The verdict in three sentences
For a local government online services platform, a realistic 2026 budget is EUR 80,000 to 250,000 excl. VAT over the contract term, including development, hosting and maintenance. Above EUR 221,000 excl. VAT for supplies and services awarded by sub-central authorities, the EU formal procedure (open or restricted tender) applies and publication in the Official Journal of the EU becomes mandatory. A grid weighting technical value at 60 to 70 % and price at 30 to 40 % limits the risk of picking an abnormally low bid that drifts into change orders.
Choosing the right procedure and sizing the budget
The estimated value must cover the whole contract term, renewals included. A common mistake is to estimate only the initial build, then land above the threshold once 4 years of maintenance are added. The example below follows French rules, which transpose the EU directives.
| Total estimated value (excl. VAT) | Procedure | Advertising | Recommended consultation period |
|---|---|---|---|
| Under EUR 40,000 | Procedure waiver possible | Free, 3 quotes recommended | 2 to 3 weeks |
| EUR 40,000 to 90,000 | Adapted procedure (MAPA) | Buyer profile | 3 to 4 weeks |
| EUR 90,000 to 221,000 | Adapted procedure (MAPA) | National bulletin and buyer profile | 4 to 5 weeks |
| Over EUR 221,000 | Formal tender | National bulletin and OJEU | 35 days minimum for open procedure |
| Framework agreement with call-offs | Based on maximum value | Based on threshold reached | Ideal for 4-year evolutions |
Thresholds in force in 2026 for sub-central authorities, to be checked at each biennial EU revision.
Typical budget split for an online services platform (forms, appointment booking, payment, case tracking): 45 to 55 % design and development, 10 to 15 % accessibility and security, 15 to 20 % hosting over 4 years, 15 to 25 % evolutive maintenance.
The scoring grid that selects the right vendors
An effective grid breaks technical value into verifiable sub-criteria, each tied to a document in the bid.
| Criterion | Weight | Supporting document | What is scored |
|---|---|---|---|
| Methodology and schedule | 15 to 20 % | Technical proposal, backward schedule | Phases, milestones, acceptance, reversibility |
| Team quality | 10 to 15 % | Named CVs, org chart | Project lead, accessibility expert, allocation rate |
| Accessibility (RGAA 4.1 / WCAG 2.1 AA) | 10 % | Sample accessibility statement, previous audit | Compliance commitment, audit included |
| Security and hosting | 10 to 15 % | SecNumCloud or ISO 27001 certificate, security plan | Location, encryption, accreditation |
| Comparable references | 5 to 10 % | 3 public references with contacts | Size, age, actual go-live |
| Price | 30 to 40 % | Unit price schedule, quantity estimate | Consistency, abnormally low bid detection |
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For sensitive citizen data, require SecNumCloud-qualified hosting (OVHcloud, Outscale, S3NS, Cloud Temple) or at least ISO 27001-certified hosting in France or the EU, at a 20 to 50 % premium over standard cloud. Accessibility is a legal duty: the accessibility statement and multi-year plan must be deliverables, with penalties of up to EUR 50,000 per non-compliant service in France.
Mini case study
Sophie, CIO of a 180,000-inhabitant urban community in southern France, is preparing a 4-year framework agreement for an online services portal. She estimates EUR 110,000 excl. VAT for development, EUR 12,000 a year for SecNumCloud hosting and EUR 18,000 a year for maintenance, so 110,000 + 4 × 30,000 = EUR 230,000 excl. VAT. The total exceeds EUR 221,000, so she runs an open tender with OJEU publication. With a 65 % technical and 35 % price grid, a EUR 175,000 bid scored 12/20 on technical value gets 0.65 × 12 + 0.35 × 20 = 14.8, while a EUR 215,000 bid scored 17/20 gets 0.65 × 17 + 0.35 × (175/215 × 20) = 16.75 and wins. The grid rewards quality without ignoring price.
FAQ
Should the contract be split into lots? Lotting is the default rule in public procurement: separating development and hosting opens competition to SMEs. A single lot remains defensible if integration is critical, provided it is justified in the award report.
How do we spot an abnormally low bid? Compare each bid with the internal estimate and the average: a gap of more than 20 to 30 % below average justifies a written request for clarification. The vendor must then justify its person-days.
Can we require a demo? Yes, a 1 to 2 hour presentation or prototype can be scored within technical value, if announced in the tender rules with its criteria.
How long can a framework agreement run? 4 years maximum for contracting authorities, unless justified. Call-off orders for evolutions avoid relaunching a tender every 12 months.
Can an agency outside France bid? Yes, any economic operator can respond. Kolonell bids in consortium with a qualified French hosting provider and commits to accessibility and GDPR compliance.
Let's scope your project. Send us your draft specification or the list of online services you need: we will help you estimate a EUR 80,000 to 250,000 excl. VAT budget and a realistic schedule before publication. 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.
