Supplier Qualification Form Template

Introduction

A Supplier Qualification Form Template in IT governance serves as a crucial document in the procurement process for government agencies and organizations operating within the information technology sector. This form is designed to systematically assess and evaluate potential suppliers before engaging in any contractual agreements. Its purpose is to ensure that suppliers meet specific criteria, including legal, financial, technical, and operational standards, to guarantee they can deliver the required goods or services effectively and in compliance with regulatory standards. This qualification process is vital in IT governance as it helps mitigate risks associated with supplier selection, such as cybersecurity vulnerabilities, compliance with data protection laws, and adherence to industry-specific standards and certifications.

Importance of Supplier Qualification Form Template

In the dynamic landscape of IT Governance, the stakes are notably high. Cybersecurity vulnerabilities, compliance with stringent data protection laws, and adherence to industry-specific standards are paramount concerns. Through the judicious use of the Supplier Qualification Form, government agencies proactively address these challenges. By thoroughly vetting suppliers beforehand, they make informed choices, fostering a transparent and accountable procurement ecosystem. This, in turn, culminates in enhanced operational efficiency and fortified security for IT endeavours. Within the Supplier Qualification Form template, pivotal areas are meticulously covered. These encompass essential aspects such as financial stability, compliance with regulatory frameworks, technical proficiency, and a track record of past performance.

Determining Business Objectives For Supplier Qualification Form Template

Here is a list of key business objectives you should consider when developing a qualification supplier form:

1. Quality Assurance - A business's primary goal is to improve and maintain the quality of its products or services. Qualification forms should include criteria that assess the supplier's commitment towards quality control, quality assurance, and compliance with industry standards.

2. Cost management: Every business needs to control costs in order to maintain profitability. Qualification forms can ask about the pricing structure of a supplier, their payment terms and cost reduction efforts. It is important to ensure that suppliers selected offer competitive prices without compromising on quality.

3. Innovation and Sustainability: Businesses need to find suppliers that prioritize innovation and sustainability in today's highly competitive market. The form should ask questions that assess the supplier's commitment towards research and development, sustainability, and compliance with environmental laws.

4. Risk Management: Mitigating risk is an important objective for business. Qualification forms should ask about the supplier's risk mitigation strategies, contingency planning, and insurance coverage. The qualification form helps to ensure that the suppliers selected are prepared for unforeseen events which may affect the supply chain.

5. Collaboration and Communication: Effective communication and collaboration with suppliers is vital to successful partnerships. This form may include questions about the supplier's communication channels and responsiveness. It can also ask about their ability to work with you on joint improvement projects.

The Key Components Of The Supplier Qualification Form Template

• Company Profile

Company Name: This field captures the legal name of the supplier company. It ensures that the government agency can identify and communicate with the supplier accurately.

Years in Business: This field indicates how long the supplier has been in operation. It provides insight into the supplier's experience and stability, which can be crucial in assessing their capability to meet contractual obligations.

Street Address, City, State/Province, Zip Code, Country: These fields collect the physical location details of the supplier. This information is important for logistical purposes, especially if physical deliveries or on-site services are involved.

Annual Sales: This field provides an indication of the supplier's financial capacity and stability. It helps ensure that the supplier has the financial resources to fulfil the requirements of the contract.

NAICS Code: NAICS (North American Industry Classification System) codes categorize businesses based on their primary activities. It helps in classifying and understanding the industry sector to which the supplier belongs.

Company Website: The company website serves as a valuable resource for gaining insights into the supplier's capabilities, portfolio, and overall online presence. It can provide additional context about their expertise.

Contact Name, Contact E-mail, Phone, Fax: These fields capture the contact details of a representative from the supplier company. This information is essential for communication purposes and ensures that there is a designated point of contact for inquiries, updates, and discussions.

• Business Type: This field captures the legal structure or type of the supplier's business. It helps in understanding the nature of the supplier's organization (e.g., corporation, sole proprietorship, partnership).

• Capabilities: This section assesses the specific skills, expertise, and resources that the supplier possesses. It allows the government agency to gauge whether the supplier has the necessary technical know-how and resources to meet the requirements of the IT project.

• Prior Experience with our Company: This question inquires whether the supplier has worked with the government agency before. This information is important as previous experience can demonstrate familiarity with the agency's processes and requirements.

