The verdict in three sentences
A structured RFP replaces gut feeling with a weighted scoring matrix that makes the decision defensible internally. The classic trap — picking the lowest bid — costs on average 30 % more over two years in change orders, delays and partial rebuilds. Budget 4 to 8 weeks of selection for a high-stakes redesign.
How do you structure the selection process?
The process runs in five steps, from wide sourcing to contracting. Each step shortens the list and deepens the analysis.
| Step | Goal | Typical duration | Deliverable |
|---|---|---|---|
| Long list | Identify 8-12 agencies | 1 week | Sourcing sheet |
| RFP sent | Frame the request | 1 week | Pack + brief |
| Bids received | Get 4-6 responses | 2-3 weeks | Comparable quotes |
| Short list & pitch | Interview 2-3 finalists | 1-2 weeks | Scored matrix |
| Contracting | Negotiate and sign | 1 week | Contract + plan |
Which weighted scoring criteria should you use?
Price never weighs more than 25 %. Method and references matter more for a risky project. Here is a proven 2026 matrix.
| Criterion | Weight | What you assess | Score /20 |
|---|---|---|---|
| Methodology | 30 % | Scoping, sign-off, project management | — |
| Price | 25 % | Total cost, transparency, retainer | — |
| References | 20 % | Comparable cases, measured results | — |
| Team | 15 % | Seniority, dedicated contacts | — |
| Timeline | 10 % | Realism, milestones, capacity | — |
For a redesign budget of GBP 16,000 to 30,000, a bid 20 % cheaper but scoring 11/20 on methodology loses to a solid bid scoring 17/20.
What trap questions should you ask at the pitch?
These questions reveal the agency's real maturity.
| Question | What a good answer contains |
|---|---|
| What if we add a page mid-project? | A costed change-order process, not "it's free" |
| Who actually codes, in-house or outsourced? | Transparency on team and location |
| How do you handle the SEO migration? | 301 redirect plan, 3-month monitoring |
| What is your response time if the site goes down? | Written SLA, e.g. 4 h in business hours |
| What happens to the site if we leave you? | Code handed over, no proprietary lock-in |
Mini case study
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Sophie, procurement lead at a mid-cap manufacturer in London, runs an RFP for a redesign estimated at GBP 24,000. She receives a GBP 18,000 bid scoring 12/20 and a GBP 23,500 bid scoring 17/20. The weighted matrix gives 13.4 versus 16.1. She picks the second. Over two years the initial GBP 5,500 gap is absorbed: the cheaper competitor had under-budgeted sign-off and billed another client GBP 8,000 in change orders. A defensible, documented decision.
FAQ
How many agencies should you invite to an RFP?
Between 4 and 6 into the RFP, drawn from a long list of 8 to 12. Beyond that, quote analysis becomes unmanageable and you engage agencies who sense a low probability of winning.
Should you share the budget with agencies?
Yes, a range (e.g. GBP 20,000-30,000). It avoids off-target bids and focuses creativity on the real scope rather than on price guesswork.
Is the lowest bid always a trap?
Not always, but a gap of more than 25 % below the median often signals a misunderstood scope or an insufficient sign-off buffer. Check it line by line.
How long does a serious selection take?
4 to 8 weeks for a high-stakes redesign. Rushing selection is the leading cause of bad choices and later scope creep.
Can you pay finalists for their work?
Yes, a fee of GBP 500 to 1,500 for a short list that produces a real deliverable (mockup, plan) attracts better agencies and improves proposal quality.
Let's scope your project. Send us your RFP or redesign scope and we will respond with a bid scored on your criteria, indicative budget GBP 16,000-30,000. 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.
