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Consulting RFP scorecard: how to evaluate firms, teams, and value claims

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Consulting RFP scorecard: how to evaluate firms, teams, and value claims

 

 

 

Quick answer

A consulting RFP scorecard lets you compare proposals using the same criteria: (1) fit to your outcomes, (2) team quality and availability, (3) plan you can track week to week, (4) evidence behind value claims, and (5) clear commercial terms. Use weighted scoring, require named roles (not just resumes), and verify claims with work samples, references, and a short delivery test.

What is a consulting RFP scorecard?

A consulting RFP scorecard is a weighted scoring sheet that standardizes how you compare consulting proposals. Note the key rule: score only what your RFP says you will score. Publish the criteria, define the scale, and document the reason for each rating.

Sources: [S2], [S3], External: Acquisition.gov

How to choose a consulting firm

How to choose a consulting firm comes down to delivery reality. The best proposal is the one that can produce the right outputs, with the right people, in the time you actually have. Use a scorecard to prevent a slick narrative from beating a stronger delivery plan.

Fast selection steps

  1. Write the outcomes in plain language and name the decision each outcome supports.
  2. Define scope boundaries (what is included and excluded) and required client inputs.
  3. Decide your scoring categories and weights before proposals arrive.
  4. Shortlist (2 to 4 firms), then require a consistent format for responses.
  5. Run the same interview plan for all firms (same questions, same time box).
  6. Validate value claims with evidence, references, and a work sample.
  7. Document the decision and the trade-offs.
If your work is complex, treat staffing, risk controls, and delivery cadence as see-it-to-believe-it items. Ask for a one-week plan with named owners and sample outputs.

Sources: [S1], [S2], [S3], External: DAU, Acquisition.gov

Consulting RFP scorecard template (weights and scale)

Use this as a starting point, then adjust weights based on what matters most (speed, risk, change adoption, or cost control). Keep the total at 100 points.

Scorecard categories and suggested weights
Category What you are scoring Weight
Problem fit Clear understanding of your situation, constraints, and outcomes 10
Approach and work plan Step-by-step plan, milestones, and how progress is checked weekly 20
Team and availability Named team members, role fit, time commitment, continuity plan 20
Relevant experience Comparable work, proof of outcomes, and references you can contact 15
Value claims Benefits logic, assumptions, baseline, and evidence behind ROI claims 10
Risk and controls Risk list, mitigation steps, data handling, governance cadence 10
Commercial terms and price Fee structure, rate card, pricing assumptions, change control 15

Rating scale (1 to 5)

5 = Exceeds requirement with strong evidence and low delivery risk
4 = Meets requirement with good evidence and manageable risk
3 = Meets requirement with gaps that need clarification
2 = Partially meets requirement; material gaps or unclear staffing
1 = Does not meet requirement; high risk or missing evidence

Sources: [S2], [S5], [S6], External: World Bank, GOV.UK

Consultant selection checklist (before you score)

This consultant selection checklist prevents preventable issues like mismatched scope, missing stakeholders, and proposals that cannot be compared.

  • Outcome statement: what changes, by when, and how you will confirm it.
  • Scope: what is included, what is excluded, and what you will provide (data, access, decisions).
  • Response format: required sections, page limits, and a single pricing template.
  • Timeline: Q&A window, due date, interviews, and decision date.
  • Evaluation team: who scores, who interviews, and who decides.
  • Conflict rules: how you handle references, gifts, or outside contact.
  • Proof plan: work sample, reference calls, and value-claim validation.

Sources: [S4], [S6], External: Harvard Kennedy School, GOV.UK

Consulting proposal evaluation: what to review and how

Consulting proposal evaluation works best when you score technical items first, then review pricing, then document trade-offs. Require enough detail to confirm deliverables, staffing, and timing.

What to look for in a strong proposal

  • A plan with milestones and sample outputs (not just slide titles).
  • Named owners for each workstream and a weekly cadence for decisions.
  • Assumptions that match reality (data access, stakeholder time, approvals).
  • Comparable experience with proof: what changed, what was delivered, and how it was measured.
  • Clear pricing assumptions and change control.