If yes, provide details: If the supplier has prior experience with the government agency, this field allows them to provide details about the nature of their past collaboration, including specific projects or services rendered.

• Financial / Legal:

This section delves into the financial and legal aspects of the supplier's operations. It helps in assessing the supplier's financial stability and legal standing, which are crucial factors in determining their suitability for the procurement process.

Within the last five years, has your firm been in any of the following circumstances (check all that apply)
a. Been a debtor in a bankruptcy case.
b. Filed for bankruptcy under any of the bankruptcy codes.
c. Had a business license or certification suspended.
d. Have Been suspended, debarred, disqualified, or otherwise prevented from bidding on or completing any government agency or public works project.
e. Had a client processed a court filing or submitted for arbitration a claim against your firm concerning your work on a project?
f. Been terminated for cause by a client concerning work on a project.
g. Had an insurance carrier for any form of insurance, cancel or deny any form of insurance or refuse to renew an insurance policy for your firm.

If yes to any of the above, please provide details: Depending on the answers to the above Checklist, provide details if the answer given is “Yes”.

• Health and Safety

Does your company have a written Health and Safety Program?

Is your firm in compliance with record-keeping policies?

Within the last five years, has your firm been in any of the following circumstances:
a. Had either a state or the federal Occupational Safety and Health Administration cited serious violations and assessed penalties against you?
b. Had either a state or the federal Environmental Protection Agency (EPA) issue a Notice of Violation (NOV) and assess.
c. Penalties against your firm.
d. Had a period when your firm had employees without workers.
e. Compensation insurance or state-approved self-insurance?
f. Experienced a work-related fatality or an accident that resulted
g. In the hospitalisation of employees?

If yes to any of the above, please provide details – Depending on the answers to the above Checklist, provide details if the answer given is “Yes”.

• Quality System Information

Is your quality system certified to a particular standard?

If yes, to what standard?

Is your calibration system by a particular standard?

Which of the following do you have written instructions/procedures?
a. Qa procedures
b. Mfg. Workmanship standards
c. Inspection standards
d. Engineering drawings of parts
e. Corrective/preventive action

• Authorization

This document will be part of a supplier qualification and rating process. By submitting this form, the signer represents that the information provided is complete and accurate as of the date of this submission.

Name: This field should capture the name of the person who is providing the approval. This could be the Procurement Representative, QA Representative, or any other relevant approver.

Title: This field should capture the job title or position of the person providing the approval. This information adds an additional layer of clarity regarding the approver's role within the organization.

Date: This field is for recording the date on which the approval was given. It serves as a timestamp for the approval process.

• Our applicable criteria for selection, evaluation, performance, and re-evaluation practices are marked in the table below:

Selection: Outline the process that will be followed to select a supplier based on the criteria. This could include steps like document review, interviews, reference checks, etc.

Evaluation/Re-evaluation: Specify how the supplier's performance will be measured and monitored over time. This may include metrics, reporting intervals, and any consequences for failing to meet performance standards.

Supplier Status: Clearly define the different statuses a supplier can have (e.g., Approved, Pending, Not Approved) and the conditions that must be met to attain or maintain each status. Comments / Reason for disapproval: This section should provide a space for the evaluator to articulate the specific reasons why the vendor's qualification was not approved.

• Vendor#: This field is used to assign a unique identification number to each vendor. It helps in keeping track of vendors and their information. It's usually an alphanumeric code that is specific to each vendor.

• Procurement Rep: This field captures the name or contact information of the procurement representative responsible for dealing with the specific vendor. This person is the main point of contact for procurement-related matters.

• Approval Date (for Procurement Rep): This field indicates the date when the procurement representative approved or signed off on the vendor's qualification. This is an important timestamp for tracking the approval process.

• QA Rep: This field captures the name or contact information of the Quality Assurance representative responsible for dealing with the specific vendor. This person is responsible for ensuring that the vendor meets the required quality standards.

• Approval Date (for QA Rep): This field indicates the date when the Quality Assurance representative approved or signed off on the vendor's qualification. Like the approval date for the Procurement Rep, this is a crucial timestamp for tracking the approval process.

Conclusion

It is important to include proper references in your writing for several reasons. References enhance your credibility by demonstrating that you have cited reputable sources to support your work. It helps the reader trust and believe in the information. Second, references help ensure that your writing is accurate by providing evidence for your arguments and claims. Citing specific sources will help you to support your arguments and add depth and validity.