Page 390 - Aida Hovsepian Onboarding

Internal Control Plan

Vendor Request for Proposal (RFP)
Tasks to be completed YES NO Comments
CM collects information required to conduct vendor
Request for Proposal (RFP). Use of Havi Sourcing,
our RFP software, is recommended – complete the
Sourcing Project Request Form and click Submit on
the form to send to the SCS team for project setup.
If freight analysis is required, contact the Logistics
Manager for assistance with freight optimization of
your project.
CM finalizes and presents the CRN/Program
Summary with RFP award recommendation and
collects approvals and signatures (on the Contract
Guidelines document) from the Director and CPO via
PRC Prep meeting. PRC approval is also needed if
>$15 million and Board Chair approval needed if
>$50 million/multi-year awards.
Send all bidders Notification Letter or Letter of Intent

Supplier Service Agreement (SSA)
Tasks to be completed YES NO Comments
CA creates electronic Supplier Service Agreement
(SSA) in Havi Sourcing and sends to vendors.
CA negotiates details of SSA with vendor (CSCS legal
may be needed). All redlining is completed
electronically via Havi Sourcing.
Vendor and CPO approve and sign contracts
electronically via Havi Sourcing.

SSA-A Business Terms Preparation
Tasks to be completed YES NO Comments
CA prepares Supplier Service Agreement-Addendum
(SSA-A) Business Terms and sends to vendor
electronically via Havi Sourcing.
CM and vendor negotiate details of SSA-A and
Business Terms. All redlining is captured
electronically in Havi Sourcing.
PRC approval is required if SSA-A is valued > $15
million or longer than 24 months
Vendor and CPO sign final SSA-A and Business Terms
electronically via Havi Sourcing.
Vendor sends Certificate of Insurance (COI)
documents, as outlined in the SSA.

Centralized Supply Chain Services, LLC. Page 17