Supplier and Subcontractor Bid Comparison Excel Sheet with Weighted Scoring

You receive three or four quotations in different formats, and each supplier is cheaper on one item and dearer on another. The lowest total is not always the best choice when delivery is slow or quality is weaker.

This sheet tabulates the bids in one table, highlights the lowest and highest price per item, totals each bid with VAT, then gives each supplier a score out of 100 that combines price, delivery and technical rating with weights you choose, and recommends the best bid.

Who is it for?

• Procurement officers in contracting companies
• Project engineers selecting subcontractors
• Owners comparing contractor quotations

What is inside the sheet?

• Name fields for five suppliers
• A table for fifteen items with unit, quantity and each supplier price
• The lowest price per item and the cheapest supplier, with green for lowest and red for highest
• Each bid total excl. VAT, number of unpriced items, VAT and total
• Delivery time, technical score and evaluation weights
• Weighted score, ranking and recommended bid

How to use it

1. Enter the supplier names.
2. Enter items, units and quantities, then each bid unit price.
3. Enter delivery days and a technical score out of 10 for each supplier.
4. Adjust the weights for price, delivery and technical.
5. Read the score, ranking and recommended bid.

Formulas used

• Bid total = SUMPRODUCT(quantities, supplier prices)
• Price points = lowest total ÷ supplier total
• Delivery points = shortest time ÷ supplier time
• Technical points = score ÷ 10
• Score = 100 × (price weight × price points + delivery weight × delivery points + technical weight × technical points)

Worked example from the sheet itself

The example compares six structural material items across four bids.

• The lowest total is Horizon Co. at SAR 368,850, then Quality Factory at SAR 369,105 and Al Binaa Est. at SAR 370,400.
• The price gap is small, but Quality Factory delivers in 7 days with a technical score of 9 out of 10.
• With 60% price, 15% delivery and 25% technical: Quality Factory 97.5, Al Binaa 90.2, Riyada 87.1 and Horizon 85.0.
• Recommended bid: Quality Factory.

Tips for best results

• Make sure all bids cover the same specs and scope, exclude VAT and use the same delivery terms.
• A bid with unpriced items is not scored until complete, so ask the supplier to fill the gaps.
• Base the technical score on written criteria: experience, compliance with specs and after-sales service.

Frequently asked questions

Can I compare fewer than five suppliers?

Yes. Leave a supplier name empty and it is excluded from totals and scoring.

Why does a supplier have no score?

It left one or more items unpriced, or the weights add up to zero.

Can I change the weights?

Yes, in the evaluation weights cells. Ideally they add up to 100%.

Download the sheet

Press the download button at the top of the page to get the Excel file. It includes a full guide sheet, yellow input cells and formulas protected from accidental edits. The sheet is also available in Arabic from the language switcher.

Names and prices in the example are illustrative.