---
artifact_id: A32
name: Supplier Evaluation and Award Decision Record
template_version: "1.0.0"
status: "Template · Active"
category: Procurement Decision
authority: "PMBOK8 Guide Table 2-1 Conduct Procurements; Resources Performance Domain §2.6"
source_type: synthesis
file_path: artifacts/procurement/A32-supplier-evaluation-and-award-decision-record-template.md
---

## [A32] — Supplier Evaluation and Award Decision Record | Template

> **Usage note:** This is a blank template. Every `[FIELD: ...]` cell must be completed by the project team before use. Static text, rules, and checklist items are pre-filled and must not be removed. Do not pre-populate fields with example data.

---

## Section 1 — Header / Identification

| Field | Value |
|---|---|
| Project Name | [FIELD: Full project name as registered in the project charter] |
| Procurement Reference | [FIELD: Unique procurement reference or solicitation number] |
| Procurement Lead | [FIELD: Name and title of the individual managing this procurement] |
| Evaluation Date | [FIELD: Date evaluation was completed — YYYY-MM-DD] |
| Version | [FIELD: Version number, e.g., 1.0] |
| Status | [FIELD: select from Draft / Under Review / Approved / Awarded / Cancelled] |
| Linked Artifacts | A31 — Procurement Management Plan; A33 — Supplier Change, Claim, and Compliance Record; A11 — Contract |

---

## Section 2 — Procurement Reference

| Field | Value |
|---|---|
| Solicitation Type | [FIELD: select from Request for Proposal (RFP) / Request for Quotation (RFQ) / Invitation for Bid (IFB) / Request for Information (RFI) / Sole Source] |
| Solicitation Number | [FIELD: Unique identifier assigned to this solicitation] |
| Requirement Description | [FIELD: Summary of the goods, services, or results being procured] |
| Procurement Value (Estimated) | [FIELD: Estimated total contract value or budget envelope] |
| Evaluation Committee Members | [FIELD: Names and roles of all individuals serving on the evaluation committee] |
| Conflict of Interest Declarations | [FIELD: Confirmation that all committee members have declared conflicts of interest — state "All declarations complete" or note any exceptions] |
| Evaluation Period | [FIELD: Start and end dates of the evaluation period — YYYY-MM-DD to YYYY-MM-DD] |

---

## Section 3 — Evaluation Criteria and Weighting

Define all evaluation criteria before opening submissions. Total weights must sum to 100%.

| Criterion ID | Criterion | Weight % | Scoring Basis | Max Score |
|---|---|---|---|---|
| [FIELD: e.g., EC-01] | [FIELD: Criterion name, e.g., Technical Approach] | [FIELD: Weight as percentage, e.g., 30] | [FIELD: Describe how this criterion is scored — rating scale, pass/fail, narrative assessment] | [FIELD: Maximum possible score for this criterion] |
| [FIELD: e.g., EC-02] | [FIELD: Criterion name, e.g., Relevant Experience] | [FIELD: Weight as percentage] | [FIELD: Scoring basis description] | [FIELD: Maximum possible score] |
| [FIELD: e.g., EC-03] | [FIELD: Criterion name, e.g., Price / Cost] | [FIELD: Weight as percentage] | [FIELD: Scoring basis description] | [FIELD: Maximum possible score] |
| [FIELD: e.g., EC-04] | [FIELD: Criterion name, e.g., Management Plan] | [FIELD: Weight as percentage] | [FIELD: Scoring basis description] | [FIELD: Maximum possible score] |
| [FIELD: e.g., EC-05] | [FIELD: Criterion name, e.g., Past Performance] | [FIELD: Weight as percentage] | [FIELD: Scoring basis description] | [FIELD: Maximum possible score] |
| **Total** | | **[FIELD: Must equal 100%]** | | **[FIELD: Total maximum score]** |

> Add or remove criterion rows to match the solicitation. Criteria and weights must be finalised and documented before evaluation begins and must not be changed after submissions are received.

---

## Section 4 — Supplier Evaluation Scores

Enter one column per criterion (using Criterion IDs from Section 3). Add or remove criterion columns to match Section 3.

| Supplier ID / Name | EC-01 Score | EC-02 Score | EC-03 Score | EC-04 Score | EC-05 Score | Aggregate Score | Rank | Risk / Compliance Flags |
|---|---|---|---|---|---|---|---|---|
| [FIELD: Supplier name or ID] | [FIELD: Score] | [FIELD: Score] | [FIELD: Score] | [FIELD: Score] | [FIELD: Score] | [FIELD: Weighted aggregate score] | [FIELD: Rank among all evaluated suppliers] | [FIELD: Any risk, financial, legal, or compliance flags identified during evaluation — or "None"] |
| [FIELD: Supplier name or ID] | [FIELD: Score] | [FIELD: Score] | [FIELD: Score] | [FIELD: Score] | [FIELD: Score] | [FIELD: Weighted aggregate score] | [FIELD: Rank] | [FIELD: Risk / compliance flags or "None"] |
| [FIELD: Supplier name or ID] | [FIELD: Score] | [FIELD: Score] | [FIELD: Score] | [FIELD: Score] | [FIELD: Score] | [FIELD: Weighted aggregate score] | [FIELD: Rank] | [FIELD: Risk / compliance flags or "None"] |
| [FIELD: Supplier name or ID] | [FIELD: Score] | [FIELD: Score] | [FIELD: Score] | [FIELD: Score] | [FIELD: Score] | [FIELD: Weighted aggregate score] | [FIELD: Rank] | [FIELD: Risk / compliance flags or "None"] |

> Add rows for each supplier evaluated. All committee members' individual scores should be averaged or consolidated per the scoring methodology defined in Section 3 before entry here.

