Sample estimate: City of Hidden Hills, California website RFP
This is the unedited output EstimateForge produced on 2026-10-28 from a public request for proposals, “Website Redesign and Development Services (Request for Proposals)” (PDF, 7 pages). Upload your own RFP and you get the same structure: 26 tasks and 8 risks here, 601–1,244 hours in total.
Overview
The City of Hidden Hills seeks a vendor to redesign, develop, host, and maintain its municipal website (up to 50 pages) on a CMS (preferably WordPress), with standard municipal features, WCAG 2.1 AA accessibility, and future integration capability for an AI Digital Library Initiative. Scope includes training, 30-day post-launch bug fixing, and ongoing hosting/maintenance billed separately.
Total: 601–1,244 hours · $105,175–$217,700 at $175/hr blended.
Hour ranges are industry-typical estimates, not calibrated to your agency's historical actuals. Adjust to your reality.
Risk register
Each risk lists the tasks it affects. Those tasks carry padding for the risk type; tasks with no risk carry none.
- R1Vague scope+25% padding
Digital library integration is described only as 'where applicable' with no platform, data, or API specified, making T19 unscopeable until the 2026 initiative is defined.
Affects T19. Scope only a generic placeholder/landing page now; require a separate change order once the digital library platform is selected.
- R2Third-party API+30% padding
E-newsletter integration names MailChimp 'or equivalent' without confirming the actual provider or existing account, risking rework if provider differs from assumptions.
Affects T16. Confirm exact ESP and API credentials/account ownership during discovery before integration work begins.
- R3Vague scope+25% padding
'Up to 50 pages' and feature list give no detail on page complexity, custom layouts, or data-heavy pages (agendas/documents), so page build effort is highly variable.
Affects T5, T8, T17, T18. Request a detailed content inventory and page-type breakdown from the City during discovery to firm up per-page effort.
- R4Data migration+25% padding
Content migration scope and condition of existing static site content (volume, format, structure) is not described, risking underestimated migration effort.
Affects T9. Audit existing site content volume and formats before finalizing fixed-price migration estimate.
- R5Security review required+15% padding
WCAG 2.1 AA compliance is required but no baseline audit of current site or acceptance testing method (automated vs manual/AT) is defined.
Affects T20. Clarify accessibility testing/certification method and remediation responsibility with the City before fixed-price commitment.
- R6Vague scope+25% padding
Fixed-price fee is required for 'complete' scope despite several undefined elements (library integration, exact page count, content volume), creating margin risk for a fixed bid.
Affects T5, T8, T9, T19. Define a clear change-order process and itemize assumptions explicitly in the proposal to protect against scope creep on a fixed fee.
- R7Third-party dependency+20% padding
CMS is only 'preferably WordPress,' leaving platform choice open; different CMS choices materially change backend/build hours and training content.
Affects T6, T7, T24. Confirm CMS platform decision with City early in discovery phase before committing to build approach and hours.
- R8Unknown scale / load+20% padding
No traffic, concurrency, or performance expectations are specified for hosting, risking under- or over-provisioning of infrastructure for a small 1,700-resident city site.
Affects T25. Confirm expected traffic levels and any peak-load scenarios (e.g., emergency bulletins) to right-size hosting plan.
