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> procurement checklist
procurement checklist
Pre-Procurement
Identify the need for procurement
Define the scope of the procurement project
Determine the budget and funding sources
Conduct market research to identify potential suppliers
Create a procurement plan
Planning and Documentation
Develop a statement of work or specifications
Prepare a request for proposal (RFP) or request for quotation (RFQ)
Determine evaluation criteria for supplier selection
Create a timeline for the procurement process
Obtain necessary approvals for the procurement project
Supplier Selection
Issue the RFP/RFQ to potential suppliers
Evaluate supplier proposals based on predetermined criteria
Shortlist potential suppliers for further evaluation
Conduct interviews or site visits with shortlisted suppliers
Perform due diligence on potential suppliers
Contract Negotiation
Select the preferred supplier
Initiate contract negotiation with the selected supplier
Determine contract terms and conditions
Finalize pricing and payment terms
Draft and review the contract with legal counsel
Negotiate contract amendments and changes
Obtain approval from relevant stakeholders
Monitor and document progress of negotiations
Exchange final versions of the contract
Execute the contract and obtain signatures
Resolve any disputes or discrepancies
Finalize and document contract terms
Finalize contract performance measures
Finalize contract performance targets
Finalize performance-based incentives
Finalize dispute resolution processes
Finalize termination clauses
Finalize audit provisions
Finalize confidentiality and data security provisions
Finalize intellectual property provisions
Finalize indemnity and liability clauses
Contract Award and Implementation
Award the contract to the selected supplier
Notify unsuccessful suppliers and provide feedback
Develop a supplier onboarding plan
Monitor and track supplier performance
Conduct regular meetings with the supplier to address any issues
Contract Management
Establish a contract management system
Monitor supplier compliance with contract terms
Review and approve supplier invoices
Manage any contract amendments or change orders
Conduct periodic performance evaluations of the supplier
Contract Closure
Conduct a final review of the contract deliverables
Ensure all contractual obligations are met
Obtain necessary approvals for contract closure
Complete final payment to the supplier
Archive all relevant procurement documentation
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