Template Library
AI Vendor Evaluation Scorecard
An Excel workbook for choosing an AI tool or vendor: eight weighted criteria, three must-pass gates, a due-diligence questionnaire with each vendor’s answers, weighted scores out of 100, ranks among eligible vendors, and a dashboard.
The Scores sheet rates up to four vendors from 1 to 5 on eight criteria: fit on your data, security and data handling, data rights and exit, transparency and change notice, integration, support and service levels, three-year cost, and vendor viability. You can edit the weights. Three must-pass gates (a written answer to your security questionnaire, no training on your data without opt-in, and export and deletion rights) decide whether a vendor is eligible; the weighted score out of 100 and the rank among eligible vendors calculate.
The Questionnaire sheet lists sixteen due-diligence questions by area, with a column for each vendor’s response (answered, partly, not answered, or not asked) and evidence notes. The Dashboard shows each vendor’s score, gate result, rank, criteria rated, and the share of questions answered.
Example ratings for three vendors for complaint classification are included, with one vendor that fits best but fails a gate, so you can see the formulas working before you replace them.
What Is Included in the Workbook
| Sheet | Purpose | What Teams Capture |
|---|---|---|
| Start Here | Orientation and workflow | What the workbook does and a numbered workflow with a link to the sheet for each step |
| Dashboard | Live comparison of the vendors | Vendors scored, vendors that pass all gates, the leading score and leader, and for each vendor the weighted score, gates, rank, criteria rated, and share of questions answered with a chart |
| Scores | Weighted scores and gates | Criteria weights, ratings from 1 to 5 for up to four vendors, three must-pass gates, the weighted score out of 100, whether all gates are met, and the rank among eligible vendors |
| Questionnaire | Due-diligence questions (Excel Table) | Area, question, why it matters, each vendor’s response, and evidence and notes |
| Settings | Vendor names and lists | The names of up to four vendors and the response list |
Key Features Inside the Template
Weights Set Before You Meet the Vendors
Agree what matters, then score.
Gates That Cannot Be Traded Off
A vendor that fails one is out, whatever its score.
A Questionnaire With a Record
See how completely each vendor answered, and keep the evidence.
A Fair Comparison
The same criteria and the same test data for every vendor.
Best Use Cases
- Choosing among AI tools or vendors for an operations use
- Renewing or re-evaluating an existing vendor
- Documenting a selection for a governance group or auditor
- Preparing contract discussions with legal counsel
- Teaching supplier evaluation for AI
How to Use the Template Effectively
- Name the vendors and agree the weights and gates before you meet them.
- Send the questionnaire, ask for evidence in writing, and record how fully each vendor answered.
- Test each tool on the same golden test set, blind, and use the result to rate fit.
- Rate each criterion and mark the gates each vendor meets.
- Read the dashboard, then change the weights to see whether the ranking holds.
- Negotiate the terms with legal counsel and run a pilot with an exit.
Who Should Use This Template
- Operations and quality leaders buying AI tools
- Procurement and supplier quality teams
- IT, security, and legal reviewers
- Students and trainees learning supplier evaluation
Common Mistakes to Avoid
- Setting the weights after seeing the vendors
- Believing a demo instead of testing on your data
- Choosing on price alone
- Skipping the security and data-use questions
- No exit plan
Important Notes
AI Vendor Evaluation Scorecard Frequently Asked Questions
How is the weighted score calculated?
The sum of each criterion’s weight times the vendor’s rating, divided by five times the total weight, times 100. A vendor rated 5 on every criterion scores 100.
What are the three gates?
A written answer to your security questionnaire, no training on your data without your opt-in, and rights to export and delete your data. You can edit the wording. A vendor must meet all of them to be ranked.
Does the workbook test whether the ranking is stable?
Not automatically. Change the weights on the Scores sheet and watch the dashboard. The AI Vendor Scorecard tool runs a small sensitivity test for you.
Is this legal advice?
No. It supports a selection process. Have qualified legal counsel review the contract terms.