Vendor Evaluation SOP¶

Sub-procedure of vendor-selection-sop.md

Overview¶

Procedure for conducting objective, structured vendor evaluations using defined criteria, demonstrations, proofs of concept, and reference checks to identify the best-fit solution for organizational needs.

Scope¶

Parent SOP: Vendor Selection Pillar: Plan (Strategic Advisory) Service Area: Vendor Selection

Prerequisites¶

Parent SOP requirements met
Requirements Gathering completed (see requirements-gathering-sop.md)
Evaluation criteria and weights defined
Shortlist of vendors identified (4-6 recommended)
Evaluation team assembled and available

Procedure¶

Step 1: Evaluation Framework Setup¶

Finalize evaluation criteria and weighting
Create scoring rubric with clear definitions
Assemble evaluation team with diverse perspectives
Establish evaluation timeline and milestones
Define consensus and decision-making process

Step 2: RFP Development and Distribution¶

Create structured RFP based on requirements
Include mandatory response sections (technical, pricing, references)
Establish response deadline and Q&A process
Distribute RFP to shortlisted vendors
Manage vendor questions and clarifications

Step 3: RFP Response Analysis¶

Collect and organize vendor responses
Conduct initial compliance review (mandatory requirements)
Score responses against evaluation criteria
Identify clarification questions for vendors
Rank vendors for demonstration phase

Step 4: Vendor Demonstrations¶

Schedule demonstrations with top vendors (3-4)
Develop standardized demo agenda and use cases
Brief evaluation team on scoring approach
Conduct demonstrations with consistent format
Score each demonstration immediately after

Step 5: Technical Deep-Dives¶

Schedule technical sessions with IT stakeholders
Review architecture and integration capabilities
Assess security controls and compliance certifications
Evaluate scalability and performance characteristics
Document technical risks and considerations

Step 6: Reference Checks¶

Request customer references from vendors
Develop standard reference check questions
Conduct reference calls with similar organizations
Document reference feedback systematically
Identify patterns across references

Step 7: Proof of Concept (Optional)¶

Define POC scope and success criteria
Establish POC timeline (typically 2-4 weeks)
Conduct POC with top 1-2 vendors
Evaluate POC results against criteria
Document lessons learned and risks

Step 8: Total Cost Analysis¶

Compile complete pricing from vendors
Calculate total cost of ownership (3-5 years)
Include implementation, training, support costs
Factor in internal resource requirements
Compare value (not just price)

Step 9: Final Scoring and Recommendation¶

Compile all evaluation data and scores
Conduct evaluation team consensus session
Develop final vendor recommendation
Document selection rationale and risks
Prepare recommendation presentation

Deliverables¶

Deliverable	Format	Owner
Evaluation Scorecard	Spreadsheet	Lead Consultant
RFP Document	Document	Lead Consultant
Demo Scoring Sheets	Spreadsheet	Evaluation Team
Reference Check Summary	Document	Analyst
TCO Analysis	Spreadsheet	Analyst
Final Recommendation Report	Document	Lead Consultant
Executive Presentation	Slides (10-15)	Lead Consultant

Quality Gates¶

Evaluation criteria weighted and approved
RFP responses received from all shortlisted vendors
Demonstrations completed with consistent format
Technical deep-dives addressed key concerns
Reference checks completed and documented
TCO calculated comprehensively
Evaluation team consensus reached
Recommendation documented with clear rationale

Last Updated: February 2026 Parent SOP: vendor-selection-sop.md