This policy draft is adapted from the internal policy infrastructure applicable at One Future Collective and is made publicly accessible in the interest of our mission to build safe, just, and inclusive workplaces for all. If you are an organisation curious to know more about how to build socially just workplaces, we invite you to use and adapt these policies to make them relevant to your context. If you have used any of our policies, we request you to please credit us.
You can know more about us, our journey, how we work, and our commitment to Nurturing Radical Kindness through our internal organisational Manifesto: Sunflowers. We would also love to hear from you – if you have any feedback, questions, or comments, please feel free to use this form.
Some guidance on using this policy:
We understand that each organisation is distinctly placed, works in different contexts, and within diverse realities and organisational policies have to be resilient and responsive to these contexts. In this background, we would like to share the following guidance for your reference:
- All the segments marked in yellow and/or left blank are spaces for you to update with details which are relevant to your organisational contexts.
- The entire policy may not be applicable as it is – please treat this as an invitation to adapt parts of it to better suit your demands.
- The policies are developed in the context of the legal obligations, politics, and resources available to One Future Collective. Whenever you are developing your organisational policies, please ensure that you are conducting your own due diligence in relation to compliance and other obligations that you may have to adhere to.
- Some key identifying information and details about processes unique to our organisation are anonymised from the drafts below for reasons of privacy and confidentiality.
In case you would like to reach out to us to get to know more about a policy or are feeling a bit stuck, please don’t hesitate to reach out to us at info@onefuturecollective.org.
Our Vendor Procurement Policy
| Date of adoption | _____________________ |
| Date of review | _____________________ |
| Policy Holder | _____________________ |
| Queries | _____________________ |
1) Purpose
The Vendor Procurement Policy of <Name of Organisation> intends to establish structured purchasing processes and sourcing strategies to ensure transparent, objective, and cost-effective decision-making and risk management. It is designed to secure high-quality goods and services at the best possible price while maintaining efficiency and control in the procurement process.
2) Scope of the Policy
This policy applies to all <Name of Organisation> employees, managers, CEOs, and stakeholders involved in the process of vendor procurement and production of goods and services for and on behalf of <Name of Organisation>. Compliance with this policy is mandatory and its violation may attract disciplinary action. The policy may also be shared with potential suppliers, donors, and external partners and incorporated into contractual agreements, as needed on a case to case basis.
3) Procurement Process
The following is the process to be followed in case of any procurement of goods or services to be carried out for and on behalf of <Name of Organisation>.
Identification of requirement: The person in charge of the production of goods and/or services is responsible for identifying the requirements in response to the need arising within <Name of Organisation>. The identification process should include information about the need for the goods and/or services to be procured, quantity, and budget available for such procurement. The format mentioned in Annexure 1 should be filled out once final decision about the requirement has been made for internal documentation purposes and shared while soliciting quotations from potential vendors.
Solicitation of quotations: Once the requirement has been identified, the budget holder should solicit written quotations from the required number of suppliers as mentioned within the Annexure 2. The vendors can be found from vendors we have engaged with in the past, an internet search, personal contacts, or team contacts amongst other ways.
Criteria for selection of vendor: Once the quotations have been received, the budget holder can make a final decision amongst the three based on the following criteria:
Timely availability of goods / services;
- Opportunity to conduct a sample test of goods / services in advance
- Quality of the goods / services;
- Guarantee and warranty available for such goods / services;
- Overall production cost (including logistics and delivery costs) and payment milestones;
- Quality of customer service provided through the process;
- Past association with <Name of Organisation> and/or team members;
- Any other relevant considerations.
This policy is to be read in concurrence with the Code of Conduct. Accordingly, the process of shortlisting should not involve corruption, undue exchange of favours, and/or any form of unjust enrichment.
- Approval of vendor and budgets: Once the above considerations are made, the budget holder is responsible for making the final decision on which vendor <Name of Organisation> should proceed with. Such a decision along with rationale should be emailed in writing (in the format prescribed below in Annexure 3) to the <add relevant detail> for their approval.
- Process of on-boarding a vendor: Once the decision has been approved by the <add relevant detail>, please ensure that formal email-based communication is made to the vendor outlining the terms of agreement. In case of any advance payment, please ask the vendor to raise an invoice as per the <add detail for internal process> for <Name of Organisation> as needed. The maximum advance payment that can be made towards a payment is 50% and can be made only after the quality assurance process mentioned below has been completed.
- Quality Assurance: For all orders above the value of _____ INR, please ensure that a sample product has been made and tested before placing the order for the full amount.
- Delivery of goods and/or services: The person collecting the order will be responsible for checking the quantity, and quality and ensuring the price of the goods matches the invoice.
- Closure of vendor relationship: Upon satisfactory completion of all services and delivery of goods, ask the vendor to raise final invoices and ensure that the payments have been made satisfactorily. If the experience with the vendor has been satisfactory and the details of this vendor are not already added to the list of vendors we have worked with, please ensure that the same is done.
Annexures
Annexure 1: Format for Procurement Requisition:
| Item to be ordered | Quantities to be ordered | Reason for order | Recommended Budget per item | Recommended Overall budget | Usage |
Annexure 2: Guidance on the process of vendor procurement
| Cost | Number of vendors required to be solicited | Whether reporting manager approval necessary | Whether CEO approval necessary |
Annexure 3: Format for Presenting Proposal to CEO for Vendor Selection:
| Vendor Name | Price per item | Total estimated cost | Payment Terms | Images | Quality Check Notes | Decision |