The verdict in three sentences
A testing, inspection and certification (TIC) company inviting 3 agencies to bid needs a precise RFP: 30 pages, a structure by service line (structural, fire safety, accessibility, building diagnostics), regional offices listed and a stated budget of 20,000 to 45,000 EUR. Without a written scoring grid you will compare incomparable proposals and choose on price alone. Scoring at 40 % technical, 30 % price, 30 % references with a 1 % weekly late penalty protects your schedule.
Essential sections of the RFP
The document runs 12 to 18 pages. It must let every agency price the same scope without interpretation.
| Section | Expected content | Concrete example for an inspection company |
|---|---|---|
| Context and goals | Situation, audiences, success metrics | +40 % quote requests from developers within 12 months |
| Sitemap | Pages and levels | 30 pages: 6 services, 9 offices, references, careers |
| Content | Who writes, volume, languages | 18,000 words, DE/EN, shared writing |
| Features | Forms, search, maps | Quote request per service, office map |
| Technical constraints | CMS, hosting, performance | EU hosting, LCP < 2.5 s, BITV 2.0 compliance |
| SEO and migration | Redirects, keywords | 120 URLs to redirect, optimised office pages |
| Schedule and penalties | Milestones, acceptance | Launch in 12 weeks, 1 % per week of delay |
| Budget | Stated range | 20,000 to 45,000 EUR excl. maintenance |
Stating the budget does not weaken your position: it prevents receiving one offer at 9,000 EUR and another at 70,000 EUR for two different projects.
Structure by service line and office pages
Project owners rarely search for "inspection company" alone. They type "fire safety inspection Berlin" or "structural inspection Potsdam". The sitemap must cross services and locations.
| Page group | Count | Indicative cost (excl. VAT) | Role |
|---|---|---|---|
| Service lines (structural, fire, accessibility, diagnostics) | 6 | 900 to 1,400 EUR / page | Industry queries |
| Regional office pages | 9 | 600 to 1,000 EUR / page | Local SEO, map, team |
| References by building type | 5 | 700 to 1,100 EUR / page | Proof for public buyers |
| Careers and vacancies | 3 | 2,500 to 5,000 EUR (module) | Engineer recruitment |
| Corporate and quality | 5 | 500 to 800 EUR / page | Accreditations, DAkkS, ethics |
| Contact and quote request | 2 | 2,000 to 3,500 EUR | Qualified conversion |
Specify that accreditations (DAkkS, ISO/IEC 17020) must appear on every service page. Public buyers check them before shortlisting.
Scoring grid and contract clauses
Score each proposal out of 100: 40 points for technical quality (method, mock-ups, SEO, accessibility), 30 points for price (proportional to the lowest bid), 30 points for references (similar B2B projects, client interviews). Add code and content ownership, 2 weeks of acceptance testing, a 3-month warranty and 1 % late penalties per week capped at 10 %. Require BITV 2.0 alignment and hosting in the EU, ideally in Germany.
Mini case study
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Julia, marketing manager at a 220-person inspection company in Berlin, receives three bids: A at 24,000 EUR, B at 32,000 EUR, C at 41,000 EUR. Using the price formula (30 × lowest bid / bid), A scores 30, B 22.5 and C 17.6. On technical quality, A scores 24/40, B 36/40, C 34/40. On references, A 18/30, B 26/30, C 28/30. Totals: A 72, B 84.5, C 79.6. Julia picks B. The 1 % weekly penalty means 320 EUR per week of delay, capped at 3,200 EUR, enough to keep the agency focused on the 12-week milestone.
FAQ
What budget should we state for an inspection company website in Berlin?
A range of 20,000 to 45,000 EUR covers 30 pages, 9 office pages, SEO migration and a quote form per service. Maintenance comes on top at 200 to 450 EUR per month.
How many agencies should we invite?
Three agencies are enough for a serious comparison without spending 2 months. Give them 3 weeks to respond and schedule a 45-minute pitch for each.
Should we mandate a CMS?
Mandate requirements rather than a tool: autonomy for 5 editors, version history, EU hosting. Agencies will then propose WordPress, a headless CMS or another justified option.
Does the site need BITV 2.0 compliance?
For a company that inspects building accessibility, aiming for WCAG 2.1 AA via BITV 2.0 is consistent and expected. An accessibility audit costs 2,500 to 5,000 EUR and belongs in acceptance testing.
Will agencies accept late penalties?
Yes, if reasonable: 1 % per week capped at 10 % is common. Include the reverse clause, a schedule shift if your content arrives late.
Let's scope your project. Send us your RFP or sitemap: we will respond with a detailed proposal within the 20,000 to 45,000 EUR range and a 12-week schedule. 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.
