The verdict in three sentences
A foundation based in Brussels or Paris should plan 30,000 to 70,000 EUR excl. VAT for a complete institutional website in 2026, including online donations, annual report publishing and call for proposals management. The realistic timeline is 4 to 6 months from tender launch to go-live, of which 6 to 8 weeks are spent on selection alone. The three criteria that prevent bad surprises are WCAG 2.1 level AA accessibility (the basis of the French RGAA and the European EN 301 549 standard), EU hosting and a written reversibility clause.
2026 budget by functional scope
The secretary general of a public benefit or corporate foundation has to balance editorial ambition and budget. The amounts below are 2026 orders of magnitude for a mid-sized European agency.
| Item | Essential site | Full site | Platform with calls for proposals |
|---|---|---|---|
| Scoping, workshops, UX | 4,000 EUR | 7,000 EUR | 10,000 EUR |
| Custom design | 6,000 EUR | 10,000 EUR | 14,000 EUR |
| CMS development | 12,000 EUR | 18,000 EUR | 22,000 EUR |
| Donation module (Stripe, SEPA direct debit, tax receipts) | 3,000 EUR | 6,000 EUR | 8,000 EUR |
| Online application portal | - | - | 10,000 EUR |
| Accessibility audit and fixes | 3,000 EUR | 5,000 EUR | 6,000 EUR |
| Total excl. VAT | 28,000 to 32,000 EUR | 46,000 EUR | 70,000 EUR |
| EU hosting and maintenance per year | 3,600 EUR | 6,000 EUR | 9,000 EUR |
The donation module deserves particular attention. A well designed form with suggested amounts and automatic tax receipts (a 45 % tax reduction for donors in Belgium, 66 % in France) improves conversion by 20 to 40 % compared with a redirect to a third party platform.
The scoring grid and how many agencies to consult
Consult 3 to 5 agencies. With fewer than three, your board will not have a real comparison. Beyond five, analysis becomes time consuming and serious agencies hesitate to respond, as their chance of success falls below 20 %.
| Criterion | Weight | Verifiable indicators |
|---|---|---|
| Understanding of the mission | 20 % | Restated mission, donor and applicant journeys |
| Quality of the technical proposal | 25 % | CMS, accessibility, security, performance (mobile score above 90) |
| Non-profit sector references | 15 % | 2 or 3 live foundation or NGO websites |
| Price and 3-year total cost | 25 % | Build + hosting + maintenance over 36 months |
| Team and methodology | 15 % | Dedicated project manager, milestones, steering committees |
Thinking in 3-year total cost often changes the ranking. A 38,000 EUR offer with 9,000 EUR a year of maintenance adds up to 65,000 EUR, more than a 46,000 EUR offer with 5,000 EUR a year of maintenance (61,000 EUR).
Typical timeline and clauses to require
| Stage | Duration | Deliverable |
|---|---|---|
| Writing the specifications | 3 to 4 weeks | 15 to 25 page brief approved by the bureau |
| Tender and Q&A | 3 weeks | Offers received |
| Analysis and pitches | 2 to 3 weeks | Selection report for the board |
| Scoping and design | 4 to 6 weeks | Approved mock-ups |
| Development and content entry | 6 to 10 weeks | Site on staging |
| Testing, accessibility audit, launch | 2 to 3 weeks | Public site and accessibility statement |
Three clauses are non-negotiable. Reversibility: the agency hands over source code, credentials and documentation within 15 days if the contract ends. Intellectual property: assignment of rights on the design work. EU hosting with listed subprocessors, as required by the GDPR, since you process donor data.
Mini case study
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Hélène, secretary general of a medical research foundation in Brussels, raises 1.2 million EUR a year, 18 % of it online. She picks a 46,000 EUR excl. VAT offer with a native donation module. If the new form lifts conversion by 25 %, online giving rises from 216,000 EUR to 270,000 EUR, i.e. 54,000 EUR of extra donations in the first year. The site pays for itself in under 12 months, not counting the 60 hours a year saved on issuing tax receipts by hand.
FAQ
Is a private foundation subject to public procurement rules?
Usually not, unless it is mostly funded by public money. A formal consultation with 3 to 5 agencies is still advisable for transparency towards the board.
Is accessibility compliance mandatory for a foundation?
The European Accessibility Act and national rules mainly target public bodies and certain services, but aiming for WCAG 2.1 AA (50 success criteria) is good practice and costs 3,000 to 6,000 EUR in audit fees.
Should the budget appear in the tender?
Yes, a range such as 40,000 to 55,000 EUR excl. VAT avoids off-target offers and narrows the gap between proposals.
How long does the whole project take?
Between 4 and 6 months from tender to launch. A launch tied to an event (annual meeting, year-end campaign) should be scheduled at least 7 months ahead.
Can the project go to an agency outside Belgium or France?
Yes, as long as you require EU hosting and a French or English speaking contact. Price gaps can reach 30 to 40 % for equivalent quality.
Let's scope your project. Share your specifications and we will price the scope, an indicative EUR budget and the timeline through to launch. 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.
