| Supplier evaluation — how to use this workbook | |
|---|---|
| 1. Responses: one row per supplier. Answers from the RFP response form land here column by column; you can also type them. | |
| 2. Criteria: criteria and weights from the RFP. Weights must total 100%. Name the three evaluators at the bottom. | |
| 3. Scoring: each evaluator scores every supplier 1–5 per criterion (5 exceeds, 3 meets, 1 does not address). | |
| Price is scored by formula: lowest 3-year cost ÷ this supplier's 3-year cost × 5. 3-year cost = one-time + 3 × annual. | |
| A supplier that does not meet a Must requirement is disqualified and not ranked. | |
| 4. Summary: ranking, recommended supplier and the checks. Decide only when every check says OK. | |
| Light blue cells are for input. All other figures are formulas — do not type over them. | |
| Prepared for up to five suppliers and three evaluators. | |
| Input cell |
| Supplier responses — HFC-RFP-2026-014 | ||||||||||||||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| One row per supplier. Filled from the response form; the columns follow the form field by field. | ||||||||||||||||||||||||||||||||
| Must | Must | Must | Must | Must | Must | Should | Should | Should | Should | |||||||||||||||||||||||
| Company legal name | Contact person | Contact email | Contact phone | One-time price, USD (transition and onboarding) | Annual price, USD (all recurring services) | Earliest service start date | Transition period (weeks) | R1 (must) | R1 comment | R2 (must) | R2 comment | R3 (must) | R3 comment | R4 (must) | R4 comment | R5 (must) | R5 comment | R6 (must) | R6 comment | R7 (should) | R7 comment | R8 (should) | R8 comment | R9 (should) | R9 comment | R10 (should) | R10 comment | Three references from comparable clients | Proposal documents | Proposal valid for (days) | Authorized signatory (name and title) | No conflict of interest confirmed |
| Corvalis Tech Partners LLC | Evan Mitchell | evan.mitchell@corvalistech.example | (614) 555-0187 | 18,500.00 | 214,800.00 | 30 Nov 2026 | 6 | Meets | US service desk in Columbus and Denver | Meets | 15-minute P1 response in standard SLA | Meets | Our standard BAA attached; will accept your form | Meets | Intune and Jamf; 97% compliance across current clients | Meets | EDR plus 24/7 SOC included in annual price | Meets | Immutable backups; restore test report each quarter | Meets | Two field technicians based in central Ohio | Meets | SOC 2 Type II report dated June 2026 attached | Meets | Sample monthly report attached | Meets | Supports 11 outpatient groups on the same EHR | Lakeside Pediatric Group (12 sites, since 2021); Northfield Dental Partners (8 sites, since 2023); Riverbend Physical Therapy (6 sites, since 2022) | Corvalis_Proposal_HFC-RFP-2026-014.pdf; SOC2_TypeII_2026.pdf; Sample_Monthly_Report.pdf | 90 | Evan Mitchell, VP Client Services | Yes |
| Brightmoor IT Services Inc. | Alicia Grant | agrant@brightmoorit.example | (614) 555-0163 | 9,000.00 | 238,200.00 | 30 Nov 2026 | 8 | Meets | Meets | Meets | Meets | Partially meets | SOC staffed 7 a.m.-7 p.m.; overnight monitoring by partner, included | Meets | Meets | Meets | SOC 2 Type II, April 2026 | Meets | Meets | Four healthcare clients | Westgate Family Medicine (5 sites); Harmon Eye Care (3 sites); Cedar Hill Behavioral Health (4 sites) | Brightmoor_Proposal.pdf; Brightmoor_SLA.pdf | 90 | Alicia Grant, Director of Sales | Yes | |||||||
