Website RFP template and checklist for Dublin buyers 2026

The verdict in three sentences

A solid RFP halves the number of back-and-forths and secures a budget of 8,000 to 20,000 EUR over 8-12 weeks. It must contain 12 key sections, a weighted scoring grid and contractual late-delivery penalties. Without it, you compare incomparable quotes and open the door to change orders.

The 12 essential sections

A robust Dublin RFP covers context, scope, technical and legal. Here is the recommended structure with the level of detail expected in 2026.

Frame each section in half a page maximum: an 8-to-12-page RFP is enough for a business website and avoids drowning suppliers in detail.

The supplier scoring grid

An objective selection rests on weighted scoring, not intuition. Here is the recommended scale for a B2B website RFP in 2026.

Apply a late-delivery penalty of 0.5%/day of the net amount, capped at 10%. On a 15,000 EUR project that is 75 EUR/day, a real incentive without being punitive. Require at least three quotes for the scoring to be meaningful.

Mini case study

Orla, communications lead at a Dublin industrial SME (32 staff), issues an RFP for a bilingual business website. She receives four quotes: 9,500, 12,000, 16,500 and 22,000 EUR. Using her grid, the 16,500 EUR quote scores 16.4/20 (design 5.4, technical 5.1, SEO 3.2, price 2.7), versus 13.8/20 for the cheapest, disqualified on technical. She selects the 16,500 EUR quote, writes in a 0.5%/day penalty and an acceptance milestone at 8 weeks. The supplier delivers in 9 weeks: 5 days late, so 412 EUR of penalty deducted. The RFP spared her two change orders estimated at 3,000 EUR and secured a controlled timeline.

FAQ

How long should a website RFP be? Between 8 and 12 pages in 2026: enough to cover the 12 sections, short enough that suppliers read it fully and price it precisely.

Should you state your budget in the RFP? Yes, a range (for example 12,000-18,000 EUR). It filters out off-target suppliers and avoids receiving 40,000 EUR quotes unrelated to your means.

How do you set fair late penalties? 0.5%/day of the net amount capped at 10% is a balanced 2026 standard: an incentive for the supplier without jeopardising them over a mere two-day slip.

How many quotes should you compare? Three to four is enough. Beyond that, analysis time explodes with no quality gain; below three, the scoring grid loses its comparative value.

Who should write the RFP, me or the agency? The buyer writes the RFP to stay neutral. An agency can help structure it upfront (framing engagement at 800-1,500 EUR), but the final version must reflect your needs, not their offer.

Let's scope your project. Send us your objectives and scope, and we will provide a ready-to-issue RFP template plus a costed quote. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.