Category: Procurement Processes

Posted on by Bert Paesbrugghe

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.

Posted on by Bert Paesbrugghe

In today’s fast-paced business environment, the ability to swiftly respond to supplier risks is crucial for maintaining a competitive edge. Real-time supplier risk alerts have emerged as a vital tool for organizations aiming to enhance their vendor monitoring and procurement processes. By integrating these alerts into their operations, companies can ensure they are always informed about potential disruptions or issues that could impact performance thresholds.

Understanding Supplier Risk Alerts

Supplier risk alerts are notifications that inform businesses of any changes or events that might affect their suppliers’ ability to deliver goods or services. These alerts can be triggered by various factors, including financial instability, geopolitical events, natural disasters, or compliance issues. By receiving timely updates, companies can take proactive measures to mitigate risks and maintain smooth supply chain operations.

The Importance of Vendor Monitoring

Effective vendor monitoring is essential for identifying potential risks before they escalate into significant problems. Regular assessments of supplier performance help organizations maintain high standards and ensure compliance with contractual obligations. With real-time alerts, businesses can continuously monitor their suppliers’ activities and quickly address any deviations from expected performance thresholds.

Enhancing Procurement Notifications

Procurement notifications play a critical role in keeping all stakeholders informed about the status of orders and deliveries. By incorporating real-time risk alerts into procurement systems, organizations can provide more accurate and timely information to decision-makers. This integration allows for better planning and coordination across departments, ultimately leading to improved efficiency and reduced costs.

Benefits of Real-Time Alerts

  • Proactive Risk Management: Real-time alerts enable businesses to identify and address potential issues before they become critical problems.
  • Improved Supplier Relationships: By staying informed about suppliers’ situations, companies can foster stronger partnerships based on transparency and trust.
  • Enhanced Decision-Making: Access to up-to-date information allows decision-makers to make more informed choices regarding supplier selection and management.
  • Cost Savings: Early identification of risks helps prevent costly disruptions in the supply chain.

The Future of Supplier Evaluation

The integration of real-time supplier risk alerts into existing systems represents a significant advancement in supplier evaluation practices. As technology continues to evolve, we can expect even more sophisticated tools that offer deeper insights into supplier performance and risk factors. Organizations that embrace these innovations will be better positioned to navigate the complexities of modern supply chains effectively.

In conclusion, real-time supplier risk alerts are an invaluable asset for any organization looking to optimize its vendor monitoring processes. By leveraging these tools, businesses can enhance their procurement notifications, maintain robust performance thresholds, and ultimately achieve greater operational resilience.