The verdict in three sentences
When six vendors answer the same RFP with bids between 60,000 and 200,000 CAD, they are not pricing the same project: the spread comes from understood scope, not day rates. A weighted scoring grid published before proposals are opened (understanding 25%, method 20%, team 20%, price 20%, exit and code ownership 15%) stops you from picking the cheapest bid by default. A paid discovery workshop of 4,500 to 9,000 CAD with the two finalists costs far less than a 45,000 CAD change order six months later.
The context: a measurement company and six bids that cannot be compared
Daniel, IT director of a Toronto-area instrumentation company (300 employees, 4 accredited labs), wants to replace spreadsheets and an aging Access database that manage the calibration of 9,000 instruments: scheduling, certificates, out-of-tolerance events and audit trails for ISO/IEC 17025 assessors. He sends a 22-page specification to eight vendors. Six respond.
| Bid | Vendor type | Amount (CAD) | Stated timeline | What drives the price |
|---|---|---|---|---|
| A | Senior freelancer | 60,000 | 4 months | No PDF certificate module, no data migration |
| B | Local studio (8 people) | 85,000 | 5 months | Migration optional, single environment |
| C | Regional agency (25 people) | 115,000 | 6 months | Full scope, user testing in 2 labs |
| D | National consultancy | 140,000 | 6 months | Dedicated PM, automated tests, hosting included |
| E | Software vendor customising its product | 160,000 | 3 months | Plus 20,000 CAD annual licence, code not transferred |
| F | Large systems integrator | 200,000 | 7 months | 25-day discovery, detailed ISO 17025 documentation |
Read the right-hand column and it is obvious that A and F are not selling the same thing. Bid A drops two modules Daniel considers critical. Bid E looks fast, but its 5-year cost reaches 260,000 CAD with the licence, and the company owns nothing at the end.
The weighted grid to publish before opening proposals
The golden rule: write the grid before reading any bid and share it with vendors in the RFP instructions. Otherwise the project team unconsciously tunes the weights to justify a favourite.
| Criterion | Weight | What you actually score | Red flag |
|---|---|---|---|
| Understanding of the need | 25% | Restatement of calibration workflows, quality of questions during Q&A | Generic proposal recycled from another client |
| Method | 20% | Delivery phases, acceptance testing, change control | Agile without dated milestones or deliverables |
| Team | 20% | Named CVs, senior ratio, staffing continuity in the contract | Unnamed team or undisclosed offshore subcontracting |
| Price | 20% | 5-year total cost: build, hosting, support, licences | Support or hosting left unpriced |
| Exit and ownership | 15% | IP assignment, documentation, exit plan | No IP transfer, lock-in to a proprietary platform |
For price, score the 5-year total cost of ownership, not the build figure alone. A simple formula: price score = 20 × (lowest compliant bid / bid being scored). Disqualify bids that miss the minimum scope before scoring, otherwise they distort the formula.
The most common traps in 2026
- Comparing different scopes. Ask for a priced breakdown per module (scheduling, certificates, deviations, migration, training). The gaps become readable in an hour.
- Trusting references without calling. Require two reachable clients, ideally in regulated industry, and ask three questions: real timeline, number of change orders, quality of support.
- Rushing the RFP. Six weeks is a sensible minimum: 1 week of Q&A, 3 weeks for vendors to write, 1 week of evaluation, 1 week of presentations.
- Forgetting the exit. IP assignment and a documented exit plan belong in the draft contract attached to the RFP. See our guide to source code ownership and escrow clauses.
- Not paying for discovery. A 3 to 5 day paid workshop with both finalists produces wireframes, a prioritised backlog and a firm price. The vendor you do not select still gets paid, and you keep the deliverables.
Mini case study
Daniel applies the grid. Bids A and E are disqualified (A misses scope, E withholds the code). B, C, D and F remain.
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| Bid | Understanding /25 | Method /20 | Team /20 | Price /20 | Exit /15 | Total /100 |
|---|---|---|---|---|---|---|
| B | 15 | 12 | 13 | 20 | 10 | 70 |
| C | 22 | 17 | 16 | 14.8 | 14 | 83.8 |
| D | 20 | 18 | 17 | 12.1 | 12 | 79.1 |
| F | 23 | 16 | 15 | 8.5 | 13 | 75.5 |
B at 85,000 CAD is the reference: C scores 20 × 85 / 115 = 14.8, D 12.1 and F 8.5. Daniel funds a 6,500 CAD discovery workshop with C and D. C then confirms 118,000 CAD with migration included; D rises to 152,000 CAD. Daniel selects C. His risk maths: the company's past projects averaged 25% in change orders, about 29,000 CAD avoided for 6,500 CAD invested.
FAQ
How many vendors should we invite?
Four to six is enough. Beyond eight, evaluation takes more than 10 person-days and quality drops, because strong agencies decline overly open RFPs.
Should we disclose a budget in the RFP?
Yes, an indicative range (for example 100,000 to 150,000 CAD) aligns bids on the same level of ambition. Without one, a 1-to-3.3 spread like in this Toronto example is common.
Is a paid discovery workshop really worth it?
For projects above 75,000 CAD, yes: 4,500 to 9,000 CAD per finalist for 3 to 5 days of work. It turns an estimate into a firm commitment and shows you how the team really works.
How much weight should price get?
Between 20% and 30% for line-of-business software. Above 40%, the grid mechanically rewards vendors who cut scope or testing.
How long does a well-run RFP take?
Allow 6 weeks from issue to decision, plus 2 weeks for the discovery workshop and contract negotiation.
Let's scope your project. Send us your specification or a description of your current workflows and we will return a module-by-module scope and a delivery plan. 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.
