The verdict in three sentences
A successful tender (RFP) rests on a weighted scoring grid communicated to bidders, not on gut feel. Consult 5 to 8 bidders, budget 3,000 to 10,000 EUR of internal time and 8 to 16 weeks of procedure. The non-negotiables in 2026: accessibility (WCAG/RGAA), GDPR compliance and hosting within the European Union.
The scoring grid that protects your choice
Weighting is the heart of the tender. It must be defined BEFORE offers arrive and communicated to bidders. Here is a proven grid for an institutional website.
| Criterion | Weight | Sub-criteria | Pitfall to avoid |
|---|---|---|---|
| Technical value | 40 % | Methodology, accessibility, performance, security | Over-scoring "pretty" design |
| Price | 30 % | Total cost, 3-year TCO | Picking the lowest bid alone |
| References | 20 % | Comparable cases, sector | Ignoring client size |
| Timeline | 10 % | Schedule, milestones | Believing an unrealistic date |
A classic mistake is setting price at 50 % or more: you then get the lowest bidder, often the riskiest. For institutional work, technical value and references should carry at least 60 % of the total.
Duration, cost and requirements of the procedure
An institutional tender is not free: it mobilises legal, IT, communications and management. Here are the 2026 orders of magnitude, with a Berlin benchmark where the public procurement (Vergabe) procedure is especially formalised.
| Stage | Duration | Internal cost (estimate) | Deliverable |
|---|---|---|---|
| Drafting the tender dossier | 2-4 wks | 1,500-4,000 EUR | Consultation package |
| Publication & Q&A | 1-2 wks | 500-1,500 EUR | Answers to bidders |
| Receipt & analysis | 2-4 wks | 1,000-3,000 EUR | Analysis report |
| Hearings / pitches | 1-2 wks | 500-2,000 EUR | Completed grid |
| Notification & finalisation | 1-2 wks | 500-1,500 EUR | Signed contract |
| Total | 8-16 wks | 3,000-10,000 EUR | Selected provider |
Requirements to write down in 2026: WCAG 2.1 AA / RGAA accessibility, GDPR with a processing register, EU hosting (or sovereign), and a reversibility clause (recovery of code and data at contract end).
Mini case study
Mr Weber, secretary general of a cultural foundation in Berlin, redesigns a nine-year-old site. He consults 6 agencies, applies the 40/30/20/10 grid and budgets 6,500 EUR of internal time over 13 weeks. Two offers stand out: one at 78,000 EUR, the other at 62,000 EUR. The grid ranks the first ahead thanks to a stronger technical score (native accessibility, performance plan), despite a price 26 % higher. On a 3-year TCO, the gap drops to 9 % once maintenance is included. He picks the technical offer and secures WCAG accessibility from the start, avoiding an estimated 12,000 EUR remedial audit.
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FAQ
How many bidders should I consult for an institutional tender?
Five to eight is optimal. Fewer means weak competition; more makes analysis time-consuming without quality gains.
Should I compensate bidders for their pitch?
For a substantial project (> 80,000 EUR) with a demanding pitch, a fee of 1,000 to 3,000 EUR per unsuccessful bidder improves offer quality.
Is accessibility mandatory?
For public and equivalent bodies, yes, with a compliance declaration. For the private sector it is becoming an expected standard and a reputation factor in 2026.
How long does the procedure take?
From 8 to 16 weeks depending on organisation size and formalism. Too fast (< 6 weeks) scares off the best agencies.
Can I negotiate after receiving offers?
Yes, unless the procedure is closed. A finalisation phase lets you adjust scope and price before notification, usually over 1 to 2 weeks.
Let's scope your project. Tell us your organisation's size, your compliance requirements and your deadline, and we will submit a structured response for your scoring 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.
