RFQ award comparison

Purpose

Create a like-for-like supplier comparison that shows scope coverage, evaluated cost, weighted quality, delivery risk, exceptions, and the evidence behind a proposed award.

Scope

Review RFQ, statement of requirements, supplier offers, pricing schedules, incoterms or delivery terms, implementation plans, supplier questionnaire, evaluation rubric, and clarification log.

Excluded: contacting suppliers, negotiating offers, approving an award, creating a purchase order, and inventing missing bid values.

Data basis

• RFQ line items with quantity, unit, specification, required date, and mandatory flag.
• Supplier offer tables with line price, currency, lead time, minimum order, validity, warranty, and exceptions.
• Evaluation rubric, cost model, supplier records, and clarification history.

Result

A comparison sheet with normalized line coverage, evaluated total cost, score by criterion, risk, exception, rank, and citation, plus an award memo and clarification queue.

Quality criteria

• Mandatory requirements and quantities are tested for every supplier.
• Cost arithmetic identifies currency, freight, discounts, recurring charges, and assumptions.
• Weighted scores reproduce the rubric and do not award points for missing evidence.
• Every recommendation and finding cites an RFQ, offer, rubric, or clarification row.

Instructions

Normalize units and line references without hiding supplier wording. Separate one-time, recurring, freight, tax, optional, and excluded costs. Apply the evaluation rubric and disqualifying rules before ranking. A missing mandatory response is not a zero-quality score unless the rubric says so. Keep supplier-specific assumptions visible and compare only the same requirement version.

Do not compare supplier totals across currencies without the approved conversion rule and rate date. Record whether a warranty, implementation service, or freight component is included in each bid. A lower price cannot override a mandatory non-compliance finding.

Adapt before use

• Map RFQ lines, offer lines, currencies, quantities, delivery, warranty, and exception fields.
• Add evaluation weights, disqualifiers, cost model, currency rule, and clarification status values.
• Define award authority, validity-date treatment, and handling of optional or recurring charges.