Enterprise Integration Toolkit: Evaluate Vendors

Software | Evaluate Vendors

The vendor evaluation process is a structured approach to objectively measure the qualifications and fit each of the bidding organizations.

| | Steps
	Step	Tools
1	Create final evaluation matrix 4 Develop final evaluation criteria and weightings.	COTS Software: Vendor Demonstration Guidelines and Scripts
2	Collect and inventory 4 Confirm all responses have been received with required attachments.
3	Conduct initial screening 4 Disqualify non-responsive submittals as defined in RFP.
4	Initial proposal evaluations 4 Complete the review of bidder responses. Prepare questions for further clarification and evaluation.	Business Process Reengineering Guide COTS Software: Vendor Evaluation Matrix (Template)
5	Conduct detailed vendor research 4 Perform detailed reference checks and validate prior experience. Conduct any other additional research based on software proposals.
6	Conduct vendor presentation 4 Invite qualified vendors to present their proposals and answer questions. Provide agenda, scripted demo, if using, and appropriate questions in advance. Reference previous tasks.	COTS Software: Vendor Demonstration Guidelines and Scripts
7	Complete final proposal evaluation 4 Complete final evaluation matrix based on proposal, presentation and responses to questions.	COTS Software: Vendor Evaluation Matrix (Template)
8	Review vendor comparison 4 Compare weighted scores between vendors.
9	Short list 4 Create short list of vendors for next phase.
10	Gather and review contracts/licenses 4 Confirm that all relevant contract materials have been received. Review contract terms and conditions to determine score and compliance with required covenants.
11	Shorter list 4 Determine and select vendors to negotiate contract(s).
12	Brief 4 Present briefing to appropriate authority on progress made to date and recommendations to proceed with "shorter" list vendors.

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