Jira & Confluence 
Bitrix24 Comparing annual with one-time prices
A low setup fee can hide a high yearly fee. Compare the total cost over the contract term.
Tender · step 2 of 3 · compare proposals
Supplier evaluation form with weights and a clear winner
Disqualify on must requirements first, let each evaluator score 1–5 on their own, score price by formula, and decide only when the checks say OK.
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- 1Check the must requirements. A supplier that answered Does not meet on a must requirement is disqualified and not ranked. The Scoring sheet counts these for you.
- 2Agree the scale before scoring. 5 exceeds the requirement with evidence, 3 meets it, 1 does not address it. Each evaluator scores alone, then the panel discusses big gaps.
- 3Let the formula score price. Lowest 3-year cost ÷ this supplier's 3-year cost × 5, where 3-year cost = one-time + 3 × annual. The cheapest gets 5; nobody's opinion moves it.
- 4Read the checks, then decide. Weights total 100%, no missing scores, scores within 1–5, exactly one winner. Fix anything that is not OK before the decision.
The situation
When this template earns its place
The proposals are in and they do not line up: different prices, different promises, three people with three opinions. This workbook opens on the page without registration. Supplier answers go on the Responses sheet, one row per supplier, in the same order as the RFP response form; evaluators type scores, and the workbook works out the price score, weighted totals, ranking and the recommended supplier.
How to use it
A short path to a usable result
1
Check the must requirements
A supplier that answered Does not meet on a must requirement is disqualified and not ranked. The Scoring sheet counts these for you.
2
Agree the scale before scoring
5 exceeds the requirement with evidence, 3 meets it, 1 does not address it. Each evaluator scores alone, then the panel discusses big gaps.
3
Let the formula score price
Lowest 3-year cost ÷ this supplier's 3-year cost × 5, where 3-year cost = one-time + 3 × annual. The cheapest gets 5; nobody's opinion moves it.
4
Read the checks, then decide
Weights total 100%, no missing scores, scores within 1–5, exactly one winner. Fix anything that is not OK before the decision.
Filled example
See the result before you start
The filled example scores four proposals for Harborview Family Clinics' managed IT services: three evaluators, six criteria scored by the panel plus price by formula, weights 25/20/15/10/5/5/20. All four meet the must requirements; the recommended supplier is not the cheapest one.
Common mistakes
What makes the document stop working
An empty cell read as a zero
A missing score silently drags a supplier down. The sheet counts missing scores per supplier and the check stays red until they are filled.
A tie nobody noticed
Two suppliers with the same total need a recorded tie-break, such as lower price or the presentation, before the award.
FAQ
Questions before you use it
Is it free? Do I need to sign up?
It is free and opens without an account. Sign-in appears only when you save the workbook to a workspace or invite evaluators to it.
How is the price score calculated?
Lowest 3-year cost ÷ this supplier's 3-year cost × 5. The lowest bid scores 5 and a bid twice as expensive scores 2.5, so price differences stay proportional.
Why one-time plus three times annual?
The example contract runs three years. Use the term of your own contract so setup fees and recurring fees are compared on the same basis.
Should evaluators score together or separately?
Separately first, so the loudest voice does not set everyone's score, then together to discuss differences. The workbook keeps each evaluator's scores and averages them.
Does it work in Excel?
Yes. It uses functions available since Excel 2007, such as SUMPRODUCT, RANK, INDEX and MATCH, and opens without macros.