The verdict in three sentences
A clear RFP specification is the most profitable tool in a custom-app project: it turns incomparable quotes (25,000 to 90,000 EUR) into aligned offers. The essential sections are user stories, roles and permissions, integrations, volume, GDPR and acceptance criteria. Prioritize with MoSCoW and score vendors on a weighted grid, or you will choose on gut feel.
The essential sections of a 2026 RFP
An RFP that skips one of these sections produces quotes that later diverge into change orders. Each section removes an uncertainty zone that the vendor would otherwise over-price out of caution.
| Section | What it frames | Impact if missing |
|---|---|---|
| User stories | The what, from the user's view | Vague scope, overpricing |
| Roles and permissions | Who sees/does what | Security underestimated |
| Integrations (ERP/CRM) | Data flows, APIs | The most underestimated item |
| Volume | Users, data, peaks | Unfit architecture |
| GDPR and security | Personal data, hosting | Legal risk |
| Acceptance criteria | Definition of "done" | Endless UAT |
Integrations are the most often forgotten and most costly item: connecting an existing ERP can represent 20 to 35 percent of the total budget.
MoSCoW and budget by complexity
Prioritize each feature as Must / Should / Could / Won't. This protects the budget: deliver the Musts, negotiate the Shoulds, defer the Coulds. Here are the 2026 ranges by complexity.
| Complexity | Description | Budget | Timeline |
|---|---|---|---|
| Simple | CRUD, 2-3 roles, 1 integration | 25,000-40,000 EUR | 3-4 months |
| Medium | Workflows, 4-6 roles, 2-3 integrations | 40,000-65,000 EUR | 4-6 months |
| High | Real time, multi-tenant, ERP + billing | 65,000-90,000 EUR | 6-9 months |
| Very high | AI, large volumes, strong compliance | 90,000 EUR+ | 9 months+ |
A well-specified "medium" app often costs less than a poorly-scoped "simple" one that drifts: the RFP is an investment, not a formality.
Vendor scoring weights
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Score each quote on a weighted grid rather than on price alone. A balanced 2026 example: needs understanding 25 %, technical competence 20 %, comparable references 15 %, price 20 %, timeline 10 %, maintenance/support 10 %.
Mini case study
Elodie, operations director of an 80-person logistics SME, had to consult 4 vendors for a route-tracking app. Without an RFP, her first verbal quotes ranged from 30,000 to 85,000 EUR, incomparable. She wrote a 14-page RFP (user stories, 5 roles, TMS integration, volume of 300 routes/day, GDPR, 40 acceptance criteria). The new quotes tightened between 48,000 and 62,000 EUR, a 14,000 spread instead of 55,000. Thanks to the weighted grid, she chose a 54,000 EUR vendor scoring better on references, and the project held its 5-month timeline with no major change order.
FAQ
Who should write the RFP? Ideally the business owner with help from a neutral technical scoper. Letting the responding vendor write the RFP creates a conflict of interest: they specify what they can do.
How many pages for a good RFP? Between 10 and 25 pages for an SME business app. Too short leaves too many gray areas; too long freezes details that should stay agile.
Should I price the project myself in the RFP? State a target budget or a range: it avoids off-topic offers and lets vendors calibrate scope. Hiding the budget lengthens the back-and-forth.
What are acceptance criteria for? They define "done" testably (e.g. "a driver sees their route in under 2 seconds"). Without them, UAT drags on and each party has its own definition of finished.
Does GDPR change the budget? It adds requirements (consent, EU hosting, logging, right to erasure) worth 5 to 12 percent of the budget depending on data sensitivity. Better to scope it than discover it in UAT.
Let's scope your project. Send us your main user stories, your integrations and your volume: we help you structure a priced RFP and a scoring grid. 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.