The verdict in three sentences
A precise RFP halves the spread between quotes and prevents the change requests that inflate the bill by 20 to 30 % mid-project. For an industrial group with 300 to 2,000 employees, a realistic budget is 40,000 to 110,000 EUR in Berlin (25,000 to 70,000 EUR excl. VAT in Lyon), for 4 to 6 months of work and maintenance of 600 to 1,500 EUR a month. Invite 3 to 5 agencies, no more, and require answers structured to your grid.
The RFP template in eight sections
A good document runs 15 to 25 pages. It describes the need without dictating the technical solution, unless your IT department has constraints.
| Section | Expected content | Common mistake |
|---|---|---|
| Context and objectives | Group key figures, audiences, 3 to 5 KPIs | Vague goals like « modernise our image » |
| Scope | 40 to 120 pages, number of templates, subsidiary sites | Forgetting country or product sites |
| Languages | DE, EN, plus a third (FR, ES or PL) | Not stating who translates and who approves |
| Investor area | Press releases, financial calendar, regulated documents | Underestimating disclosure rules |
| Recruiting | Job sync with the HRIS, candidate flow | Not supplying the HRIS API documentation |
| CMS and governance | Headless CMS, 2 or 3 level approval workflow | Not listing editorial roles |
| Technical requirements | Accessibility, security, EU hosting, performance | Mandating a technology without reason |
| Process | Timeline, scoring grid, indicative budget | Hiding the budget, which skews offers |
Stating a budget range does not push prices up. It lets agencies pitch at the right level and stops you comparing a 22,000 EUR offer with an 85,000 EUR one that do not cover the same scope.
Detailed 2026 budget by work package
The ranges below reflect a group of about 800 employees, 3 languages and 70 pages. The Lyon column is given for comparison.
| Work package | Range in Berlin | Range in Lyon (excl. VAT) |
|---|---|---|
| Discovery, workshops, UX and sitemap | 6,000 to 14,000 EUR | 4,000 to 9,000 EUR |
| Design (web guidelines, 15 to 25 templates) | 8,000 to 19,000 EUR | 5,000 to 12,000 EUR |
| Front-end and headless CMS development | 15,000 to 44,000 EUR | 9,000 to 28,000 EUR |
| HRIS connector for job listings | 3,000 to 9,000 EUR | 2,000 to 6,000 EUR |
| Investor area and regulated documents | 3,000 to 9,000 EUR | 2,000 to 6,000 EUR |
| Migration, translations, acceptance testing | 3,500 to 10,000 EUR | 2,000 to 6,000 EUR |
| Accessibility and security audit | 1,500 to 5,000 EUR | 1,000 to 3,000 EUR |
Add licences: a SaaS headless CMS costs 0 to 900 EUR a month depending on editors and locales, and EU hosting with CDN 80 to 400 EUR a month.
Timeline and selection grid
A well-run tender takes 6 to 8 weeks before kick-off, then 4 to 6 months of delivery.
| Stage | Duration | Deliverable |
|---|---|---|
| Writing and approving the RFP | 3 to 4 weeks | 15 to 25 page document |
| Agency questions | 1 week | Answers shared with all |
| Offer submission | 2 to 3 weeks | Technical and financial offers |
| Pitches (2 or 3 agencies) | 1 week | Weighted score |
| Discovery and design | 6 to 8 weeks | Approved mock-ups |
| Development and testing | 10 to 14 weeks | Site on staging |
A standard weighting is 40 % understanding and method, 30 % reference quality, 30 % price. Avoid giving price more than 40 %: quality gaps cost far more over the site's three-year life.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Mini case study
Markus, head of communications for a precision engineering group with 1,100 employees near Berlin, received 5 offers between 30,000 and 140,000 EUR in a first tender without a proper RFP. After a structured document and an indicative budget of 70,000 to 90,000 EUR, the 4 offers received ranged from 72,000 to 91,000 EUR. He picks an agency at 82,000 EUR with maintenance at 1,200 EUR a month. Three-year total: 82,000 + 43,200 = 125,200 EUR, about 3,500 EUR a month. Change requests stay at 3 % of budget against 25 % on the previous project, roughly 18,000 EUR avoided.
FAQ
How many agencies should we invite for a corporate site?
Three to five. Beyond that, evaluation takes more than 10 days and quality agencies often decline overly open tenders.
Should the RFP mandate a headless CMS?
Describe the need instead: 2 or 3 approval levels, 3 languages, content reuse. A headless CMS meets these needs well, at a 10 to 20 % premium over a traditional CMS.
What should maintenance cover?
Security updates, bug fixes, small enhancements and editorial support. At 600 to 1,500 EUR a month, expect 4 to 12 hours of enhancements included and a critical fix time under 4 business hours.
Does the site need to meet accessibility standards?
The European Accessibility Act applies from June 2025 to many customer-facing services, and German BFSG rules follow it. Targeting WCAG AA costs 5 to 10 % of budget and protects the employer brand.
Why is Berlin more expensive than Lyon?
Mainly day rates: 750 to 1,100 EUR in Berlin against 550 to 850 EUR in Lyon, for comparable senior profiles.
Let's scope your project. Share your draft RFP: we will review it, price a scope of 25,000 to 70,000 EUR and propose a 4 to 6 month 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.
