes, CTOs and CIOS can enhance the likelihood of selecting a vendor that not only meets the project requirements but also aligns with the organization's long-term goals, culture, and core values. Through clear communication, a balanced approach to cost and quality, and a focus on vendor experience, decision-makers can pave the way for successful collaborations and impactful software development projects.

Writing an RFP for your next software development project? Use our experienced-backed Software Project RFP Templates to improve your RFP process and reach your business goals. This template is created using the best practices we’ve seen over our 21+ years of experience as an award-winning software development company.


bottom of page