Systems acquisition and outsourcing: When an organization seeks external vendors to develop a new system, which document is typically issued to solicit detailed proposals?

Introduction / Context:
Organizations often engage external vendors for system development or integration. A structured procurement process ensures fairness, clear requirements, and comparable bids. The cornerstone artifact for this process is the Request for Proposal (RFP).

Given Data / Assumptions:

• The organization wants to source solutions from the market.
• Vendors need scope, constraints, evaluation criteria, and timelines.
• Competitive, transparent selection is desired.

Concept / Approach:
An RFP communicates business goals, functional and nonfunctional requirements, volumes, service levels, deliverables, acceptance criteria, and legal terms. Vendors respond with technical approaches, cost, schedules, team qualifications, and assumptions. This differs from design artifacts (DFDs, flowcharts) that model the system and from internal repositories (project directories). The RFP anchors vendor Q&A, demonstrations, proof-of-concepts, and contract negotiations.

Step-by-Step Solution:

Verification / Alternative check:
Procurement policies in public and private sectors standardize RFPs for complex acquisitions, often alongside RFIs (information) and RFQs (quotation) depending on maturity.

Why Other Options Are Wrong:

• DFD/systems flowchart: internal analysis/design diagrams, not vendor solicitation documents.
• Project directory: internal index of artifacts/contacts.

Common Pitfalls:
Issuing an RFP with vague requirements leads to incomparable bids and scope creep; invest in scoping and evaluation criteria.

Final Answer:
Request for Proposal (RFP)