Task breakdown
| Task | Title | Category | Risks | Hours |
|---|---|---|---|---|
| T1 | Kick-off & discoveryKick-off meeting, requirements confirmation, content strategy session | pm-overhead | — | 8–16 |
| T2 | Sitemap & information architectureDevelop sitemap and site architecture for approval | frontend | — | 8–16 |
| T3 | Wireframes for key page typesWireframes for all key page layouts prior to design | frontend | — | 16–30 |
| T4 | Homepage design compsTwo homepage comps with one revision round each | frontend | — | 16–30 |
| T5 | Secondary page template designDesign templates for secondary content page types with revisions | frontend | R3, R6 | 38–78 |
| T6 | CMS setup (WordPress)Install/configure CMS platform, roles, permissions, base theme | backend | R7 | 24–48 |
| T7 | Theme/front-end buildBuild responsive front-end templates from approved designs | frontend | R7 | 72–144 |
| T8 | Page build-out (up to 50 pages)Implement up to 50 content pages in CMS with one revision round | frontend | R3, R6 | 78–188 |
| T9 | Content migrationTransfer/migrate existing static content per approved sitemap | backend | R4, R6 | 38–94 |
| T10 | SSL certificate setupProcure, install, configure SSL certificate | infra | — | 2–6 |
| T11 | Site search featureImplement site-wide search functionality | backend | — | 8–20 |
| T12 | Image/photo gallery with video embedBuild gallery module supporting images and embedded video | frontend | — | 12–24 |
| T13 | Homepage slider/banner & bulletinBuild featured content slider and urgent news bulletin module | frontend | — | 10–20 |
| T14 | News/events feed & community calendarBuild news feed and calendar modules with admin management | backend | — | 20–40 |
| T15 | Contact formBuild and configure contact form with spam protection | frontend | — | 4–10 |
| T16 | E-newsletter signup integrationIntegrate signup form with third-party ESP (e.g., MailChimp) | integration | R2 | 8–21 |
| T17 | Agendas/minutes portal & directoryBuild Council agendas/minutes portal and staff/council directory page | backend | R3 | 20–45 |
| T18 | Document organizer moduleBuild document library/organizer for City documents | backend | R3 | 13–30 |
| T19 | Digital library integration placeholderBuild landing page/widget placeholder for future digital library integration | integration | R1, R6 | 13–38 |
| T20 | Accessibility (WCAG 2.1 AA) implementation & auditBuild and audit site to meet WCAG 2.1 AA compliance | qa | R5 | 23–58 |
| T21 | Pre-live environment & review cyclesStand up staging environment; two rounds of changes per page | qa | — | 20–50 |
| T22 | Cross-browser/device QA testingResponsive and functional QA across browsers/devices | qa | — | 16–36 |
| T23 | Launch & 30-day warranty supportLaunch site and provide 30-day post-launch bug fixing | qa | — | 10–30 |
| T24 | Staff training & documentationConduct 3-hour CMS training; produce written user guides | qa | R7 | 10–19 |
| T25 | Hosting setup & backup configurationConfigure hosting environment and quarterly backup schedule | infra | R8 | 10–24 |
| PM | Project management overheadPM, client communication, sprint ceremonies, status reporting. | pm-overhead | — | 107–131 |
Requirements read from the RFP
- R1 Kick-off meeting to confirm goals, content strategy, sitemap
- R2 Develop sitemap/site architecture and wireframes for approval
- R3 Up to two homepage comps with one revision round each
- R4 Secondary page layouts, max 50 pages, one revision round each
- R5 Migrate content from existing static pages per approved sitemap
- R6 CMS (preferably WordPress) for independent staff content management
- R7 Responsive design across mobile, tablet, desktop
- R8 SSL certificate install and configuration
- R9 Required features: search, gallery w/ video embed, slider, bulletin, feed, calendar, form, newsletter, agendas portal, directory
- R10 E-newsletter signup integration with 3rd party (e.g. MailChimp)
- R11 WCAG 2.1 AA accessibility compliance minimum
- R12 Future integration capability for digital library resources, scope unclear
- R13 Pre-live dev environment with two rounds of changes per page
- R14 Fix bugs free for minimum 30 days post-launch
- R15 Staff training min. 3 hours via video call, plus documentation
- R16 Ongoing hosting, SSL registration, quarterly backups
- R17 Platform/security updates tested in dev before live deployment
- R18 Out-of-scope work billed hourly; excludes photography, SEO, copywriting, logo
- R19 Vendor must meet specified insurance minimums (GL, E&O, Auto, WC)
- R20 Fixed-price fee required for full scope despite several undefined scope items