The document outlines the key steps in the vendor selection process: 1. Define requirements - Gather requirements, conduct interviews and define what product/service is needed. 2. Search for vendors - Compile a list of potential vendors, send requests for information (RFIs) to shortlist vendors. 3. Send RFPs/RFQs - Write requests for proposals (RFPs) or quotations (RFQs) defining submission details, requirements, and selection criteria. 4. Evaluate proposals - Review proposals, score vendors based on requirements, and select the winning vendor. 5. Negotiate contract - Finalize the contract by defining priorities, risks, deliverables and other terms

2. 1

3. 1 Analyse the business requirement
Define, in writing, the
product, material or service that
you are searching for a vendor
1. Assemble an Evaluation Team
2. Define the Product, Material
Gather data or Service
Perform interviews 3. Define the Technical &
Have meetings Business Requirements
4. Define Vendor Requirements
5. Publish a Document

4. 2

5. 2 Vendor Search
Look around,
Ask, scout, screen & short-list
1. Compile a List of Possible
Vendors
Send RFI (request 2. Select Vendors to Request
for information) to More Information From
select vendors 3. Write a Request for
Information (RFI)
4. Evaluate Responses & Create a
"Short List" of Vendors

6. 3

7. 3 RFP & RFQ
Write a crisp request for proposal or
a request for quotation
1. Submission Details
2. Executive Summary
The P’s & Q’s of 3. Business Overview &
vendor selection Background
are very important! 4. Assumptions & Constraints
5. Terms and Conditions
6. Selection Criteria

8. 4

9. 4 Proposal Evaluation & Vendor
Selection
Take a decision in the best interests
of all stakeholders
1. Preliminary Review
2. Record Business Requirements
Be objective. Keep and Vendor Requirements
emotions & politics 3. Assign Importance Values
at bay. 4. Calculate a Total Performance
Score
5. Select a the Winning Vendor

10. 5

11. 5 Contract Negotiation
You have to "partner" with your
vendor and not take them to the
cleaners.
1. Rank Your Priorities
2. Know Your Bottom Line
Be reasonable. 3. Define Any Time Constraints
But also be firm. and Benchmarks
Define deliverables. 4. Assess Potential Risks
5. Confidentiality, non-
compete, dispute resolution

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