Vendor Selection and Supplier Evaluation Guide

Define the decision before the scorecard

Document the outcome, scope, users, constraints, budget range, timeline and risk appetite. Convert requirements into mandatory gates, scored criteria and contract conditions. Avoid writing criteria around a preferred bidder or using weights that cannot be explained.

Prequalify proportionately

Verify legal identity, authority and conflicts for every candidate. Add financial, technical, cyber, privacy, HSE, sanctions and continuity checks when the exposure warrants them. A supplier that fails a mandatory gate should not be rescued by a high average score.

Run a controlled evaluation

Publish criteria and weights before responses are opened. Require evaluator conflict declarations, score independently before moderation, link scores to response evidence and record clarification consistently. Separate technical evaluation from commercial opening where policy requires it.

Approve and retain the rationale

Record shortlist decisions, moderation changes, exceptions, due diligence, negotiation outcomes and award authority. Notify bidders consistently and retain the decision package under the organisation's records policy. Feed delivery performance back into future qualification without allowing unsupported reputation scores.

Related resources

• RFP evaluation scorecard
• RFP software
• Due-diligence framework