Sourcing Goods/Services

    Definition

    Sourcing is a strategic process to purchase a good or service where the total contractual spend is over $100,000. The Sourcing of goods or services is different than Buying as it is more commonly strategic, entails negotiation, and/or requires subject matter expertise in either the product or purchasing process.

    Key Information
    • Engaging the Sourcing Team via the Purchasing Intake Portal as early on in the process is key to achieving a smooth and well planned out contractual, strategic purchase of goods or services.
      • Tip: Contact Procurement once a need has been identified and/or funding determined.
    • Sourcing team members are strategically aligned to purchasing categories, ensuring their expertise in specific areas (Consulting Services, Equipment, Hardware, Software, Supplies, etc.).
    • You are highly encouraged to review Procurement’s Preferred Supplier list and consider working with suppliers who are already vetted, contracted, and approved in Yale’s system.
    • Purchase price should not be the only focus. The Strategic Sourcing team can assist in driving overall strategic value and mitigating risk to the University as the main goal within the purchase agreement.
    • Procurement can aid with Supplier issues and help drive a resolution to disputes. Please submit requests via the Purchasing Intake Portal.
    • Please review the Software chapter as the first step in our process if you are contemplating a software related purchase.
    To Start
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Read and understand policies 3201 General Purchasing and 3210 Contracting.
    2 Confirm budget availability for the purchase(s).
    • Process may vary from department to department, start with your Business Office.
    3 Consider working with one of Yale’s preferred suppliers.
    • When considering Suppliers to provide goods or services, the University has a list of preferred suppliers already in our system that we encourage continued use of. The list of suppliers can be found in our Procurement Buying Guide. These suppliers have been vetted, used by others across the University, and often times have agreements with pricing already in place.
    • Reach out to Procurement even if you choose a Preferred Supplier, as we can work to make sure all of your needs are met at the best overall value.
    4 Confirm that a Procurement Conflict of Interest does not exist.
    • Review Policy 3201, section 1 (3201.1)
    • Refer support questions to the Purchasing Intake Portal
      • Select “Sourcing/Buying:
        • Find a Supplier, Goods or Services”,
        • Select “General Sourcing/Buying Support”
        • Indicate the supplier, situation, and where the conflict might exist.
        • A Sourcing team member will reach out further to discuss and help guide your request through review, and leadership approval (if necessary).
    5 Gather critical information regarding the purchase(s). Critical information may include:
    • All purchases:
      • Historical background/previously purchased?
      • Has any research has been completed on potential suppliers for the service/good?
      • Are other University departments using the good/service?
      • Is purchase federally sponsored?
      • Is purchase funded by multiple departments?
      • HIPPA/PII data involved
      • Desired timeline
      • Justification for supplier selection (criteria)
      • Additional key decision makers, project team members
    • If purchase is for a good(s):
      • Specifications
      • Intended Use/Function
    • If purchase is for a service:
      • If the Supplier has provided a Scope of Work, please review and verify it is correct and/or be prepared to discuss where changes are required. If the supplier has not provided one, complete the supplier form.
    • If Software:
    Request Support to Source a Good/Service
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Submit a request for support.
    • Refer support questions to the Purchasing Intake Portal
      • Select ”Sourcing/Buying”: Find a Supplier, Goods or Services”.
    • Include any information gathered in #5 of the “To Start” section.
    Policies and Procedure
    Forms
    Training Guides and Tools

    Trainings or tools, include infosession guides, FAQs, etc.