The verdict in three sentences
A rebuild specification for a B2B distributor exists to make three quotes comparable on the same scope, which means numbers instead of wishes. In Toronto, five blocks are non-negotiable: catalog, quote and account flows, ERP sync, bilingual English and French content and AODA accessibility. A clear spec typically shrinks the spread between bids from 3 to 1 down to under 1.5 to 1, so the conversation finally turns to quality.
The template in five blocks
Hand this structure to every bidder. Each line carries a requirement you can test at acceptance.
| Block | Requirement to write | Target for a Toronto distributor | How to verify |
|---|---|---|---|
| Context | Revenue, sales reps, segments | 3 to 5 segments (contractors, facilities, municipalities) | Signed off in discovery |
| Catalog | SKU count and attributes | 1,000 to 6,000 SKUs, 10 to 25 filterable attributes | Test import of 100 SKUs |
| Quotes and accounts | Forms, quote cart, customer pricing | Multi-SKU quote cart, 3 to 5 forms, logged-in price lists | Test lead lands in CRM |
| ERP | Sync method | Nightly CSV or API feed of price and stock | Automatic import at 5 a.m. |
| Languages | English and French | Full French version for Quebec buyers, separate URLs | Native review of 20 pages |
| Accessibility | Standard | WCAG 2.0 AA, as required by AODA for qualifying Ontario organisations | Audit of 10 templates |
| Performance | Mobile load time | Under 2.5 s on product pages | Throttled 4G test |
AODA applies to Ontario private organisations with 50 or more employees, and the web requirement is WCAG 2.0 level AA. Build to WCAG 2.1 AA anyway: it costs little more and protects you as standards move.
What bidders must price separately
Ask for a breakdown on this grid. The ranges are 2026 estimates for Toronto agencies, useful to benchmark answers.
| Item | Share of budget | Range (CAD) | Watch point |
|---|---|---|---|
| Discovery and workshops | 8 to 12 % | 3,000 to 8,000 | At least 2 to 3 workshops |
| UX and design | 15 to 20 % | 5,000 to 14,000 | 2 to 3 revision rounds included |
| Catalog, search and filters | 28 to 33 % | 9,000 to 24,000 | Speed with 6,000 SKUs |
| ERP connector | 10 to 18 % | 4,000 to 13,000 | Error handling on failed imports |
| French version and content migration | 10 to 14 % | 3,500 to 9,500 | Who translates product data? |
| QA, accessibility audit, launch | 8 to 10 % | 3,000 to 7,000 | Warranty length |
| Total | 100 % | 30,000 to 75,000 | Target timeline 10 to 16 weeks |
A bid with no ERP line or no 301 redirect plan is not cheaper: the cost resurfaces as a change order.
Contract clauses to add
Specify that code, hosting, domain and analytics accounts belong to the distributor, a warranty of 3 to 6 months after launch, milestone dates and a modest penalty for provider-caused delays. Also set your own deadline for supplying content and translations, the most common reason projects slip. If you collect personal data in forms, reference PIPEDA in the privacy notice and keep Canadian or clearly documented hosting.
Mini case study
Illustrative example: Priya, marketing director at a plumbing and HVAC supply distributor in Mississauga with 4,500 SKUs and 22 reps. Without a spec she received bids of 24,000, 52,000 and 78,000 CAD that could not be compared.
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With the template, the answers came back at 49,000, 54,000 and 61,000 CAD. The maximum gap fell from 54,000 to 12,000 CAD. She picked the 54,000 CAD bid, including a 9,000 CAD ERP connector and full French version. Target: 60 quote requests a month instead of 25; at a 30 % close rate and 1,100 CAD average margin per order, the extra margin is about 11,550 CAD a month, so payback in roughly 5 months.
FAQ
How long should a website rebuild spec be?
Ten to 18 pages is enough for a distributor. What matters is that each requirement is measurable, such as under 2.5 seconds on mobile.
Does AODA apply to our B2B website?
If you are a private Ontario organisation with 50 or more employees, yes, at WCAG 2.0 AA. Non-compliance can lead to fines, and retrofitting typically costs 8,000 to 20,000 CAD.
Do we need a full French version?
If you sell into Quebec, Charter of the French Language rules make French content a practical requirement for commercial communication there. Plan 10 to 14 % of the budget plus translation.
How many agencies should we invite?
Three gives a solid comparison without exhausting your team. Allow them 2 to 3 weeks to respond and book a one-hour pitch each.
Who writes product descriptions?
Usually the distributor, from supplier data. If the agency writes them, expect 12 to 35 CAD per SKU depending on depth.
Let's scope your project. Send us your SKU count, ERP export method and target date, and we will answer line by line on your template. 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.