The verdict in three sentences
A tourism board website in Miami in 5 languages, fed by a regional listings database with 2,000 partner listings, should be budgeted at USD 80,000 to 170,000, plus USD 17,000 to 34,000 of maintenance over 3 years. A 40 % price, 60 % technical weighting protects the board against abnormally low bids that underestimate feed synchronisation. The main pitfall is a solicitation that describes neither the feed format nor the translation volume, which makes bids impossible to compare.
Building a tender that attracts the right agencies
For a public or quasi-public destination marketing organisation, county procurement rules usually require a formal RFP above a set threshold, with public advertising and a selection committee. Most website projects allow a shortlist and oral presentations with the top three firms. The RFP must describe the tourism feeds precisely: exchange format (API, XML), update frequency, fields available per listing type (lodging, dining, attractions, events).
| Scoring criterion | Weight | What to ask for |
|---|---|---|
| Total price (build + 3-year maintenance) | 40 % | Itemised fixed-price breakdown |
| Methodology and schedule | 15 % | Detailed plan, milestones, named team |
| UX and design quality | 15 % | Mock-up of a listing page and a homepage |
| Listings database integration | 15 % | References for similar integrations, technical diagram |
| Multilingual and international SEO | 10 % | Hreflang handling, translation workflow |
| Accessibility and performance | 5 % | WCAG 2.1 AA commitment (ADA Title II), Core Web Vitals |
Offering a paid mock-up stipend (USD 1,700 to 3,400 per shortlisted firm) markedly improves response quality and is fair to bidders asked for spec work.
Detailed budget: where the effort concentrates
The most underestimated item is synchronisation with the regional listings database. With 2,000 listings updated by partners and neighbouring bureaus, the platform must handle additions, removals, photos and opening hours without manual work.
| Item | Low range | High range |
|---|---|---|
| Discovery, UX, sitemap | USD 9,000 | USD 18,000 |
| Design and web brand guide | USD 11,000 | USD 23,000 |
| CMS and template development | USD 25,000 | USD 51,000 |
| Listings connector and 2,000 listings | USD 14,000 | USD 32,000 |
| Multilingual, 5 languages (excl. translation) | USD 7,000 | USD 16,000 |
| Translation of editorial pages | USD 6,000 | USD 14,000 |
| Maps, events calendar, trip planner | USD 6,000 | USD 14,000 |
| QA, accessibility, launch | USD 2,000 | USD 3,000 |
The 3-year maintenance, between USD 17,000 and 34,000, covers application support, connector updates when the database changes version, and hosting. These amounts are 2026 orders of magnitude seen on comparable tenders.
Pitfalls to avoid
First pitfall: not requiring ownership of the code and data, which locks the board in for the life of the site. Second pitfall: treating translation as a detail, when 5 languages multiply the editorial content to approve. Third pitfall: setting a launch in November, right before peak winter season, with no QA margin. Aim instead for a launch in late spring or early autumn. Finally, include an abnormally low bid clause: a bid 30 % below the average must be justified in writing.
Mini case study
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Carlos, director of a Miami-area tourism board, receives 7 bids between USD 66,000 and 184,000. The cheapest, at USD 66,000, plans a manual import of listings once a month. Carlos calculates the hidden cost: 2,000 listings, 15 % changed each month, 4 minutes per listing, 20 hours a month of staff time at USD 40 an hour loaded, so USD 9,600 a year and USD 28,800 over 3 years. Since that bid excludes maintenance, he adds USD 25,000 of 3-year support: a total cost of USD 119,800. The selected bid, at USD 118,000 including 3-year maintenance and hourly automatic sync, is therefore slightly cheaper and eliminates the opening-hour errors reported by visitors.
FAQ
What budget should a tourism board plan for a website in 2026?
Between USD 80,000 and 170,000 for a 5-language site connected to a listings database, plus USD 17,000 to 34,000 of maintenance over 3 years. A single-language site with no feeds drops to USD 34,000 to 57,000.
What price and technical weighting should we choose?
A 40 % price and 60 % technical weighting is common and defensible. Going down to 30 % on price favours quality but should be justified by connector complexity.
Should we pay for mock-ups requested from bidders?
Yes, when they represent significant work. A stipend of USD 1,700 to 3,400 per shortlisted firm is customary.
How long do the procurement and the project take?
Allow 2 to 4 months of procurement, then 6 to 8 months of project. A spring launch means issuing the RFP the previous summer.
Who should own the code and content?
The board, through a work-for-hire and IP assignment clause in the contract. Without it, switching vendors can cost USD 23,000 or more.
Let's scope your project. Share your RFP or scope (languages, listings feed, number of listings) and we will reply with an itemised estimate and a launch schedule. 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.
