The verdict in three sentences
For a local authority managing 350 contracts a year, custom procurement software costs between EUR 70,000 and 120,000 excluding VAT, the equivalent of 3 to 6 years of a EUR 20,000 annual licence. Custom becomes worthwhile as soon as your approval chains, your e-tendering platform integration and your financial execution tracking do not fit standard configuration. Plan for 6 months, accessibility compliance (EN 301 549) included.
The workflow to cover, from needs assessment to contract close-out
The head of procurement at a Dublin local authority does not need yet another tender document editor. She wants one view of each contract's life cycle: the need raised by an operational department, the choice of procedure according to EU thresholds, publication, bid evaluation, award notification, then purchase orders, variations and renewals.
| Workflow step | Actors | Key software function | Estimated gain 2026 |
|---|---|---|---|
| Needs assessment | Operational departments | Guided form, procurement categories | 2 days per contract |
| Procedure selection | Procurement unit | Automatic threshold calculation (below/above EU) | Zero threshold errors |
| Publication | Procurement unit | Integration with the e-tendering platform | 1 day per procedure |
| Bid evaluation | Panel, requesters | Shared scoring grid, audit trail | 3 days per contract |
| Award | Elected members, CEO | Electronic signature chain | 4 days faster |
| Financial execution | Finance, departments | Commitments tracking, purchase orders | Automatic monthly reconciliation |
| Renewal | Procurement unit | Alerts at D-120 and D-60 | No missed renewal |
The most expensive issue is often the last row. A missed renewal forces an emergency procedure or an extension on legally fragile grounds. With 350 active contracts, around 40 % of them renewable, the authority must track close to 140 deadlines a year.
Custom versus licence: the figures
| Criterion | Licensed package | Custom software |
|---|---|---|
| Initial cost | EUR 8,000 to 15,000 configuration | EUR 70,000 to 120,000 |
| Annual cost | EUR 20,000 licence | EUR 7,000 to 13,000 maintenance |
| 6-year cost | EUR 128,000 to 135,000 | EUR 112,000 to 198,000 |
| Approval chains | Configurable within limits | Mirrors your delegation of authority |
| E-tendering integration | Vendor connector, sometimes paid | API built for your platform |
| Link to finance system | Usually CSV export | Commitments synchronisation |
| Accessibility | Varies by vendor | Required in the specification, audited |
| Code ownership | Vendor | Local authority |
Custom is not always the right call. If your processes are close to standard and you do not need to connect financial execution, the package remains cheaper. Once you want a single dashboard linking procurement and finance, however, a licence locks you into manual exports.
Typical budget and 6-month plan
| Phase | Duration | Indicative budget excl. VAT |
|---|---|---|
| Scoping and process mapping | 4 weeks | EUR 9,000 to 13,000 |
| Mock-ups and user testing (accessibility) | 4 weeks | EUR 8,000 to 13,000 |
| Workflow and alerts development | 10 weeks | EUR 33,000 to 57,000 |
| E-tendering and finance integrations | 4 weeks | EUR 12,000 to 22,000 |
| Acceptance, accessibility audit, training | 4 weeks | EUR 8,000 to 15,000 |
| Total | 26 weeks | EUR 70,000 to 120,000 |
On the buying side, this project is itself subject to a procurement procedure depending on the amount. Allow 2 to 3 months of tendering before kick-off.
Mini case study
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Siobhan, head of procurement at a Dublin local authority, manages 350 contracts a year with 6 staff. Each procedure takes an average of 9 hours of chasing, re-keying and spreadsheet checks. The software cuts that time by 60 %, saving 5.4 hours per contract, or 1,890 hours a year. At a loaded cost of EUR 45 per hour, the gain is about EUR 85,000 a year. For a EUR 95,000 project plus EUR 10,000 annual maintenance, payback comes in around 15 months, not counting the legal risk avoided on renewals.
FAQ
Does the software replace the e-tendering platform?
No. The national e-tendering platform remains mandatory for advertised procedures. The software connects to it to retrieve submissions and clarifications, saving 1 day of re-keying per procedure.
Is accessibility mandatory for an internal tool?
Public bodies are subject to the EU Web Accessibility Directive, and internal tools used by staff should meet EN 301 549. Budget EUR 3,000 to 6,000 for a full audit at the end of the project.
Can we migrate existing contract history?
Yes, migrating 3 to 5 years of history is common. It usually represents 5 to 8 % of the total budget if the source spreadsheets are structured.
Where is the data hosted?
We recommend EU hosting with a certified provider, ideally in Ireland. Hosting costs range from EUR 150 to 600 a month depending on resilience requirements.
What is a realistic go-live timeline?
Six months for a complete first version, then 2 to 3 months of adjustments. A phased rollout makes renewal alerts usable from month 4.
Let's scope your project. Send us your contract volume, approval chains and current tools: we will price a scope between EUR 70,000 and 120,000 with a 6-month 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.
