The verdict in three sentences
A good 2026 specification lists 6 key modules (matters, conflict checks, calendar, billing, DMS, reporting) and sets a target budget of 35,000 to 80,000 EUR. It imposes late penalties (0.5%/week) and a scoped maintenance commitment (8 to 12% of project cost per year). It protects privilege through binding GDPR clauses and an objective vendor scoring grid.
The 6 modules to specify and their weighting
Each module must be described by its functional requirements and its weight in the overall score. Here is a balanced 2026 frame.
| Module | Key requirement | Indicative budget (EUR) | Scoring weight |
|---|---|---|---|
| Matter management | full lifecycle, tagging | 8,000 - 16,000 | 20% |
| Conflict checks | auto-detection before opening | 4,000 - 9,000 | 15% |
| Calendar & deadlines | limitation alerts, sync | 3,000 - 6,000 | 10% |
| Billing | time tracking, retainers, reminders | 7,000 - 14,000 | 20% |
| DMS | versioning, full-text search | 6,000 - 12,000 | 15% |
| Reporting | dashboards, export | 4,000 - 8,000 | 10% |
| GDPR & security | encryption, logs, EU hosting | cross-cutting | 10% |
Vendor scoring criteria
Beyond price, a serious tender scores the vendor on its ability to deliver and maintain. Avoid over-weighting price: it is the leading cause of failed legal projects.
| Criterion | Suggested weight | What is checked |
|---|---|---|
| Overall price | 30% | 3-year TCO, not just the build |
| Functional coverage | 25% | % of requirements met without custom work |
| Legal references | 15% | comparable firms delivered |
| Security & GDPR | 15% | EU hosting, art. 28, audit |
| Maintenance & SLA | 10% | fix time, 99.5% availability |
| Lead time & method | 5% | sprints, UAT, penalties accepted |
Mini case study
Lukas, IT director of a 40-staff firm in Berlin, launches a 60,000 EUR tender. By weighting price at only 30% (not 60%), he picks a vendor at 64,000 EUR over the lowest bidder at 48,000 EUR whose functional coverage reached only 70%. The 16,000 EUR premium avoids 9,000 EUR/year of custom development and 3 months of delay: over 3 years, the weighted choice saves roughly 27,000 EUR of TCO.
FAQ
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How many modules should a spec cover?
Six at minimum for a structured firm: matters, conflict checks, calendar, billing, DMS and reporting. GDPR security is cross-cutting and must be required on each.
What target budget should I state in the tender?
Between 35,000 and 80,000 EUR in 2026 depending on firm size. Announcing a range attracts calibrated bids and avoids fanciful quotes.
Should I include late penalties?
Yes: 0.5%/week of the amount is a reasonable 2026 standard accepted by serious agencies. It holds the vendor accountable without deterring them.
How do I price maintenance in the spec?
Require an annual commitment of 8 to 12% of project cost, with an SLA (fix time, 99.5% availability). That is what guarantees longevity after delivery.
How do I protect privilege in the tender?
Require EU hosting, encryption at rest and in transit, access logging and a GDPR processor contract (art. 28). Score these at 15% minimum.
Let's scope your project. Send us your functional scope and target budget, and we will return a structured module-by-module response with schedule and SLA. 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.