Call for Tenders

Tender documents. A template for a website.

What tender documents for websites or online shops should include: Our handy checklist for your specifications – to help you receive comparable quotes and a binding fixed-price quotation.

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Go to the checklist →

An overview of the checklist

Project and content
Objectives, timeframe, scope, structure, design, content

Technology and Law
SEO, Languages, Hosting, Data Protection, Accessibility, Training

AI in the project
AI features, AI search, AI in the project workflow

Your enquiry
A binding, fixed-price quotation from us

Small checklist for your tender

As an Internet agency, we are happy to take part in tenders for WordPress websites or WooCommerce shops part and offer you a binding fixed-price quotation.

01 / Project and content

Information contained in the specifications shouldn’t be missed.

In order to draw up a reliable and comprehensive quotation, we first need a great deal of information.

However, in most cases it must also not a 100-page specification document . The following questions will help you to describe the key points briefly and comprehensively – starting with the project and its content.

Note

The type of tender is of secondary importance

The general requirements listed here apply to both open and restricted tenders. Whether the tender is issued by a public authority, an association or a company makes little difference to our cost calculation or the information required.

Current situation and objectives

What goals are you pursuing with the new website or the new web shop?
What problems are there currently with the website – what is the current situation?
What do you want to improve in the future?

Time frame

What time frame have you planned for the project?
What are relevant milestones for you?
Is there a fixed deadline, e.g. a trade fair or something similar?

Existing website

Do you already have a website or an online shop? If so:

Which functions and content should be adopted?
What new features and content are being added?
What types of content (pages, news, press releases, team, locations, etc.) are there?
Is the site connected to other systems, or is this something you’d like? What data is exchanged?
Are there any external agencies or points of contact for the integrated software?

Structure

Is there already a (menu) structure for the website or online shop?
If not: Is that part of the tender?
If so: Should the agency review and optimise them?

Web design

What web design specifications already exist?
Will the logo be adopted?
Will the colours, fonts and graphics be carried over?
What requirements do you have for the web design?
Do you have reference pages that you like?

Transfer content

Is the entry of all content also part of the tender?
If so: How is the content transmitted?
Should the content be optimised by the agency (see SEO)?
Should images be edited or optimised by the agency?

02 / Technology and Law

Technology, Law and operation.

As well as the project and its content, it is primarily the technical and legal requirements that determine the amount of work involved.

Search engine optimisation, multilingual support, hosting, data protection, accessibility and training – the more clearly these points are described, the more accurate and comparable the offers will be...

Important

Accessibility is often a requirement

Since 28 June 2025, the Act to Strengthen Accessibility (BFSG) has applied to many online shops and online services aimed at consumers. Public bodies are subject to the BITV 2.0. You should therefore clarify at an early stage which standards apply to your project. Find out more: Accessible WordPress website.

Search engine optimisation

How important is search engine optimisation (SEO)?
Should SEO be expanded?
What SEO measures have already been taken?
Do you have an external provider for SEO or do you have internal capacities?
Do you want us to optimise existing content for search engines?

Multilingualism

Is multilingualism planned? If yes:

Which languages should be made possible?
Should all content be translated into all languages?
How does the translation process work?

Hosting

Where should the new web project be hosted?
If hosting is included in the tender as an agency service, what are the requirements?
What is the desired security level?
Should the server be operated exclusively with green electricity?
What are the performance requirements (load time)?
If hosting is not included in the tender: Which provider should be used for hosting?

Data protection

Is there an external or internal data protection officer?
Who should create the privacy policy?
Who checks the legal security of the website or web shop?

Accessibility

What accessibility requirements do you have?
Are there any requirements you need to meet?
Which standards are relevant for you?

WordPress trainings

Who should be trained for WordPress, when and how?
Do you have any experience with WordPress?
How many staff members will be working on the project?
Should the Training Will it take place remotely or on site?

03 / AI in the project

Think about AI. It’s already in the call for tenders.

Artificial intelligence is changing the way websites are found, used and maintained.

That is why a few questions on this subject are now included in every call for tenders – even if AI is not part of the project itself not a leading role is supposed to play.

Note

Data protection also applies to AI

If AI services are used on the website – for example, a chatbot – they often process personal data. Clarify at an early stage which providers are suitable and whether a data processing agreement is possible.

AI features on the website

Should there be an AI chatbot or an AI-powered search function?
Should translations be generated automatically using AI?
Should editors be able to create text and images with the help of AI?

Visibility in AI search

Should the website appear in ChatGPT, Perplexity or Google’s AI summaries?
Are AI crawlers allowed to read the content (robots.txt)?
Should structured data (Schema.org) be included?

AI in the project process

Is the agency permitted to use AI for testing, for example for the Checking all pages before going live?
Should AI be allowed to assist with the transmission and optimisation of content?
What data may be processed in this context?

04 / Get some no-obligation advice