procurement checklist

Pre-Procurement Checklist

Define the procurement requirements

Identify the budget and funding source

Conduct market research to identify potential suppliers

Determine the procurement method (e.g., competitive bidding, direct negotiation)

Prepare the procurement plan

Analyze the risk associated with the procurement

Develop evaluation criteria for potential suppliers

Set up a procurement committee

Prepare a Request for Proposal (RFP) or Invitation for Bid (IFB)

Publish the RFP or IFB

Ensure compliance with procurement laws and regulations

Develop a timeline for the procurement process

Establish communication protocols between the procurement team and potential suppliers

Set up a document control system to track responses from suppliers

Review and evaluate bids and proposals from suppliers

Procurement Planning Checklist

Develop a procurement schedule

Create a statement of work or specifications

Determine evaluation criteria and weighting

Identify the procurement team and their roles

Obtain necessary approvals and signatures

Supplier Selection Checklist

Issue a request for proposal (RFP) or invitation to bid (ITB)

Evaluate supplier proposals or bids

Conduct supplier interviews or site visits if necessary

Check supplier references and past performance

Select the preferred supplier(s) and notify them

Create a shortlist of potential suppliers

Analyze and compare the capabilities of potential suppliers

Establish evaluation criteria for potential suppliers

Research supplier financials and market position

Verify that suppliers are compliant with relevant laws and regulations

Obtain quotes and compare pricing structures

Identify the supplier’s proposed delivery and payment terms

Determine the supplier’s capacity and ability to meet demands

Assess supplier risk and develop a mitigation plan

Contract Negotiation Checklist

Review and negotiate contract terms and conditions

Ensure compliance with legal and regulatory requirements

Define key performance indicators (KPIs) and service level agreements (SLAs)

Agree on pricing, payment terms, and delivery schedules

Obtain necessary internal approvals for the contract

Contract Management Checklist

Establish a contract management system

Monitor supplier performance against KPIs and SLAs

Conduct regular performance reviews with the supplier

Address and resolve any issues or disputes that arise

Maintain accurate records and documentation

Contract Closure Checklist

Verify that all deliverables and obligations have been met

Conduct a final performance evaluation of the supplier

Complete all necessary paperwork and documentation

Close out the contract in the procurement system

Conduct a lessons learned session to identify improvements for future procurement processes

Collect and archive all relevant records and documents

Finalize the payment and issue the supplier a release of liability

Disseminate a summary of the contract closure to all relevant parties

Review the supplier's performance against the original contract objectives

Dispute any remaining discrepancies

Analyze the financial and operational results of the contract