The GitLab Procurement Team

Maintained by:

What is Procurement?

Procurement is the process of selecting vendors, strategic vetting, selection, negotiation of contracts, and the actual purchasing of goods. Procurement acquires all the goods, services, and work that is vital to GitLab.

Procurement Mission and Policy

The mission of the Procurement Team at GitLab is to be a strategic business partner for all departments to drive value through external partnerships.
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.
All purchases made on behalf of GitLab that do not qualify as a personal expense, need an approved Purchase Order (PO) in Coupa.

Exceptions to the PO Policy are:

Purchases under $5K
Last minute un-planned onsite event needs such as food and rental transactions needed for event.
One-time field marketing and event purchases less than $10K such as booth rentals, AV equipment, catering, etc.
Confidential Legal Fees
Audit and Tax Fees
Benefits & Payroll

What are you buying?

Choose the type of purchase you're making for the process guidance:

New Software Software Renewal or add-on Professional Services / Contractors / Agencies Field Marketing and Events Home office equipment and supplies Individual Use Software

Toolkits

Includes RFP Templates, scorecards and Vendor Guidelines for doing business with GitLab:

Vendor selection process Vendor guidelines Non-Disclosure Agreement (NDA) Charitable Contributions

How do I contact Procurement?

If you have a question, use the #procurement slack channel.

How do I access Coupa to create a Purchase Request?

Coupa is available via Okta. To access the platform:

Login to your Okta home page.
Click on the Coupa (Prod) button.
- A new tab should open with your user logged in.

Every month all Coupa access will be reviewed and users who haven't been active in a period of 90 days will have their access removed. If you need to request access again, please reopen your initial Access Request issue and tag the Finance Systems Admins team using @gitlab-com/business-technology/enterprise-apps/financeops in a comment.

If your job function requires you to submit purchase requests in Coupa, follow the below steps:

Open an Access Request for Coupa using the Individual_Bulk_Access_Request template.
In Step 2, in the Justification for this access question, please describe:
- What you need to buy.
- What is the total cost of the purchase.
- How often you will need to purchase it.
- When does it need to be submitted in Coupa.
Add the labels ~"FinSys - Coupa" and ~"FinSys::Service Desk".

Best Practices

Due to the limited number of licenses available for Coupa, it is recommended that each department identify power users responsible for creating purchase requests on the team’s behalf.

Contract Templates

Documentation

Non-Disclosure Agreement (NDA) Process
Uploading Third Party Contracts to ContractWorks
Company Information - general information about each legal entity of the company
Trademark - information regarding the usage of GitLab's trademark
Authorization Matrix - the authority matrix for spending and binding the company and the process for signing legal documents