Workflow template for Tallyfy

AI Vendor Evaluation and Procurement

Use this procedure to guide your team through evaluating and procuring an AI vendor. It covers everything from defining your requirements to making your final selection and getting the vendor onboarded.

11 steps

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Information Technology AI Operations

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Process steps

Define AI procurement requirements

1 day from previous step

task

Work with your stakeholders to pin down exactly what you're looking for in an AI solution. Document your use cases, budget, timeline, and must-have features so you've got a clear target before reaching out to any vendor.

Research vendor market

1 day from previous step

task

Survey the current AI vendor market to understand what is available. Look at analyst reports, peer reviews, and industry forums to build your initial understanding of who the key players are and what they offer.

Create vendor shortlist

1 day from previous step

task

Narrow down your research to a shortlist of vendors that look like a strong fit for your requirements. Aim for 3-6 vendors so you've got enough options to compare without overwhelming your team.

Send RFI to shortlisted vendors

1 day from previous step

task

Draft and send a Request for Information to each vendor on your shortlist. Ask about their product capabilities, pricing models, support offerings, and implementation approach so you can do a fair comparison.

Evaluate vendor responses

1 day from previous step

task

Review each vendor's RFI response against your documented requirements. Score them consistently using a rubric so your evaluation is objective and easy to defend to stakeholders.

Schedule vendor demonstrations

1 day from previous step

task

Invite your top candidates to present live demos of their product. Make sure you're seeing your specific use cases in action, not just a generic walkthrough.

Assess technical capabilities

1 day from previous step

task

Dig into the technical details with your engineering team. Evaluate integration requirements, API quality, scalability, reliability metrics, and how well the solution fits your existing stack.

Review security and compliance posture

1 day from previous step

task

Check each vendor's security practices, certifications, and compliance with regulations relevant to your industry. Make sure their data handling policies align with your organization's standards.

Negotiate pricing and contract terms

1 day from previous step

task

Work with your procurement and legal teams to negotiate favorable pricing, SLAs, and contract terms. Don't just focus on the headline price - make sure you're clear on renewal terms, data ownership, and exit clauses.

Conduct reference checks

1 day from previous step

task

Speak directly with existing customers of your top 1-2 vendors. Ask about their real-world experience with implementation, support responsiveness, and whether the product delivered on its promises.

Make final selection and onboard

1 day from previous step

task

Present your recommendation to stakeholders and get sign-off. Once you've got approval, kick off the onboarding process with your chosen vendor, assign an internal owner, and set milestones for the rollout.