The verdict in three sentences
A successful RFP is won before publication: a clear scoring grid (technical 60 % / price 40 %) and a precise brief make proposals comparable. In 2026 an institutional redesign costs 40,000-120,000 EUR over 5 to 9 months, with WCAG 2.1 AA accessibility as a non-negotiable requirement. The worst choice is the lowest bid: an abnormally low proposal almost always hides an amputated scope or a costly rescue.
Weighted scoring grid
Explicit weighting protects against a contestable choice and documents the decision. Indicative 2026 scale.
| Criterion | Weight | What is assessed |
|---|---|---|
| Technical value / method | 30 % | Architecture, security, schedule |
| UX / design quality | 15 % | Mockups, UX, brand consistency |
| WCAG AA accessibility | 10 % | Commitment, audit, compliance rate |
| References / dedicated team | 5 % | Comparable projects, seniority |
| Price | 40 % | Total lifecycle cost |
| Total | 100 % | Final weighted score |
Setting price at 40 % rather than 60 % avoids rewarding a hollow bid. Accessibility deserves its own line: non-compliance exposes you to penalties and user complaints.
Budget, timelines and the low-bid trap
| Item | 2026 order of magnitude | Watch point |
|---|---|---|
| Institutional redesign | 40,000-120,000 EUR | Pages + features scope |
| Overall timeline | 5-9 months | Staged milestones and acceptance |
| Accessibility audit | 4,000-12,000 EUR | Mandatory, isolate as a lot |
| Sovereign hosting | 3,000-9,000 EUR/yr | Data localisation |
| Maintenance / support | 12-36 months, 8-20 %/yr | Reversibility included |
| Abnormally low bid | < 60 % of the median | Require written justification |
A bid at half the median should trigger a request for justification: either the vendor misread the scope, or it plans to recover via change orders. Either way, overrun risk is high.
Mini case study
Sophie, communications lead at an 80,000-resident local authority, launches the citizen-portal redesign. She receives four bids: 48,000, 71,000, 76,000 and 82,000 EUR. The lowest at 48,000 includes neither the accessibility audit nor migrating the 1,200 existing pages. Applying the 60/40 grid, the 76,000 EUR bid wins: better methodology, priced accessibility, dedicated team. Adding back the audit (8,000 EUR) and migration (12,000 EUR) omitted by the lowest bidder would bring it to a real 68,000 EUR, without the guarantees. Sophie thus secures 20,000 EUR of avoided rework and enforceable accessibility compliance.
FAQ
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How much weight should price get?
A technical 60 % / price 40 % ratio is common and prudent for an institutional project. Pushing price above 50 % rewards hollow bids that later overrun through change orders.
Is accessibility really mandatory?
Yes for public and equivalent bodies: WCAG 2.1 AA-aligned standards apply, with a compliance statement and penalty risk. Isolate the audit (4,000-12,000 EUR) as a dedicated lot.
How long should an institutional redesign take?
Expect 5 to 9 months depending on page count and integrations. A milestone-based schedule (scoping, design, development, acceptance, go-live) avoids the tunnel effect and secures payments.
How do I spot an abnormally low bid?
Compare to the median of bids: below 60 %, require a written price justification. A serious redesign of this scope almost never drops under 40,000 EUR.
Should maintenance be in the RFP?
Yes, over 12 to 36 months at 8-20 % of dev cost per year, with a reversibility clause and code access. Omitting it ties you to the vendor with no negotiating leverage.
Let's scope your project. Send us your scope, envelope and timeline, and we will help you build a scoring grid and brief that make bids comparable. 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.
