Start with one shared specification
Send the same material, grade, dimensions, performance, packing and quantity requirements to every supplier. Ask suppliers to identify deviations explicitly. A cheaper alternative material is a different option, not an equivalent quote.
Separate one-time costs from unit price
Show sample costs, tooling, setup and artwork separately from the production unit price. Confirm what happens to those costs at different volumes and who owns any paid tooling.
Use the same delivery basis
EXW, FOB and delivered quotes place different responsibilities on the parties. Compare the named place and the Incoterms rule, then identify origin handling, freight and destination charges that remain outside the supplier price.
- Goods and export packing
- Tooling, samples and inspection
- Origin handling and freight
- Destination charges, duties and taxes
Put quality and timing beside cost
Record lead time, capacity, payment terms, sample status and quality evidence. Include the practical impact of rework, a late shipment or an unsuitable product in your decision, without pretending you can predict every possible loss.
Keep uncertainties visible
Use a comparison sheet with a separate 'not confirmed' column. Ask your freight forwarder and destination customs broker to validate the relevant estimates before treating the total as a committed cost.
Put this into practice.
Choose with a comparable specification, a comparable cost basis and visible open questions. That is more useful than a spreadsheet sorted by unit price.