Request for Proposal Evaluation Template

REQUEST FOR PROPOSAL (RFP) EVALUATION AND SCORING MATRIX

DOCUMENT CONTROL

Title: RFP Evaluation Framework & Scoring Protocol
Effective Date: [Date]
Version: 1.0
Jurisdiction/Scope: [State/Province], [Country] / [Project/Department Name]

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1. OFFICIAL NOTICE & DISCLAIMER

This document constitutes a confidential internal evaluation instrument. It does not create a binding commitment between [Company Name] (the "Company") and any Proponent. All evaluations performed hereunder are for internal administrative purposes and intended to facilitate a competitive selection process. The Company reserves the right to reject any or all proposals, waive informalities, or amend the evaluation criteria at its sole discretion, without liability, to the fullest extent permitted by applicable law.

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2. PARTIES & EVALUATION SCOPE

• Company Name: [Company Name]
• Project Title: [Project Title/RFP Reference Number]
• Evaluation Period: [Start Date] to [End Date]
• Lead Evaluator: [Name and Title]
• Confidentiality Level: Restricted / Proprietary

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3. OPERATIVE CLAUSES & SCORING TERMS

3.1 Evaluation Methodology

The evaluation shall be conducted using a weighted scoring model. Proponents shall be ranked based on the aggregate score achieved across the technical, operational, and financial domains.

3.2 Evaluation Criteria

Evaluators shall score each proposal against the following metrics (Scale 1–10):

1. Technical Capability [Weight: %]: Assessment of methodology, innovation, and technical approach.
2. Financial Competitiveness [Weight: %]: Analysis of total cost of ownership (TCO) vs. budget allocation.
3. Experience & Reputation [Weight: %]: Verification of historical performance, references, and relevant industry certifications.
4. Risk Profile [Weight: %]: Assessment of supply chain, legal compliance, and operational dependencies.

3.3 Conflict of Interest

Each evaluator certifies, by signing below, that they have no direct or indirect financial interest in any Proponent and are not subject to any external influence that would compromise impartial judgment.

3.4 Confidentiality Obligations

All information provided in the Proposals is "Confidential Information." Evaluators shall not disclose, reproduce, or discuss proposal contents with any party outside the formal Evaluation Committee without express written consent from the Company’s Legal Department.

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4. EVALUATION SCORING TABLE

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5. EXECUTION & SIGNATURE BLOCK

I, the undersigned, confirm that I have reviewed the proposal submitted by [Full Legal Name of Proponent] and have assigned the scores above based on objective data and project requirements.

Evaluator Signature: ___________________________
Printed Name: [Evaluator Name]
Title: [Evaluator Job Title]
Date: [Date]

Authorized Approval (Department Head): ___________________________
Date: [Date]

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6. STEP-BY-STEP EXECUTION GUIDE

1. Preparation: Fill in the [Weight] percentages such that the total equals 100% prior to distributing to the evaluation committee.
2. Distribution: Provide copies of this document to committee members along with the specific Proponent Proposals assigned to their review track.
3. Scoring: Evaluators shall input Raw Scores (1–10) and calculate the Weighted Score (Weight * Raw Score).
4. Consolidation: The Procurement Lead shall collect all individual sheets and input data into the master RFP Master Scoring Log.
5. Retention: Completed and signed documents must be filed in the Project Folder for a minimum of [X] years per the Company’s Document Retention Policy.
6. Enforcement: This document serves as the evidentiary basis for vendor selection. Any challenges to the selection process will be mitigated by referencing the objective, documented scores contained herein.