---

## Section 5 — Evaluation Narrative

Provide a brief narrative rationale for the evaluation outcome, especially to support the award recommendation. Complete one field per major criterion.

| Criterion | Narrative Summary |
|---|---|
| [FIELD: Criterion name] | [FIELD: Narrative summary of how suppliers performed against this criterion and key differentiators] |
| [FIELD: Criterion name] | [FIELD: Narrative summary] |
| [FIELD: Criterion name] | [FIELD: Narrative summary] |
| [FIELD: Criterion name] | [FIELD: Narrative summary] |
| Overall Evaluation Summary | [FIELD: Overall narrative summary — comparative strengths and weaknesses that led to the award recommendation] |

---

## Section 6 — Award Recommendation

| Field | Value |
|---|---|
| Recommended Supplier | [FIELD: Name and ID of the recommended supplier] |
| Rationale for Recommendation | [FIELD: Clear explanation of why this supplier is recommended — grounded in evaluation scores and narrative] |
| Conditions / Clarifications Required | [FIELD: List any conditions, clarifications, or scope refinements required before contract award — or state "None"] |
| Risk Considerations | [FIELD: Any residual risks associated with awarding to the recommended supplier and proposed mitigations] |
| Recommended by | [FIELD: Name and role of the evaluation committee lead or procurement lead making the recommendation] |
| Recommendation Date | [FIELD: YYYY-MM-DD] |

---

## Section 7 — Award Decision

| Field | Value |
|---|---|
| Decision Authority | [FIELD: Name and title of the individual authorised to make the award decision] |
| Decision | [FIELD: select from Approved / Rejected / Deferred] |
| Decision Date | [FIELD: YYYY-MM-DD] |
| Conditions of Award | [FIELD: Any conditions attached to the approval — or state "None"] |
| Award Reference Number | [FIELD: Unique reference number assigned to this award decision] |
| Notes | [FIELD: Any additional notes from the decision authority] |

---

## Section 8 — Sole-Source Justification

*Complete this section only when the competitive process was not used. If competitive process was used, state "Not Applicable" in the first field.*

| Field | Value |
|---|---|
| Sole-Source Applicable | [FIELD: select from Yes / No — if No, all fields below are Not Applicable] |
| Sole-Source Basis | [FIELD: select from Unique Capability / Emergency / Proprietary / Follow-on Work / Other] |
| Justification Narrative | [FIELD: Detailed written justification explaining why competition is not practicable for this procurement] |
| Market Research Conducted | [FIELD: Describe market research undertaken to confirm no viable alternative suppliers exist] |
| Approving Authority | [FIELD: Name and title of the authority approving the sole-source justification] |
| Approval Date | [FIELD: YYYY-MM-DD] |

---

## Section 9 — Debrief Notes

Complete one sub-section per unsuccessful supplier that requests a debrief. If no debriefs were requested, state "No debriefs requested."

| Supplier Name / ID | Debrief Date | Debrief Attendees | Key Points Communicated | Supplier Questions / Concerns | Follow-up Required |
|---|---|---|---|---|---|
| [FIELD: Supplier name or ID] | [FIELD: YYYY-MM-DD] | [FIELD: Names and roles of debrief attendees] | [FIELD: Summary of key evaluation feedback communicated to the supplier] | [FIELD: Questions or concerns raised by the supplier during the debrief] | [FIELD: Any follow-up actions required and responsible owner — or "None"] |
| [FIELD: Supplier name or ID] | [FIELD: YYYY-MM-DD] | [FIELD: Names and roles of debrief attendees] | [FIELD: Summary of key evaluation feedback communicated] | [FIELD: Questions or concerns raised] | [FIELD: Follow-up actions or "None"] |

---

## Section 10 — Waste Test

*Answer each question before finalising this record. If any answer is "No", revisit the relevant section.*

- [ ] Do evaluation criteria and weights sum to 100%?
- [ ] Were criteria and weights finalised before receiving supplier submissions?
- [ ] Has every committee member declared conflicts of interest?
- [ ] Does every evaluated supplier have a complete score row in Section 4?
- [ ] Is the aggregate score for each supplier calculated consistently with the weighting in Section 3?
- [ ] Is the award recommendation supported by the evaluation narrative in Section 5?
- [ ] If a sole-source justification applies, is Section 8 fully completed and approved?
- [ ] Has the award decision been made by a named, authorised decision authority?
- [ ] Have all unsuccessful suppliers who requested a debrief received one?
- [ ] Is this record linked to the relevant contract (A11) upon award?

---

## Change Log

| Version | Date | Author/Event | Description |
|---|---|---|---|
| 1.0.0 | 2026-05-31 | Phase B2 Batch B | Initial template |

---

*Template for: Supplier Evaluation and Award Decision Record*
*Authority: PMBOK8 Guide Table 2-1 Conduct Procurements; Resources Performance Domain §2.6*
*See definition file: artifacts/procurement/A32-supplier-evaluation-and-award-decision-record-template.md*
