RFP Template KitHow to score RFP responses
Agree weights before you read a single bid, score each criterion 0–5, and score price in proportion so it can't swamp quality.
The method
- Set criteria and weights that add up to 100%, including price.
- Score each bidder 0–5 per criterion (0 not met, 3 met, 5 exceeds). Points = score ÷ 5 × weight.
- Price points = lowest total cost ÷ this bidder's total cost × price weight.
- Add them up and rank. Exclude anyone who fails a must-have requirement before ranking.
Worked example
| Bidder | Total cost | Quality | Price | Total | Rank |
|---|---|---|---|---|---|
| Vendor A (example) | $164,000 | 61.0 | 18.3 | 79.3 | 1 |
| Vendor B (example) | $150,000 | 59.0 | 20 | 79 | 2 |
| Vendor C (example) | $210,000 | 60.0 | 14.3 | 74.3 | 3 |
Criteria: Functional fit: 35; Technical and security: 20; Implementation and support: 15; Supplier strength and references: 10; price 20%.