A practical procurement guide

Evaluate supplier quotes with a documented process.

A repeatable way for small and mid-sized procurement teams to check supplier responses against the request, compare offers on a consistent basis, resolve open questions, and document the decision.

Follow the evaluation steps

From requirements to decision

A consistent review, step by step.

Keep the RFQ, each supplier response, written clarifications, and the final decision connected in one review record.

Set the evaluation baseline

Use the RFQ version sent to every supplier as the comparison reference. Gather its requirements, requested quantities, delivery needs, terms, and stated evaluation criteria before reviewing offers.

  • Record the RFQ identifier, version, issue date, and response deadline.
  • Separate mandatory requirements from criteria that will be scored.
  • Name the evaluators and decision owner; keep the same basis for every supplier.

Check every response against the RFQ

Review each supplier response requirement by requirement. A blank, exception, or alternative is an open item until it is confirmed; do not treat it as included or compliant by assumption.

  • Match quoted items, specifications, quantities, and units to the request.
  • Mark each item as matched, missing, nonconforming, or needing clarification.
  • Record the quote page, line, or message that supports each finding.

Normalize offers to a like-for-like basis

Build one comparison row for each requested line item and one supplier column for each response. Record differences explicitly so the comparison does not hide scope gaps or rely on a headline total alone.

  • Line items and quantities: align descriptions, identifiers, units, pack sizes, and offered quantities.
  • Costs: show unit and extended amounts, currency, discounts, taxes, freight, setup charges, and exclusions where relevant.
  • Delivery: record the quoted lead time or date, delivery location, and shipping basis or charges.
  • Validity and terms: note the quote date and expiry, payment terms, and other requested commercial conditions.

Record and resolve clarifications

Ask a specific question for each gap or ambiguity. Keep the original response beside the clarification and any revised quote so reviewers can see what changed and when.

  • Log the supplier, question, source item, internal owner, date sent, due date, answer, and resolution status.
  • Attach the supplier’s written answer and identify any revised quote version.
  • Keep unresolved items visible; follow the RFQ rules if a clarification changes the common comparison basis.

Apply the stated criteria consistently

Evaluate only the criteria set out in the RFQ or approved for the procurement. Use the same definitions and evidence standard for every response, and preserve the basis for each rating.

  • Check mandatory requirements before applying scored criteria.
  • If the process uses weights or rating scales, record their definitions and apply them consistently.
  • Tie each rating to the quote, clarification, or other permitted evidence; explain any exception.

Document the selection and tradeoffs

Write a short decision record that another reviewer can follow later. Include the chosen supplier and the material reasons the outcome fits the stated criteria.

  • Selected supplier, RFQ identifier and version, decision owner, and decision date.
  • Criteria results and rationale, with links or references to supporting quotes and clarifications.
  • Material tradeoffs, unresolved risks or deviations, approvals, and any conditions before award.

Before scoring

Make the comparison like for like.

Put comparable details side by side and show every difference. If a quote is unclear, keep it open for clarification instead of filling the gap with an assumption.

Scope and quantities

Match each requested line to the offered item, unit, quantity, and specification. Separate substitutions and exclusions.

Comparable cost

Use the same currency and scope. Show extensions, discounts, taxes, freight, setup, and other included or excluded charges.

Delivery

Compare the quoted date or lead time on the same start point and delivery location; note the shipping basis and charges.

Validity and terms

Record the quote date and expiry, then compare payment and other commercial terms requested in the RFQ.

Keep an audit trail

Two records keep open questions and decisions clear.

Clarification log

Use one entry for each question that could change how a response is understood.

  • Supplier and RFQ line or requirement
  • Question, owner, sent date, and due date
  • Written response and response date
  • Resolution, remaining deviation, and revised quote version

Decision record

Capture the outcome and the evidence that supports it.

  • Selected supplier and RFQ version
  • Decision owner and date
  • Criteria results and decision rationale
  • Material tradeoffs, open risks, and approvals