Procurement Checklist

✅ Define Requirements

Identify business need and scope Define technical specifications and KPIs Establish maximum budget and cost estimates Determine delivery timeline and milestones Obtain internal stakeholder approvals

✅ Sourcing and Market Research

Conduct market analysis and pricing trends Identify potential qualified suppliers Prepare Request for Quotation (RFQ) or Proposal (RFP) Publish solicitation documents securely Manage supplier clarification queries

✅ Evaluation and Selection

Open bids per compliance guidelines Evaluate technical proposals against criteria Assess commercial proposals and total cost Perform supplier due diligence and risk checks Select winning supplier and document rationale

✅ Negotiation and Contracting

Negotiate pricing, terms, and SLAs Draft formal contract with legal review Include liability, warranty, and exit clauses Secure final signatures from authorized parties Issue official Purchase Order (PO)

✅ Receipt and Inspection

Monitor delivery schedule and logistics Inspect goods or services upon receipt Verify quantity against delivery note Test quality and technical compliance Sign off Goods Receipt Note (GRN)

✅ Vendor Management and Closeout

Match invoice with PO and GRN for payment Evaluate supplier performance against KPIs Resolve outstanding warranty or support issues Archive procurement documents securely Conduct internal lessons learned review