How to choose an IT supplier: an evaluation framework
Concrete criteria and a scoring framework for evaluating and comparing IT suppliers before you commit.
Choosing an IT supplier is a structural decision. Getting it wrong is expensive: delays, cost overruns, excessive dependence on a single vendor. Here is a pragmatic evaluation framework to make your choice more objective.
The essential criteria
1. References and sector experience
A supplier who knows your industry will grasp your constraints faster. Ask for:
- Client references in your field
- The opportunity to speak to an existing client
- Examples of projects of similar scope and size
2. Technical capability and team
- Who will actually work on your project? Ask for their CVs.
- How large is the team? Too small a supplier can be fragile; too large a one may assign you junior staff.
- Which certifications or technology partnerships do they hold?
3. Service commitments, or SLAs (service level agreements)
- Guaranteed response and resolution times
- Support hours (8am-6pm, 24/7)
- Penalties if commitments are not met
4. Exit and reversibility
A critical point, and one that is often overlooked: what happens if you change supplier?
- Does the contract state that the data belongs to you?
- Are all deliverables (source code, documentation) handed over in full?
- Is there a clause covering support during the transition?
5. Pricing model
- Fixed price: suitable when the scope is well defined. Watch out for change orders.
- Time and materials: flexible, but requires tight management.
- Per-unit pricing: appropriate for recurring, measurable work.
Always compare the total cost of ownership (TCO), not just the day rate.
6. Financial health
Check the supplier’s published accounts — in France, through societe.com or Infogreffe, the registry of the commercial courts; elsewhere, through the equivalent national company register. A supplier in financial difficulty is a direct risk to your project.
Suggested scoring framework
| Criterion | Weight | Score /5 | Total |
|---|---|---|---|
| Sector references | 20% | ||
| Team and skills | 20% | ||
| SLAs and support | 15% | ||
| Exit and reversibility | 15% | ||
| Pricing and TCO | 20% | ||
| Financial health | 10% |
Put at least three suppliers through this framework. Be wary of always picking the lowest bid: in IT, the cheapest price often hides deferred costs.