The verdict in three sentences
The RFP (spec) is the document that turns a vague intention into a quotable project: without it, quotes are incomparable and overruns guaranteed. In Toronto in 2026, a B2B rebuild sits between 5,000 and 14,000 EUR depending on scope, SEO depth and integrations. A well-built spec saves you on average 15 to 25% of the final budget by avoiding change orders.
Standard RFP outline
A rebuild RFP fits in 8 to 15 pages. Each section reduces ambiguity and therefore mis-estimation risk.
| RFP section | Expected content | Why it matters |
|---|---|---|
| Context and goals | Company, audiences, business aims | Aligns agency on the stakes |
| Functional scope | Pages, forms, client area | Frames the volume of work |
| Technical constraints | Stack, hosting, security | Avoids incompatibilities |
| KPIs and measurable goals | Traffic, leads, speed | Makes success verifiable |
| Content and languages | Migration of existing | Prices editorial production |
| Budget and schedule | Envelope, milestones | Filters unrealistic offers |
| Deliverables and maintenance | Training, support | Frames post-delivery |
Budget by work package
Splitting the budget by package lets you compare quotes line by line and prioritize if the envelope is tight.
| Package | Content | Range (EUR) |
|---|---|---|
| UX/UI design | Mockups, design system | 1,000 - 3,200 |
| Development | Integration, back office | 2,000 - 5,500 |
| Content and copywriting | Text, migration, translation | 600 - 2,400 |
| SEO and 301 migration | Audit, mapping, structured data | 800 - 2,400 |
| QA and training | Testing, docs, handover | 500 - 1,300 |
| Total rebuild | 5,000 - 14,000 |
Quote scoring grid
A weighted grid stops you choosing on price alone. Score each agency 1 to 5 per criterion, multiply by the weight.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
| Criterion | Weight | What you assess |
|---|---|---|
| Understanding of the need | 25% | Response to RFP, questions asked |
| References and portfolio | 20% | Comparable B2B projects |
| SEO/performance approach | 20% | Migration plan, Core Web Vitals |
| Price and transparency | 20% | Detail per package, no opaque flat fee |
| Maintenance and support | 15% | SLA, training, responsiveness |
Mini case study
Mr. Nguyen, head of a B2B trading SME in Toronto, writes a 12-page RFP before consulting four agencies. Without a grid, he would likely have picked the cheapest offer at 4,300 EUR, which excluded 301 migration and SEO. Thanks to his weighted grid, he selects a 8,000 EUR offer including 301 mapping, structured data and training. By avoiding an estimated 30% post-rebuild traffic drop for three months — roughly 6,900 EUR of revenue at stake — the 3,700 EUR premium pays off within the first quarter.
FAQ
Do I need an RFP for a small rebuild? Yes, even a short one. A 4-to-6-page document suffices for a brochure site, but it stays essential to compare quotes on an identical basis and avoid change orders.
Who should write the RFP? Ideally the client with support from a neutral consultant. Having the RFP written by the agency that will then bid creates bias: the scope is tailored to its offer.
How long should the consultation take? 3 to 5 weeks: one week to send and field questions, two to three for responses, one to compare and choose. Too short a window scares off the best agencies.
How do you avoid opaque flat fees? By requiring a quote detailed per package (design, dev, content, SEO). A serious provider supplies it without difficulty; a refusal is a warning sign.
Should the budget appear in the RFP? Yes, at least a range. It filters out off-target offers and lets agencies calibrate their proposal rather than guess.
Let's scope your project. Send us your RFP or your goals and indicative budget: we respond with a quote detailed per package and a migration plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
