Quick Links

Research

RFP guidance

RFP / RFI sample

Most important points on RFP

Tips for improving RFP process

Avoiding poor RFP responses

RFP / RFI evaluation

RFP scoring guidelines

Rating criteria for rfp

Need a Quick Way to Gather Thousands of System Requirements and Build RFI’s/RFP’s?

Visit Quick-to-Use “System Requirements RFI/RFP Checklists” for:

• Accounting
• CRM
• HR
• Payroll
• HR + Payroll

RFP / RFI Evaluation 

using points scoring and evaluation matrix

RFP / RFI responses may be evaluated using points scoring criteria and scorecards. Results can then be compared within a software evaluation matrix. From which, the optimum Accounting, CRM, Payroll, HR software or vendors can be selected or shortlisted.

RFP’s are best evaluated as a team effort, following an agreed process and framework such as below. For more information on evaluating RFP’s visit RFP scoring guidelines and rating criteria for rfp’s.

Undertake the following actions to review, analyse and score the responses and then compare in a matrix.

On receiving the RFP / RFI responses

• Date and time stamp the receipt of responses.
• Acknowledge each receipt.
• Have the responses been received on time? If not will you accept late responses?
• Have you received all the responses you expected? Will you chase up the outstanding responses or will you ignore those vendors who have not responded?
• How complete is each response? Have you received everything you requested from each vendor?

Reviewing and analysing the RFP / RFI responses

• Analyse each RFP / RFI response using a ‘score card’.
• Review each requirement listed in your RFP / RFI and check the answer(s) provided by the vendor. Use a simple ‘Yes or No’ marking, or a combined weighting and scoring method to indicate to what degree your outline requirements are met by the vendor  / software eg as the sample below.
• NB: Vendors will tell you what their software can do and will present their product in the best light. They will not tell you what it cannot do. You have to find this out yourself - so work carefully and record the evidence as you find it.
• Repeat the process, using a new scorecard for each software / vendor.

Key

• Evaluation criteria = your outline requirements
• Requirement weighting = Essential (3), Desirable (2), Nice to have (1)
• Evaluation score = based upon reviewing and analysing the RFP / RFI response
• 0 = does not meet requirements
• 1 = partially meets requirements
• 2 = meets requirements
• 3 = exceeds requirements
• Points = weighting x evaluation score

Other factors to consider (in addition to the software meeting your outline functional requirements):

• Keenness and enthusiasm of the vendor to be involved with your organisation.
• The professionalism exhibited in all aspects by the vendor.
• Quality standards that the vendor has achieved.
• The vendor being able to meet your time scales and deadlines, including both the shortlist / selection phase and also the full implementation phase.
• Whether the vendor has the resources to handle your system implementation, or whether the vendor normally outsources the implementation to another firm.
• Costs and payment terms offered. Whether these are negotiable.
• Vendor’s references and current clients, particularly if they are in a similar industry or business sector to your organisation.

Comparison matrix

It may be obvious from the individual scorecard results and additional factors, which software vendors / packages should be short listed. However, if it is not quite so clear, consider preparing a comparison matrix of the results of each of the scorecards above. For example:

In this example, vendors A and B should be shortlisted and vendor C excluded from further investigation.

The comparison matrix (produced on a spreadsheet or as a word document) forms key evidence as to which software and vendors should be short-listed and investigated further. Don’t just choose based on the lowest price! Consider all the factors before making a decision.

Keep the scorecards and comparison matrix and use them as the basis for more detailed evaluation criteria eg when attending the software demonstrations.

For more RFP information visit: RFP / RFI sample / Most important points on RFP / Tips for improving RFP Process / Avoiding poor RFP responses / RFP scoring guidelines / Rating criteria for rfp