run-a-vendor-selection

name	run-a-vendor-selection
category	start
description	Evaluate and select a supplier through a consistent, conflict-aware evidence process. Use when multiple vendors or sourcing options must be compared against approved requirements.

run-a-vendor-selection

Procedure

1. Confirm scope, authority, timetable, mandatory gates, evaluation matrix, and communications rules before opening bids.
2. Record evaluator roles, expertise, availability, and conflicts; replace or manage conflicted participation.
3. Check submission completeness and mandatory compliance without exposing competitor information.
4. Have evaluators score independently with evidence and confidence before moderation.
5. Moderate material score differences by examining evidence rather than forcing consensus.
6. Run structured clarifications, demonstrations, references, security checks, and commercial normalization consistently.
7. Model total cost, implementation, dependency, continuity, and exit risk.
8. Document recommendation, dissent, conditions, approvals, bidder communication, and debrief boundaries.

Guardrails

• Do not alter criteria, provide unequal information, or backfill a preferred result.
• Separate supplier claims from independently verified evidence.
• Use qualified legal, finance, security, privacy, and procurement owners for specialist conclusions.

Done

• A selection file contains independent scores, moderation evidence, due diligence, and normalized cost
• The recommendation traces to requirements, risk, conditions, conflicts, and authority
• Approval, supplier notices, and a defensible audit trail are complete