Trade federation website RFP template for London

The verdict in three sentences

A chief executive preparing a website redesign for a trade federation in London only gets comparable bids if the RFP clearly separates mandatory requirements from options. Gaps seen in 2026 run from EUR 1,830 to 5,340 excluding VAT with Kolonell depending on scope to EUR 8,000 to 20,000 in agency bids, and they come mainly from the member directory and the members-only area. Plan 4 to 6 weeks of tendering and a scoring grid of 30 % price, 70 % technical to avoid picking the cheapest bid that fails on GDPR and accessibility.

The RFP template in one table

Here is the minimum structure to send to providers. Each requirement is flagged mandatory or optional, so options can be priced separately.

Reversibility is often forgotten. Without it, a federation stays locked into a provider who bills every export or hosting change. Require a CSV export of members and handover of the code into a repository owned by the federation.

Budgets, timelines and scoring grid

The ranges below are 2026 benchmarks for a federation of 150 to 600 members. Kolonell pricing follows the 2026 site grid: Growth at 1,200,000 to 2,000,000 FCFA, Premium at 2,000,000 to 3,500,000 FCFA.

For scoring, a 30 % price and 70 % technical weighting protects the federation. Split the 70 % as follows: understanding of the brief 20 %, comparable references 15 %, method and schedule 15 %, GDPR and accessibility 10 %, reversibility and maintenance 10 %. Ask the three top-ranked bidders for a 45-minute presentation.

A typical tender calendar: write the RFP in week 1, publish in week 2, bidder questions until week 3, bids due end of week 4, presentations and decision in weeks 5 and 6.

Mini case study

Helen, chief executive of a 320-member construction trade federation in London, receives three bids: EUR 4,200, EUR 11,500 and EUR 17,800 excluding VAT, all including a directory.

With the grid, the price score is the lowest bid divided by the bid assessed, multiplied by 30. The EUR 4,200 bid scores 30 points, the EUR 11,500 bid 11 points, the EUR 17,800 bid 7 points. If technical scores are 58, 62 and 64 out of 70, totals are 88, 73 and 71. The cheapest bid wins only because it also meets the technical requirements: that is the grid's job. This is a numeric illustration, not client feedback.

FAQ

How much does a trade federation website redesign cost?

With Kolonell, budget EUR 1,830 to 5,340 excluding VAT depending on whether you include the directory and members area. Agency bids range from EUR 8,000 to 20,000.

How long should the tender take?

Allow 4 to 6 weeks between publishing the RFP and choosing a provider. Give bidders at least 10 working days to submit a serious bid.

Should a federation require WCAG compliance?

A private federation is not always legally bound, but targeting WCAG 2.2 AA is good practice and a strong signal to members. The extra cost stays limited, about 5 to 10 % of the build budget.

How do we guarantee reversibility?

Write into the contract the handover of source code, a CSV export of members and a content export at no charge. Hosting in the federation's name also prevents lock-in when changing provider.

Can we run the tender without public procurement rules?

Yes, a private-law federation can run an open consultation. It still benefits from a scoring grid and presentations, which make the choice defensible before its board.

Let's scope your project. Send us your RFP or list of needs: we reply with a priced bid between EUR 1,830 and 5,340 depending on scope, with a 4 to 10 week schedule. Detailed quote within 48 h via our quote form. WhatsApp +221 77 596 93 33.