Tenders in the industry: IT, software, and telecommunications - Guide and Market Report

Are you interested in public procurement in the it, software, and telecommunications sector? Discover the market characteristics, proven strategies for winning tenders, and tools that will make your work easier.

In the IT, software, and telecommunications industry, the public procurement market resembles a dynamically changing code – new "updates" in the form of grant systems (like KPO or Cybersecure Local Government) appear at any moment, and purchasing entities' requirements are becoming increasingly specific. As the Mimira team, we monitor daily how tech companies struggle with hundreds of pages of documentation, trying to extract what is key.

We prepared this guide to share our insights from working with over 300 companies and to help you navigate this world more effectively.

How does Mimira help in the IT, software, and telecommunications industry?

At Mimira, we operate on the assumption that your technical team should build systems instead of reading thousands of pages of PDF files from the Public Procurement Bulletin (BZP).

• Time savings on selection: We know that manual scanning of announcements is Sisyphean labor. Our platform analyzes over 1,600 tenders daily, matching them to your business profile. As a result, instead of spending 15 hours a week filtering out the noise, you receive a ready-made list. Time savings here reach up to 90%.

• Verification of parameters "on the fly": Does your hardware meet the specific CPU requirements described in the Technical Specifications (OPZ)? Instead of searching through documentation, you can ask our AI Assistant about it. It will not only answer but will also quote the specific section of the Terms of Reference (SWZ), ensuring that you are not relying on guesswork.

• Automation of documentation: We generate pre-filled forms and declarations based on the tender data. This is crucial in IT, where one often needs to submit multiple bids for smaller amounts to maintain liquidity.

Where to look for tenders in the IT, software, and telecommunications industry?

Most companies start with the BZP (Public Procurement Bulletin) for national procurement and TED (Tenders Electronic Daily) for projects above the EU thresholds. This is the foundation, but it is worth looking more broadly.

In the IT industry, dedicated purchasing platforms (e.g., SmartPZP, e-Zamówienia) and the websites of specific institutions, such as the Digital Poland Project Centre (CPPC) or NASK, are crucial. To avoid missing key proceedings, market monitoring must be continuous. Our observation? Most opportunities slip away not because of a lack of competence, but because of a missed deadline for submitting questions to the SWZ, which often passes faster than you can read the entire documentation.

How to win tenders in the IT, software, and telecommunications industry?

Success in this sector rarely depends solely on the lowest price. We noticed that winning contractors focus on three pillars:

1. Certification and References: Contracting authorities in IT love proof. Often, specific certifications (e.g., ISO 27001) or references from implementations of a specific scale are required. It is a mistake to bid on a tender where we lack one of these elements – in public procurement, "almost" does not pass.

2. Precise solution description: If the SWZ requires a description of software functionality, pasting a general marketing brochure is not enough. You must address the OPZ point by point.

3. Eliminating formal errors: These are the most common reasons why great companies are "knocked" out of the game. An invalid bid bond, a missing qualified signature on all attachments, or an outdated copy of the National Court Register (KRS) entry. At Mimira, we generate documentation to minimize these risks, and additionally, our proposals can be verified by public procurement (PZP) experts.

Key challenges in tender documentation (IT, software, and telecommunications)

What should you pay attention to in the Terms of Reference (SWZ) and Technical Specifications (OPZ)?

• Equivalency: Contracting authorities often describe hardware through specific brands. You have the right to offer an "equivalent" solution, but the devil is in the details – you must prove that each parameter is at least as good as the reference model.

• Copyrights: In IT, this is a minefield. Does the contracting authority expect a transfer of proprietary copyright, or only a license? Clauses regarding source code can determine the profitability of the entire project.

• Deadlines and contractual penalties: IT projects have a tendency to run late. While analyzing documentation, look for clauses on penalties for delays, which can be exceptionally severe in the public sector.

Automation of analysis in our platform allows you to instantly catch these "red flags" without the need for your lead developer to read 100 pages of legal text.

