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	Vendor Demo Guide & Script Template
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 Re-engineering Guide SW 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 RFP questions. Provide agenda, scripted demo, if using, and appropriate questions in advance. Reference previous task.	SW Vendor Demo Guide and Script
7	Complete Final Proposal Evaluation 4 Complete final evaluation matrix based on proposal, presentation and responses to questions.	SW Vendor Evaluation Matrix Template
8	Review Vendor Comparison 4 Compare weighted scores between vendors.
9	Short List 4 Short-list vendors for next phase.
10	Gather & Review Contracts/Licenses 4 Confirm that all relevant contract materials have been received. Review contract terms and conditions to determine score and compliance with req. 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.