Website requirements checklist for an architecture firm in New York before asking for quotes (2026)

The verdict in three sentences

A New York architecture firm that asks for quotes without a requirements checklist gets proposals that cannot be compared, often ranging from USD 25,000 to 70,000 for the same site. A precise list (pages, templates, integrations, a WCAG 2.2 AA accessibility target, SEO migration, acceptance criteria) narrows the gap and exposes what will be billed separately. The Kolonell fixed grid (USD 2,900, USD 4,900 or USD 8,900) reads line by line against that list, with BIM viewers, project extranets and CRM staying on quote.

What belongs in the checklist before you contact agencies?

The document runs four to six pages. Its job is to get quotes on the same scope, not to design the site for the vendor. Here is the checklist, in the order agencies will read it.

• Goals and audiences. Who needs to find you: residential developers, corporate real estate teams, hospitality groups, cultural institutions, architect candidates. One or two expected actions per audience (meeting request, download of a references pack, job application).
• Page list and templates. Home, studio, team, sectors (residential, workplace, hospitality, cultural), project page, news, careers, contact. State the number of project pages to migrate or create, for example 18.
• Content ownership. Who writes, who approves, who signs off compliance. The title 'architect' is regulated in New York State by the Office of the Professions at the New York State Education Department: a principal checks every mention of licensure, AIA membership or NCARB certificate, and only if actually held.
• Portfolio and rights. Photo credit for every image, written client permission for every published project, no private residence addresses.
• Languages. English only, or English plus another language for international clients: say so, because it changes the tier.
• Integrations, one line each. Link to the project extranet, BIM viewer or 3D model, CRM, newsletter, Instagram feed, recruiting tool. Complex integrations are priced separately.
• Accessibility. A WCAG 2.2 AA target in writing: ADA Title III claims against websites are frequent in the United States.
• Form data. Minimum fields, newsletter consent aligned with CAN-SPAM, reasonable security measures (New York's SHIELD Act requires safeguards for certain personal data, stay cautious and have it reviewed).
• Hosting and domain in the firm's name, admin access handed over at delivery.
• SEO migration if a site exists: URL inventory, 301 redirect map, Search Console monitoring.
• Acceptance criteria, timeline and budget range.

This is not legal advice.

Vague brief or precise brief: how do quotes change?

The ranges below are a 2026 ballpark, based on typical New York agency quotes and public agency rate pages. Their main purpose is to show the gap between two ways of asking.

A precise brief does not always lower the price. It removes the surprises at the end of the project.

How do you compare three quotes with a scoring grid?

Score each quote from 1 to 5 on five weighted criteria. The weighted total is the sum of each score multiplied by its weight.

Quote B looks clearest on price but ignores migration, which is often where the real cost hides. Check every calculation before you decide.

How does the Kolonell fixed grid map to the checklist?

Every tier includes a project manager reachable in your time zone, delivery in 3 to 4 weeks once content is ready and 3 months of support. Details are on the international offer page. Maintenance after the 3 included months is on quote.

Mini case study

Illustrative example: Halvorsen Ruiz Studio, a 9-person firm in Tribeca working on residential and workplace projects. With a one-page brief, Nora, a principal, receives three quotes: USD 28,000, 46,000 and 64,000, with no common line items. She then writes the checklist above: 14 pages, 18 project pages, English only, a link to the existing extranet, a WCAG 2.2 AA target, 60 URLs to redirect.

Calculation with Kolonell: Growth USD 4,900, plus an independent architectural photographer (third-party cost, assumption of 2 days at USD 2,000, so USD 4,000) for four recent projects. Total: USD 8,900 excluding the BIM viewer, priced separately. Against the median quote of USD 46,000, the difference is USD 37,100, to weigh against the need for on-site workshops.

FAQ

How long should a requirements checklist be?

Four to six pages are enough in most cases. Beyond 10 pages, agencies skim and price in a safety margin.

Should you tell agencies your budget?

Yes, a range such as USD 15,000 to 30,000 prevents off-target proposals. Without a budget, the spread between quotes often exceeds two to one.

Who should approve mentions of architect licensure?

A licensed principal, before go-live. AIA or NCARB mentions appear only if held, on 100% of the relevant pages.

Is SEO migration really necessary?

If your current site gets traffic, yes: an inventory of 50 to 150 URLs and a 301 redirect map protect project pages that are already indexed. Monitor Search Console for 6 weeks.

How long from sending the brief to go-live?

Allow 2 to 3 weeks to receive and compare quotes, then 3 to 4 weeks of production at Kolonell once content is ready. To scope yours, request a free quote.

Let's scope your project. Send your checklist, even unfinished, and we will price pages, integrations and timeline line by line. See the international offer or request a free quote: detailed reply within 48 hours.