The verdict in three sentences
For a public housing provider managing 8,000 homes, an institutional website with a tenant portal is a EUR 40,000 to 90,000 excl. VAT contract, plus EUR 6,000 to 12,000 a year of application maintenance. The specification must require AA-level accessibility (RGAA 4.1 in France, WCAG 2.2 AA in the UK), describe the interface with the housing management ERP precisely and choose between a single contract or 3 lots. A scoring grid weighted 60% quality and 40% price avoids awarding a low bid that cannot deliver the integration.
The scope to describe in the technical specification
A housing provider's site serves three audiences: tenants (payments, repairs, certificates), housing applicants (information, application, tracking) and partners (local authorities, contractors, press). The tenant portal is the most expensive item because it depends on the existing housing management ERP and its APIs.
| Component | Requirement to write | 2026 range excl. VAT |
|---|---|---|
| Editorial site (80 to 150 pages) | CMS, 2-level approval workflow, search | EUR 15,000 to 30,000 |
| Tenant portal | SSO, rent statements, online payment, repair requests | EUR 18,000 to 40,000 |
| Housing management ERP connector | API or file feed, daily sync | EUR 5,000 to 12,000 |
| AA-level accessibility | Initial audit, fixes, accessibility statement | EUR 3,000 to 6,000 |
| Sovereign hosting and security | Certified host, backups, penetration tests | EUR 2,000 to 5,000/year |
| Application maintenance | Fixes, enhancements, on-call | EUR 6,000 to 12,000/year |
Accessibility is a legal obligation for a public body. Require an accessibility statement published at launch, a minimum 75% conformance with the criteria at launch and a multi-year improvement plan.
Single contract or 3 lots
Splitting into lots is the default rule in public procurement. For a housing provider site, three lots make sense: lot 1 editorial site and design, lot 2 tenant portal and ERP connector, lot 3 hosting and maintenance. Splitting opens the tender to SMEs but multiplies interfaces between contractors.
| Option | Advantage | Risk | Suitable if |
|---|---|---|---|
| Single contract | One accountable party, shorter timeline | Fewer bidders, dependency | Budget under EUR 50,000 |
| 2 lots (site / tenant portal) | Specialist on the ERP integration | Design coordination | Complex ERP |
| 3 lots (site / portal / maintenance) | Maximum competition | 3 contracts to manage | In-house project team available |
| Framework with call-offs | Flexibility over 4 years | Less budget visibility | Many enhancements planned |
With a 35-day consultation, 3 weeks of evaluation and award around day 60, the project starts roughly two months after publication. Build then takes 4 to 6 months.
Bid scoring grid
| Criterion | Weight | What is scored |
|---|---|---|
| Price | 40% | Total 4-year price, maintenance included |
| Methodology and schedule | 20% | Phasing, milestones, risk management |
| Accessibility and quality | 15% | Accessibility method, audited references |
| ERP integration | 15% | Experience with the housing software in place |
| Team and reversibility | 10% | Profiles, exit plan, code ownership |
Scoring price over 4 years rather than at delivery neutralises bids that offset a low build price with expensive maintenance.
Mini case study
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
Thomas, communications officer at a provider managing 8,000 homes, estimates that the front desk handles 1,600 certificate and rent statement requests a month, at 6 minutes each on average. If the tenant portal absorbs 55%, the provider saves 1,600 x 55% x 6 = 5,280 minutes, or 88 hours a month. At a loaded cost of EUR 32 an hour, savings reach EUR 2,816 a month, about EUR 33,800 a year. On a EUR 70,000 contract plus EUR 9,000 of yearly maintenance, payback arrives around month 34.
FAQ
What budget for the website of a provider managing 8,000 homes?
Budget EUR 40,000 to 90,000 excl. VAT for the build, depending on the depth of the tenant portal. Add EUR 6,000 to 12,000 a year of maintenance and EUR 2,000 to 5,000 of hosting.
Is AA-level accessibility mandatory?
Yes, public bodies must make their sites accessible and publish an accessibility statement. Aim for at least 75% conforming criteria at launch, then a multi-year plan.
How long does the tender take?
Plan 35 days of publication, 3 weeks of evaluation and award around day 60. Delivery then takes 4 to 6 months.
Should the contract be split into lots?
Lots are the default unless justified otherwise. Three lots maximise competition but require an in-house team able to coordinate contractors.
How do I avoid expensive maintenance after launch?
Score price over 4 years and request a schedule of unit rates for enhancements. A development day usually costs EUR 550 to 750 excl. VAT.
Let's scope your project. Send us your draft specification or list of needs: we will help you estimate the budget, structure the lots and prepare an accessibility-compliant bid with a realistic timeline. 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.
