The verdict in three sentences
Rebuilding a private engineering school's website should start 9 to 12 months before the admissions cycle opens, because the project takes 5 to 8 months from tender to launch. In 2026, the budget is roughly EUR 25,000 to 70,000 excluding VAT, plus EUR 5,000 to 15,000 for the admissions CRM connector. An RFP that is precise about mobile (40 to 60% of traffic), accessibility and the applicant journey avoids change requests that push budgets 20 to 30% over.
The sections every RFP needs
A useful RFP describes measurable goals and constraints, not a mock-up. Agencies price more accurately, and you compare like with like.
| Section | Expected content | Common mistake |
|---|---|---|
| Context and goals | Application volumes, target conversion rate, audiences (school leavers, parents, transfer students, international) | Vague goals such as 'a modern site' |
| Target sitemap | 60 to 200 pages: programmes, admissions, research, industry, student life | Copying the current structure |
| Applicant journey | Programme page, eligibility checker, open day registration, application | Forgetting transfer and international applicants |
| Integrations | Admissions CRM, events tool, application platform, alumni directory | Not supplying API documentation |
| Accessibility | Target WCAG level, audit, accessibility statement | Dealing with it after launch |
| Performance and mobile | LCP under 2.5 s, journeys tested on mobile | Testing on desktop only |
| Editorial governance | Roles, approval workflow, contributor training | Giving admin rights to everyone |
| Timeline and selection criteria | Milestones, price/technical/reference weighting | Price weighted above 50% |
2026 budget: line-by-line ballpark
| Item | Indicative budget | Share of total |
|---|---|---|
| Scoping, workshops, UX and applicant journey | EUR 4,000 to 10,000 | 12 to 15% |
| UI design and design system | EUR 5,000 to 12,000 | 15 to 18% |
| Front-end and CMS development | EUR 10,000 to 30,000 | 40 to 45% |
| Content migration and copywriting | EUR 3,000 to 10,000 | 10 to 14% |
| Accessibility: audit and fixes | EUR 2,000 to 6,000 | 6 to 9% |
| Testing, SEO and redirect plan | EUR 1,000 to 2,000 | 3 to 4% |
| Admissions CRM connector | EUR 5,000 to 15,000 | On top |
| Annual maintenance | EUR 3,000 to 9,000/year | Recurring |
Total project: EUR 25,000 to 70,000 excluding the CRM connector. The spread depends mostly on the number of programmes, languages (at least French and English for international recruitment) and how deeply the site integrates with the school's information system.
The admissions CRM connector, the heart of the return
The site only creates value if every contact reaches the CRM with its source: fair, programme page, open day, campaign. The connector passes form data, triggers automated follow-ups and feeds the admissions team's dashboards. Require in the RFP the list of fields, timestamped GDPR consent, duplicate handling and a test environment. Market platforms (Salesforce Education Cloud, HubSpot, specialist higher-education tools) have documented APIs: cost ranges from EUR 5,000 for a connected form to EUR 15,000 for full sync with lead scoring.
Mini case study
Illustrative scenario: Sophie, communications director of a private engineering school in Toulouse, receives 3,200 information requests a year and enrols 420 students, a 13% conversion rate. Rebuild budget: EUR 48,000, plus EUR 9,000 for the CRM connector, delivered in 7 months.
With a redesigned mobile journey and automated follow-ups, a 1-point increase in conversion means 32 more enrolments. At EUR 8,500 annual tuition, that is EUR 272,000 in first-year revenue. Even with a cautious assumption of 10 extra students, or EUR 85,000, the EUR 57,000 invested is covered by the first intake.
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FAQ
When should the tender go out to be ready for the admissions cycle?
Aim to appoint the agency in January for a September launch, ahead of autumn fairs. A 5 to 8 month project started in April arrives too late for the next cycle.
Is accessibility compliance mandatory for a private school?
It is for bodies with a public service mission, and the European Accessibility Act is steadily extending obligations to private digital services. For a state-recognised school, budget EUR 2,000 to 6,000 for an audit.
How many agencies should we consult?
Three to five agencies are enough, based on a 15 to 30 page RFP. Beyond that, analysis time balloons without improving the choice.
Do we have to rewrite all content?
No: 30 to 50% of pages can be reused with light editing. Focus copywriting on programme and admissions pages, which drive 60 to 70% of conversions.
How much budget should we keep for after launch?
Keep 10 to 15% for adjustments in the first three months. Annual maintenance then runs EUR 3,000 to 9,000 depending on integrations.
Let's scope your project. Send us your current sitemap, application volumes and CRM, and we will price the rebuild and the admissions connector, with an indicative budget and a schedule aligned with your recruitment cycle. 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.