Why utilize modern tools in the IT, software, and telecommunications industry?

Since you sell modern technologies, it is worth employing them in your own operations. Digitalization of the bidding process is not just about convenience – it is a tangible profit. Our data shows that companies using modern tools can submit up to 80 more bids per year with the same team. In IT, where competition is fierce and margins can be tight, the speed of deciding to enter (or skip) a given tender is crucial for profitability.

Trends, challenges, and opportunities in the IT industry (2025/2026)

• Trends: A massive growth in proceedings in the cybersecurity area (stage II of "Cybersecure Local Government") and the digitization of cultural institutions and museums. Increasingly, tenders also concern cloud computing rather than physical infrastructure.

• Challenges: Short deadlines for implementation in projects funded by the KPO (National Recovery Plan) and the necessity of proving experience with very specific technologies (e.g., specific permission management platforms).

• Opportunities: Smaller municipalities are more and more boldly reaching for subsidies, which opens up the market for SMEs. There is no need to fight only for contracts in Warsaw or Kraków – Masovian and Silesian voivodeships lead, but the "gems" are often hidden in smaller centers.

Current information on tenders in the IT industry

Currently, the market is extremely active. For example, the District Court for the Capital City of Warsaw was looking for system administration services for 2026, and institutions such as the Centre for EU Transport Projects are announcing large orders for licenses and system implementations (e.g., SCCM). We also see a steady influx of notices regarding the procurement of computer equipment for schools and offices – in January 2024 alone (according to market data), more than 70 new, large announcements appeared in this category.

AI Tender Search Engine - how it works and why it is worth it?

Traditional search engines operate on keywords. If you type "server", they will also match a "coffee server". The AI in Mimira understands the context. It recognizes whether a given company is involved in writing Java code or installing fiber optic networks. Thanks to this, the matching is intelligent – the system knows that a tender for "expert services for the Sectoral Qualifications Framework" is an offer for a consulting/IT company, not a laptop supplier. This saves time that cannot be recovered.

Tender automation - how to streamline the process?

Automation in Mimira does not mean replacing human beings, but giving them "superpowers." You can automate: 1. Monitoring: The system works 24/7. 2. Risk analysis: AI catches missing certificates in your profile in relation to the SWZ. 3. Bid preparation: Generating attachments takes minutes, not hours.

In our work, we have seen many companies lose a life-changing tender only because someone missed a change in the SWZ content published two days before the deadline. An automated notification system eliminates this stress.

FAQ – Frequently Asked Questions:

What platforms offer public tenders in Poland? The main sources are the e-Zamówienia portal and the Public Procurement Bulletin. Commercial platforms also exist, but the Mimira platform stands out because it not only aggregates data, but actively analyzes it for your company.

How to prepare an offer for an electronic tender? A qualified signature or a trusted profile (depending on the value of the order) is essential. The offer is submitted via the miniPortal or a dedicated purchasing platform specified in the SWZ. All files must be encrypted and sent before the "zero" hour.

Which companies specialize in organizing tenders for IT supplies? Often, these are specialized law firms or institutions such as the Government Administration Service Centre (COAR), which handles central procurement for the administration.

What online tools help in monitoring tenders? In the IT industry, it is worth focusing on comprehensiveness. The Mimira platform combines monitoring with documentation analysis, which gives you an advantage over simple email "notifiers".

What companies offer support in preparing tender documentation? Public procurement law firms and consulting companies operate on the market. At Mimira, we go a step further – we combine AI technology with verification by human experts, allowing for mass bidding while maintaining high quality.

Mimira in the IT, software, and telecommunications industry:

• 6315 – number of monitored tenders in the "IT, software, and telecommunications" category.

• 160 – number of companies in the IT, software, and telecommunications industry using Mimira.

Automate your tender analysis and save time. Check how Mimira can support your team in the IT, software, and telecommunications industry.