SOP ON SELECTION AND EVALUATION OF VENDOR FOR INFORAMTION TECHNOLOGY (IT) EQUIPMENT
OBJECTIVE : To lay down a procedure for selection and evaluation of vendor for Information Technology (IT) equipment.
SCOPE : This SOP is applicable for selection and evaluation of vendor for Information Technology (IT) equipment.
RESPONSIBILITY : Officer and above shall responsible for preparation of SOP and create numbering system of computer and accessories.
Executive and above shall responsible for Reviewed/Checked of SOP.
Head QA shall responsible for approval of this SOP.
ACCOUNTABILITY : Executive and above shall be accountable for the implementation of SOPs.
DEFINITION
SELECTION :Below are 5 steps to successful vendor selection:
Step 1: Define and Analyze Business Requirements.
Step 2: Identify Third Party Vendor Candidates.
Step 3: Develop Evaluation Criteria (with weighting).
Step 4: Conduct Vendor Briefings.
Step 5: Evaluate Vendors and Schedule Demos.
EVALUATION : Vendor evaluation refers to a formal review of suppliers to analyze their performance in relation to various criteria and determine whether they satisfy organizational needs. The goal is to build a portfolio of useable suppliers that is best-in-class and low-risk.
PROCEDURE :
Selection of the Supplier
On receiving the intimation for purchase of new IT equipment / entering into any Annual Maintenance contract, enquiries are floated and quotations are received.
On receiving the quotations, the following are considered for selection of the supplier for further processing:
Technical capabilities.
List of clients to whom the services are offered / IT equipment supplied.
Capability to deliver within the schedule delivery time.
Based on the above criteria, the quotations received are considered for selection of the supplier. If the supplier meets the above criteria, then the quotations are forwarded to the Purchase Department with recommendations. Purchase Department further processes these quotations on the basis of the prices quoted and other terms & conditions.
Validation of the IT Equipment
The configurations of the IT Equipment ordered with the supplier, are specified in the Purchase Order.
On receipt of the IT Equipment from Supplier, the IT Department carries out Validation to ensure that the Equipment’s supplied meets the specifications mentioned in the Purchase Order.
Evaluation of the Supplier / Service Supplier of Annual Maintenance Contract
The evaluation of the Supplier / Service Supplier, shall be carried out annually in the first quarter of the year.
The evaluation shall not be carried out for any purchase of IT Equipment from its manufacturer.
If the IT Equipment is purchased through Dealer / Authorized Agent, then the evaluation shall be carried out. Similarly, in all cases of Annual Maintenance Contract, the evaluation shall be carried out.
The evaluation shall be based on the following factors:
Supplies as per the purchase order.
Delivery as per the terms mentioned in the purchase order.
Rejection / Rectification carried out.
Response time and successful closure of the complaint in case of Annual Maintenance Contract.
If the supplier’s evaluation results are satisfactory, the supplier may be continued and if the results are not satisfactory, the supplier may be issued warning letter. In case the results are below par / unsatisfactory, the supplier may be discontinued.