The verdict in three sentences
A mid-market RFP for an institutional website must set a clear scope (20-30 pages), GDPR compliance with EU hosting and WCAG 2.1 AA accessibility as non-negotiable requirements. The 2026 target budget sits between 35 000 and 65 000 EUR for a 12 to 18 week timeline. A weighted scoring grid (technical, UX, price, references) avoids choosing on price alone and secures the committee's decision.
Scope and RFP requirements
A credible RFP details functional scope, regulatory constraints and expected deliverables. Here are the structuring requirements to spell out for a mid-market firm.
| Requirement | Expected detail | Level |
|---|---|---|
| Editorial scope | 20-30 pages, 3-4 sections | Mandatory |
| CMS | Autonomous back office, EN/DE | Mandatory |
| GDPR | Records, consent, DPO | Mandatory |
| EU hosting | EU datacenter, reversibility | Mandatory |
| Accessibility | WCAG 2.1 AA, audit included | Mandatory |
| Performance | Core Web Vitals > 90 | Desired |
| Press/careers area | News, job postings | Desired |
For a mid-market industrial firm, accessibility is not cosmetic: under the EU Accessibility Act it increasingly engages corporate liability, and a compliance audit should be a contractual deliverable.
Budget, timeline and evaluation grid
The weighted scoring grid is the heart of the RFP: it makes offer comparison objective and protects the selection committee. Here is a typical 2026 split.
| Criterion | Weight | What is assessed |
|---|---|---|
| Technical value | 40% | Architecture, CMS, security, perf |
| UX/design quality | 25% | Mockups, usability, accessibility |
| Price | 20% | Total + 3-year recurring cost |
| References | 15% | Comparable mid-market projects |
| Total | 100% |
On budget, expect: build 35 000 to 65 000 EUR, maintenance 900 to 2 000 EUR/month, EU hosting 150 to 400 EUR/month. The 12 to 18 week timeline includes a 2-3 week QA and accessibility audit phase.
Mini case study
Sarah, CFO of a 180-employee Berlin mid-market firm, issues an RFP to rebuild the corporate site. Target budget 52 000 EUR, 3 bidders. Grid applied: agency A scores 82/100 (technical 36, UX 22, price 14, refs 10), agency B 76/100. Agency A's 5 000 EUR premium is justified by an included WCAG audit and 2 sector references. Over 3 years, maintenance 1 400 EUR/month + hosting 320 EUR/month = 61 920 EUR recurring; total cost of ownership reaches 113 920 EUR, arbitrated calmly thanks to the grid.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
FAQ
What should an institutional website RFP contain?
Editorial scope, CMS requirements, GDPR compliance, WCAG accessibility, hosting constraints, deliverables and the scoring grid. The more precise it is, the more comparable the offers.
Why require EU hosting?
For a strategic mid-market firm, EU hosting limits exposure to extraterritorial laws and eases GDPR compliance. Reversibility should be contractual.
How to weight the evaluation grid?
A balanced scheme gives 40% technical, 25% UX, 20% price, 15% references. Avoid putting price above 30%: it pulls offers down and quality with them.
Is the accessibility audit mandatory?
Under the EU Accessibility Act, WCAG 2.1 AA increasingly applies to large firms. Making it a contractual deliverable avoids a costly retrofit (often +15-20% of the build).
What is a realistic timeline for a mid-market rebuild?
12 to 18 weeks on average: 3 of discovery, 4-5 of design, 5-6 of build, 2-3 of QA and audit. A multilingual scope adds 2 to 3 weeks.
Let's scope your project. Send us your target scope and compliance requirements, and we will respond to your RFP with a priced grid and sector references. 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.