| Tallgrass Networks LLC | Omar Haddad | omar@tallgrassnetworks.example | (380) 555-0119 | 24,000.00 | 196,500.00 | 7 Dec 2026 | 5 | Meets | Meets | Meets | Meets | Meets | Meets | Meets | Does not meet | SOC 2 Type II audit in progress; report expected Q2 2027 | Meets | Partially meets | One dental group; no EHR integration work so far | Sunrise Dental Studios (7 sites); Maple Street Accounting (2 sites); Granville County Library (5 branches) | Tallgrass_Proposal.pdf | 90 | Omar Haddad, Managing Partner | Yes | ||||||||
| Meridale Systems Inc. | Karen Liu | k.liu@meridalesystems.example | (216) 555-0174 | 12,750.00 | 228,000.00 | 30 Nov 2026 | 6 | Meets | Meets | Meets | Meets | Meets | Meets | Partially meets | Next business day at seven clinics; two business days at the two rural sites | Meets | SOC 2 Type II, January 2026 | Meets | Meets | Nine healthcare clients, two on the same EHR | Fairmount Women's Health (6 sites); Kessler Orthopedic Associates (4 sites); Oakline Urgent Care (10 sites) | Meridale_Proposal.pdf; Meridale_SOC2.pdf; Transition_Plan.pdf | 120 | Karen Liu, Regional Director | Yes | |||||||
| Evaluation criteria and weights | ||||
|---|---|---|---|---|
| Same criteria and weights as published in the RFP. Weights must total 100%. | ||||
| # | Criterion | What evaluators look for | Weight | Scored by |
| 1 | Technical solution and fit | How well the proposal meets the scope and requirements; tools, staffing and escalation | 25% | Panel |
| 2 | Security and HIPAA compliance | Security monitoring, access control, BAA terms, attestations, incident handling | 20% | Panel |
| 3 | Service levels | Response and resolution targets, service desk hours, service credits | 15% | Panel |
| 4 | Healthcare experience and references | Comparable outpatient clients; reference checks | 10% | Panel |
| 5 | Transition plan | Realistic plan and timeline to take over from the current provider | 5% | Panel |
| 6 | Account management and reporting | Named account manager, monthly reports, quarterly reviews | 5% | Panel |
| 7 | Price (3-year cost) | One-time price + 3 × annual price; scored by formula | 20% | Formula |
| Total | 100% | |||
| Check: weights total 100% | OK | |||
| Scoring scale | Meaning | |||
| 5 | Exceeds the requirement with clear evidence | |||
| 4 | Fully meets, with some added value | |||
| 3 | Meets the requirement | |||
| 2 | Partly meets; gaps or weak evidence | |||
| 1 | Does not address the requirement | |||
| Evaluation panel | Role | |||
| E1 | Dana Whitfield | Director of Operations (chair) | ||
| E2 | Marcus Ellery | IT Manager | ||
| E3 | Priya Raman | Compliance and Privacy Officer |
| Scoring | ||||||
|---|---|---|---|---|---|---|
| Evaluators type scores 1–5 in the light blue cells. Everything else is calculated. | ||||||
| Supplier | Corvalis Tech Partners LLC | Brightmoor IT Services Inc. | Tallgrass Networks LLC | Meridale Systems Inc. | Supplier 5 | |
| Responded | Yes | Yes | Yes | Yes | No | |
| Must requirements not met | 0 | 0 | 0 | 0 | ||
| Status | Qualified | Qualified | Qualified | Qualified | ||
| Missing scores | 0 | 0 | 0 | 0 | 0 | |
| Evaluator | Criterion | Score 1–5 | Score 1–5 | Score 1–5 | Score 1–5 | Score 1–5 |
