Does it make sense to estimate the budget before launching a tender? What mistakes do sponsors make?

Budget estimation prior to a public tender (e.g., under Public Procurement Law) is necessary — but only if done using real operational data and market knowledge.

Sponsors often make the critical mistake of preparing a “top-down” budget — first defining a financial limit and only then designing the study scope. This leads to tenders based on unrealistic assumptions, with incoming bids either incomparable or significantly exceeding available funds. As a result, tenders must be repeated or the project scope must be reduced, affecting study quality.

Another issue is failing to account for market dynamics — rising site fees, laboratory costs, currency fluctuations, and the impact of new regulations (MDR, CTIS). A budget prepared months earlier may no longer reflect real costs.

Sponsors also frequently overlook preparatory costs — drafting tender documentation, protocol updates, translations and expert consultations. Publicly funded projects require additional compliance with cost eligibility rules (ABM, NCBR, EU funds).

BioStat regularly supports sponsors in preparing realistic pre-tender cost estimates, offering consultation meetings to refine study assumptions. With access to current market data and experience across dozens of tenders, we help estimate realistic costs and identify potential efficiencies without compromising quality.

A well-prepared tender budget is a strategic risk management tool. It ensures comparable offers, prevents underestimation and allows sponsors to select a CRO based on value and expertise rather than simply the lowest price.

If you are planning a new study and need guidance on preparing a cost template that leads to comparable bids, send us a short project description — within 1–2 business days we will propose a meeting and share our best practices.