The verdict in three sentences
A proportionate tender turns a subjective decision into a defensible, traceable choice. For a website in Manchester, target a budget of 4,000 to 9,000 GBP, 3 to 5 candidates, a 4-week consultation window and a weighted scoring grid. The contract should be fixed-price with payment milestones tied to deliverables, never open time-and-materials.
The five steps of a proportionate tender
No need to replicate public procurement law: five steps are enough to frame a serious private consultation.
| Step | Deliverable | Indicative timing |
|---|---|---|
| 1. Written brief | Scope, site map, target budget | Week 0 |
| 2. Launch consultation | Pack sent to 3-5 candidates | Week 1 |
| 3. Q&A | Written answers shared with all | Week 2 |
| 4. Receive bids | Quote + reporting grid | End week 3 |
| 5. Scoring & choice | Weighted grid, decision | Week 4 |
Sharing question answers with every candidate ensures fairness and prevents any provider from being favoured by private information.
The weighted scoring grid
This is the core of a defensible selection. Each criterion is scored out of 5, then weighted; the total settles it objectively.
| Criterion | Weight | What is assessed |
|---|---|---|
| Price (value for money) | 30 % | Budget/scope coherence, not lowest bid alone |
| Verifiable references | 25 % | 2-3 B2B sites delivered, contactable |
| Timeline & method | 20 % | Dated schedule, validation milestones |
| Support & maintenance | 15 % | Warranty, monthly fee, responsiveness |
| Understanding of need | 10 % | Reframing, added value proposed |
Weighting price at 30 % rather than 100 % avoids the lowest-bid trap: a 2,000 GBP quote with no support often costs more than a well-framed 4,500 GBP fixed price.
Mini case study
James, general secretary of a trade federation in Manchester, must rebuild the institutional site. He consults 5 agencies with a weighted grid. Two bids stand out: 3,200 GBP (few references, no written support) and 5,400 GBP (3 verifiable references, 12-month maintenance). After scoring, the second wins with 4.3/5 against 3.1/5, despite being 2,200 GBP dearer. The grid lets him justify the choice to his executive board without dispute: the decision is traceable and quantified.
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FAQ
Is a tender mandatory for a brochure website?
No, unless you are a public body under procurement law. For a private organisation it is a voluntary best practice that makes the choice traceable and defensible.
How many candidates should I consult?
Three to five. Fewer weakens comparison; more bloats analysis and scares off the best providers who sense diluted odds.
Should I always pick the cheapest?
No. Weight price at around 30 %. A very low bid often hides missing support, warranty or references, which cause later cost overruns.
Which contract type is best?
Fixed price with payment milestones tied to deliverables (mockup, UAT, go-live). Open time-and-materials exposes a brochure site to uncontrolled overruns.
How long should the consultation take?
Four weeks: one to launch, one for questions, one to receive bids, one to score and decide. That is the right rigour/speed balance.
Let's scope your project. Send us your brief or scoring grid: we reply in your format with a fixed-price quote (order of magnitude 4,000-9,000 GBP) and contactable references. 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.