The verdict in three sentences
When six quotes range from SGD 50,000 to 180,000 for the same application, the problem rarely lies with the vendors: it lies with a requirements document too vague to produce comparable bids. A weighted scoring grid of 8 criteria, 6 scored and 2 pass/fail, turns incomparable bids into a decision you can defend before your board. Price should weigh only 25%, and code ownership must be a pass/fail condition, not a negotiation line.
Why quotes vary by a factor of 3
A 1 to 3 spread between the lowest and highest quote is normal for custom development in Singapore. It comes from different assumptions, rarely from margin alone.
| Source of spread | Low quote (SGD 50,000) | High quote (SGD 180,000) | Typical impact |
|---|---|---|---|
| Scope interpretation | Minimal features, simple cases | Edge cases, roles, history | 30 to 40% of the spread |
| Automated testing | None or manual | 60 to 80% coverage | 10 to 20% |
| Project management | Bundled into development | Dedicated PM, agile rituals | 10 to 15% |
| UX design | Existing template | Workshops, prototypes, user tests | 5 to 15% |
| Hosting and security | Your responsibility | Infrastructure, monitoring, backups | 5 to 10% |
| Warranty and maintenance | 1 month | 3 to 6 months included | 5 to 10% |
Before scoring, ask each bidder for a breakdown in person-days per work package. If a quote cannot be broken down, it cannot be compared.
The weighted scoring grid
Each scored criterion gets 0 to 5, multiplied by its weight. The two pass/fail criteria are yes or no: a "no" rules the bid out whatever its score.
| Criterion | Weight | What you check | Warning sign |
|---|---|---|---|
| Understanding of the need | 20% | Rephrasing, questions asked, risks identified | Copy-paste of your requirements |
| Methodology | 15% | Work packages, demos every 2 weeks, acceptance | 4-month tunnel with no delivery |
| Team | 15% | Named CVs, seniority, real availability | "A team of 10 experts" with no names |
| Price | 25% | 3-year total cost, maintenance included | Low price with unpriced maintenance |
| Maintenance | 10% | Priced support, response times, reversibility | No response time commitment |
| References | 15% | 2 comparable projects, reachable contacts | References you cannot call |
| Code ownership (pass/fail) | Yes or no | IP assignment, repository access from day 1 | Code hosted only by the vendor |
| Security and PDPA (pass/fail) | Yes or no | Hosting region, encryption, subcontractors | No written answer |
To score price without crushing everything else, use: price score = 5 x (lowest price / bid price). A SGD 100,000 bid against a SGD 50,000 minimum scores 2.5 out of 5. Also check whether the project qualifies for government support: pre-approved digital solutions under the Productivity Solutions Grant, with IMDA, and custom projects under the Enterprise Development Grant have covered up to 50% of eligible costs; confirm current rates before you sign.
The one-hour pitch
Shortlist 3 bidders and give each 1 hour: 15 minutes of presentation, 30 minutes on a concrete case from your business, 15 minutes of questions on the team and the contract. Require the project manager and lead developer who will actually work on the project to attend.
| Tender step | Duration | Deliverable |
|---|---|---|
| Writing the requirements | 2 to 4 weeks | 15 to 30-page document |
| Publication and bidder questions | 2 weeks | Written answers shared with all |
| Receiving and scoring bids | 1 week | Grid completed by 2 evaluators |
| Pitches | 1 week | 3 one-hour interviews |
| Negotiation and contract | 1 to 2 weeks | Contract with ownership and support clauses |
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Wei Ling, COO of an 80-employee engineering services firm in Singapore (illustrative persona), receives 6 quotes between SGD 50,000 and 180,000 for a field service management app. After scoring, bidder A (SGD 50,000) gets 5 out of 5 on price but 2 out of 5 on methodology and maintenance: overall 3.1 out of 5. Bidder C (SGD 90,000) gets 2.8 on price and 4 to 5 elsewhere: overall 4.2. Over 3 years, with support at SGD 700 per month against unpriced maintenance at A estimated at SGD 1,400 per month, the total gap shrinks from SGD 40,000 to SGD 14,800. Wei Ling picks C and documents the decision on one page.
FAQ
Should I always rule out the cheapest quote?
No, score it like the others. A low quote with priced maintenance and a solid methodology can win, but that happens for only about 1 bid in 5.
How many vendors should I consult?
Between 4 and 6 to get a reliable range, then 3 at pitch stage. Beyond 8, analysis time often exceeds 10 days for little extra insight.
How do I secure code ownership?
Require IP assignment on delivery of each work package, a Git repository in your company's name from day one and an escrow clause if hosting stays with the vendor. A legal review costs roughly SGD 800 to 2,500.
How long does a full tender take?
Allow 7 to 10 weeks from the first requirements draft to signature. Squeezing it under 4 weeks usually produces vaguer, more expensive bids.
Should price weigh more than 25%?
Above 30 to 35%, the grid mechanically favours bids that underestimate scope. Change requests then often exceed 20% of the initial budget.
Let's scope your project. Send us your requirements or a few lines describing your need: we reply with a quote broken down by work package, a named team and priced maintenance. 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.
