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.

Note: In many cases, RFI’s are created from outline requirements and issued prior to preparing all the detailed system software requirements. If you have yet to complete your software system requirements, take a look at the RFI/RFP Requirements Checklists for Accounting, CRM, or Payroll / HR systems. They contain extensive functionality, operations and technology criteria that can save time preparing requirements / RFI’s / RFP’s.

Software is best evaluated as a team effort, following an agreed process and framework such as below. 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.

Vendor A

Vendor A

Vendor B

Vendor B

Vendor C

Vendor C

Criteria

Weight

Score

Points

Score

Points

Score

Points

GL

3 x

3

9

3

9

3

9

AP

3 x

3

9

2

6

3

9

POP

3 x

3

9

2

6

2

6

AR

3 x

3

9

2

6

2

6

SOP

3 x

2

6

2

6

2

6

Invoicing

3 x

2

6

2

6

2

6

Job costing

3 x

0

0

2

6

1

3

FA

2 x

1

2

2

4

2

4

Payroll

3 x

3

9

2

6

2

6

Expenses

3 x

2

6

2

6

0

0

HR

3 x

2

6

2

6

2

6

Recruit

3 x

2

6

2

6

2

6

T & A

3 x

2

6

2

6

2

6

Absence

3 x

2

6

2

6

2

6

Talent

3 x

2

6

2

6

2

6

Training

3 x

2

6

3

9

1

3

H&S

2 x

0

0

3

6

1

2

ESS/MSS

3 x

3

9

2

6

1

3

Workflow

3 x

3

9

2

6

1

3

Reporting

3 x

2

6

2

6

1

3

Existing network

3 x

2

6

2

6

2

6

Existing database

3 x

2

6

2

6

2

6

Existing op. system

3 x

2

6

2

6

2

6

TOTAL

48

143

49

142

40

117

Max Score

69

207

69

207

69

207