The verdict in three sentences
For a custom business platform in Dublin, bids for the same scope often differ by a factor of four, so price alone tells you very little. A published, weighted scoring grid with a three-year cost view lets onshore and nearshore vendors compete on equal terms. Put IP assignment and a GDPR data processing agreement into the RFP itself, because negotiating them after selection costs leverage.
Running the RFP: timeline and pack
An Irish mid-market company procuring a partner portal, an operations tool or a customer platform should allow 7 to 10 weeks from RFP issue to contract. Many Irish firms also invite nearshore agencies in Eastern Europe, North Africa or West Africa, which widens price ranges and makes a structured pack even more important.
| Stage | Typical duration | Output |
|---|---|---|
| Requirements and RFP pack | 2 to 3 weeks | Scope, volumes, integrations, criteria |
| Clarification questions | 1 week | Written answers shared with all bidders |
| Bid preparation | 3 to 4 weeks | Technical and commercial proposals |
| Scoring and shortlist | 1 to 2 weeks | Completed grid, 2 or 3 finalists |
| Finalist presentations | 1 week | Demos, team interviews, reference calls |
| Negotiation and award | 1 week | Contract, plan, SLA |
The pack must state user numbers, data volumes, systems to integrate (Microsoft 365, Dynamics, Salesforce, an ERP) and hosting expectations. Irish public bodies follow their own procurement rules and thresholds published by the Office of Government Procurement; private firms have more freedom but benefit from the same discipline.
A scoring grid that holds up
A 30 % price, 50 % technical, 20 % methodology split is a sensible default for a business platform. Score price on three-year total cost of ownership, not build cost alone.
| Criterion | Weight | What you actually score |
|---|---|---|
| Three-year total cost | 30 % | Build, hosting, support, licences |
| Understanding of the brief | 15 % | Reformulation, risks spotted, smart questions |
| Architecture and security | 20 % | Justified stack, authentication, backups, EU hosting |
| Comparable references | 15 % | Similar size projects, contactable clients |
| Delivery method and plan | 12 % | Phases, milestones, UAT, change control |
| Named team | 8 % | Real CVs, availability, single point of contact |
When nearshore vendors bid, add two checks to the architecture line: data stays in the EU or EEA, and the time zone overlap with Dublin is at least four working hours a day.
Contract clauses to require upfront
An IP assignment clause should transfer ownership of bespoke code to your company on payment, with the repository hosted in your own Git organisation. An exit and reversibility clause lists what the vendor hands over at the end: code, documentation, deployment scripts, data export and a fixed number of handover days. A GDPR Article 28 data processing agreement is mandatory as soon as the vendor touches personal data, and the Irish Data Protection Commission expects you to know where that data is processed.
As a nearshore reference point, Kolonell's prices for custom applications are: simple 3,810 to 6,100 EUR (2,500,000 to 4,000,000 FCFA), medium 6,100 to 10,670 EUR, complex 10,670 to 22,870 EUR and up, with maintenance from 53 to 183 EUR a month. These are Kolonell's own prices, not a Dublin market average.
Mini case study
Illustrative example: Aoife, procurement lead at a Dublin logistics firm, tenders a customer portal and receives 6 bids from 52,000 to 210,000 EUR. Three stand out:
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- Bid A, nearshore: 60,000 EUR build plus 1,200 EUR a month, technical 40/50, method 15/20.
- Bid B, Dublin agency: 140,000 EUR plus 1,800 EUR a month, technical 45/50, method 18/20.
- Bid C, offshore: 52,000 EUR plus 2,800 EUR a month, technical 30/50, method 10/20.
Three-year costs: A = 103,200 EUR, B = 204,800 EUR, C = 152,800 EUR. Price score pro rata to the cheapest: A 30, B 15, C 20. Totals: A = 85, B = 78, C = 60. The cheapest build (C) ends up the second most expensive over three years and scores last.
FAQ
How many vendors should we invite?
Four to seven bidders give real competition without overwhelming the evaluation panel. Beyond 10, scoring usually takes more than two weeks.
Should we share the scoring grid with bidders?
Yes. Publishing the six criteria and their weights improves bid quality and makes comparison faster, since every proposal follows the same structure.
How do we spot an abnormally low bid?
Ask for a breakdown in days per phase and per role. A bid 40 % below the median usually hides a reduced scope or a junior team, so request a written justification.
What should an exit clause include?
Handover of code, documentation and data in open formats, plus 5 to 10 days of support to the incoming vendor. Agree the price of that exit in the original contract.
Are nearshore vendors GDPR compliant?
They can be, provided data is hosted in the EU and a signed Article 28 DPA covers any remote access. Price gaps of 30 to 50 % against Dublin rates are common for the same scope.
Let's scope your project. Send us your RFP pack or requirements and we will reply with a phased estimate, a delivery plan and our IP and exit commitments. 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.
