Write the problem before requesting proposals
Describe the users, current process, pain point and business result you need. Add essential integrations, data sensitivity, deadline, budget boundary and the people available from your side. A clear problem statement helps IT companies in Nepal propose an appropriate approach instead of guessing from a list of features.
Separate must-have outcomes from ideas that can wait. Share the same brief with every shortlisted provider and allow questions. If a company recommends a discovery phase because important requirements are unknown, ask what that phase will produce, how much it costs and whether you can use its output with another supplier.
Check relevant work and the proposed team
Ask for projects with similar users, integrations, risk or operating scale, and clarify the provider's exact role. A portfolio logo does not show whether the company designed, built, maintained or merely assisted. Request references only with permission and ask about communication, changes, defects and support.
Identify who will lead, design, develop, test and support your project and whether subcontractors are involved. Ask how availability is managed if a key person leaves. Evaluate the team proposed for your work, not only the senior people who attend the sales meeting.
Compare proposals on one normalized scope
A useful proposal lists deliverables, assumptions, exclusions, dependencies, milestones and client responsibilities. Define how a feature is accepted and what evidence will show it works. Normalize different proposals before comparing price; one may include content, migration, testing and hosting while another excludes them.
Agree on a change process with written impact on cost and schedule. Decide who can approve changes from each side. This prevents informal requests from expanding the project without a shared record and protects both client and supplier when a new requirement genuinely deserves more time.
Put ownership, access and security in writing
Identify who owns source code, designs, content, data, domains, cloud accounts and paid licences. Prefer business-controlled accounts for critical assets and grant the supplier only the access needed. Record how credentials will be transferred or revoked and whether reusable supplier components have separate licence terms.
Discuss access control, backups, dependency updates, data handling, incident notification and vulnerability correction in proportion to the risk. If the system processes sensitive or regulated information, obtain qualified security and legal review. A general statement that a product is secure is not a substitute for defined responsibilities and evidence.
Plan testing, launch and handover early
Define test environments, sample data, acceptance cases, performance needs and which devices or browsers matter. Agree on severity levels and how defects are handled before and after launch. The client should reserve time for review; delayed feedback can affect the schedule just as much as delayed development.
List the handover package: source and deployment access, database and backup instructions, architecture notes, dependency list, design files, analytics, administrator training and operating documentation. Test that another authorized person can access critical accounts before the final payment stage.
Understand the full cost after launch
Separate one-time delivery from hosting, domains, third-party services, maintenance, security updates, support and future changes. Ask which services are billed in foreign currency or by usage. Model a realistic year rather than comparing only the initial build figure.
Define warranty or defect periods, support hours, response targets, excluded work and an exit process. No checklist can guarantee a successful project, but a clear brief, relevant team, controlled accounts, testable acceptance and usable handover reduce avoidable dependence and misunderstanding.