The verdict in three sentences
A good construction-management software RFP does not start with price but with an explicit weighting grid tied to your real losses. A typical Dublin RFP weights jobsite tracking 25%, estimating/invoicing 20%, field mobility 20%, integrations 20%, data/GDPR 15%, for a target budget of EUR 40,000-80,000 and a consultation of 4 to 6 vendors over 6-8 weeks. Sorting must-have vs nice-to-have avoids paying for features never used.
The weighting grid
Weight by where you lose money today. Here is a 2026 template for a Dublin construction firm.
| Criterion | Weight | What you assess |
|---|---|---|
| Jobsite tracking | 25% | Progress, budget variance, D+1 alerts |
| Estimating / invoicing | 20% | Takeoffs, bid items, progress bills |
| Field mobility | 20% | Offline mode, photos, time capture |
| Integrations | 20% | Accounting, payroll, ERP, export |
| Data / GDPR | 15% | Hosting, reversibility, security |
Must-have vs nice-to-have
The core of the RFP: what is disqualifying, and what is a bonus. A vendor that misses a must-have leaves the shortlist, whatever the price.
| Requirement | Level | Why |
|---|---|---|
| Offline field mode | Must-have | Jobsites with no network |
| Progress billing | Must-have | Invoicing by progress |
| Full data export | Must-have | Reversibility, GDPR |
| Accounting connector | Must-have | Zero double entry |
| Margin dashboard per job | Nice-to-have | Fine-grained control |
| AI recommendations | Nice-to-have | Comfort, not structural |
| Native mobile app | Nice-to-have | Mobile web often enough |
The 2026 schedule and budget
Budget 6 to 8 weeks of consultation, 4 to 6 vendors, and a target of EUR 40,000 to 80,000 depending on scope. Plan a demo on your own data, not the vendor's demo dataset.
Mini case study
Declan, construction director at a Dublin firm (40 staff, 12 jobs/year), drafts his RFP. He applies his grid to 5 vendors: three fail the "offline mode" must-have and drop immediately. On the remaining two, he weights the scores and gets 82/100 vs 74/100. The top vendor quotes EUR 62,000; by dropping 3 useless nice-to-haves he brings the quote to EUR 48,000 and secures reversibility with an export clause. Without the grid, he'd have chosen on price a tool with no offline mode — unusable on his jobsites.
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FAQ
How many vendors to consult?
Between 4 and 6. Fewer and you lack comparison points; more and the process bloats without gain. Filter first on must-haves, then finely score only 2 or 3 finalists.
What target budget for a 40-staff firm?
2026 order of magnitude: EUR 40,000 to 80,000 depending on scope (tracking, estimating, mobility, integrations). Custom fits this range and removes per-seat cost.
Why is offline mode often must-have?
Because many jobsites lack reliable network. A tool requiring constant connection becomes unusable in the field, whatever its price or features.
How to secure reversibility and GDPR?
Require full data export in an open format and a reversibility clause. Check hosting (EU), security and access traceability from the RFP stage.
Should you test on your own data?
Yes, always. A demo on the vendor's dataset hides real friction. Test field entry, progress bills and exports on your own jobsites before deciding.
Let's scope your project. Send us your weighting grid and scope, and we'll respond with a costed proposal and a ready-to-use RFP template. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
