Vendor Management System

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  1. Vendor Management System
  2. Process
  3. Sourcing and award
Process · Sourcing and award

Sourcing and award

Compare supplier responses against the same scope and retain the award basis.

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Step by step

  1. Approve the need Requester

    Requester records a requisition and its lines; Approver decides the submitted scope and amount. Buyer receives the approved request for sourcing.

    • Records scope and authority
    • Updates Purchase requisitions, Requisition lines, Spend approvals
    ApprovalA person approves before the work moves on.

  2. Set the RFQ Buyer

    Buyer writes the scope, line quantities, deadline and price, lead-time and quality weights. The chosen suppliers are linked through the invitation records.

    • Records common scope and invitees
    • Updates RF qs, RFQ lines, RFQ invited vendors

  3. Collect responses Supplier

    Supplier submits a response with quoted lines, terms, validity and lead time. A revision retains its relationship to the earlier response.

    • Captures supplier quote revisions
    • Updates RFQ responses, RFQ response lines

  4. Compare evidence Buyer

    Buyer reads each response against the same lines. Bid comparison records normalized criteria, weights, quality basis, eligibility and source revisions.

    • Preserves weights and quality basis
    • Updates Bid comparison scores, Scorecards

  5. Decide the award Procurement Manager

    Procurement Manager reviews the recommendation and any override reason before selecting a response. The awarded vendor and response stay on the RFQ.

    • Records named award and review reason
    • Updates RF qs, RFQ responses
    ApprovalA person approves before the work moves on.

  6. Carry into purchasing Buyer

    Buyer opens the resulting order and confirms the awarded supplier, price and original scope remain linked.

    • Connects the order to the selected quote
    • Updates Purchase orders, PO line items

Where it usually breaks

And how to keep it from happening.

  • Responses price different quantities or alternates. Compare each line with the requested unit and scope before interpreting rank.
  • A quality measure has no published comparable sample. Read the quality basis and coverage alongside the score.
  • The weight mix changes after bids arrive. Review the stored RFQ and response revisions behind the comparison.
  • A recommendation is overridden without a reason. Record the decision on the RFQ before creating the order.

Who does what

Roles and permissions
Requester
Defines the need; Approver approves scope; Buyer manages invitations and comparison; Procurement Manager decides the award; Supplier submits its own response.

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