Running an RFP? Score every vendor’s response against the same weighted criteria, compare up to 5 side by side, and export the result as CSV for the decision memo. Edit any criterion or weight; nothing leaves your browser.
Score each response from 0 (missing or unacceptable) to 5 (excellent). Weights are relative.
Criterion
Weight
Vendor A
Vendor B
Vendor C
Meets our functional requirementsCoverage of the must-haves and should-haves in your RFP, checked in the demo.
25
Not scored
Not scored
Not scored
Security, privacy and complianceReports, certifications, data residency, subprocessors and contract terms.
15
Not scored
Not scored
Not scored
Implementation plan and timelineWho does what, how long it takes, and what you need to prepare.
15
Not scored
Not scored
Not scored
Total cost over the contract termLicences, users, usage, services, add-ons and renewal terms, normalised.
15
Not scored
Not scored
Not scored
Usability for the people doing the workHow it felt in a hands-on trial or scripted demo with your own content.
10
Not scored
Not scored
Not scored
Support and service levelsNamed contacts, response times, uptime commitments and escalation path.
10
Not scored
Not scored
Not scored
References and vendor viabilityComparable customers you spoke to, and the vendor’s staying power.
10
Not scored
Not scored
Not scored
Result
Scores update as you go. Unscored cells count as 0.
How to run a fair evaluation
The scorecard is only as fair as the order you do things in. Agree the criteria and weights before the responses arrive, score each response on its own, and only then look at the totals.
Set the weights with the people who own the outcome: the budget holder, the daily users, security and procurement.
Mirror the criteria in your RFP questions, so every vendor knows what will be scored and answers it.
Score from the written response first, then adjust once after the demo, and note why.
Keep pricing out of the first pass if you can, so a low number does not colour the functional scores.
Export the CSV and attach it to the decision record. Procurement will thank you at audit time.
How the totals work
Each score is multiplied by its criterion’s weight, then divided by the total weight, so the weighted average stays on the same 0 to 5 scale as the individual scores. The percentage is that average against a perfect 5. Vendors with the same percentage share a rank. The default weights put 25 of 100 points on requirements fit and spread the rest across security, implementation, cost, usability, support and references; change them to match your priorities.
A scorecard does not decide for you. It shows where vendors differ on the things you said matter, and it makes a close call visible instead of hiding it in a gut feeling. When the top two are within a few points, the reference calls and the contract terms usually matter more than the decimal.
It is the sheet a buying team uses to score each vendor’s response against the same weighted criteria, so the decision rests on agreed priorities instead of the most memorable demo. This one compares up to 5 vendors at once.
How is each vendor’s score calculated?
Each criterion is scored 0 to 5 and multiplied by its weight. The weighted average stays on the 0 to 5 scale, and the percentage shows it against a perfect score. Weights are relative, so they do not need to add up to 100.
Where do the default weights come from?
They are a starting split for evaluating business software, with requirements fit at 25 of 100 points. They are not an industry standard. Agree your own weights before anyone sees a response, and publish them in the RFP if your procurement rules ask for it.
Should several evaluators score separately?
Yes. Ask each evaluator to fill in their own copy, export the CSVs, and compare where scores differ by two points or more. Those gaps are the questions to settle in the consensus meeting, not averaged away.
What if two vendors score almost the same?
Then the scorecard has done its job by narrowing the field. Break the tie with evidence the scorecard cannot hold: reference calls with similar customers, a hands-on trial with your own content, and the full contract terms.
Can I use this for RFP software itself?
Yes. Rename the criteria to things like answer accuracy with sources, questionnaire import, reviewer workflow and pricing model, then score each tool after the same scripted demo. The shortlist builder on this site helps you pick which vendors to invite.