📋Interactive Checklist
Vendor Selection & RFP Readiness Checklist
Ensure your procurement process is complete before issuing an RFP.
20 items0%
Critical items (marked ★) carry 4–5× weight. A rigorous RFP process protects the organisation from costly vendor mismatches and procurement challenges.
Requirements Definition
Clearly define what you need before engaging the market.
0/5
Business requirements are documented with prioritisation (must-have, should-have, nice-to-have) and signed off by the business sponsor.★ Critical
Technical requirements (integration points, data formats, security standards, scalability needs) are documented by the architecture team.
Non-functional requirements (performance, availability, compliance, accessibility) are specified with measurable thresholds.
Current-state pain points and desired future-state outcomes are articulated in business terms, not just technical specifications.
Total cost of ownership scope is defined, including implementation, licensing, support, training, and exit costs.★ Critical
Evaluation Framework
Establish objective, defensible criteria before reviewing any vendor.
0/5
Evaluation criteria and weightings are defined and agreed upon by the selection committee before vendor responses arrive.★ Critical
A scoring methodology (numeric scale, weighted matrix) is documented and shared with all evaluators.
Reference check questions are prepared, targeting organisations similar in size, industry, and use case.
A proof-of-concept (POC) or demo scenario is defined using real business data and workflows.
Disqualification criteria (e.g., missing certifications, geographic limitations, financial instability) are defined upfront.
Vendor Engagement
Manage vendor interactions fairly and efficiently.
0/5
A shortlist of 3–5 qualified vendors has been identified through market research, analyst input, or RFI responses.
The RFP document includes a clear timeline, submission format, evaluation process, and Q&A procedures.
An NDA and conflict-of-interest declaration are in place for all evaluators and participating vendors.
A vendor Q&A process is established that ensures all vendors receive the same information (no preferential access).★ Critical
Vendor financial stability and market viability have been assessed using public filings, analyst reports, or credit checks.
Decision & Governance
Ensure the final decision is structured, approved, and defensible.
0/5
A selection committee with representation from business, IT, procurement, legal, and security is formed and empowered.★ Critical
Contract negotiation strategy is prepared, including walk-away terms, escalation points, and preferred commercial structures.
Exit and transition clauses are defined in the contract, including data portability and termination notice periods.
A post-selection implementation plan outline is ready, including onboarding timeline, resource needs, and success metrics.
The final selection decision is documented with a rationale that maps back to the evaluation criteria and scores.