The verdict in three sentences
A clear RFP (request for proposal) is the only document that makes agency quotes truly comparable: without it, every vendor prices a different project. In 2026, an institutional redesign RFP fits into 12 sections and comes with a weighted scoring grid balancing technical quality and price. Budget 15,000 to 50,000 EUR depending on scope, over a 12- to 20-week timeline.
The 12 sections of a solid RFP
An incomplete RFP produces incomparable bids. Here is the minimum structure a serious agency expects, with the level of detail to provide.
| Section | Expected content | Impact on pricing |
|---|---|---|
| 1. Context & goals | Stakes, audiences, KPIs | Frames the proposal |
| 2. Functional scope | Number of pages, modules | High |
| 3. Site tree | Section structure | Medium |
| 4. Design & brand | Guidelines, tone, references | Medium |
| 5. Content | Reuse, copywriting, volume | High |
| 6. Technical | CMS, hosting, integrations | High |
| 7. SEO & migration | Redirects, keyword plan | Medium |
| 8. Accessibility | Target WCAG level | High |
| 9. Multilingual | Languages, translation governance | Medium |
| 10. Timeline & milestones | Key dates, UAT | Medium |
| 11. Maintenance & warranty | Retainer, post-launch SLA | Recurring |
| 12. Budget & terms | Envelope, payment, criteria | Frames the bid |
Scoring grid and 2026 budget
The scoring grid removes guesswork. A technical 60% / price 40% weighting protects against the cheapest bid that is under-scoped.
| Criterion | Weight | What you score |
|---|---|---|
| Understanding of the need | 20% | Reframing, questions |
| Quality of the technical proposal | 25% | CMS, security, performance |
| References & team | 15% | Similar cases |
| Price | 40% | Value-for-money |
| Scope | 2026 budget (EUR) | Timeline |
| Institutional showcase redesign | 15,000 – 25,000 | 12–14 weeks |
| Site + CMS + multilingual | 25,000 – 40,000 | 14–18 weeks |
| Full portal + integrations | 40,000 – 50,000+ | 18–20 weeks |
Mini case study
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Helen, communications director of an industrial group in Manchester, must consult three agencies. Without an RFP she received quotes of 12,000, 28,000 and 45,000 EUR covering different scopes — incomparable. After writing a 12-section RFP (2 days of internal work), all three bids cover the same scope: 26,000, 29,500 and 31,000 EUR. The weighted grid ranks the 29,500 EUR bid first (higher technical score). Estimated savings versus a poor "cheapest" choice: 8,000 to 15,000 EUR of avoided rework in year one.
FAQ
Do I need an RFP for a redesign under 15,000 EUR? Yes, but a lighter one: 4 to 5 sections suffice (goals, scope, content, technical, budget). The RFP remains the tool that makes quotes comparable, whatever the amount.
Who writes the RFP? Ideally the client, with consultant support if needed. Expect 1 to 3 days of internal work; an external scoping engagement typically costs 1,500 to 4,000 EUR in 2026.
How do I build accessibility into the RFP? By explicitly setting the target level (WCAG 2.1 AA minimum) and requiring an acceptance audit. A non-compliant institutional site creates reputational and, in some cases, regulatory risk.
How many agencies should I consult? Three to five, no more: beyond that, analysis becomes time-consuming with no quality gain. A short-list of 3 after an initial screen is a good standard.
What goes into the maintenance clause? The scope (corrective, evolutive, security), the SLA (response time, 99.9% uptime) and the annual cost, often 8 to 20% of the project budget.
Let's scope your project. Tell us your scope (number of pages, CMS, multilingual), your indicative budget and target date, and we'll hand you a ready-to-issue RFP template. 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.
