Evaluate RFI Vendors and Shortlist

Reduce the Vendors to three or four who will be further evaluated
  • Responses
    1. Distribute the responses.
    2. Hold a workshop to rate the responses.
    3. Make a decision on who should proceed.
    4. Review the impacts on the requirements.
  • Shortlist of Vendors to proceed to the next stage

Give the people involved in the decision process a few days to read through the responses. When they are distributed request that anyone who has does not have time to read the responses excuses themselves from the selection workshop.

The answer should not be a mathematical calculation using the evaluation sheet to score each criteria. It should be an objective decision about who are likely to have a solution to best fit your needs. Use the evaluation sheet as a component of the discussion.

Another factor to consider is the reason why particular solutions are rejected. These will need to be noted in the Market Review Report. In months or years to come someone may question why a certain solution was rejected. They should be able to revisit the evaluation process and clearly see why.

Once the decision is made, the unsuccessful vendors should be formally notified. They should be thanked for their participation in the process and notified that, although they have a quality solution, it does not match the specific requirements of the organisation. Drafts of a success or rejection letter are available below.

It is dangerous to give specific reasons as it can open a long and convoluted discussion as to why they should be reinstated. If you have carried out the evaluation properly, there will be a number of limitations identified and you do not want to have to address each with the vendor.

RFI Evaluation A template to record the pros and cons of each Vendor's evaluation.
Vendor Success Letter Draft of the text to use in a letter to successful vendors
Vendor Rejection Letter Draft of the text to use in a letter to unsuccessful vendors

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