Hotel Proposal Scorecard — 100 Points
Printable rubric + blank scoring grid + TOPSIS reference. Excel companion at the link below.
How to use: Confirm the 7 category weights with your CFO before the RFP goes out. Score each proposal 0-10 per category against the anchored rubric. Multiply, sum, rank. Print this page, attach to the procurement file. Companion article:
the 100-point scorecard guide.
1. Price 25 points
All-in cost per attendee: rooms + F&B + meeting space + AV + service charge + tax.
- 10 Bottom 20% of bids received on cost-per-attendee
- 7 Below the median
- 5 Around the median
- 3 Above median but within 15%
- 0 More than 15% above median, or proposal incomplete
2. Location 15 points
Practical access — transit time, walkability to dining, evening logistics.
- 10 Under 20 min from primary airport/station, walkable to dining
- 7 20-35 min to transit, walkable to some dining
- 5 35-50 min, OR walkable but not transit-friendly
- 3 Over 50 min, OR requires shuttles for evening events
- 0 Substantially inconvenient or rural without dedicated transport
3. F&B 10 points
Breakfast inclusion, dietary range, plated/buffet flex, F&B minimum reasonableness.
- 10 All four conditions: breakfast included, dietary range, plate/buffet, F&B min ≤30% of room spend
- 7 Three of the four
- 5 Two of the four
- 3 One of the four
- 0 F&B min >80% of room spend, or no menu provided
4. Meeting space 15 points
Sized for the brief, daylight, column-free, breakout availability, AV inclusion.
- 10 30%+ above brief size, natural light, column-free, dedicated breakouts, AV included
- 7 Sized to brief with daylight, AV included, 1-2 breakouts
- 5 Sized to brief, AV separate quote, daylight unclear
- 3 Tight to brief, basement or windowless, AV add-on
- 0 Below brief size or unsuitable for agreed setup
5. Contract risk 15 points
Attrition %, cancellation curve, force majeure wording, deposit terms.
- 10 Four carve-outs already in draft (sister-property, rebookable-rate, FM stacking, pickup-not-block)
- 7 Two carve-outs already in draft
- 5 Standard template, signals openness to red-line
- 3 Standard template, resistant to red-line, OR aggressive attrition (90%+)
- 0 Pay-in-full on signing, or non-negotiable cancellation curve
6. Reliability 10 points
Speed and completeness of RFP response, follow-up responsiveness.
- 10 Full response within 48 hours, answers every question, single contact
- 7 3-5 days, completeness 90%+
- 5 5-7 days, completeness 75-90%
- 3 7-10 days, incomplete
- 0 10+ days, multiple chases, incomplete bid
7. Sustainability 10 points
Six sub-criteria scored 0/1/2 (no/partial/full); total /12 mapped to 0-10.
- 12 Maps to 10 — ISO 20121 + carbon report + plastic ban + food-waste track + energy disclose + accessibility cert
- 9 Maps to 7
- 6 Maps to 5
- 3 Maps to 3
- 0 Maps to 0
Blank scoring grid (print + fill)
| Category | Weight | Hotel A (0-10) | ×Weight | Hotel B | ×W | Hotel C | ×W | Hotel D | ×W |
|---|
| Price | 25 | | | | | | | | |
| Location | 15 | | | | | | | | |
| F&B | 10 | | | | | | | | |
| Meeting space | 15 | | | | | | | | |
| Contract risk | 15 | | | | | | | | |
| Reliability | 10 | | | | | | | | |
| Sustainability | 10 | | | | | | | | |
| TOTAL | 100 | | | | | | | | |
×Weight column = (score ÷ 10) × weight. Example: 7/10 on Price = (7÷10) × 25 = 17.5 points.
TOPSIS quick reference. For 4+ proposals where weighted totals are close, compute TOPSIS closeness coefficient. Step 1: identify the best and worst score per category across all proposals. Step 2: for each proposal, compute Euclidean distance to best (d+) and to worst (d-) across all 7 weighted categories. Step 3: closeness = d- / (d+ + d-). Range 0-1; higher is better. The Excel companion has this auto-computed.
CFO summary page template
Lead with weights, then scores, then TOPSIS. Total: one page, three blocks:
- Methodology block. 7 categories + weights agreed [date]. Rubric documented at [link].
- Result block. Winning hotel: [Name]. Score: [X]/100. Runners-up: [list with scores].
- TOPSIS block. Closeness coefficients confirm the ranking is robust to category-profile differences.