# Compare proposals against the same requirement

Copy this worksheet for each supplier consultation. Both sample responses below are invented; they describe no actual supplier or market price.

Project: [complete] · requirement version: [complete] · attachments sent: [complete] · date: [complete].

## Resolve scope differences before comparing prices

You request a prepared record that is created only after approval. Proposal A includes that approval; B creates automatically and reviews the next day. B describes a different scope even if its price is lower. Request a compliant variant before ranking the offers.

| Point | Illustrative response A | Illustrative response B | Question to resolve |
|---|---|---|---|
| Write action | After approval of the exact version | Automatic creation, next-day review | Can B meet R04? Request a written answer and test |
| Repeated message | Retry uses the same identifier | Unspecified | What happens in T05, including a lost response? |
| Export | Data and configuration, formats to clarify | “Export available” | Which files, dependencies and independent reading test? |
| Operation | Maintenance described, limits to confirm | Subscription alone mentioned | Who handles an outage and which interventions are included? |

Conclusion for this example: A still needs verification and B needs clarification. This table does not demonstrate that A passes acceptance and names no winning supplier.

## Blank comparison grid

Keep the proposal page or dated response for each row. Write “unspecified” for missing information. “Included” still requires a verifiable description.

| Comparison point | Requirement / expected evidence | Offer A and reference | Offer B and reference | Open question, owner, due date |
|---|---|---|---|---|
| Inputs, outputs, exclusions | Common requirement version | [complete] | [complete] | [complete] |
| Data and access | Sources, roles, proposed hosting, authorised sharing | [complete] | [complete] | [complete] |
| Actions and approval | R04, approved version, absent approver | [complete] | [complete] | [complete] |
| Exceptions and recovery | R02/R03/R05/R06, test evidence | [complete] | [complete] | [complete] |
| Pilot acceptance | Dataset, blocking criteria, observations, decision-maker | [complete] | [complete] | [complete] |
| Setup and training | Deliverables, access dependencies, client work | [complete] | [complete] | [complete] |
| Operation | Hours, alerts, included/excluded maintenance | [complete] | [complete] | [complete] |
| Service exit | R07, files, formats, third-party handover | [complete] | [complete] | [complete] |

## Compare costs on the same basis

Agree a period and volume scenario. Ask both suppliers for the same breakdown; distinguish invoices from internal time. State currency and tax basis consistently.

| Cost over the chosen period | A | B | Assumption, unit and source |
|---|---|---|---|
| Scoping and setup, once | [unknown] | [unknown] | [complete] |
| Migration, training and preparation time | [unknown] | [unknown] | [complete] |
| Subscription, hosting and consumption | [unknown] | [unknown] | [volume and unit price] |
| Maintenance and work outside the package | [unknown] | [unknown] | [included/excluded and scenario] |
| Your team's verification and correction | [unknown] | [unknown] | [hours and chosen internal cost] |
| Exit export and handover | [unknown] | [unknown] | [complete] |

Do not count a cost twice when a package already includes it. An unknown cost prevents a complete-cost claim: report the known subtotal and open question. For variable consumption, ask about limits, alerts and what happens after a threshold is exceeded.

## Record the decision

Offer selected for the next stage: [complete / none]. Reason tied to a requirement: [complete]. Blocking deviations: [complete]. Reservations explicitly accepted by: [name/date]. Evidence required before operation: [complete].

An overall score cannot compensate for an unauthorised write. A blocking condition still needs resolution when the other rows are satisfactory.

## Worked cost example from the dossier

Entirely fictional amounts, not market pricing or a customer quotation: A = €4,200 excluding tax + 12 × €180 = €6,360; B = €2,900 excluding tax + 12 × €320 = €6,740. Common period: setup followed by twelve service months; all amounts exclude tax. These supplier subtotals exclude internal time; other items remain to be clarified. B does not yet meet R04: request a compliant variant before comparing final proposals. The PDF explains the full decision.