The verdict in three sentences
An RFP (request for proposal) is not admin paperwork: it is the tool that makes quotes comparable and shields your budget from change requests. An 8 to 15-page RFP with a precise functional scope and weighted scoring criteria turns a fuzzy consultation into a rational decision. Budget 8,000 to 45,000 EUR ex. VAT depending on site type: the RFP is what tells you where you sit in that range.
The must-have sections of an RFP
An RFP missing these sections produces quotes you cannot compare. Here is the reference template and the level of detail expected.
| Section | Expected content | Common mistake |
|---|---|---|
| Context & objectives | Market, B2B target, KPIs (leads, meetings) | Being vague on the "why" |
| Functional scope | Pages, features, forms | Forgetting edge cases |
| Sitemap | Structure, number of pages | Underestimating volume |
| Content | Who writes it? Reuse existing? | Assuming the agency writes all |
| Design & brand | Guidelines, references, tone | Providing no references |
| Technical | CMS, hosting, integrations, SEO | Imposing tech without reason |
| Timeline & milestones | Go-live date, phases | Unrealistic deadline |
| Budget | An owned range | Hiding budget "to see" |
Giving a budget range is not a weakness: it lets the agency calibrate its proposal instead of guessing.
A weighted scoring grid
Comparing three quotes "on gut feel" is the surest way to pick the wrong partner. A weighted grid forces objectivity.
| Criterion | Weight | What you assess |
|---|---|---|
| Understanding of need | 25 % | Reframing, relevant questions |
| Technical competence | 20 % | Stack, references, security |
| Design & UX | 20 % | Portfolio, mobile ergonomics |
| Price & transparency | 15 % | Itemised quote, no grey zones |
| Timeline & method | 10 % | Schedule, project management |
| Maintenance & support | 10 % | SLA, reversibility, support |
Apply the same grid to each candidate, score 1 to 5, multiply by weight. The ranking becomes defensible to your leadership.
Price bands by site type (2026)
2026 orders of magnitude for the UK/EU market, in EUR ex. VAT, excluding advertising campaigns.
| Site type | Range (EUR ex. VAT) | Indicative timeline |
|---|---|---|
| Brochure 5-8 pages | 8,000 - 15,000 | 5 - 8 weeks |
| B2B site + blog + SEO | 15,000 - 25,000 | 8 - 12 weeks |
| Multilingual corporate site | 25,000 - 45,000 | 10 - 18 weeks |
| Portal / client area | 35,000 - 80,000 | 4 - 9 months |
The gaps come mainly from page volume, multilingual support, integrations (CRM, ERP) and the level of animation.
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Mini case study
Thomas, marketing director of an industrial SME in Lyon (45 staff), launches a redesign. Without an RFP he gets three quotes of 12,000, 19,000 and 31,000 EUR ex. VAT, incomparable. He writes an 11-page RFP in two days (about 900 EUR of internal time). Result: the three quotes converge to 17,000, 19,500 and 22,000 EUR ex. VAT for an identical scope. He saves around 5,000 EUR and, crucially, avoids two predictable change requests (multilingual and a quote-request form left out). Return on the RFP: more than 5x the time spent.
FAQ
How long should an RFP be?
Between 8 and 15 pages for a standard B2B site. Under 6 pages the scope stays fuzzy; over 25 you freeze details that should stay open to the agency's proposal.
Should I state my budget in the RFP?
Yes, a range. Hiding the budget adds 2 to 3 weeks to the consultation and produces randomly calibrated quotes. Stating "18,000 to 25,000 EUR ex. VAT" usefully guides proposals.
Who writes the site content?
Specify it: it is the number-one cause of delay. Writing 8 to 12 pages costs 1,500 to 4,000 EUR ex. VAT if delegated, or 3 to 5 days of internal work.
Can I reuse a template RFP?
Yes as a skeleton, no as-is. A template saves 1 to 2 days, but every section must be adapted to your market and KPIs, otherwise agencies answer off-target.
How long does a consultation take?
Budget 3 to 5 weeks: 1 week to issue, 2 for responses, 1 to 2 for pitches and selection. A good RFP mainly shortens the Q&A phase.
Let's scope your project. Send us your RFP or your objectives (scope, indicative budget, deadline) and get a priced, comparable proposal. 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.
