Website Redesign RFP Checklist for 2026

The verdict in three sentences

A redesign RFP is won or lost on the precision of the specifications and the scoring grid: vague criteria produce incomparable bids and appeals. For a public body, accessibility (RGAA/WCAG), performance, maintenance (TMA) and reversibility must be explicitly weighted, not left to chance. Budget 18,000 to 50,000 EUR and a 4 to 6 month timeline from spec to go-live.

Criteria to weight in the grid

The communications lead must set weights before publishing, otherwise evaluation becomes subjective and challengeable.

Weighting price above 40 % mechanically pushes toward the lowest bid, often the riskiest on accessibility and maintenance.

2026 price ranges and timeline

The typical timeline breaks down as: scoping and spec (3-4 weeks), consultation and selection (4-6 weeks), design and development (8-12 weeks), UAT and go-live (2-4 weeks).

Classic pitfalls

The first pitfall is the vague specification: "a modern, high-performing site" cannot be priced. The second is forgetting reversibility (recovering data and code at contract end), which locks you into the vendor. The third is neglecting accessibility, now enforceable: a non-compliant public site risks formal notices and a costly early redesign.

Mini case study

Nadia, communications lead of a public body in Strasbourg, launches an RFP for her portal. Her first spec is vague; she receives 6 bids between 19,000 and 61,000 EUR, unreadable. She reworks the file: detailed specifications, a weighted grid (technical 45 %, price 30 %, references 15 %, timeline 10 %) and an AA-level accessibility requirement. The new bids tighten to 31,000 to 42,000 EUR. She selects a 36,000 EUR bid with 6,500 EUR/yr maintenance. By building accessibility compliance in from the start, she avoids a later remediation estimated at 8,000-12,000 EUR and a formal-notice risk. The timeline holds at 5 months.

FAQ

Should I publish a budget in the RFP? Stating an envelope or range (e.g. 30,000-40,000 EUR) saves everyone time and avoids off-target bids. Many public buyers now do this to get more reliable responses.

How do I score bids objectively? With a weighted grid and measurable sub-criteria rated on a scale defined in advance. Document every score: it protects you if a rejected candidate appeals.

Is accessibility compliance mandatory? For a public site, yes, with a compliance statement and a multi-year plan required. Demand an AA level and an acceptance audit in the contract to avoid costly remediation.

What does reversibility cover? Return of data in an open format, access to source code, and documentation allowing you to switch vendors. Without a reversibility clause, you are captive to the incumbent.

How long should I plan in total? Budget 4 to 6 months from spec to go-live for a portal, including 4 to 6 weeks just for consultation and selection. Anticipate internal approval delays, often underestimated.

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