| Dana Whitfield | Technical solution and fit | 5 | 4 | 3 | 4 | |
| Dana Whitfield | Security and HIPAA compliance | 5 | 4 | 3 | 4 | |
| Dana Whitfield | Service levels | 4 | 5 | 3 | 4 | |
| Dana Whitfield | Healthcare experience and references | 4 | 3 | 3 | 5 | |
| Dana Whitfield | Transition plan | 4 | 4 | 3 | 3 | |
| Dana Whitfield | Account management and reporting | 4 | 4 | 3 | 4 | |
| Marcus Ellery | Technical solution and fit | 4 | 4 | 3 | 4 | |
| Marcus Ellery | Security and HIPAA compliance | 4 | 4 | 3 | 3 | |
| Marcus Ellery | Service levels | 4 | 4 | 4 | 3 | |
| Marcus Ellery | Healthcare experience and references | 5 | 3 | 2 | 4 | |
| Marcus Ellery | Transition plan | 4 | 3 | 4 | 3 | |
| Marcus Ellery | Account management and reporting | 4 | 3 | 3 | 4 | |
| Priya Raman | Technical solution and fit | 5 | 3 | 3 | 4 | |
| Priya Raman | Security and HIPAA compliance | 5 | 4 | 2 | 4 | |
| Priya Raman | Service levels | 4 | 4 | 3 | 4 | |
| Priya Raman | Healthcare experience and references | 4 | 4 | 3 | 4 | |
| Priya Raman | Transition plan | 3 | 4 | 3 | 4 | |
| Priya Raman | Account management and reporting | 4 | 4 | 3 | 3 | |
| Average score per criterion | Weight | |||||
| Technical solution and fit | 25% | 4.67 | 3.67 | 3.00 | 4.00 | |
| Security and HIPAA compliance | 20% | 4.67 | 4.00 | 2.67 | 3.67 | |
| Service levels | 15% | 4.00 | 4.33 | 3.33 | 3.67 | |
| Healthcare experience and references | 10% | 4.33 | 3.33 | 2.67 | 4.33 | |
| Transition plan | 5% | 3.67 | 3.67 | 3.33 | 3.33 | |
| Account management and reporting | 5% | 4.00 | 3.67 | 3.00 | 3.67 | |
| 3-year cost, USD (one-time + 3 × annual) | 662,900.00 | 723,600.00 | 613,500.00 | 696,750.00 | ||
| Price score (lowest 3-year cost ÷ this cost × 5) | 20% | IF(AND(ISNUMBER(C37),N(C37)>0),MIN($C$37:$G$37)/C37*5,"") | IF(AND(ISNUMBER(D37),N(D37)>0),MIN($C$37:$G$37)/D37*5,"") | IF(AND(ISNUMBER(E37),N(E37)>0),MIN($C$37:$G$37)/E37*5,"") | IF(AND(ISNUMBER(F37),N(F37)>0),MIN($C$37:$G$37)/F37*5,"") | IF(AND(ISNUMBER(G37),N(G37)>0),MIN($C$37:$G$37)/G37*5,"") |
| Weighted score (out of 5) | IF(Responses!$A$5="","",SUMPRODUCT($B$31:$B$36,C31:C36)+$B$38*N(C38)) | IF(Responses!$A$6="","",SUMPRODUCT($B$31:$B$36,D31:D36)+$B$38*N(D38)) | IF(Responses!$A$7="","",SUMPRODUCT($B$31:$B$36,E31:E36)+$B$38*N(E38)) | IF(Responses!$A$8="","",SUMPRODUCT($B$31:$B$36,F31:F36)+$B$38*N(F38)) | ||
| Score out of 100 (qualified suppliers) | IF(OR(Responses!$A$5="",C7="Disqualified"),"",C39/5*100) | IF(OR(Responses!$A$6="",D7="Disqualified"),"",D39/5*100) | IF(OR(Responses!$A$7="",E7="Disqualified"),"",E39/5*100) | IF(OR(Responses!$A$8="",F7="Disqualified"),"",F39/5*100) | ||
| Rank | IF(ISNUMBER(C40),RANK(C40,$C$40:$G$40),"") | IF(ISNUMBER(D40),RANK(D40,$C$40:$G$40),"") | IF(ISNUMBER(E40),RANK(E40,$C$40:$G$40),"") | IF(ISNUMBER(F40),RANK(F40,$C$40:$G$40),"") | ||
| Recommended supplier (highest score) | IF(COUNT($C$40:$G$40)=0,"",INDEX($C$4:$G$4,MATCH(MAX($C$40:$G$40),$C$40:$G$40,0))) | |||||
| Winning score (out of 100) | IF(COUNT($C$40:$G$40)=0,"",MAX($C$40:$G$40)) | |||||
| Checks | Result | |||||
| Weights total 100% | OK | |||||
| No missing scores | OK | |||||
| Scores are whole numbers 1–5 | OK | |||||
