SOP-02 · Evaluation

How to Evaluate Vendor Responses

The evaluation methodology for scoring and shortlisting vendor responses. Applies to all procurement routes. Supplements the IQ automated scoring with expert judgement.

⚠️ Internal — do not share with buyers or vendors

📋 Version 1.0 · April 2026

📧 ops@bundleiq.co.uk

Principles

How evaluation works on Bundle IQ

Every response is automatically scored by IQ across four criteria (price 40%, capability 30%, experience 20%, compliance 10%). Your role as an evaluator is to apply expert judgement on top of that score — not to override it arbitrarily, but to ensure the buyer has the full picture.

⚠️ Important: Your evaluation notes may be seen by the buyer and, in a debrief or dispute, by the vendor. Write as if everything you note will be read publicly. Be specific, be fair, be honest.

Scoring

The four criteria in practice

Criterion	Weight	What IQ checks	What YOU add
Price	40%	Total cost vs market benchmark	Does this price feel credible for this market? Are there hidden costs in the T&Cs? Is the scope match exact?
Capability	30%	SLA coverage in response	Are claimed SLAs deliverable given vendor size? Any SLA gaps the algorithm may have missed?
Experience	20%	Sector relevance, contract scale, IQ Trust Score	Do the case studies ring true? Have you worked with this vendor before? Any category intelligence that improves or undermines the score?
Compliance	10%	Required certs and insurance on profile	Any compliance gaps that may not be on the profile? Any sector-specific requirements the buyer mentioned informally that aren't in the brief?

Conflicts

Conflict of interest protocol

Disclose before you start. Before reviewing any vendor response, ask yourself whether you have any connection to that vendor — past employment, personal relationship, financial interest, or significant prior engagement.

Situation	Required action
Worked for the vendor in the last 3 years	Disclose to Bundle IQ. Do not score that vendor's response. A colleague scores it instead.
Personal relationship with vendor contact	Disclose. Bundle IQ decides whether to reassign.
Financial interest in vendor (shareholding, family member)	Disclose immediately. Recuse from entire procurement.
Vendor is a former client you brought to Bundle IQ	Disclose. May proceed with disclosure noted on evaluation record.
Strong professional opinion of vendor (positive or negative) from prior work	Note in evaluation commentary. Ensure score is evidence-based not opinion-based.

⚠️ When in doubt, disclose. The cost of an unnecessary disclosure is zero. The cost of an undisclosed conflict is a disputed procurement, a lost client, and a damaged reputation.

Red flags

Red flags that require escalation before shortlisting

Any of the following require you to pause evaluation and notify Bundle IQ before proceeding:

All responses look similar — possible collusion between vendors. Flag immediately.
A response is dramatically below market rate — possible predatory pricing, financial distress, or scope misunderstanding. Clarify before shortlisting.
A vendor makes claims you know to be untrue — e.g. claims to hold a certification you know they don't. Raise with vendor via platform before scoring.
Fewer than 2 credible responses received — do not present a shortlist to a buyer with only one viable option. Re-tender or extend the deadline.
A buyer asks you to favour a specific vendor — this is a conflict of interest. Note it in writing and notify Bundle IQ before proceeding.

Debrief

Debrief standard — unsuccessful vendors

Every unsuccessful vendor is entitled to a debrief. On Bundle IQ, this is automated — vendors receive their score breakdown after award. Your role is to ensure the notes you wrote during evaluation are specific enough to be useful in that debrief.

Useful debrief feedback: "Your price was 23% above the market benchmark. Your capability score was strong but your experience section lacked specific case studies in the professional services sector — the winning response included three relevant examples at comparable contract size."

Useless debrief feedback: "The winning response was stronger overall." "We went with a more experienced vendor." "Your price was not competitive."