Vendor Evaluation Template
Use this template to evaluate a vendor, software provider, consultant, contractor, or AI platform against structured business, procurement, security, privacy, and operational criteria.
Vendor Record
Vendor Name: [Vendor Name] Product or Service: [Product or Service Name] Evaluation Type: [Software / AI Tool / Consultant / Contractor / Service Provider] Requesting Department: [Department Name] Evaluation Lead: [Person or Role] Status: Draft Risk Level: [Low / Moderate / High] Last Reviewed: [Month Year]
Purpose
This evaluation helps organizations compare vendors consistently, document due diligence, identify risks, and support procurement or purchasing decisions.
Business Need
Describe the problem the vendor is expected to solve.
- [Business need]
- [Expected outcome]
- [Key success measure]
Vendor Evaluation Criteria
| Category | Evaluation Question | Score | Notes |
|---|---|---|---|
| Business Fit | Does the vendor solve the identified business problem? | [1–5] | [Notes] |
| Cost | Is the price reasonable and sustainable? | [1–5] | [Notes] |
| Experience | Does the vendor have relevant experience? | [1–5] | [Notes] |
| Security | Does the vendor demonstrate appropriate security controls? | [1–5] | [Notes] |
| Privacy | Does the vendor protect confidential and sensitive information? | [1–5] | [Notes] |
| Accessibility | Does the product or service meet accessibility expectations? | [1–5] | [Notes] |
| Integration | Can the solution work with existing systems and workflows? | [1–5] | [Notes] |
| Support | Does the vendor provide responsive support and training? | [1–5] | [Notes] |
| Scalability | Can the solution grow with organizational needs? | [1–5] | [Notes] |
| Exit Strategy | Can the organization retrieve data and transition away if needed? | [1–5] | [Notes] |
AI and Data Review
Use this section when evaluating AI tools, data platforms, or technology vendors.
- What data will the vendor collect, process, store, or retain?
- Will organizational data be used to train vendor models?
- Can data be exported?
- Can data be deleted?
- Are audit logs available?
- Are administrative controls available?
- Does the vendor provide documentation of known limitations?
- How are incidents reported and handled?
Required Documents
- Proposal or quote
- Scope of work
- Security documentation
- Privacy documentation
- Accessibility statement
- References or past performance examples
- Insurance certificates
- Contract terms
- Data-processing terms, if applicable
Risk and Gap Review
Identified Risks
- [Risk]
- [Risk]
- [Risk]
Required Mitigations
- [Mitigation]
- [Mitigation]
- [Mitigation]
Recommendation
Recommended Decision: [Approve / Approve with Conditions / Decline / Request More Information]
Rationale:
Describe the recommendation and the factors that support it.
Approval Record
| Role | Name | Decision | Date |
|---|---|---|---|
| Requesting Department | [Name] | [Approve / Decline] | [Date] |
| Procurement | [Name] | [Approve / Decline] | [Date] |
| IT / Security | [Name] | [Approve / Decline] | [Date] |
| Legal / Privacy | [Name] | [Approve / Decline] | [Date] |