The Ultimate RFP Checklist Excel for Purchasing Managers

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The Ultimate RFP Checklist Excel for Purchasing Managers

Are you a purchasing manager looking to streamline your RFP process? Whether you’re sourcing software, services, or strategic suppliers, a well-structured RFP can make or break your procurement success. That’s why we created the RFP Master Checklist Excel: a premium, multi-sheet template designed to guide you from planning to award.

🚀 Why This RFP checklist in Excel Stands Out

Unlike basic templates, this Excel is:

  • Professionally formatted with conditional formatting, filters, frozen panes, and styled tables.
  • End-to-end: Covers every phase from preparation to transition.
  • Automated: Includes formulas for overdue tasks, days remaining, and scoring.
  • Governance-ready: Tracks RACI roles, risks, approvals, and supplier compliance.
  • Dashboard-powered: Live KPIs and a pie chart update as you work.

 

📋 What’s Inside the RFP Master Checklist

1. Checklist Sheet

A comprehensive task list across all RFP phases:

  • Preparation
  • Requirements gathering
  • Market sounding
  • RFP drafting
  • Approvals
  • Issuance
  • Supplier Q&A
  • Evaluation
  • Negotiation
  • Award
  • Contracting
  • Transition

 

Each task includes:

  • RACI columns (Responsible, Accountable, Consulted, Informed)
  • Priority and status dropdowns
  • Start and due dates
  • Automatic overdue flags

 

2. Dashboard

Real-time metrics:

  • Total tasks
  • % complete
  • Status breakdown (Done, In Progress, Blocked, Not Started)
  • Overdue count

Includes a dynamic pie chart and summary notes.

3. Scoring Matrix

Weighted evaluation criteria:

  • Commercial
  • Technical
  • Service
  • Risk
  • Sustainability
  • Strategic alignment

Supports up to 3 suppliers with auto-calculated weighted scores.

 

4. Supplier Compliance Tracker

Log:

  • NDA status
  • Minimum requirement checks
  • Conflict of interest
  • Diversity category
  • Kraljic criticality

 

5. Risk Register

Score risks by likelihood × impact, with color-coded heat mapping.

6. Timeline Sheet

Track milestone dates and calculate delays automatically.

7. Q&A Log

Maintain a publishable audit trail of supplier questions and your responses.

8. Evaluation Team Sheet

Track roles, scoring rights, and COI sign-off.

9. Documents & Approvals

Version control, approval status, and links to key files.

10. ReadMe Sheet

Quick tips and credits — including a mention of EvaluationsHub, the SRM platform powering smarter sourcing.

🧠 Built by EvaluationsHub

This template is curated by EvaluationsHub, a supplier relationship management platform built for mid-market and enterprise procurement teams. EvaluationsHub offers end-to-end supplier lifecycle management tools for SRM:
  • Native ERP integrations
  • Supplier portals for RFx

🔗 Download the Template

Get your copy of the RFP Master Checklist Excel here: RFP_Master_Checklist_EvaluationsHub

💡 Final Thoughts

Whether you’re running a complex IT RFP or sourcing indirect services, this Excel gives you structure, visibility, and control. It’s not just a checklist — it’s a full RFP operating system.
Try it, customize it, and win your next sourcing project with confidence.

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