1. Procurement Objectives
- Identify required goods, tools, services, or licenses
- Define vendor selection and approval processes
- Set timelines and responsibilities for ordering
- Track budget impact and fulfillment status
- Prevent delays, overspend, and confusion
2. Procurement Items List
| Item / Service | Description | Quantity | Estimated Cost | Required By | Owner | Vendor / Source | Status |
|---|---|---|---|---|---|---|---|
| Design Laptop | High-spec MacBook Pro | 1 | $2,500 | June 12 | Ops | Apple Business | Ordered |
| QA Contractor | Manual tester for 4 weeks | 1 | $3,000 | July 1 | PM | Upwork | In Review |
| SaaS License | Figma – Team plan | 5 seats | $60/mo | ASAP | Product Lead | Figma.com | Active |
3. Procurement Process & Approvals
- Requisition – Team member submits request
- Review – PM or Ops Lead verifies alignment with budget/scope
- Approval – Final approval by sponsor or CFO
- Ordering – Owner places order or engages vendor
- Tracking – Status updated weekly
4. Vendor Evaluation & Selection (if applicable)
| Vendor | Service / Product | Evaluation Criteria | Score / Notes | Selected? |
|---|---|---|---|---|
| Vendor A | QA Testing | Price, availability, past work | High – fast turnaround | ✅ |
| Vendor B | Hosting Service | SLA, uptime, pricing | Medium – pricing higher | ❌ |
5. Contractual Terms / Key Notes
Use this section to track important terms, conditions, and service-level agreements (SLAs):
- Figma license auto-renews monthly
- QA contractor requires Net 10 terms
- Hosting vendor includes 99.9% uptime SLA
6. Procurement Risks / Constraints
- Delivery delay from hardware supplier
- Vendor unresponsive to scope changes
- Currency exchange rate fluctuation
- Legal review required for new contract
7. Change Requests or Substitutions
Log any approved changes to items, vendors, or terms:
| Change ID | Description | Approved By | Date | Notes |
| CR-001 | Switched vendor for packaging | PM | June 3 | Vendor A failed quality check |