| Exactly one winner | IF(COUNT($C$40:$G$40)=0,"No scored suppliers yet",IF(COUNTIF($C$40:$G$40,MAX($C$40:$G$40))=1,"OK","Tie for first place — record a tie-break")) |
| Summary | ||||||
|---|---|---|---|---|---|---|
| Harborview Family Clinics — HFC-RFP-2026-014: Managed IT Services | ||||||
| Recommended supplier | IF(Scoring!B43="","",Scoring!B43) | |||||
| Score out of 100 | IF(Scoring!B44="","",Scoring!B44) | |||||
| 3-year cost, USD | IF(C4="","",INDEX(Scoring!$C$37:$G$37,MATCH(C4,Scoring!$C$4:$G$4,0))) | |||||
| Rank | Supplier | Score out of 100 | 3-year cost, USD | One-time, USD | Annual, USD | Must not met |
| IF(COUNTIF(Scoring!$C$41:$G$41,1)=0,"",1) | IF(A9="","",INDEX(Scoring!$C$4:$G$4,MATCH(A9,Scoring!$C$41:$G$41,0))) | IF($B9="","",INDEX(Scoring!$C$40:$G$40,MATCH($B9,Scoring!$C$4:$G$4,0))) | IF($B9="","",INDEX(Scoring!$C$37:$G$37,MATCH($B9,Scoring!$C$4:$G$4,0))) | IF($B9="","",INDEX(Responses!$E$5:$E$9,MATCH($B9,Responses!$A$5:$A$9,0))) | IF($B9="","",INDEX(Responses!$F$5:$F$9,MATCH($B9,Responses!$A$5:$A$9,0))) | IF($B9="","",INDEX(Scoring!$C$6:$G$6,MATCH($B9,Scoring!$C$4:$G$4,0))) |
| IF(COUNTIF(Scoring!$C$41:$G$41,2)=0,"",2) | IF(A10="","",INDEX(Scoring!$C$4:$G$4,MATCH(A10,Scoring!$C$41:$G$41,0))) | IF($B10="","",INDEX(Scoring!$C$40:$G$40,MATCH($B10,Scoring!$C$4:$G$4,0))) | IF($B10="","",INDEX(Scoring!$C$37:$G$37,MATCH($B10,Scoring!$C$4:$G$4,0))) | IF($B10="","",INDEX(Responses!$E$5:$E$9,MATCH($B10,Responses!$A$5:$A$9,0))) | IF($B10="","",INDEX(Responses!$F$5:$F$9,MATCH($B10,Responses!$A$5:$A$9,0))) | IF($B10="","",INDEX(Scoring!$C$6:$G$6,MATCH($B10,Scoring!$C$4:$G$4,0))) |
| IF(COUNTIF(Scoring!$C$41:$G$41,3)=0,"",3) | IF(A11="","",INDEX(Scoring!$C$4:$G$4,MATCH(A11,Scoring!$C$41:$G$41,0))) | IF($B11="","",INDEX(Scoring!$C$40:$G$40,MATCH($B11,Scoring!$C$4:$G$4,0))) | IF($B11="","",INDEX(Scoring!$C$37:$G$37,MATCH($B11,Scoring!$C$4:$G$4,0))) | IF($B11="","",INDEX(Responses!$E$5:$E$9,MATCH($B11,Responses!$A$5:$A$9,0))) | IF($B11="","",INDEX(Responses!$F$5:$F$9,MATCH($B11,Responses!$A$5:$A$9,0))) | IF($B11="","",INDEX(Scoring!$C$6:$G$6,MATCH($B11,Scoring!$C$4:$G$4,0))) |
| IF(COUNTIF(Scoring!$C$41:$G$41,4)=0,"",4) | IF(A12="","",INDEX(Scoring!$C$4:$G$4,MATCH(A12,Scoring!$C$41:$G$41,0))) | IF($B12="","",INDEX(Scoring!$C$40:$G$40,MATCH($B12,Scoring!$C$4:$G$4,0))) | IF($B12="","",INDEX(Scoring!$C$37:$G$37,MATCH($B12,Scoring!$C$4:$G$4,0))) | IF($B12="","",INDEX(Responses!$E$5:$E$9,MATCH($B12,Responses!$A$5:$A$9,0))) | IF($B12="","",INDEX(Responses!$F$5:$F$9,MATCH($B12,Responses!$A$5:$A$9,0))) | IF($B12="","",INDEX(Scoring!$C$6:$G$6,MATCH($B12,Scoring!$C$4:$G$4,0))) |
| IF(COUNTIF(Scoring!$C$41:$G$41,5)=0,"",5) | IF(A13="","",INDEX(Scoring!$C$4:$G$4,MATCH(A13,Scoring!$C$41:$G$41,0))) | IF($B13="","",INDEX(Scoring!$C$40:$G$40,MATCH($B13,Scoring!$C$4:$G$4,0))) | IF($B13="","",INDEX(Scoring!$C$37:$G$37,MATCH($B13,Scoring!$C$4:$G$4,0))) | IF($B13="","",INDEX(Responses!$E$5:$E$9,MATCH($B13,Responses!$A$5:$A$9,0))) | IF($B13="","",INDEX(Responses!$F$5:$F$9,MATCH($B13,Responses!$A$5:$A$9,0))) | IF($B13="","",INDEX(Scoring!$C$6:$G$6,MATCH($B13,Scoring!$C$4:$G$4,0))) |
| Disqualified or tied suppliers are not listed in the ranking; see Scoring. | ||||||
| Checks | Result | |||||
| Weights total 100% | OK | |||||
| No missing scores | OK | |||||
| Scores are whole numbers 1–5 | OK | |||||
| Exactly one winner | Scoring!B50 |