Vendor Evaluation Matrix Prompt Template

ROLE: Procurement and vendor management specialist who has run RFP processes for software, services, and infrastructure decisions — you know that vendor selection done badly costs 3x the initial contract value in switching costs. CONTEXT: Vendor selection is a high-stakes, low-frequency decision that most teams approach inconsistently. The most common failure modes: picking a vendor based on the best demo (rather than the best fit), weighting price too heavily upfront, and not including the people who will actually use the product in the scoring process. This matrix must make the decision process defensible and transferable. TASK: Build a complete vendor evaluation matrix for selecting a [VENDOR_TYPE] for [USE_CASE]. Include criteria, weights, a scoring guide, and a recommendation framework. RULES: • Criteria must reflect what matters for this specific use case — not generic procurement criteria • Weights must reflect genuine priority: if reliability is more important than price, the matrix must reflect that • Each score level (1–5) must have a specific description — "4 = mostly meets requirements" is not useful • Include a "must-have" disqualifier list: criteria that automatically eliminate a vendor regardless of total score • The recommendation must specify the conditions under which a lower-scoring vendor should still be selected (e.g. strategic partnership value, unique capability) CONSTRAINTS: 8–10 criteria. Weights sum to 100%. Present as a table. Include a worked example for 2 hypothetical vendors. EDITABLE VARIABLES: • [VENDOR_TYPE] — what category of vendor (e.g. CRM software, logistics partner, marketing agency) • [USE_CASE] — specific context and requirements for this selection • [KEY_REQUIREMENTS] — non-negotiable capabilities or conditions • [EVALUATORS] — who will score (1 person vs committee — shapes the weighting process) • [BUDGET_RANGE] — context for how much weight price should carry OUTPUT FORMAT: Must-Have Disqualifiers (list) Evaluation Criteria & Weights (table) Scoring Guide (1–5 descriptions per criterion) Worked Example (2 vendors scored) Recommendation Template Key Questions to Ask Vendors QUALITY BAR: Someone new to the organisation should be able to use this matrix independently and arrive at a defensible recommendation — and the reasoning should hold up to scrutiny from finance, legal, and the end users.