The verdict in three sentences
A clear rebuild RFP (request for proposal) turns a vague tender into comparable quotes: agencies price the same scope, and price gaps reflect value rather than misunderstanding. A solid 2026 RFP fits in 12 to 20 pages and covers context, sitemap, 30 to 60 functional requirements, GDPR/accessibility constraints and weighted selection criteria. For a B2B corporate website, plan a target budget of EUR 20,000 to 45,000 excl. VAT and a 12-week timeline from award to go-live.
The mandatory sections of a 2026 RFP
A project manager writing the document should follow a stable backbone, the one serious agencies expect. Each section removes a zone of uncertainty and therefore a risk line in the quote.
| RFP section | Expected content | Indicative length |
|---|---|---|
| 1. Context and goals | Overview, stakes, target KPIs | 1-2 pages |
| 2. Current state and audit | Traffic, current CMS, tech debt | 1-2 pages |
| 3. Targets and personas | 3-4 B2B personas, journeys | 1 page |
| 4. Sitemap | Target site plan, page volume | 1-2 pages |
| 5. Functional requirements | 30-60 numbered requirements | 3-5 pages |
| 6. Technical requirements | Stack, hosting, perf, security | 2 pages |
| 7. GDPR and accessibility | WCAG, records, consent | 1-2 pages |
| 8. Selection criteria | Weighted grid, response format | 1 page |
| 9. Timeline and budget | Milestones, target budget, support | 1 page |
Functional requirements must be numbered and prioritised (MoSCoW: Must, Should, Could, Won't). A requirement worded "an editor must be able to publish a news item without technical intervention" is worth ten lines of vague prose.
Requirements, constraints and quantified criteria
Comparability lives in three tables every agency reads first: requirement volume, regulatory constraints and criteria weighting.
| Requirement block | Typical count | Concrete example |
|---|---|---|
| Content / editorial | 8-12 | Two-level approval workflow |
| Search / navigation | 4-6 | Internal engine, filters |
| Forms / conversion | 5-8 | Contact, application, quote |
| Multilingual | 3-5 | EN/FR, hreflang |
| Integrations | 4-8 | CRM, newsletter, DAM |
| Performance / SEO | 5-8 | Core Web Vitals, 301 redirects |
On the regulatory side, two obligations weigh in 2026: GDPR (records, legal basis, compliant cookie consent) and accessibility. Following the European directive's entry into force, a large organisation's site must target WCAG 2.1 level AA, with penalties reaching EUR 50,000 in France for failure to comply.
Need a professional website?
Kolonell builds websites that attract clients, optimized for the Sénégalese market. Free quote in 2 minutes.
| Selection criterion | Weight | What is assessed |
|---|---|---|
| Technical and method value | 40 % | Stack, timeline, team |
| Understanding of need | 20 % | Intent note, mockup |
| Sector references | 15 % | 3 comparable cases |
| Price | 20 % | Detailed quote per lot |
| CSR / accessibility | 5 % | Commitments, audit |
Mini case study
Mark, secretary general of a professional federation in Lille, runs an 8-year-old site that has become unmanageable: every publication goes through the vendor, billed at EUR 90 excl. VAT each, i.e. ~EUR 11,000/year for 120 publications. He writes a 16-page RFP with one strong requirement: full editorial autonomy. Three agencies respond between EUR 26,000 and 41,000 excl. VAT. He picks a EUR 32,000 offer that eliminates per-publication billing. Recurring annual saving: EUR 11,000. The RFP thus pays for itself in under 3 years, not counting traffic and brand gains.
FAQ
How long does it take to write a rebuild RFP? Plan 15 to 25 hours of actual work for a project manager, spread over 2 to 3 weeks. An internal workshop with business units speeds up requirement gathering.
Should the budget be stated in the RFP or left open? State a target range (e.g. EUR 20,000-45,000 excl. VAT). It filters out off-budget agencies and focuses responses on the right service level while preserving negotiation.
How many functional requirements for a corporate site? Between 30 and 60. Below 30 the scope is too vague to compare; above 60 you are often describing specifications that belong to the design phase.
Is the RFP legally binding on the agency? As a contract annex it becomes contractual: the agency commits to the described scope. It is your best protection against partial delivery or unjustified overruns.
Should maintenance be included in the RFP? Yes, require a support lot priced separately (typically 6 to 12 % of project cost per year) and a 12-month warranty covering defects.
Let's scope your project. Send us your target sitemap and your 3 priority requirements: we deliver a tailored RFP template and a per-lot estimate. 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.
