One supplier quotes 80,000 złoty. Another quotes 180,000. The first looks like a bargain; the second looks expensive. These are illustrative figures, but the problem is familiar: the same project name can hide two very different purchases. The total alone does not tell you who will do what or where their responsibility ends.
Break the price into deliverables
Create a shared comparison table. Use the results you need, rather than copying each supplier's phase names. “Implementation” may mean something different in each proposal.
| Item | What to establish |
|---|---|
| Interface design | Which screens and how many feedback rounds? |
| Content | Who writes, migrates and checks it? |
| Integrations | Which connections are included, and who provides access? |
| Testing | What gets tested, and who fixes the findings? |
| Launch | Does it include configuration, training and support? |
| Maintenance | For how long, with which limits and exclusions? |
An empty cell is a question for the supplier. Do not assume work is included just because it seems obvious.
Ask about assumptions before asking for a discount
A price difference might reflect an existing product, a different team or missing scope. Ask: “What must we have ready for this price to hold?” The answer may reveal work your own staff need to do, licences you need to buy or data you need to clean.
Check the status of the price, too. A starting estimate and a fixed quote for an agreed scope are different kinds of information. Record which items are firm and which still need investigation.
Then check comparable contracts
Use the price database to find similar Polish public-sector contracts. Read the scope and duration: a contract covering delivery and several years of support is not a direct comparison for a build-only quote.
Before deciding, complete this sentence: “This proposal costs more because…” If you still cannot explain the difference, ask for clarification. That conversation is more useful than negotiating a percentage off a number you do not yet understand.
Every number in this article, plus thousands of other contracts, is in the database.
Open the database