Selection charter
A one-page scope, decision-rights, and budget-envelope template to fill in during the first week, before any vendor is contacted.
Phase calendar
The eight phases with the time range each one takes and the dates to block, so the demo month is on every scorer's calendar before requirements start.
Tagged requirements register
A starting structure for a 150 to 250 line register, with Must, Differentiator, and Standard tags, so the register separates vendors instead of describing the business.
RFP scoring model
A weighted scoring sheet to lock before the RFP is issued, with the software and SI scored on separate sheets.
Demo script and scoresheet
The end-to-end processes to script for three finalist vendors, plus a per-scorer, per-process scoring sheet.
Reference question set
The ten questions to ask every reference, the same way, so the answers can be compared across finalists.
Five-year TCO template
One template for every finalist, so a three-year view does not flatter a subscription product and a ten-year view does not flatter a perpetual license.
Decision paper outline
The structure for the paper that goes to the sponsor: recommendation, five-year TCO, timeline, top ten risks, and every vendor dropped with the reason.
How to use the toolkit
Work through the documents in the order above, starting with the charter and the phase calendar in the first week, before any vendor is contacted. The requirements register and the demo script are written to be cut down, not filled up: delete the rows that do not apply to your production mode or your utility type before you send anything to a vendor.