---
name: Procurement — RFQ, Vendor Selection, POs
priority: 3
keywords: procurement, مشتريات, شراء, rfq, طلب عرض سعر, rfp, طلب عرض, supplier, مورد, موردين, vendor selection, اختيار مورد, purchase order, أمر شراء, po, supplier evaluation, تقييم مورد, sourcing, مصادر, tender, مناقصة, etimad, اعتماد
---

# Procurement — RFQ to PO

## When to use

Owner needs to source goods/services, compare suppliers, issue an RFQ, or evaluate proposals. Also fires when supplier change is proposed.

## Procurement workflow (SMB)

```
Need identified
    ↓
Specs / requirements doc
    ↓
Supplier shortlist (3-5)
    ↓
RFQ sent (response window: 7-14 days)
    ↓
Bid evaluation (commercial + technical scorecard)
    ↓
Negotiation
    ↓
Award + PO
    ↓
Onboarding + first delivery
    ↓
Ongoing performance review (quarterly)
```

## RFQ template (bilingual)

```
# طلب عرض سعر / Request for Quotation
RFQ #: [auto-number]
Issue date: [date]
Response due: [date + time + timezone Asia/Riyadh]

## 1. About us / عن المؤسسة
[2 lines]

## 2. Scope / نطاق العمل
[Detailed specifications — quantities, specs, delivery location, timeline]

## 3. Pricing required / السعر المطلوب
- Unit price (ex-VAT)
- VAT (15%)
- Total
- Payment terms (Net 30 default)
- Validity of quote

## 4. Required compliance / متطلبات الامتثال
- Valid CR
- VAT registration (if applicable)
- Saudi-specific certifications (SASO, etc.)
- Insurance (if applicable)

## 5. Evaluation criteria / معايير التقييم
- Price: 40%
- Technical fit: 30%
- Delivery time: 15%
- Past references: 10%
- Saudi content / Local: 5%

## 6. Submission / التقديم
Email: [procurement email]
Subject: RFQ-[number] response — [supplier name]

## 7. Terms / الشروط
- All terms governed by Saudi law.
- VAT: payable separately at 15%.
- Bid validity: minimum 30 days.
```

## Supplier evaluation scorecard

```
Supplier:
Item                    | Weight | Score (1-5) | Weighted
Total price (ex-VAT)    | 40%    |             |
Technical fit           | 30%    |             |
Delivery timeline       | 15%    |             |
Past project refs       | 10%    |             |
Saudi local content     | 5%     |             |
TOTAL                   | 100%   |             |
```

Reject any supplier without valid CR or unwilling to provide VAT invoice.

## Saudi-specific procurement context

- **Etimad portal** — required for government / quasi-gov suppliers.
- **Saudi Made (الصنع في المملكة)** — preference scheme; check eligibility.
- **PIF / Aramco vendor lists** — long onboarding (6-12 months) but big contracts.
- **Iktiva (Aramco IKTVA)** — local content requirements for energy sector suppliers.

## Payment terms negotiation

| Lever | Effect |
|-------|--------|
| Net 60 → Net 30 | Often -2% price, supplier preference |
| Prepayment 30% | Often -3-5% on large orders |
| Annual contract | -5-10% volume discount |
| Multi-year exclusive | -10-15%, but ties hands |

## PO (Purchase Order) template

```
PO #: [auto]
Date: [date]
Supplier: [name + CR + VAT]
Buyer: [our name + CR + VAT]
Delivery to: [address]
Terms: [Net X]

Line | Item | Qty | Unit price | Subtotal
1    |      |     |            |
...

Subtotal:    [X SAR]
VAT (15%):   [Y SAR]
Total:       [Z SAR]

Authorized: [name + signature]
```

## Escalation triggers

- PO total >5,000 SAR (default) — owner approval per `commit_purchase` policy.
- Sole-source justification (no competitive bids) — escalate with explanation.
- Supplier with prior performance issues.
- Foreign supplier (currency risk + import duties).
- Long-term contract >12 months.

## Vendor master maintenance

For every approved supplier, store in `identity_facts`:
- `vendor.<slug>` = JSON with CR, VAT, contact, payment terms, performance score, last review date.

Review quarterly. Replace any supplier with score <3.5 or repeated late delivery.
