Providers Policy
Providers Analysis, Pre-selection, and ApprovaL:
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The Administrative Department, based on the organization’s needs and/or requests received from other departments, will organize a market/supplier analysis. The requesting departments will be asked to evaluate the following types of selection criteria —Functional, Technical, Economic, and Strategic— which will be defined by the responsible department depending on the type of product or service provided by the supplier.
The requesting/user department will present the project to the supplier and generate continuous follow-up documentation through meeting minutes. Progress will be presented to their managers or tracked by the Executive Committee if the project is key or strategic. All collected information will be submitted to the Administrative Department, which will analyze the economic information and share the outcome with the selected supplier.
Providers selection criteria include:
Functional (Requesting Department):
1- Previous experience
2- Service guarantee
3- Features that meet the need
Technical (Technical Department):
1- Compatibility with infrastructure
2- Information security and data privacy
3- Technical support
Economic (Administrative Department):
1- Proposal
2- Most favorable pricing
3- Financing options
Strategic (Executive Committee):
1- Additional services offered
2- Delivery time
In the case of low-value products or services, formal quotes and proposals will not be required. Instead, a price/quality assessment will be made at the discretion of the Administrative Department.
The Administrative Department will consolidate the evaluation results from each responsible area and record them in the “Provider List” matrix, where compliance with the criteria will be analyzed.
A minimum of three quotes must be obtained, and only providers that meet at least 80% of the defined selection criteria will be considered. If fewer than two providers meet this threshold, the process must be revalidated.
Among the providers exceeding the 80% threshold, the one with the highest score will be selected. In case of a tie, a session will be held between the Administrative Department and the management of the requesting department to decide which provider will be contracted.
All new providers must be registered through the New Provider Registration process. Any provider failing to meet the agreed requirements will be permanently banned from the preferred provider list.
The responsible person in the Administrative Department will assess and select the proposal that best meets the requirements, issue the purchase order, and proceed with the commercial agreement.
The responsibility for ensuring proper fulfillment of contracted providers activities lies with the business areas managing the provider. These departments will verify compliance based on the defined tracking criteria in coordination with the responsible areas. Monitoring must be conducted at least once per year, and also at the end of every contractual period that requires renewal.
This monitoring will be submitted by the requesting department to the Administrative Department, which will directly communicate the evaluation results to the provider.
If operational issues arise that affect the company’s proper functioning, the business areas must inform the Administrative Department, which will assess the supplier's performance and consider a replacement.
Provider monitoring criteria include:
Functional (Requesting Department):
1- User experience
Technical (Technical Department):
1- Technical issues encountered
2- Response time to support and requests
3- Information security and privacy incidents
Economic (Administrative Department):
1- Cost changes
Strategic (Executive Committee):
1- Modifications to additional services
2- On-time delivery compliance
Evaluation and Scoring for Supplier Monitoring
The Administrative Department will consolidate the evaluation results from each responsible area and record them in the “Provider List” matrix, where compliance will be reviewed.
If the provider meets or exceeds 80% of the monitoring criteria, the contract will be renewed. Otherwise, a new provider selection process will be initiated.
Communication of Requirements for the Selection and Monitoring Process
Before starting the selection process, providers will be informed of the necessary requirements via email sent by the Administrative Department. This communication will include a link to the corporate website, where the guidelines are publicly available.