External Evaluator RFP Template 2025
Commissioning an external evaluator shouldn’t start from a blank page. This template covers the sections, timelines, and scoring criteria funders expect.
TL;DR
- Outline objectives, deliverables, and budget upfront to attract qualified evaluators.
- Use scoring criteria aligned with your risk appetite output.
- Store RFP assets and scoring notes in Crafty for future renewals and audits.
RFP section checklist
- Introduction and programme background.
- Evaluation objectives and key questions (link to sustainability plan).
- Scope, methodology expectations, and data access considerations.
- Deliverables, timeline, reporting cadence with the reporting calendar.
- Budget range and payment schedule tied to milestones.
- Submission format, deadline, contact info, and Q&A process.
Supplier scoring rubric
Pair the RFP with a scoring matrix inspired by the funder scoring rubric to maintain transparency. Typical criteria include sector expertise, methodology fit, data protection, cost, and capacity.
Integrate with Crafty workflows
Upload the final evaluator contract, data sharing agreements, and deliverable schedule to Crafty. Reference them in the trustee oversight packand change control playbookfor ongoing governance.
Next steps and downloads
Download the RFP template, scoring matrix, and supplier Q&A log. Save them in Crafty so commissioning external evaluation becomes a repeatable process.
Action plan
- Update the template with programme-specific details and publish the RFP.
- Schedule evaluation supplier briefing calls and record questions.
- Archive responses in Crafty for future learning and audits.
Key takeaways
- Comprehensive RFPs attract better evaluators and streamline procurement.
- Scoring matrices ensure decisions align with governance and risk appetite.
- Integrating evaluation assets with Crafty supports reporting and future bids.
Summary and next steps
Commission evaluations with confidence. Use this template, document decisions, and keep Crafty updated so your evaluation evidence powers the next funding round.
- Adopt the template for upcoming evaluations.
- Review and refresh scoring criteria annually.
- Share lessons learned in your onboarding sprint.