The verdict in three sentences
A successful rebuild RFP is not the one that gets the lowest price, but the one that attracts 3 to 5 competent agencies able to hold a deadline and an accessibility standard. In 2026 the difference is decided by the quality of the specification and by a scoring grid that weights technical merit at 60 % against 40 % for price. A vague file, a response window that is too short or a price capped too low, and you will only receive lowest-bidder offers.
What a public rebuild really costs in 2026
The budget depends on functional scope, the volume of content to migrate and the level of accessibility required. Here are 2026 orders of magnitude for a local authority or public body in France.
| Scope | Pages / functions | 2026 budget (EUR excl. VAT) | Delivery time |
|---|---|---|---|
| Institutional showcase site | 20-40 pages, CMS | 40,000 - 70,000 | 3-4 months |
| Services portal | Online procedures, user accounts | 80,000 - 120,000 | 5-7 months |
| Full rebuild + intranet | Multi-site, DMS, directory | 120,000 - 200,000 | 7-10 months |
| Annual maintenance (TMA) | Corrective + evolutive | 15 % of build / year | 3-4 year contract |
| EU sovereign hosting | GDPR, backups | 6,000 - 18,000 / year | - |
Budget a maintenance line of 15 %/year of the build amount: on a 100,000 EUR rebuild that is 15,000 EUR/year, roughly 60,000 EUR over a 4-year contract. This item is often underestimated and drives expensive change orders.
Structuring the specification and the scoring grid
Serious agencies read the scoring grid first: it tells them whether the effort is worth it. A price weighting that is too high (60 % or more) signals a contract decided in advance on the lowest bid, and the best teams will not respond.
| Scoring criterion | Recommended weighting | What is assessed |
|---|---|---|
| Technical value | 40 % | Architecture, CMS, security, performance |
| Accessibility (RGAA) | 15 % | AA conformance, audit plan, target rate |
| UX / design quality | 15 % | Mockups, user journeys, mobile |
| Price | 30 % | Build + maintenance + hosting detail |
| Timeline & methodology | Over remaining 100 % | Planning, sprints, reversibility |
Non-negotiable requirements to state in black and white: RGAA 4.1 level AA conformance with a target rate above 75 %, data hosting inside the European Union, GDPR compliance and a processing register, a reversibility clause (recovery of code and data at contract end), and a response window of at least 6 weeks so agencies have time to cost the work seriously.
The mistakes that scare off good agencies
| Common mistake | Consequence | Fix |
|---|---|---|
| Response window < 3 weeks | Only lowest bidders respond | Open 6-8 weeks |
| Price capped too low | No senior agency | Realistic 2026 range |
| 5-page specification | Non-comparable quotes | Detailed functional scope |
| No maintenance budget shown | Change orders and disputes | Explicit TMA line |
| Price scored at 60 %+ | Race to low-cost | Technical >= 60 % |
| No dialogue phase | Costly misunderstandings | Plan a Q&A round |
Mini case study
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Sophie, communications director of a 90,000-inhabitant urban authority, must relaunch a contract after a failed first RFP: response window set at 15 days, price capped at 35,000 EUR excl. VAT, a single offer received. In 2026 she rewrites the file: scope detailed over 12 pages, response window extended to 7 weeks, announced range of 60,000 to 90,000 EUR excl. VAT, technical scoring 60 % / price 40 %, maintenance at 15 %/year made explicit. Result: 4 agencies respond, the winning offer is 78,000 EUR excl. VAT with 11,700 EUR/year of maintenance. Over a 4-year contract the total cost is 78,000 + 46,800 = 124,800 EUR excl. VAT, but with a target RGAA rate of 82 % and a 5-month delivery commitment, versus a near-certain failure on the first attempt.
FAQ
What budget should I plan for an institutional rebuild in 2026?
Expect 40,000 to 70,000 EUR excl. VAT for a showcase site, 80,000 to 120,000 EUR excl. VAT for a services portal with online procedures. Always add 15 %/year of maintenance and 6,000 to 18,000 EUR/year of sovereign hosting.
Do I really need to weight technical merit at 60 %?
Yes, to attract senior teams. Price weighting at 50 % or more signals a lowest-bid contract, and agencies able to hold RGAA and deadlines will not respond.
How long does the full procedure take?
Between 3 and 6 months from launch to award, depending on the contract format. Allow at least 6 weeks of response time to receive serious, comparable quotes.
Is RGAA mandatory?
Yes, level AA accessibility is a legal obligation for public services. State a target conformance rate above 75 % and require an audit plan and an accessibility statement.
How do I avoid change orders after delivery?
Detail the functional scope, show a clear maintenance line (corrective + evolutive) and include a reversibility clause. A precise specification halves post-delivery disputes.
Let's scope your project. Institutional rebuild or services portal, indicative budget 40,000 to 150,000 EUR excl. VAT, RGAA/GDPR compliance and EU hosting: we help you frame the specification and the scoring grid. 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.
