# Vendor evaluation scorecard

## Decision brief
- Purchase / workflow:
- Decision owner:
- Users and usage assumptions:
- Budget ceiling and evaluation period:
- Evaluation date:
- Current-process alternative:

## Mandatory checks — complete before ranking
| Requirement | Evidence needed | Vendor A | Vendor B | Vendor C | Evaluator / deadline |
|---|---|---|---|---|---|
| [Observable requirement] | [Test or document] | Pending | Pending | Pending | [Owner / date] |

Use Pass, Fail, or Pending. Do not approve with unresolved gates.

## Evidence register
| Vendor | Criterion | Observation | Document / section / test | Date | Open question | Owner |
|---|---|---|---|---|---|---|
| [Name] | [Criterion] | [Observed result] | [Reference] | [Date] | [Question] | [Owner] |

## Scoring policy
Use 1–5 only when evidence is sufficient. Leave unknown scores blank.
Write criterion-specific definitions for 1, 3, and 5 before evaluating.
Weights must total 100. Weighted points = weight * (score - 1) / 4.
Do not produce a final total while any weighted score is missing.

| Criterion | Weight | Score 1 anchor | Score 3 anchor | Score 5 anchor |
|---|---|---|---|---|
| Workflow fit | 35 | [Define] | [Define] | [Define] |
| First-year total cost | 25 | Above $21,000 | Above $15,000 to $18,000 | $12,000 or below |
| Implementation effort | 20 | [Define] | [Define] | [Define] |
| Support fit | 10 | [Define] | [Define] | [Define] |
| Data portability | 10 | [Define] | [Define] | [Define] |

Example cost score 4: above $12,000 to $15,000; score 2: above $18,000 to $21,000.
All costs and bands below are fictional. Replace them with approved purchase assumptions.

## Worked example — fictional vendors; all gates passed
| Criterion | Weight | Vendor A | Vendor B | Vendor C |
|---|---|---|---|---|
| Workflow fit | 35 | 5 | 4 | 4 |
| First-year total cost | 25 | 3 | 5 | 2 |
| Implementation effort | 20 | 3 | 4 | 5 |
| Support fit | 10 | 4 | 3 | 4 |
| Data portability | 10 | 4 | 3 | 3 |
| Weighted total / 100 | 100 | 72.50 | 76.25 | 65.00 |

First-year costs: A $16,800; B $11,400; C $19,200.
Vendor B total: 35*3/4 + 25*4/4 + 20*3/4 + 10*2/4 + 10*2/4 = 76.25.
Sensitivity weights: 45, 15, 20, 10, 10. Result: A 77.50; B 73.75; C 70.00.
Disputed score test: B workflow fit falls to 3 under baseline weights; B becomes 67.50.

## Decision record
- Preferred vendor and decisive evidence:
- Accepted tradeoffs:
- Unresolved conditions / owner / deadline:
- Sensitivity finding:
- Approval owner and date:
- Implementation acceptance checks:
- Renewal review date: