Master the Art of Writing an RFP for Open-source

Ali Dahmash December 10, 2024

Updated on:

January 23, 2025

Creating a successful RFP for open-source solutions requires strategy, clear vendor criteria, and a structured evaluation process. Vardot played a pivotal role in shaping the industry’s leading RFP template for open-source projects, featured in the Drupal Association’s blog.

Vardot contributed the first version of the RFP template, which was refined by the Drupal Association and Open Strategy Partners (OSP). This template helps organizations streamline the RFP process, select the right vendors, and align with best practices.

Why Choose Drupal Certified Partners (DCPs)?

A key element of a successful open-source RFP is selecting the right vendor. The Drupal Association emphasizes working with Drupal Certified Partners (DCPs) — verified, community-vetted experts with a proven track record in Drupal development and contributions.

Benefits of Working with Drupal Certified Partners

Proven Expertise: Certified Partners contribute to Drupal core, modules, and themes.
Community Commitment: They actively support Drupal’s development and growth.
Quality Assurance: Certified partners are vetted and endorsed by the Drupal Association.

When you prioritize certified partners in your RFP, you attract higher-quality proposals, reduce project risks, and ensure skilled, experienced experts manage your project.

How to Write an RFP for Open-Source Solutions

Crafting a clear and well-structured RFP for open source helps attract better vendor proposals and ensures your project runs smoothly. Follow these essential steps to create a successful RFP:

1. Define Project Goals and Scope

Start by outlining your project’s purpose, expected outcomes, and key deliverables. This clarity helps vendors submit proposals that align with your goals.

What to Include:

Project objectives and outcomes.
Key deliverables and technical requirements.
Challenges or pain points to address.

2. Prioritize Open Source Solutions

If you want an open-source platform like Drupal, make it clear in your RFP. State your reasons for choosing open source (e.g., cost savings, flexibility, or security).

What to Include:

A statement requiring the use of open-source platforms (like Drupal).
Specific benefits of using open source for your organization.

3. Require Certified Vendors (Drupal Certified Partners)

Specify that only Drupal Certified Partners can submit proposals. This ensures vendors meet strict certification standards for experience, community contributions, and technical expertise.

What to Include:

A requirement that only Drupal Certified Partners can submit proposals.
Links to the Drupal Association’s certified partner list.
An explanation of why certification matters for your project.

4. Include Evaluation Criteria

List the key attributes you'll use to evaluate proposals, ensuring vendors understand how to meet your expectations. This also allows you to identify the best partner for your project.

What to Include:

Evaluation criteria (e.g., technical skills, experience, and community contributions).
Weighted factors like cost, support, and experience.
Instructions on how vendors should format their proposals.

5. Set Deadlines and Submission Guidelines

Provide clear deadlines and instructions for vendors to submit proposals. This ensures you receive timely responses and can better manage proposal reviews.

What to Include:

Submission deadlines and project milestones.
Proposal format (PDF, online submission, etc.).
Contact information for clarification or support.

How Vardot Contributed to the RFP Template

Vardot played a key role in creating the initial version of the Drupal RFP template, which was later refined by Open Strategy Partners (OSP) and the Drupal Association. Drawing on years of experience with large-scale Drupal projects, Vardot provided insights that helped simplify and standardize the RFP process.

Key Contributions by Vardot

First Version: Vardot developed the initial RFP template for open-source projects.
Content Development: Defined key sections like partner requirements, proposal guidelines, and evaluation criteria.
Real-World Experience: Provided insights from large-scale Drupal RFPs, ensuring practical relevance.

By incorporating these elements, Vardot helped create a template that empowers organizations to issue clear, effective RFPs for open-source projects.

How to Get the RFP Template for Open Source

The Drupal Association, in partnership with Vardot and Open Strategy Partners (OSP), created a free, ready-to-use RFP template for open-source projects. This customizable resource allows organizations to structure RFPs more effectively and attract high-quality responses.

What’s Included in the RFP Template?

Pre-built sections for project goals, vendor requirements, and proposal guidelines.
Clear instructions on prioritizing open-source solutions like Drupal.
Vendor criteria to ensure only Drupal Certified Partners can submit proposals.

This template helps you simplify the RFP process, get better vendor responses, and make smarter decisions.

Start Your Open Source RFP with Vardot

With years of experience in open-source RFPs and creating the industry's top RFP template, Vardot is here to help. Our work in the Drupal community shows our expertise in finding the right vendors, simplifying the RFP process, and ensuring project success.