Vendor Evaluation Scorecard

How to Use This Scorecard

Rate each vendor on a scale of 1 (Poor) to 5 (Excellent) for each criterion. Weighted scores are calculated automatically. A total weighted score of 4.0 or above indicates a strong vendor. Below 3.0 warrants rejection or further negotiation.

Evaluation Criteria

Criterion	Weight	What to Evaluate
Price Competitiveness	20%	Total cost of ownership including GST, shipping, and any hidden charges. Compare against market benchmarks.
Product/Service Quality	20%	Specifications, build quality, warranty coverage, and compliance with stated standards.
Delivery & Lead Time	15%	Average delivery time, consistency of meeting deadlines, and ability to handle urgent orders.
GST & Documentation Compliance	15%	Valid GSTIN, timely invoice generation, correct HSN/SAC codes, and e-way bill compliance.
After-Sales Support	15%	Response time for warranty claims, replacement policy, and technical support availability.
Payment Terms	10%	Credit period offered, advance payment requirements, and flexibility in payment schedules.
Financial Stability	5%	Years in business, client references, and financial health indicators.

Scoring Guide

• 5 — Excellent: Exceeds requirements significantly. Benchmark-setting performance.
• 4 — Good: Meets all requirements with minor positive deviations.
• 3 — Satisfactory: Meets minimum requirements. No significant concerns.
• 2 — Below Average: Fails to meet some requirements. Needs improvement in specific areas.
• 1 — Poor: Fails to meet critical requirements. Reject or request major improvements.

Decision Rules

• Score ≥ 4.0: Strongly recommended. Proceed to contract negotiation.
• Score 3.0 - 3.9: Conditionally acceptable. Negotiate improvements in weak areas before finalising.
• Score < 3.0: Not recommended. Seek alternative vendors.
• Auto-reject triggers: Invalid GSTIN, negative client reference, or history of legal disputes.