There are several third-party vendor processes that procurement supports, depending on your needs. Team members can purchase goods and services on behalf of the company in accordance with the Signature Authorization Matrix and guide to Spending Company Money. However, any purchases requiring contracts must first be reviewed by procurement, then signed off by a member of the executive team. Be sure to also check out our guide on Signing Legal Documents.
If you have a new business need and are seeking a third party vendor to support it, you must review the market capabilities defined by your overall spend BEFORE selecting your vendor.
Note: Before sharing details and/or confidential information regarding our business needs, please obtain a Mutual Non-Disclosure Agreement from the potential vendor(s).
| Estimated Spend | Market Review Needed |
|---|---|
| <$25K | None |
| >$25K and <$100K | Three Bids |
| >$100K | RFP |
If there is a business reason why the market review is not necessary, please obtain a bid waiver from your functional leader and send to procurement for approval.
For instructions on how to evaluate a new vendor, please see the LINK COMING SOON!
If you have an existing vendor that needs a contract renewal or a true-up mid contract, work with procurement BEFORE agreeing to business terms. For all contract renewals, contact procurement 90-60 days before the existing contract expires. Procurement will engage our software buying partner Vendr to ensure that the quoted pricing is competitive. Vendr can help negotiate directly with vendors on both new subscriptions and renewals. It is preferred that we negotiate the best pricing up front to keep our ongoing costs to a minimum across our long-term relationships with vendors.
For instructions on how to submit an existing vendor negotiation, please see the LINK COMING SOON!
BEFORE agreeing to business terms, identify whether you need a New Vendor Market Review (#1 above), or an Existing Vendor Negotiation (#2 above). If you have completed one of those, you are ready to seek review of a vendor contract. Your request must go through GitLab's Vendor Management process to make sure it has been reviewed by appropriate stakeholders and that the request receives all necessary approvals. This process involves Finance (for budgetary purposes), Security (when personal data is involved to ensure the vendor's systems and procedures meet our minimum standard), Business Operations, Procurement (for contract review), and an approved Signer (for final approval and signing).
For instructions on how to submit a new vendor contract for review, please see the Vendor and Contract Approval Workflow. Once the contract is completed it should be uploaded by the requestor into our contract management database tool ContractWorks.
As new (and existing) vendors will be supporting GitLab, we are implementing new tools such as Tipalti for onboarding and a PO Module for all payments.
Tipalti is an AP Payment Processing System that feeds data into NetSuite. Once a Finance Issue has been completed and received all necessary approvals with a fully executed contract, a self-registration link will be sent to the Vendor if the Vendor is not already setup within our Netsuite system. It is important to note that any delay in Vendor self-registration within Tipalti will delay vendor payment(s). For additional information on how we onboard vendors with Tipalti, please refer to our Vendor Master Agreement.
We are using Netsuite to create and track Purchse Orders. Please refer to the Purchase Order Process for information on how to create a Purchase Order.
If there are performance and/or quality issues from an existing third-party vendor, procurement can support the resoluation and/or re-evaluation of a replacement vendor. More info coming soon.
Issue Tracking Coming Soon.
At GitLab Procurement operates with three main goals:
More FAQ's coming soon! Please submit relevant questions to @a.hansen.
