The verdict in three sentences
A property management platform in Dublin costs 35,000 to 80,000 EUR in 2026, covering tenant management, rent collection, maintenance tickets and owner reporting. A clear specification sets the scope, a target budget and an offline-capable mobile app for field inspections. Late-delivery penalties (0.5%/week) and maintenance of 10 to 13%/year of the build protect the tender.
The functional requirements to specify
A workable specification separates the need (what the platform must do) from the solution (how). Here are the key functional requirements to detail for a Dublin lettings platform in 2026, with their criticality.
| Requirement | Criticality | Indicative budget |
|---|---|---|
| Tenant & lease management | High | 7,000-14,000 EUR |
| Rent collection & reconciliation | High | 8,000-15,000 EUR |
| Maintenance tickets & tradespeople | Medium | 6,000-12,000 EUR |
| Owner reporting & statements | High | 9,000-18,000 EUR |
| Inspections (offline mobile app) | Medium | 6,000-11,000 EUR |
| Management dashboard | Medium | 4,000-9,000 EUR |
The critical requirement is offline mode: during an on-site inspection without signal, photos and checklists must sync automatically on reconnection, with no data loss.
The vendor scoring grid
To compare bids objectively, weight the criteria before receiving proposals. Here is a proven 2026 scoring grid for a Dublin tender.
| Criterion | Weight | Key notes |
|---|---|---|
| Functional coverage | 30% | Meets high-criticality needs |
| Offline mobile app quality | 20% | Field demo required |
| Price & 3-year TCO | 20% | Build + 10-13%/year maintenance |
| Timeline & method | 15% | Delivery 12-18 weeks |
| Comparable property references | 10% | Similar portfolios |
| Code ownership & reversibility | 5% | Exit without lock-in |
Require a live demo of the mobile app in real conditions (no signal) before scoring: that is where vendor gaps appear.
Mini case study
Nadia is operations director of a Dublin lettings firm managing 7 portfolios. Without a structured spec, her previous tender produced price gaps of 38,000 to 110,000 EUR for the same ill-defined need. With a weighted grid and quantified requirements, she narrows the spread to 52,000-68,000 EUR and selects a bid at 60,000 EUR with maintenance at 11%/year (6,600 EUR/year). Precise scoping avoided about 25,000 EUR of change requests mid-project and cut the decision time from 3 months to 6 weeks.
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FAQ
Should I state a budget in the specification?
Yes, a range (here 35,000-80,000 EUR) frames responses and removes off-target bids. It also avoids under-scoped proposals that balloon into change requests.
How do I handle late-delivery penalties?
A common 2026 clause sets 0.5%/week of the relevant lot, capped at 5-10%. It holds the vendor accountable without making the project unworkable.
What maintenance should I plan after delivery?
Between 10 and 13%/year of the build, i.e. 3,500 to 10,400 EUR/year for a 35,000-80,000 EUR project. It covers fixes, enhancements and integration upkeep.
Is offline mode really essential?
Yes for most inspections. Without it, checklists and photos are not captured on site and adoption drops: it is a knockout criterion, not a bonus.
How many vendors should I consult?
Three to five is enough. Beyond that, analysis becomes heavy without improving the choice; the weighted grid quickly separates serious bids.
Let's scope your project. Send us your portfolios, your teams and your field constraints: we help frame the specification, an indicative budget and a timeline. 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.
