The LBR Procurement System is built around six core pillars that together form a complete, auditable procurement function.
Each pillar addresses a critical component of a well-functioning procurement system. Together they create a structure that reduces risk and improves consistency.
Define what you need, why you need it, and what success looks like before any spending begins. Scope definition prevents budget overruns.
A structured approach to finding suppliers, evaluating their capacity, and qualifying them against objective criteria — not familiarity.
RFQ and RFP processes that generate comparable quotes, protect your organization from bias, and create an auditable record of how decisions were made.
Objective scoring frameworks that separate price from value, ensuring the best overall vendor is selected rather than simply the lowest bid.
Documentation, review checklists, and performance tracking that protect both parties and ensure deliverables are clearly defined and met.
Supplier scorecards and process reviews that turn each procurement cycle into learning — improving speed, quality, and cost over time.
Document what is being procured, the business justification, budget authority, and timeline. Requires sign-off before proceeding.
Build a qualified vendor list using the supplier qualification form. Minimum 3 vendors required for competitive procurement above threshold.
Issue RFQ or RFP using the standardized template. All responses received and tracked. Deadline enforced equally for all vendors.
Score vendors against the evaluation matrix. Document the rationale for selection. Award decision reviewed and approved.
Execute contract using the review checklist. Monitor delivery against agreed terms. Close the record and update supplier scorecard.
A tiered approval structure ensures appropriate oversight at every spend level. These thresholds are a starting guide — customize to fit your organization.
| Spend Level | Process Required | Approval Required | Documentation |
|---|---|---|---|
| Under $1,000 | Direct purchase permitted | Department manager | Purchase request form |
| $1,000 – $10,000 | Minimum 2 quotes | Senior manager | Purchase request + quote comparison |
| $10,000 – $50,000 | Formal RFQ — minimum 3 vendors | Director / VP | Full RFQ package + evaluation matrix |
| $50,000 – $100,000 | Formal RFP — minimum 3 vendors | Executive | Full RFP + scoring + written rationale |
| Over $100,000 | Formal RFP + legal review | Board / Senior Executive | Full package + legal sign-off + board minute |
These are reference thresholds only. Always customize to align with your organization's policies and applicable regulations.
Every template in the Starter Toolkit and Full System is built around the pillars and process on this page.