EU Funding

The software technical offer: what evaluators expect to find in the dossier

The technical offer is the document through which the evaluator understands which software solution you are buying, with what functionality and at what price per component.

Northdan Soft is a software supplier, not a funding consultancy, and is not affiliated with any managing authority or development agency. Programme information is indicative — always check the conditions in the programme's official applicant guide.

A technical offer written for a funding dossier is not a sales quote with a new letterhead. The evaluator does not know your company and will not ring the supplier for clarifications: all they have in front of them are the pages of the document, and from those pages it must be obvious exactly which solution is being acquired, which modules it consists of, which deliverables you receive and what each component costs, with a unit price. If any of those elements is missing or vaguely worded, what follows is a request for clarification that delays the project or, worse, a budget cut at evaluation. Northdan is a software supplier — not a funding consultant — and drafts technical offers that consultants can attach directly to the application: clear specifications, a breakdown by component and figures that reappear unchanged in the estimated budget. Below is the structure we use and the errors we most often see in offers written by other suppliers.

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Breakdown by component, with unit prices

Every module, licence or service appears on its own line, with a distinct price, so the evaluator can judge whether each figure is reasonable.

Specifications written for whoever evaluates them

We describe functionality in verifiable terms, without needless jargon, so an evaluator who is not a programmer understands what you are buying.

Figures identical to the ones in the budget

The offer totals close to the last leu against the project budget, so no discrepancies appear between dossier annexes at the administrative check.

A delivery commitment from a real supplier

We do not issue courtesy paperwork: what we write in the offer we are prepared to build, with an implementation deadline we take on contractually.

The structure evaluators expect

A solid technical offer starts from the beneficiary's context: which operational problem the solution resolves and for how many users. Then comes the functional description by module — sales, stock, reporting, integrations — each with its functionality listed point by point rather than in general sentences.

The commercial part lists the concrete deliverables (the configured application, data migration, user training, documentation) and the unit price of each line. The delivery schedule and the validity period of the offer close the document; both have to be correlated with the estimated project calendar rather than picked at random.

Where the call imposes its own offer template or additional requirements, we adopt them as they stand — the exact format is always the one required by the official applicant guide of the call you are submitting to.

The errors that trigger clarification requests

The most frequent problem is generic wording: an integrated IT system with a single global price tells the evaluator almost nothing and makes it impossible to check whether the cost is reasonable. Just as risky are offers with no delivery term, no validity period, or no signature and identification details for the supplier.

The second category of errors concerns the coherence of the dossier: the offer says one thing, the budget another and the business plan a third. Differences of a few hundred lei between annexes are enough to trigger a clarification request — and at some calls, a reduction of the eligible budget.

How the technical offer is produced

You send us the call guide and a short description of the company's activity, and we return a proposed solution architecture plus the technical offer drafted in the structure above, ready for your consultant to attach to the dossier. The service is part of our dedicated technical-offer package.

Frequently asked questions

What must a technical offer for a dossier contain as a minimum?

The elements without which evaluation stalls: identification of the supplier, description of the solution by module, the concrete deliverables, the unit price of each component, the delivery term and the validity period. Additional requirements for each call are taken from the official applicant guide.

How does a technical offer differ from an ordinary commercial quote?

A commercial quote persuades a customer; a technical offer for a dossier persuades an evaluator who does not know you and judges the document alone. That is why it needs a breakdown by component, unit prices and verifiable wording — things a typical sales quote leaves out.

Do the figures in the technical offer have to match the budget exactly?

Yes, to the leu. The estimated budget is built on the offer itself, and any difference between the two annexes surfaces at the administrative check and generates clarifications. We hand over the offer and the budget breakdown already reconciled with one another.

Does issuing a technical offer oblige you to deliver the solution?

The offer itself is a pre-contractual document, but we treat it as a commitment: we only issue offers we can execute, and when the supply contract is signed we carry over the implementation term from the offer. We do not issue paperwork for solutions we would not build.