There are 3 main conditions that will determine the method of creating a Purchase Request:
Depending on the conditions above, a Purchase Request can be created by:
Check the How do I open a Purchase Request? section to understand which method applies to your request. If you're uncertain, ask us in the #procurement slack channel!
|New Software||Software Renewal||Field Mktg & Events||Consultants/Professional Svcs|
|Once initial quote is received, or sooner||60-90 days before renewal date||Once contract is received||Once initial quote is received|
Procurement Team is monitoring ContractWorks for upcoming contract renewals.
If you have a contract that is 60-90 days from renewal date and you have not heard from Procurement yet, please create a Purchase Request to begin the process in the event the contract is not available in ContractWorks.
In order to help Procurement provide prompt support please prepare the following information regarding the renewal:
The exceptions to the process are below:
In these instances, the vendor can invoice GitLab in Tipalti, and AP will route approvals based on the matrix
For Software >$25K:
For Software >$25K:
RFP created by DRI based on guidance from department lead, and project goals. See RFP template.
Finalized RFP is shared with Procurement lead via issue (plus slack notification), finance departmental lead and DRI’s department head to verify we all agree on scope and timelines. Everyone has 1 business week to respond with any changes or requests before RFP is sent out to vendors for quotes and availability. This process will follow the rules based on …https://about.gitlab.com/handbook/finance/procurement/ (do we wanna add the correct link here?)
If there are any substantial changes or objections the discussion process will be extended another business week to resolve.
RFP responses will be shared (with parties outlined above: procurement, department finance lead and DRI’s department lead) in group drive or shared spreadsheet.
As the RFP process comes to a close, the DRI will connect with the procurement lead and finance department contact to review top selection and discussions throughout the process with vendors. At this point, the DRI will introduce the shortlisted vendors to the procurement lead to kick off negotiation discussions.
The DRI and procurement lead will jointly strategize on which points to contest and where critical cost savings lies and set savings goals per contract.
Within a two week period of the RFP closing the DRI, along with counsel from finance and procurement, will compile a final list of selection and budget sheet for further review and approval from top level decision makers (see authorization matrix).
Once the top vendor(s) have been selected, a purchase request will be created by the DRI. For events that require a bit more discretion, contracting will progress to it’s designated private project, hitting all the regular contract approvals and checkpoints in a private project.