The verdict in three sentences
An institutional website RFP for a group must frame six blocks: scope, sitemap, CMS governance, performance, security and scoring criteria. Without a weighted scoring grid, tenders get decided on gut feeling or lowest price — two costly mistakes. This 2026 template gives you a 100-point grid to compare agencies objectively.
The essential RFP sections
A vague RFP produces incomparable quotes. Each section must be quotable and testable, with measurable requirements (deadlines, compliance rates, performance thresholds).
| Section | Expected content | Measurable 2026 requirement |
|---|---|---|
| Scope and objectives | Audiences, KPIs, markets | Traffic, target conversion rate |
| Sitemap and content | Page count, languages | 40-150 pages, 2-4 languages |
| CMS governance | Roles, approval workflow | 3+ approval levels |
| Performance | Core Web Vitals | LCP < 2.5s, INP < 200ms |
| Security and compliance | CSP, GDPR, health data | Security audit delivered |
| Accessibility | WCAG 2.1 AA | Compliance rate >= 95% |
The 100-point scoring grid
Weighting reflects your priorities. Adjust it, but keep price under 30% to avoid picking a low-cost agency that delivers a site to redo in two years.
| Scoring criterion | Weight | What is assessed |
|---|---|---|
| Understanding of the need | 20 | Reframing, quality of questions |
| Technical quality and perf | 20 | Stack, Core Web Vitals, security |
| Design and references | 15 | Comparable institutional portfolio |
| Governance and support | 15 | Project manager, method, training |
| Accessibility and compliance | 10 | WCAG experience |
| Price and transparency | 20 | Quote detail, phasing |
A knockout score below 10/20 on understanding of the need weeds out agencies replying with a generic quote.
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Mini case study
Antoine, communications director of an industrial mid-cap, launches an RFP for a 55,000 EUR site. He receives 6 proposals ranging from 32,000 to 78,000 EUR. Applying the 100-point grid, the cheapest agency scores 58/100 (weak understanding, no institutional reference), while a 61,000 EUR agency scores 87/100. By choosing on score rather than price, Antoine avoids a premature rebuild estimated at 40,000 EUR two years later.
FAQ
Should we publish a budget in the RFP? Stating a range (e.g. 40,000-60,000 EUR) saves time: agencies calibrate their proposal and you avoid off-target quotes. It does not prevent negotiation.
How many agencies should we consult? Three to five is optimal. Beyond that, evaluation gets heavy and response quality drops as agencies sense a low win probability.
Which performance criteria for 2026? LCP < 2.5s, INP < 200ms, CLS < 0.1, and a Lighthouse score > 90 on all key pages. These thresholds are contractual and testable at delivery.
How do we avoid incomparable quotes? By imposing an identical response template (same items, same price breakdown, same deliverables) and providing the target sitemap. The scoring grid does the rest.
Should maintenance be in the RFP? Yes, request maintenance and hosting cost over 24 months. A site cheap to buy but costly to maintain can end up dearer than a higher-quoted competitor.
Let's scope your project. Send us your RFP or key outline (scope, languages, indicative budget): we respond with a structured proposal on your grid. 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.
