GovTech procurement: city-hall merch with full audit trail
How a public sector / GovTech client in Poland ran a real-world programme end-to-end — from RFQ through proof, production, QC and on-site delivery. Anonymised but representative figures from a programme coordinated from the Warszawa hub.
Context & brief
The work covers the public sector / GovTech space in Poland with a Europe-wide footprint. Procurement is led by an internal category manager, with brand and marketing approval gates on artwork and Pantone Delta-E ≤ 2.5 matching. NDA is signed before brief disclosure; e-invoicing handled via VAT 23% via KSeF (Krajowy System e-Faktur).
Approach & process
Discovery call → written scope → bulk pricing for 50/100/250/500 units → physical pre-production sample → bulk production at audited supplier → packing and labelling per delivery destination → consolidated shipment via InPost/DPD/DHL Express Poland from the Warszawa hub → on-site receipt with photo proof and serialised packing list.
Results, numbers & timeline
Outcomes representative of similar programmes: contract value EUR 60,000-180,000 over 18 months, 2,500-8,000 units, full traceability for audit and FOIA-style disclosure requests. Approval cycle compressed from typical 4 weeks to 11 working days. Defect rate under 0.4% on inspected units. Net 30/45 payment via SEPA after successful receipt; full VAT 23% via KSeF (Krajowy System e-Faktur)-compliant invoice issued day-of-delivery.
Pricing & lead times — Poland
All quotes in PLN excluding VAT 23% via KSeF (Krajowy System e-Faktur). Tiered pricing at MOQ 50/100/250/500 units, with quantity breaks at 1,000+ and 5,000+. Standard lead time 7-10 working days from artwork sign-off, rush 4-6 days at +30-40%. Production coordinated from the Warszawa hub with InPost/DPD/DHL Express Poland nationwide; direct-to-office, direct-to-event and direct-to-home distribution supported.
FAQ
Can we see the actual brand name?
No — case studies and references are anonymised under NDA. Named references after a mutual NDA on shortlist stage.
Are the numbers real?
Yes, anonymised but proportionally accurate (quantities, currency ranges, lead times).
Can you reproduce this for our company?
Yes — the same approach scales from 50 to 50,000 units, with pricing tiers documented up front.
Do you handle e-invoicing?
Yes — fully supported with the national e-invoicing system.
Who is the main point of contact?
A named account manager in our hub, single email/phone for the duration of the contract.