The verdict in three sentences
A B2B website RFP must set 25 to 40 functional requirements, a target budget of 15,000 to 45,000 EUR, and a 40% technical / 30% price / 30% references scoring grid. It imposes a 3-week response window, clear acceptance milestones, and late penalties of 0.5%/day capped at 10%. It is the only way to compare three agencies on a strictly identical basis.
Mandatory RFP sections and deliverables
A solid RFP is structured in numbered sections, each tied to verifiable deliverables.
| RFP section | Expected content | Deliverable |
|---|---|---|
| Context & objectives | Goals, audiences, KPIs | Scoping note |
| Functional requirements | 25-40 prioritized requirements | Traceability matrix |
| Design & UX | Brand, accessibility WCAG | Approved mockups |
| Tech & hosting | CMS, performance, security | Technical doc |
| Content & migration | Volume, SEO carry-over | Migration plan |
| Acceptance & warranty | Test scenarios | Acceptance report |
| Accessibility | WCAG 2.1 AA compliance | Audit report |
Functional requirements are ranked with MoSCoW (Must, Should, Could, Won't) to avoid quotes inflated by secondary features.
Scoring grid and penalties
Weighted scoring is the heart of a fair RFP. Here is a typical 2026 grid.
| Criterion | Weight | Sub-criteria |
|---|---|---|
| Technical value | 40% | Architecture, perf, accessibility, security |
| Price | 30% | Net quote, 3-year recurring costs |
| References | 30% | Similar cases, on-time delivery |
| Late penalty | - | 0.5%/day, capped at 10% of contract |
| Response window | - | 3 firm weeks |
On a 30,000 EUR contract, a 10% cap means 3,000 EUR maximum, or 20 late days at 0.5%/day. The cap protects the agency from unlimited exposure while still encouraging on-time delivery.
Mini case study
Helen, communications lead at a Dublin-based group, prepares an RFP to redesign her 30-page institutional site. She drafts an RFP of 32 requirements, sets a target budget of 28,000 EUR, and applies the 40/30/30 grid. Three agencies bid: 24,000, 29,500, and 34,000 EUR. The second, scoring higher on technical value and references despite a higher price, earns 87/100 against 81 and 74. By scoping upfront, Helen avoids a 6,000 EUR change order that a vague RFP would have made inevitable.
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FAQ
How many functional requirements should a website RFP contain?
Between 25 and 40, prioritized with MoSCoW. Below 20 the scope is too vague to compare quotes; above 50 the RFP becomes hard to price.
What target budget should I disclose to bidders in 2026?
A range of 15,000 to 45,000 EUR depending on volume (20 to 40 pages) and integrations. Publishing a range avoids off-target quotes and saves two weeks.
How should I weight the scoring grid?
A balanced standard is 40% technical, 30% price, 30% references. Over-weighting price (>40%) attracts low-cost bids that explode in change orders.
Are late penalties negotiable?
Yes: 0.5%/day capped at 10% of the contract is a 2026 standard. Serious agencies accept it when the RFP clearly states milestones and content-delivery responsibility.
How long should the response window be?
Three firm weeks allow a priced, argued response. Under two weeks excludes serious agencies in favor of rushed bids.
Let's scope your project. Send us your page volume, key requirements, and target budget, and we will help you build a priced RFP and respond to your tender. 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.
