*VendorRisk Standard Operating Procedure (SOP) is required for use of checklist below.
Vendor Procurement Process from Beginning to End
✓ Identify a Need – What is the propose of this procurement?
✓ Develop a Budget – How much are you able to spend?
✓ Plan Your Project – What is the project name, will this be competitive or sole source, who are the approvers, what are the start/end dates, etc.?
✓ Search for potential vendors – use contacts, google search, previous vendors. Also consider SMWBE’s. (Requirement: vendor’s name and contact e-mail)
✓ Log into VendorRisk/Vendor Selection Projects Module and enter data above (SOP section 5.2)
✓ Send RFQ/RFP to potential vendors via e-mail (SOP section 5.4). Await responses
✓ Enter participating vendors costs into Vendor Selection Module (SOP section 5.5)
✓ Evaluate and select the winner, runner up, and considered vendors. Enter rationale for selection (SOP section 5.5)
✓ Send results to approvers using Task Requests (SOP section 5.6)
✓ Approvers to review vendor selection project and complete Task Request (SOP section 5.7)
✓ Add winning vendor to VendorRisk (SOP section 2.0) – remember to do manual SAM search once new vendor is added to system (SOP section 2.4)
✓ Send document requests to winning vendor, i.e. W9, ACH Wire form (SOP section 3.1) and request for DUN’s number
✓ Begin contract process by creating a contract record (SOP section 4.0) and number (SOP 4.2)
✓ Open contract template in knowledge base and decide whether to keep as is or make revisions. If revisions, send for internal review. If not, draft Appendix B for Adobe Sign library shared document template
✓ Log into Adobe Sign to either upload revised template or use Adobe Sign library shared document contract template w/ Appendix B
✓ Send out contract signature requests via Adobe Sign and wait for workflow completion
✓ Once contract is executed, save PDF to VendorRisk contract record (SOP section 4.4)
✓ Manage contract end dates using VendorRisk and make vendor payments via Finance Check Requests