Example SOPs: Contracting Manager

Contracting Manager SOPs

Creating Standard Operating Procedures for your Contracting Manager work can be difficult and take time. That’s why we’ve created these example Contracting Manager SOPs so you can jumpstart your SOP creation process. We want to help you set up your Procurement systems and processes by taking these sample SOPs and building out your own SOPs template library. By having all your Procurement procedures in one place, your team will have the information they need at all times. Let’s look at some Contracting Manager SOP examples.

Contracting Manager SOP Examples

1. SOP: Vendor Selection and Evaluation

Purpose: This SOP outlines the process for selecting and evaluating vendors to ensure that the organization engages with reliable and qualified suppliers. It includes criteria for vendor assessment, such as financial stability, quality control measures, and past performance. The goal is to establish a pool of trusted vendors that meet the organization’s procurement needs.

Scope: This SOP applies to the Contracting Manager and the procurement team responsible for vendor selection and evaluation.

Person Responsible: Contracting Manager

References: This SOP may reference other SOPs related to vendor management, such as Vendor Onboarding and Vendor Performance Management.

2. SOP: Request for Proposal (RFP) Preparation

Purpose: The purpose of this SOP is to provide guidelines for preparing and issuing RFPs to potential vendors. It outlines the necessary information to be included in the RFP, such as project requirements, evaluation criteria, and submission deadlines. The goal is to ensure a fair and transparent bidding process that allows the organization to obtain competitive proposals from qualified vendors.

Scope: This SOP is the responsibility of the Contracting Manager and the procurement team involved in the RFP process.

Person Responsible: Contracting Manager

References: This SOP may reference other SOPs related to procurement planning, such as Procurement Needs Assessment and Budgeting.

3. SOP: Contract Negotiation and Review

Purpose: This SOP outlines the process for negotiating and reviewing contracts with selected vendors. It includes guidelines for contract terms and conditions, pricing, delivery schedules, and dispute resolution mechanisms. The goal is to ensure that contracts are fair, legally compliant, and aligned with the organization’s procurement objectives.

Scope: The Contracting Manager and the legal department are responsible for this SOP.

Person Responsible: Contracting Manager, Legal Department

References: This SOP may reference other SOPs related to legal compliance, such as Contract Approval and Contract Execution.

4. SOP: Purchase Order Processing

Purpose: The purpose of this SOP is to establish a standardized process for generating and processing purchase orders. It includes guidelines for creating purchase orders, obtaining necessary approvals, and tracking order status. The goal is to streamline the procurement process, ensure accurate documentation, and facilitate timely delivery of goods and services.

Scope: This SOP is the responsibility of the Contracting Manager and the procurement team involved in purchase order processing.

Person Responsible: Contracting Manager

References: This SOP may reference other SOPs related to procurement documentation, such as Purchase Requisition and Goods Receipt.

5. SOP: Supplier Relationship Management

Purpose: This SOP outlines the process for managing relationships with suppliers to foster collaboration, address issues, and ensure ongoing performance improvement. It includes guidelines for conducting supplier meetings, monitoring key performance indicators, and resolving disputes. The goal is to maintain strong supplier partnerships that contribute to the organization’s procurement success.

Scope: The Contracting Manager and the procurement team are responsible for this SOP.

Person Responsible: Contracting Manager

References: This SOP may reference other SOPs related to supplier management, such as Supplier Performance Evaluation and Supplier Development.

6. SOP: Contract Renewal and Termination

Purpose: This SOP provides guidelines for the renewal and termination of contracts with vendors. It outlines the process for assessing contract performance, negotiating renewals, and handling contract terminations. The goal is to ensure that contracts are renewed or terminated in a timely manner, based on performance evaluations and the organization’s changing needs.

Scope: The Contracting Manager and the legal department are responsible for this SOP.

Person Responsible: Contracting Manager, Legal Department

References: This SOP may reference other SOPs related to contract management, such as Contract Monitoring and Contract Closeout.

Note: The specific SOPs and their details may vary depending on the organization’s size, industry, and specific procurement requirements. It is important to tailor the SOPs to the organization’s needs and ensure compliance with relevant laws and regulations

Contracting Manager SOP Templates

Looking for SOP templates for your Contracting Manager work? We’ve got you covered. You can build out your company SOPs using the sample SOP information above (added to our template) or our team can put together a starter SOPs template based on your Contracting Manager work. Get in touch if you’ve got questions about the quickest way to build out your Procurement SOPs library.