Common red flags

  • Vague staffing (no named people, or people are “subject to availability”).
  • Generic case studies without measurable outcomes.
  • Value claims with no baseline, no assumptions, and no proof.
  • Timeline that depends on major client inputs that are not owned by anyone.
  • Fees that exclude critical work, then rely on change orders.

Sources: [S1], [S2], External: DAU, Acquisition.gov

Consulting proposal scoring: rating scale and tie-breakers

Consulting proposal scoring should be consistent across evaluators. Use short written notes for each rating so your decision can be explained later.

Scoring mechanics (simple and consistent)

  1. Each evaluator scores independently using the 1 to 5 scale.
  2. Hold a consensus meeting and agree on a single score per criterion.
  3. Multiply rating by weight, total the weighted scores.
  4. Use tie-breakers in this order: team, approach, risk, then price.

Scorecard spreadsheet layout (copy/paste)

Criterion | Weight | Firm A Rating (1-5) | Firm A Weighted | Firm B Rating (1-5) | Firm B Weighted | Notes
Problem fit | 10 |  |  |  |  | 
Approach and work plan | 20 |  |  |  |  | 
Team and availability | 20 |  |  |  |  | 
Relevant experience | 15 |  |  |  |  | 
Value claims | 10 |  |  |  |  | 
Risk and controls | 10 |  |  |  |  | 
Commercial terms and price | 15 |  |  |  |  | 
TOTAL | 100 |  |  |  |  |

Sources: [S2], [S3], External: Acquisition.gov

RFP questions for consultants

These RFP questions for consultants are designed to separate clear delivery plans from generic sales narratives. Use the same questions in interviews for all firms.

Approach and delivery

  • What are the first three deliverables you will produce in the first two weeks?
  • What inputs do you need from us each week (data, meetings, approvals), and who should own them?
  • What are your main risks for this work, and how will you reduce them?
  • What does a typical weekly cadence look like (agenda, decisions, action tracking)?

Team and staffing

  • Who is the day-to-day lead, and what percent of their time is committed?
  • What is your continuity plan if a key person leaves?
  • Which tasks are done by senior staff vs. junior staff, and why?

Value and proof

  • List your value claims as a table: baseline, assumptions, calculation, proof points.
  • Which part of the value depends on client actions, and what must we do to capture it?
  • Provide two comparable references and the outcomes achieved.

Commercial terms

  • What is included and excluded in your price?
  • How do scope changes work, and how are fees adjusted?
  • What is your billing cadence and what evidence is provided with invoices?

Sources: [S4], [S6], External: Harvard Kennedy School, GOV.UK

How to evaluate teams and value claims

Most selection mistakes come from two things: the real delivery team is weaker than the pitch team, or value claims are not supported by evidence. Treat both as verify-first items.

Team evaluation checks

  • Named people: require names, roles, and percent allocation per person.
  • Role fit: confirm the day-to-day lead has done the work, not only sold it.
  • Availability: confirm start date, travel expectations, and time-zone coverage.
  • Output quality: review one anonymized sample deliverable that matches your need.

Value claim validation checklist

  • Baseline: current metric and data source.
  • Mechanism: what changes will produce the benefit.
  • Assumptions: volume, adoption rate, timing, and constraints.
  • Evidence: case proof, reference confirmation, or measurable past results.
  • Ownership: who on your side must do what to capture the benefit.

Value claim table (paste into your RFP)

Value claim | Baseline metric and source | Proposed change | Assumptions | Expected benefit | Proof and references | Client actions required
Claim 1 |  |  |  |  |  | 
Claim 2 |  |  |  |  |  |

Sources: [S1], [S5], External: DAU, World Bank

FAQ

What is a consulting RFP scorecard?

A consulting RFP scorecard is a weighted scoring sheet that helps you compare consulting proposals using the same criteria and scale.

How do I choose a consulting firm?

Use a scorecard, verify the real delivery team, require a clear weekly plan with sample outputs, and validate value claims with evidence and references.

How do you score a consulting proposal?

Score each criterion on a defined scale (for example 1 to 5), multiply by the weight, total the weighted scores, and document the reason for each rating.

What should be in RFP questions for consultants?

Questions should cover approach, staffing and availability, comparable experience, value claims and assumptions, risk controls, and pricing and change control.

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